Electronic Health Record System

The vendor is required to provide to implement a HIPAA compliant electronic health record (EHR) system specific to local public health operations, including; ease of use, connectivity to state and local systems, streamlining medical records management and patient scheduling, and reminders are among the technological improvements important in this search, as the county desires to move away from paper charting.
- Uses an electronic appointment system that lacks an efficient method for patient appointment reminders.
- Currently documents health care encounters using paper forms in conjunction with multiple state electronic systems for immunizations, patient/case management, lab reporting, etc.
- The EHR must be a fully integrated, user-friendly system capable of tracking, documenting, and storing all actions from the first patient interaction until billing completion.
- To this end it must be compliant with all legal and professional standards while being capable of tracking and reporting data to maintain grant reporting requirements. 
- In addition to the general requirements listed below, the EHR must also adapt to future needs.
- Electronic health record programs
• Immunizations
• Agency nurse family partnership
• Lead nurse case management
• Tuberculosis/communicable disease
• Scheduling/reminder notifications
• Billing
• Behavioral health services - future
• Sexually transmitted infection – future
• Adult and pediatric exams – future
• School exams – future
- The electronic health record and the payment management system to include:
• System software, which includes:
1. Secure and compliant storage of patient medical records, including demographic information, medical history, treatment plans, and test results.
2. Cloud-based platform – software as a service
3. Both hardwire and wireless access
4. Secure remote access
5. All CPT and ICD codes, current and future
6. Federal meaningful use (MU)
7. Clearinghouse charges for connectivity to commercial and government payers, including medicaid, medicare, BCBS, Humana, etc.
• Implementation, which includes:
1. Training for staff prior to “go-live” date
2. Availability of onsite vendor it support on “go-live” day
3. Import of data from .xls, .csv, xml, and other similar files
4. Import of pdf files
5. Document library capabilities
6. Template assistance for data management
• System interoperability
1. Bi-directional connection to I care
2. Bi-directional connection to LabCorp
3. Bi-directional connection to the university laboratory testing
4. Electronic prescription writing
• Data conversion (from .xls, .csv, xml, and other similar files, including SQL database)
• Remote training/it support after initial implementation
• Upgrades/updates for the EHR system
• Build or import custom forms
• Patient id scanning
• Patient signature capability
• Patient portal with access to records, appointment scheduling, after visit summary and bi-directional messages
• Scheduling function
• Claims billing and submission, provide billing solutions or interface capability
• Ability to provide either billing solutions and/or interface capability for billing
• Payment postings
• Patient appointment reminder system, by online chart and text
• Report functions for clinical and financial data, including custom reports
• Data management backup system
• Up-to-date HIPAA security and privacy plans
• Cooperation in investigating security incidents
• Ability to print clinical paper forms to use when EHR system is down
• Ability to export dis-aggregated/line-level data from reports
• Core patient care data via pdf or continuity of care (CCD) export (in xml and text format) upon request
• Downtime tech support, including on-site and off-site support available 24/7 
• After visit summary for patient
• User-friendly interface for healthcare professionals to enter and access patient data easily and effectively
• Data security measures that meet or exceed HIPAA regulations to ensure patient confidentiality
• Secure HIPAA compliant texting platform
• Secure HIPAA compliant portal messaging
• Secure HIPAA compliant telemedicine platform
• Disaster plan including data recovery.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 21, 2025