Hosted Electronic Medical Record Software

The Vendor is required to provide a cloud-based electronic medical records software for use by the region’s public health dental clinics for the following purposes: 
•    Record, organize, edit, and manage patient medical records; 
•    Tooth charting, 
•    Medical and dental histories, 
•    Scheduling, 
•    Assisting with contacting clients, and 
•    Storage of documents, radiographs and photos.
- Users of the Solution will be dental clinic staff (dentists, dental hygienists, and dental assistants), support staff, and management.
- The Solution shall provide capabilities to maintain accurate and quality data, suitable for analysis, metrics and reporting. 
- Data would include information on treatment appointments and scheduling (e.g., dates, demographics, treatment procedure codes, oral health findings, provider name, and clinic location).
- The Solution shall be available from desktop devices allowing for 150 concurrent users to access the Solution without loss of performance or usability.
- The Solution shall provide all functionality through a web browser interface from the hosted environment for managing electronic medical records user actions and automated processes and workflows.
- Region staff will access the Solution using various browser-based interfaces to:
•    Schedule client appointments in one of five dental clinics
•    Enter personal health information, including medical and dental histories
•    Enter examination results, tooth charting and treatment records
•    Upload program service schedules and guides, radiographs, scanned documents, photos
•    Create program specific codes for data collection
•    Search in notes sections of client records
•    Create medical alert notices
- Through the browser interfaces, Region staff can validate and summarize data for completeness and quality and apply corrections as needed.
- Approximately 10,000 patient records must be migrated from the region’s existing electronic medical records system, sapphire, to the new solution. 
- Records may include patient notes, odontograms, scanned documents, calendars, and radiographs.
- The Solution shall support the migration of data to an on-premise environment at a later date should the Region decide to discontinue the SaaS service.
- Support shall provide for troubleshooting over the phone, web or via remote connection.
- Shall have a well-defined disaster recovery and business continuity programs including processes, policies, and procedures related to preparing for recovery or continuation of services provided by the Solution.
- System Administration Manuals shall outline all the configuration parameters, details on how to configure the parameters, troubleshooting techniques and technical support information.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: October 22, 2025