Student Health Counseling and Accessibility Services Platform

The Vendor is required to provide to procure a secure, scalable, and user-friendly platform that supports integrated student health, counseling, and accessibility services across a multi-campus college environment.
- The solution should enable seamless delivery of medical and mental health care, immunization compliance, accommodations management, and interdepartmental collaboration, all while ensuring compliance with applicable regulations such as acts.
- Provides quality teaching and learning through a clearly defined set of programs, services, and partnerships that include:
• University transfer programs
• Workforce education programs
• Technical programs
• Customized training
• Developmental courses
• Adult literacy courses
• Lifestyle and community learning, including continuing education
- Employees approach their work through strategies for five goals:
• Enhance access and support for student success
• Elevate educational quality for optimal student outcomes
• Promote excellence in community engagement
• Ensure responsible stewardship of resources
• Transform lives and communities through education.
- Student-Facing Interface
• The platform must offer a modern, intuitive interface for students to engage with campus health, counseling, and accessibility services through both web and mobile access.
• Self-service functionality: students must be able to schedule appointments, complete intake forms, access care plans, and engage with screening tools or wellness assessments.
• Secure messaging: encrypted communication should be integrated with reminders, alerts, and customizable “out of office” or after-hours messaging, including redirection for crisis events.
• Document management: secure upload and storage of required documentation (e.g., accommodation forms, immunization records). Note: insurance and billing are not required for college services.
• Student eligibility integration: system must verify student enrollment via real-time integration with the institution’s ERP system.
- Clinical charting & documentation
• Compliance & privacy: must be HIPAA- and ferpa-compliant for documenting medical, mental health, and counseling services.
• Templates & forms: include a library of customizable templates (ideally editable by staff without vendor assistance), supporting dynamic templates for multi-issue visits.
• Integrated records: unified health and counseling records viewable by appropriate staff. 
• Counseling notes must be restricted to licensed behavioral health clinicians.
• Crisis workflows: built-in workflows to manage high-risk student cases, including alert flags and session documentation.
• Multi-campus support: capability to track encounters by campus, report by location, and manually add or merge student profiles.
• External system integration: compatibility with systems like maxient for referral and care team case tracking.
- Advanced reporting & analytics
• Dashboards & KPIS: real-time dashboards highlighting demographics, appointment trends, and clinical outcomes (e.g., return to class/work, referrals).
• Survey tools: support for satisfaction and outcome surveys, including anonymous response options.
• Custom reporting: internal reporting tools must allow end users to generate ad hoc reports, export to excel, and segment by campus and service type.
- Immunization compliance management
• Automated verification: integration with state immunization registries for verification and status updates.
• Reminder system: automated outreach to students for missing or expiring vaccinations.
• Compliance tracking: reports showing institution-wide immunization adherence.
- Accessibility services & accommodations
• Student requests: online portal for accommodation requests, documentation upload, and status tracking.
• Workflow management: tools for staff to evaluate, assign, and communicate accommodation decisions.
• Interdepartmental integration: must allow collaboration with departments such as faculty, career services, and testing centers, using secure, role-based access.
- Interdepartmental coordination
• Role-based access: controls to manage permissions across counseling, health, and disability support services.
• Chart segregation: system must ensure separation of records between departments when necessary.
• Referral tracking: capabilities to manage referrals, outcomes, and case follow-ups across multiple services.
• Calendar integration: integration with outlook calendaring, supporting bilateral updates and scheduling visibility.
• Legacy system support: ability to migrate records from legacy systems (e.g., clockwork) or ensure continued access if records are not migrated.
- Security & compliance
• Data privacy: no secondary use of student data outside the scope of the platform. 
• Ability to delete data upon institutional request.
• Cybersecurity standards: must meet SOC 2 or comparable standards. 
• Ramp certification preferred or willingness to complete.
• Access & audit: role-based access control, session timeout settings (customizable by location), and full audit trails.
• Remote access: secure remote access options for authorized health services staff.
- Implementation & training
• Implementation timeline: vendor must provide a detailed rollout plan with milestone tracking.
• Training: training must be provided for clinicians, administrative users, and student affairs staff. 
• Availability and cost of ongoing or new-hire training must be specified.
• Support services: define standard support hours, response time for critical and non-critical issues, and escalation process.
• Scalability: platform must support future enhancements, integration with new modules, and expansion to additional campuses.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: July 03, 2025