Electronic Health Record System

The Vendor is required to provide for a new electronic health record (EHR) system for the pathways to better health program.
- The EHR system must provide the following functionality:
•    Maintain existing capabilities including integration with the online referral form and the ability for users to create custom content such as forms, questions, and surveys.
•    Ensure that the system is cloud-based or securely hosted and accessible to authorized users.
- User Access and Management
•    Include support for approximately 20 concurrent users.
•    Include system administrative controls to:
o    Add or deactivate users
o    Assign or modify access permissions
o    Reset passwords
o    Manage custom roles and reporting capabilities
o    Ability to organize users into sub-teams/departments 
o    Add role-based permissions for data export functionality
- Privacy, Security, and Compliance
•    Ensure full compliance with HIPAA regulations.
•    Include role-based access controls and audit trails.
•    Use encryption for data storage and transmission.
- Reporting Features
•    Ability to easily generate standard reports (e.g., caseload assignments, client outcomes, program metrics).
•    Optional: Ability to custom-build reports with configurable filters, formats, and outputs.
- Core Export Capabilities (Strongly Preferred)
•    Provide unrestricted ability to download raw data for external analysis, with no limitations on download timing (24/7 availability) or file size restrictions Support scheduled/automated data exports with user-defined frequency and timing parameters
•    Provide complete access to all structured data stored within the platform, including historical records and audit trails Support multiple export formats including but not limited to CSV, TXT, and XLSX.
•    Include data dictionary with clear descriptions of all variables, coded values, and business logic applied to data elements. 
•    Documentation must include entity relationship diagrams (ERDS) showing table connections and dependencies.
- Billing Capabilities
•    Support the ability to bill third-party payers (e.g., Medicaid health plans) for Fee-for-Service Medicaid.
•    Include automated or manual billing submission capabilities.
•    Potential for integration with a billing clearinghouse to streamline claims processing and reimbursement workflows.
- Optional Features
•    Direct database connectivity options such as API connection capabilities for future integration with other systems (e.g., health plans, HIES, etc.). APIs must include comprehensive documentation with examples and support for authentication tokens.
•    Integrations capabilities for client communication, including automated text message reminder and survey distribution.
•    Scheduling functionality built into system.
•    Ability to upload and attach PDF documents to client records.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: August 18, 2025