Child Health Initiative Software Solution

The vendor is required to provide that child health initiative software solution to facilitate a streamlined and cohesive process for service delivery administration and reporting functions for output and outcome data.
- Provide services focused on protecting children, the disabled and the elderly from abuse, neglect, and exploitation
- The child health initiative is a partnership between the local early childhood system, the prek-12 school system, the local community action agency, and the local human/social services systems designed to help children in families with multiple health and socioeconomic challenges achieve better health and wellbeing
- Families are referred into the service delivery program, known as the “care team,” through the partner agencies, as well as through direct outreach/public awareness campaigns that lead to families self-referring directly to the program.
- The family-specific nature of the care team model, staff engage families as partners in a multi-disciplinary, holistic approach to providing family support services, mentoring, and health education
- The program entails frequent contact with families, such as home, community and office visits, health and socio-economic assessments, accompaniments to appointments, transportation, referrals to community providers, goal planning, health education modules, payments for goods or services, coordinated home visits, regular team meetings, and careful progress monitoring.
family’s progress is assessed periodically using a rating system of core indicators – one set for the caretakers/parents and one set for the children.
- The care team is a three-person team that consists of a coordinator, a health specialist, and a socioeconomic case manage.
- The indicators include:
1. Caretaker/parent:
• Medical care coordination for children
• Economic stability
• Caretaker/parent health
• Healthy living
• Schools (coordination of educational services)
• Parenting
• Benefits management
• Resource management
• Safety
• Caretaker/parent involvement
• Organization
2. Children:
• Safe and stable housing
• Healthy food
• Daily material necessities
• Regular physical activity
• Adequate sleep
• Positive developmental support
• School attendance
• Primary medical home
• Recommended immunizations
• Well care child visits
• Follow up care
• Health coverage
1. System configuration, features and functionality
a) Program-wide migration to web-based automated, multi-disciplined case management system
• Site-specific data privacy for multi-tenant solution and role-specific data privacy
• Capability for care team members to assess, plan, document, review, and generate case-level and individual-level reports
• Supervisory ability to see the workloads of all care team members
• Automated configurable workflow
o Ability to create custom fields.
o Ability to modify valid entries for all fields.
o Ability to customize forms to enhance care team workflow.
o Flags embedded in smart docs for values that fall within parameters that automatically trigger a flag by the system and/or generate an email alert
o Configuration of system around case management business processes
o Scheduling, internal messaging, and other workflow features embedded in case management platform, including syncing calendars to microsoft 365.
o Ability to choose how users get certain alerts
• Configurable case management user dashboard, with following features:
o Ability to configure what can be viewed on each user’s dashboard
o Dashboard that has a prioritized task list
o Ability for user to mark items as completed on their dashboard task list
o Ability to electronically sign documents, agreements and all stardoms
o Supervisory ability to put updates and announcements on care team member dashboards
o Ability to filter content that displays on user’s dashboard graphs
o Ability to filter content that displays on user’s dashboard
o Customizable dashboard that will give a care team member an immediate overview of caseload information
o Dashboard that can be used for workload and caseload management
o Dashboard that will allow access to most frequently run reports
o Ability to export dashboard to excel and pdf
o Ability to print information from dashboard
o Access to a dashboard calendar
• System-wide referral tool – business rules to accommodate program referral processes/flows
o Initial referrals – initial referrals to the program per family by core community partners, other community service organizations, and family self-referrals
o Active case referrals – child and family service referrals and linkages from core community partners and other community service organizations after intake
o Standardized response options for referral category and referral type
o Open alpha-numeric field for name of referral source/destination
o Standardized referral response options
o Workflow that escalates timelines of referrals
o Communication loop functionality on referrals made – system generates confirmation of follow-up, declining of services by family, or other actions taken on referrals.
b) Program management tools – the software solution should provide for efficient and effective program- level business processes and management tools to assist in program administration, including:
• Financial tracking
o Family level
▪ Emergency assistance – track amount received by family and type by standardized response categories
▪ Client service – track amount spent and type by standardized response categories
▪ Family expenses – family budget entered and changed over time in consultation with care team.
o Program level
▪ Ability to track the amount and type of funding per service type per client
▪ Ability to aggregate client level expenditure data to determine amount of funding per service type
▪ Ability to track monthly program expenses (contract services/professional fees, equipment, office space, indirect costs,
• System of unique ids & a relational database
o Initial referrals
o Active case referrals
o Individual child – including intake demographics
o Individual family member – including intake demographics
o Family/case unit as a whole
o Assessments/screenings
o Categories of services
o Individual types of services within the 2 main categories – individual types of services delivered, by unit of service, within health and socio-economic
o Program expenses
o Individual visits/contacts –visit notes and time tracking per service
o Staff
o Site
o Case types – with flexibility to name, rename and add.
• Robust ad hoc query functionality
• Analytics tool with capacity to run:
o Descriptive analysis – # of cases, average dosage, range of parental ages, disaggregation by race/ethnicity/income, etc.
o Inferential analysis – correlation coefficients, regression analysis
o Geospatial analysis – mapping by layers of variables
o Genograms – representation of the relationships of individuals attached to a family/case
• Ad hoc data visualization and reporting tool
o Program-level capacity to assess, plan, document, review, and configure/generate reports on program-wide and site-specific child and family services and supports
o Track progress and outcomes to make data-informed decisions on location and program- wide levels
o Ensure accountability to funders
o Inform continuous quality improvement
o Monitor on-going fidelity to and inform any adjustments to the model
o Conduct applied research
• System admin features
o Capacity for the program’s system administrator(s) to handle on-going system configuration and reconfiguration needs
▪ Ability to add and configure data fields on each module
▪ Ability to define response formats and response options in data fields
▪ Ability to create user field validation
o Audit functionality for completion of forms processes
c) Migration automation/supports of six years of legacy output and outcome data into case management system.
• The owner is looking for an ETL (extract/transfer/load) process with excel as the medium; all data from existing system will be available in excel format.
• Support matching data fields from current system to new system. d) Integration functionality – data integration tools, such as:
• Read/write API (application programming interface) – to import/export data
• ETL (extract, transform, load) – to transform chi data from multiple locations into an aggregate “harmonized” data set that has sufficient uniformity and alignment to be linked with other regional data
• The solution shall have the ability to export raw data (not just pre-built reports) to a data file. raw data could be csv/excel format, or another format recommended by offeror.
• The data export process and format(s) in your proposal.
• Recommendations for the best approach for city to export/share data from your system to its partnering agencies.
e) Smart documents
• Initial and ongoing core indicator assessments of child and family needs;
• Initial and ongoing assessments of caretaker/parent perception of their progress in the program and feedback surveys about the program and services received;
• Child and family service referrals and linkages to and from core community partners, and other community service organizations;
• Child and family goals and goal attainment, to include initial goal plans for each family and each case manage.
• To include reminders of 90-day review dates for each goal plan;
• Caretaker/parent scores for pre- and post- tests related to health education modules;
• Services and supports delivered, by unit of service
• financial assistance given to family, tracked by family, by category type of assistance
• Auditing function of files to track documents completed and documents due.
• List of potential smart documents needed
o Referral form – from providers and from self-referrals
o Consent to exchange information - completed up front and then could be updated if new entities are engaged with which to share data as a smart doc to track each consent completed or as an uploaded pdf.
o Ability to electronically sign via mobile device.
o Partnership agreements with ability to electronically sign via mobile device.
o Family health assessment
o Family socio-economic assessment
o Family health goal plan
▪ With ability to track quantitative and qualitative data, including progress, anticipated completion and achieved dates.
▪ With ability to electronically sign via mobile device
▪ With ability to download for a printer-friendly and visually appealing version
o Family socioeconomic goal plan
▪ With ability to track quantitative and qualitative data, including progress, anticipated completion and achieved dates.
▪ With ability to electronically sign via mobile device
▪ With ability to download for a printer-friendly and visually appealing version
o Health module pre- and post- tests (health education lessons)
o Caretaker/parent surveys – with user-friendly invitation email that includes a clear link to the survey. with ability for caretaker/parent participant to complete on mobile device.
f) User-centric design & user interface
• Streamlined/clean user interface
• Built-in macros to ease data entry burden, increase data accuracy, and support analytics and reporting. examples:
o Configured dropdown menu of standard service types
o Calculator for % of federal poverty level
o Configurable schedule “repeat” feature
• Pre-population of fields in a data entry form or smart doc, pulling data from different parts of the case management system automatically (system-driven), for such scenarios as –
o Common fields across multiple individual data entry forms and smart docs
o Updating/verifying data on an on-going basis at certain check points
o Forms sent to families to complete
• Multiple data entry fields at sequential points in time so as not to overwrite/lose history
• Multiple data entry saves options
o “Save” feature that allows user to enter a bare minimum number of required fields and then close out the data form or smart doc and return later to complete the remaining required and optional fields
o “Save and submit/complete” feature for fully completed forms (i.e., indicates to system that data can be pulled for reporting and other purposes)
• Built-in user supports
o Instructional text
▪ Permanently displayed instructional text
▪ Interactive pop-up information (i) over certain fields with data entry parameters/instructions
▪ Flyover icons with info on certain fields
o Automatic data entry format error messages
o Automatic error messages when required fields are left blank, when using “save and submit” feature
o CMS/editor built into open text fields, including spellcheck but not autocorrect
• Business rules to accommodate/automate unique model elements (eligibility screening, intake and referral processes, case management protocols) to ease case management, staff supervision, program administration, and other elements of chi.
• Android and iPhone and iPad compliant
• Optimized for microsoft edge, internet explorer, Firefox, or google chrome for pcs, and Firefox or safari for macs
• Family-centric features
o Ability to link more than one child to a family unit (“case” that spans more than one child)
o Ability to link more than one caretaker/parent to a family unit (e.g., mother + stepfather/partner + others with no ceiling/limit)
o Ability to create and manage multiple separate cases for individuals in a household and have the ability to create an association between them
o Configurability of certain field names to ensure family friendly, culturally appropriate language
o Douc-sign capability
o Availability of forms in Spanish and other languages
o Ability to transfer family/case record to another site that is also using the same platform to reduce data provision burden on families and ability for system admin to edit which care team members have access to the data
• Assurance of minimal to no disruption to system use and performance during system updates
• Hard copy features
o Capacity to generate cleanly formatted word or pdf versions of all standard forms and data entry screens for care team members to print out and take to settings without internet access or when use of a laptop or iPad is not aligned with the setting or circumstances of the family interaction
o Print feature to create hard copy of completed forms
o Ability to upload pdf and other formats of documents
g) Future thinking features
• Automated family engagement
• Scalability
o Ample capacity options (such as tiered pricing) for regular usage of system by all potential program locations, with up to an estimated 20-25 maximum total concurrent users at any given time across all sites
o Ample data storage for an estimated 500 total individual case records per year, with the option to scale up or down as the program goals change
o No compromising of system performance during peak usage times
o Ample capacity for optimal performance of the case management system for all individual sites during times when the program centrally pulls data from across all sites for program-wide evaluation, reporting, and other
• Optional/additional features
o Offerors may propose additional features or functionality not specifically covered in the requirements above, but which offerors feel could support the objectives additional features/modules should be described and priced separately in offeror’s proposals and clearly labeled as “optional.”
o The owner reserves the right to add additional modules and features, as proposed by the successful offeror, during the life of the contract.
2. Data security and privacy protections
• Data security: HIPAA – highest levels of data security and privacy, including full compliance with HIPAA
o A HIPAA business associates agreement (BAA) will be established between each of the localities operating a care team and the vendor that is aligned with the selected multi-tenant solution of the one instance of the automated case management system
o The baa will include permission to use data from individual program sites for research, evaluation, and other purposes that would be non-identifiable to an individual
• Data security: full compliance with federal education rights and privacy act (FERPA)
• Site-specific data privacy for the proposed multi-tenant solution – within the automated case management system, each individual site (currently, 2 sites) will require privacy-protected access among all user levels so that individual sites cannot have unauthorized access to one another’s data, for legal, ethical, and operational reasons
• Data recovery/back-up: on-going user support to ensure data is adequately and appropriately backed up
• Data privacy: access levels will be assigned centrally:
o Tiered; privacy-protected credential system will allow the configuration of standard levels of user access for each type of staff position (role) across all sites
o Tiered access system will enable system administrators to specify which site a user works in and what forms and caseloads each user needs to access, as well as what system features a user can perform
o Need the ability to add one or more supervisors to each case so that supervisors can access all data for the case workers they supervise, but not the data of cases outside of the caseloads they supervise
3. System adoption and support
• Deployment strategy aligned with a range of data literacy levels among admin and end users–
• Extensive sandbox environment user testing and training
• Phased deployment (small pilot pre-production) to ensure system is ready to be brought to scale
• User documentation
o On-line data dictionary and data manual (very visual)
o Metadata for online admin access
• On-going ta
o Customer service portal
o Customer service emergency hotline
• Options on the capacity to support a range of the number of concurrent users at any given time across all sites, such as tiered pricing.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: March 06, 2025