Electronic Health Record Software Solution

The Vendor is required to provide an electronic health record (EHR) software solution that will allow the city to enhance clinical operations and improve the efficiency, accuracy, and quality of healthcare delivery.
- Key features required in the EHR system include enhanced security, data-driven insights, regulatory compliance and reporting, and improved patient care.
- The software application is primarily intended to support the Preventable Diseases clinical programs, which include immunizations for children, adults, and travelers, large scale community vaccine clinics, sexual health services, and tuberculosis control activities.
- The City desires access to a sandbox/demo environment to further enhance the City’s understanding of the software’s environment and capabilities.
- Implementation, testing, and ongoing remote and/or onsite training services of the new system and updates.
- Electronic health record (on-line appointment scheduling and management, on-line registration, on-line or tablet/kiosk registration, risk assessment, document signing, record merging capabilities)
- Track the time patients spend waiting for service, receiving service and checking out.
- Provide clinicians the ability to review previous encounters, record current patient encounter information using drop down menus and/or templates for frequently occurring services and record signatures on a portable device preferably a tablet computer.
- Ability to create clinical templates.
- Automated functionality to store and retrieve data via queries, reporting and ad hoc requests on locally (in office) connected or remotely (field) unconnected devices.
- Automated management and administration functionally for defining of staff assignments, scheduling and prioritization, reporting, and tracking of activities, time reporting, billing and collection capabilities.
- Seamless data migration (conversion) of existing Electronic Health Record data to new system.
- Clinical reports and/or dashboard generation (various types and formats such as Excel, Word, pdf, csv, charts, tables, etc.)
- Inventory management:
•    Barcode scanning for data entry
•    Medication and vaccine tracking
•    Collection of patient information/identification
•    Logging inventory and alerts
•    Automatically update inventory as information is entered into the medical record during patient encounters
- Communication:
•    Electronic faxing
•    Telehealth integration
•    Mass texting and email capabilities with ability to automatically send out emails and SMS messages to targeted groups.
•    Automatically produce and send outbound appointment reminders via telephone call, email, fax, letters, or postcards
•    Secure system internal messaging
•    Patient portal; secure bidirectional messaging between provider and patient
•    Secure referral functionality
- Ability to attach, collect, and store documents and photographs
- Mobility to accommodate large scale programs (for testing, administration of vaccines, or distribution of medications)
- For mass immunization and/or countermeasure distribution, a paperless system to register patients, record informed consent for treatment, document care provided in the encounter(s) and bill for payment of services.
- Ability to compartmentalize data for differing public health uses/functions (i.e. non-clinical).
- Ability to customize demographics – categories of data, ability to respond to drop-down or open-ended.
- Automated system functionality for security rights, scheduling of batch jobs, host and remote data transmissions, and flexibility for integration to State.
- Hosting Services Service Level Agreement to include Help desk, customer support, data storage, data backup, disaster recovery, software upgrades, notification updates, training updates and user group meetings.
- User-friendly search function.
- Ability to dump raw data from the system to an Excel file and have canned and custom reporting capabilities.
- Patient payment processing:
•    Process all payment types and generate end of day reports
•    Patient Cost Estimation, especially for out-of-pocket expenses
•    Electronic invoicing
•    Easy payment and status tracking
•    Ability to integrate credit card processing for all payments. Prefer integration with Clover.
•    Recurring billing and streamline automatic payments
•    Generation of clear, timely statements
•    Payment plan setup options
•    Patient portal access to balances, billing history, and payments
•    Produce payment receipts with necessary information to allow patients to submit to insurance for reimbursement.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: December 26, 2025