Mental Health Data Management System

The vendor is required to provide mental health data management system a secure, web-based data management platform to support the delivery, tracking, and evaluation of mental health-related services across district programs.
- This system will support functions related to school counseling, psychological services, and mental health programming.
- To streamline service workflows, improve data accuracy and visibility, and drive improved student outcomes through an integrated digital solution.
- Mental health needs continue to rise among school-aged populations, the district is enhancing its infrastructure for managing behavioral health data. 
- This platform will centralize key processes, from intake and assessment through service documentation and reporting, while enabling integration with the district’s existing processes, student information systems, and supporting both virtual and in-person care delivery.
- Required system capabilities
a. Online assessments and forms
•    Allow students, staff, and caregivers to complete validated behavioral health screening and assessments online using any internet-connected device.
•    Include auto-scoring with immediate access to results and summaries for authorized staff.
•    Support age-specific assessments addressing emotional, psychological, and social indicators.
•    Allow secure submission of electronic guardian consents, releases, and caregiver completed tools.
•    Enable addition of custom or grant-specific assessments and forms as needed.
b. Referral management
•    Allow staff to create, track, and manage internal and external referrals.
•    Enable collaboration with external providers via secure, role-based access.
•    Provide intelligent search features for matching students with appropriate providers based on service type, location, insurance, or funding options.
•    Include task management functionality for follow-up reminders and tracking referral outcomes.
c. Service documentation
•    Allow staff to document individual and group sessions, including date and time, service type, duration, and notes.
•    Support time tracking where applicable.
•    Enable accurate attribution of group session participation to individual student records.
d. Tracking non-client services
•    Allow users to log indirect service activities (e.g., staff training, parent workshops, community outreach).
•    Capture event details such as date, location, duration, type of event, and audience size.
e. Virtual care capabilities
•    Include a built-in HIPAA-compliant telehealth feature that requires no external software.
•    Support secure video conferencing from common devices (e.g., desktop, mobile, tablet).
•    Allow for real-time documentation and collection of digital consent during virtual sessions.
f. Data reporting and analytics
•    Provide intuitive dashboards and data visualizations showing trends by school, grade, and program.
•    Allow export of de-identified data in commonly used formats (e.g., csv, excel) for grant and other reporting.
•    Support disaggregation of data by demographic variables (e.g., race, age, gender), service type, and presenting concerns.
g. System integration
•    Integrate with the infinite campus student information system.
•    Provide single sign-on (SSO) compatibility using industry-standard protocols
•    Ensure data synchronization and user management tools are robust and secure.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: September 02, 2025