Electronic Health Records Management System

The vendor is required to provide a comprehensive, enterprise-level behavioral electronic health record (EHR) and case management system to serve as the primary technology backbone for the department's client record.
- This system is intended to replace outdated legacy systems and will benefit the majority of department programs with electronic health records, case management needs and include services such as housing, aging, transportation, and community programming.
- The new system must streamline administrative processes, improve business operations, enhance service delivery, and support data-driven decision-making.
- The ideal system will meet all applicable regulatory requirements for an EHR solution and be certified by the ONC health IT certification program.
- Staffing
• A dedicated project manager assigned to this project to guide the implementation process through the go-live period, who will work closely with the county's project manager for all activities associated with the implementation.
• This includes all activities and documentation associated with software.
a. Project manager shall be responsible for:
• Coordinating all vendor staff activities.
• Facilitating project status meetings.
• Weekly communication of project status.
• Testing and training plans.
• Documentation plans.
• Problem resolution reporting.
• Deployment plans.
• Maintaining and updating the project plan and schedule.
- User access and security requirements
• Role-based access and permission control - ensuring users can only access relevant program areas. 
• Single sign-on (SSO) and two-factor authentication (2fa) for secure system access. 
• Password length and strength enforcement. 
• IP access restriction to us only.
• system administrators must have full control over user roles, access permissions, and audit logs. 
• A secure external provider portal for client data management, submitting claims and other provider related workflows. 
• System and access audit trails to track system activities, user access, and data modifications. 
• Flexible user licensing scheme that would allow the county to scale up licensing when required, as during a health emergency or other temporary circumstance, and then roll back to the original license quantity. 
• Browser-based user interface to work across modern browsers and mobile devices (e.g., chrome, Firefox, edge).
- Patient and case management requirements
• Centralized patient records with demographic, enrollment, and eligibility tracking
• Patient validation and patient merge to avoid duplications of records
• Patient record attachment repository for documents
• Family grouping functionality to manage multiple clients within the same case
• Referral management system for tracking patient eligibility and program assignments
• Bed board and occupancy tracking for residential placements.
- Billing management requirements
• A fully functional accounts receivable management system.
• Automated claims submission and processing for Medicaid (837 files).
• Retrieval of electronic remittance advice file from Medicaid (835 file).
• Electronic billing and statement generation.
• Ability to bill commercial insurance.
• Capability to import claims and case notes from services providers.
• Structured file import of financial data through the user portal.
• Reconciliation and tracking of payments and remittance reporting.
• Positive pay file generation. - Provider and agency management requirements
• Agency and provider profile management with contract tracking and rate assignments
• Secure provider portal for claim submissions, documentation, and contract updates
• Agency and provider import claims details into the system
- System integration and interoperability requirements
• Hl7 and FHIR interfaces for data exchange with external systems.
• Integration with Medicaid and commercial insurance databases for eligibility verification.
• Interface with applicable state of human services related programs.
• Web form integration to capture electronic intake and referral data
• Interface with existing Tyler Munis financial system - Reporting and data analytics requirements
• Role-based access to reports and data exports in multiple formats (excel, csv, pdf)
• Custom financial reporting, including unit-based billing summaries and contract payments
• System-generated reports for Medicaid billing compliance and performance metrics
• Audit trails tracking all access to client records for security and regulatory compliance
• Capable of generating the appropriate reporting and outputs necessary to comply with the requirements of the federal government and the state of human services agencies.
• A robust custom reporting interface to allow the structured query of all system data elements or support a standard third-party reporting tool such as SQL server reporting services (SSRS).
o To facilitate the custom reporting function, system documentation must include a complete data dictionary to include the following elements:
▪ Data element descriptions
▪ Database schema
▪ Relationship model for data
▪ Security data model
• Custom reporting functionality for use by non-technical users
- System administration and customization requirements
• Configurable workflows to automate task routing and approvals
• Customizable intake forms and pages tailored to program-specific needs
• Fiscal period management with controlled access to financial adjustments
- System installation configuration requirements
• Configurable workflows to automate task routing and approvals
• Customizable intake forms and pages tailored to program-specific needs
• Fiscal period management with controlled access to financial adjustments - System requirements
• The system must be a commercial off-the-shelf (cots) computer-based system.
• The system must function as a single integrated product suite that allows user access to any authorized module or dataset from a single user interface
• Separate environments to support proper system testing, validation, and deployment processes throughout the implementation and maintenance lifecycle
• The ability to test and management system releases in advance.
- Data management
• Single entry (i.e., data is entered once and then reused by other modules as necessary)
• Use of authoritative standardized code tables
• Ability to enter and query narrative(s) and text fields
• Spell check and formatting capability on narrative(s) and text fields
• Data entry validation
• Data validation for key fields entry with no duplicates
• Ability to transmit data to external sources in an established standardized format
• Data import from external agency sources as defined by the agency
• Detailed audit trail
• Automatic submission of data to external organizations as defined by the agency.
- Questions/Inquires Deadline: September 8, 2025