Electronic Health Records for Wellness Program

The vendor is required to provide electronic health records for wellness program that short-term counseling, referral, and case management services to employees. accurate, secure, and user-friendly electronic documentation is essential for the delivery of high quality and confidential care.
- Provide comprehensive and turnkey behavioral healthcare electronic health record (EHR) system
- Implemented as a browser-based, commercial off-the-shelf ("COTS"), cloud-based (i.e., "software-as-a-service and "SaaS") software product.
- A solution which provides the ability for the employee clinical wellness program (hereafter, ECWP), personnel providing services outside of human resources premises to work offline and sync data into the EHR system once reconnected.
- The solution will be utilized by two (2) ECWP personnel but shall include option to increase the number of users.
- Technical and solution features information
•    The solution shall include interface capabilities, seamless upgrades, and minimal maintenance
•    The solution should be equipped with templated healthcare related forms with the ability to modify in accordance with the city's needs.
•    The solution shall support exporting forms and records in formats compatible with pdf and standard office software (e.g., microsoft word, excel). 
•    This functionality shall enable the city to print blank forms and generate reports as required by applicable laws and policies.
•    A solution which allows ECWP users to make an unlimited number of data queries and to conduct an unlimited volume of data aggregation and reporting activities.
•    The solution shall include a client portal capable of appointment scheduling, document sharing (including, without limitation, legal and other documents signed by a client), and conducting telehealth appointments
•    The city desires that the solution have electronic capabilities or integrate DocuSign or similar electronic signing software.
•    A solution which supports a range of diagnostic and treatment techniques.
•    A solution which provides for automated workflows to reduce the number of manual processes for ECWP users.
•    The solution includes the ability to efficiently transfer the data to a new EHR system in the event that the city discontinues use of the solution.
•    A solution which includes a "sandbox" or simulated environment for training, testing, and similar functions both during the implementation of the solution and for permanent, ongoing use by ECWP.
•    Include the following assessments in the system:
o    Gad 7
o    PHQ 9
o    C-SSRS
o    Cage
o    Audit
- Service information
•    Provide all related software upgrades and on-going technical support for the solution during the term of this contract.
•    Identify, troubleshoot, and fix bugs or errors in the software as they arise
•    Provide end-user training and training documentation on the use, configuration, maintenance, management, security, and reporting capabilities of the solution.
•    24/7 support by live chat, phone, or email
•    Accomplish the overall implementation of the solution by performing those tasks and services as are typical of the implementation of an enterprise software solution including but not limited to:
o    Project management,
o    Project governance,
o    Organizational change management advising,
o    Communication strategies, and
o    Preparation of ECWP for live production use of the solution.
•    Develop and provide at a minimum and without limitation, the following project management documentation of the implementation of the solution upon effective date of the is contract:
o    Resource management processes
o    Scope management processes
o    Schedule management processes
o    Risk management processes
o    Quality management approach
o    Communication management approach
o    Organizational change management approach
o    Status reporting
•    Training plan
•    System interface plan
•    Testing and quality assurance plan
•    Pre-and post-implementation support plan
•    System documentation
•    Risk register.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 25, 2025