Electronic Health Record Services

The vendor is required to provide for the provision of a hosted electronic health record (EHR) system to be used in both student health and behavioral health clinics.
- Provide the software and professional services as so necessary to successfully:
• Assist with the configuration of the software solution,
• Develop defined integrations with other software systems,
• Lead the data conversion/migration process from previous systems to the selected system,
• Assist with testing of the proposed software solution including resolution of defects and configuration errors,
• Support the overall implementation process with those tasks and deliverables as is commonplace to the implementation of an enterprise software solution.
- As part of the implementation scope, following signing of a contract, the selected proposer shall develop and provide SHS with the following items:
• Project management plan: a detailed implementation project plan that, at a minimum, includes the following:
o Objectives
o Deliverables and milestones
o Project schedule
o Resource management processes
o Scope management processes
o Schedule management processes
o Status reporting
• Training plan
• System interface plan
• Testing and quality assurance plan
• Pre- and post-implementation support plan
• Go live dates and criteria
- Requirements
• Provide alerts for medical and chronic health conditions.
• Dashboard that displays daily events.
• Student portal that includes students' charting and activities, immunizations, screenings, chronic illnesses
• Provides user friendly ease of entering immunizations and is aligned with the state immunization information system (CAIRS); provides recording of immunizations for students; ability to add due dates and follow ups for immunizations; print referral letters for identified students regarding immunizations; provide exemption fields (reasons).
• Ability to quickly chart medications given and provide archived medication administration record.
• Ability to chart labs drawn in house and order medication in house.
• Reporting for chronic conditions, incidents, and injury reports.
• Ability to enforce security information and prevent unauthorized access into the system; provides a support line; ability to identify a student by a unique school id number, barcode, name and date of birth; must be a single sign on capability.
• Interfaces with banner.
• Provide SHS with training on the system; assist the district in the initial set up and data export into the data management system; provide ongoing support after the implementation of the system.
- Project success
• Web-based application with private cloud storage in compliance with HIPAA and FERPA regulations
• Seamless data integration and communication between the EHR and current applications so that data is entered at a single point of time if applicable.
• Embedded templates for standardized reporting, common language based on frequently occurring events in care, and common reason types.
• Customizable reports and forms.
- The following criteria will be considered for project success in this category:
1. Minimally required:
• Student profile cards will be accessible via barcode technology showing at least two patient identifiers, a student picture, their allergies, medications, medical history, and parental contact information immediately when accessing the system.
• Staff will have a single-sign on that allows access to the system based on level of scope of practice or role in care.
• Any deviation from the approved care algorithm for assessment (registered nurse only) or action plan (unlicensed personnel) will be met with alerts to contact a registered nurse for more direction - safety tollgate.
2. Preferred requirements:
• The software will allow for the development of nursing care plans (by the registered nurse only) that will automatically feed an emergency or action plan for the student that any unlicensed personnel may use to provide care.
• The software will allow the scanning of medications using a barcode system.
• If any of the five rights of medication administration is violated, an alert will appear on the screen stopping the medication administration process - safety feature.
• Access to a pharmacology reference embedded in the system to allow for automatic checking of drug interactions and out-of-range safety parameters - safety feature.
- Contract Period/Term: 5 years
- Information Cut Off Deadline: April 11, 2025