Medical Record Documentation Dictation and Transcription System

The Vendor is required to provide an advanced medical dictation and transcription system.
- The system must utilize cutting edge speech recognition, ambient listening, and artificial intelligence (AI) technologies, while integrating seamlessly with our existing Epic Electronic Health Record (EHR) environment.
- The primary objectives are to improve documentation accuracy, reduce turnaround times, increase clinician efficiency, and ensure full compliance with HIPAA and healthcare data security standards.
- Current transcription process is manual, time-consuming, and fragmented. 
- Clinicians rely on outdated dictation workflows, leading to delays in documentation and administrative inefficiencies.
- Modernize this process with a scalable, AI-driven platform that supports real-time and asynchronous, or synchronous documentation, integrates with Epic software, and allows for easy editing, review, and finalization within the EHR.
- System Requirements
•    Speech recognition accuracy ≥95% in medical terminology in a live environment, validated with multi-specialty samples.
•    Support for multiple languages/dialects relevant to the county community.
•    Adaptive learning tailored to individual clinician profiles.
•    Possible voice-activated commands for navigation, dictation control, and error correction.
•    Customizable templates for notes, letters, and reports, addressing the specific requirements of various specialties.
•    Real-time and batch transcription support.
•    Intuitive, user-friendly interface requiring minimal training.
•    Mobile dictation with real-time synchronization with the medical records system.
•    Confidence scoring, auto-flagging of potential errors.
•    Cloud-based infrastructure.
•    Automated icd-10 and CPT coding suggestions with ≥90% accuracy (preferred).
•    Ability to initiate and complete order entry directly from dictated content (preferred).
- Epic Integration
•    Proven bi-directional integration with epic, including smarttools, smartphrases, and notewriter.
•    Direct entry into epic hyperspace, haiku, and canto.
•    Use of epic interconnect API, hl7, and institute standards.
•    Support for epic user authentication (SSO, context control).
•    Current participation in epic app orchard or connection hub required.
•    At least one current epic production deployment with reference contact.
- Security and Compliance
•    HIPAA-compliant architecture.
•    End-to-end encryption (tls, aes-256).
•    SOC 2 type ii certification (current)
•    Annual penetration testing with summary results
•    HIPAA risk assessment documentation
•    Detailed audit trails and access logging.
- Reporting and Analytics
•    The software should feature analytical tools to assess productivity levels and document quality, enabling performance monitoring and improvement initiatives’
•    Dashboards for transcription volumes, accuracy, and clinician adoption.
•    Integration with epic’s radar, clarity, or slicerdicer tools.
- Support and Maintenance
•    24/7 vendor support.
•    Guaranteed critical issue response time of less than two hours and resolution time less than 8 hours.
•    Epic upgrade compatibility.
•    Comprehensive training programs and detailed documentation for all end-users and IT staff.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: September 26, 2025