Trauma Registry Web Based Application

The vendor is required to provide trauma registry web-based application capable of performing all necessary functions to collect, store, report, calculate, and track all data elements, conduct verification checks, and develop quality improvement processes that are overseen by the agency team.
- Functional requirements
•    A centralized, web-based application capable of serving 130 healthcare facilities with at least 1,000 concurrent users and the ability to increase both facilities and users during the contract period. 
•    The application shall include a clinical performance improvement and patient safety module. 
•    The application shall be able to store pdf documents related to specific hospitals or all users. 
•    Users shall be able to query current and historical data. 
•    The application shall provide a mechanism to differentiate between national trauma data bank (NTDB)-required and state-required fields in the data entry and data review screen. 
•    The application shall include a method for identifying and alerting users of blank, invalid, or incorrect data and include error-rate reports for data integrity checks. 
•    The application shall maintain the history of trauma data received. 
•    In the absence of patient name, social security number, patient number, or address, the application shall identify and link records within the application for tracking patients seen at different hospitals (inter-facility transfers). 
•    Include a description of how this will be accomplished through the use of unique identifier numbers.
- User security and access
•    The application shall allow community staff to create new hospital accounts and new user accounts related to a hospital. 
•    The application shall provide an automated process for self-registering new user accounts, which requires administrator approval before user access is granted. 
•    The application shall provide two-factor secure user authentication. 
•    The application shall include the ability to automate user password resets and generate an e-mail to the user with a token for a password reset. 
•    The application shall automatically terminate a session after a pre-determined amount of inactivity. 
•    The application shall restrict user access to data and reports based upon hospital account and user role rights. 
•    The application shall have a user access log, which includes a username and time stamp when records are updated. 
•    Demonstrate act compliance, security, virus protection, and data backup processes and procedures in all processing environments.
- Hosting
•    Application availability—the application must be available 24 hours a day, 7 days a week, 365 days a year, with at least a 99.95% up time (excluding scheduled application maintenance). 
•    Scheduled maintenance—regularly scheduled maintenance application patches, updates, and enhancements shall be communicated to community staff at least one business day before the outage. 
•    These outages should be scheduled between 12:00 am and 6:00 am central standard time on the weekend and last no longer than one hour. 
•    Unscheduled and urgent outages – unscheduled outages should be kept to a minimum. 
•    Community shall be notified immediately of any unexpected outages or issues requiring an outage outside of the times indicated above. 
•    All hosting vendors for community must complete three (3) “cloud service provider” documents to meet community hosting requirements.
- Integration and interfaces
•    The application should include the ability to import the final version of patient electronic health record (EHR) information from hospital EHR applications and existing hospital trauma registries. 
•    The application should interface with the state registry to ensure continuous, accurate, timely data transfer throughout the contract. 
•    The application should be able to interface with existing state registry databases, such as rehabilitation, vital statistics, and traffic crash records.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: October 17, 2025