The Vendor is required to provide a cloud-based Record Management System (RMS) that is able to maintain full HIPAA compliance, is built to allow data entry for information about individuals, call for service details, and case management interactions, and allows for some customizable fields and reports.
- Provide for a comprehensive records management system (RMS) for the behavioral health crisis response team.
- The RMS must include, but is not limited to, functionality to record emergency calls for service, patient demographics, and clinical case management interactions and notes.
- The RMS must meet Health Insurance Portability and Accountability Act (HIPAA) compliance standards and have data export and reporting capabilities.
- The RMS can introduce new functionalities to solve existing and emerging business needs.
- Terminology
• Behavioral health refers to instances where a person is experiencing mental health issues and/or substance use disorder.
• A co-response involves clinicians and police jointly responding to calls for service involving a behavioral health crisis to help de-escalate situations, provide a clinical intervention and assessment, and connect those in need to available services.
• An alternative response involves clinicians and/or case managers responding to calls that are not criminal in nature, do not present safety concerns, and may be more appropriate for behavioral health professionals to handle without police involvement.
• A call for service is a response to an emergency 911 or non-emergency dispatch call.
- For each emergency response, staff record information such as the date, start and end time of the interaction, the primary, secondary, and tertiary behavioral health concern (i.e., suicidal ideation, behavioral issue, information), referrals given, and key outcomes of the interaction such as whether the person remained in the community, whether an emergency mental health hold was initiated, the person was arrested, and whether the presence of the team facilitated the return of police, fire, or EMS to service.
- Case managers record information such as the start and end time of the interaction, referrals given, and key outcomes of the interaction, needs addressed, and a summary of the contact and actions taken.
- Case managers also manually enter the dispatch number, if there is one, to facilitate data matching for analyses outside of the system.
- Case managers also utilize a separate goals module that allows them to create and update goals for their active case management clients.
- RMS Software Data and Reporting Specifications
• Ability for a user to create, save, and run customized, ad-hoc reports on all data fields.
• Users should be able to pull raw data from all objects/areas of the software, not only specific areas.
• User friendly interface for reports and dashboards - ability to create simple internal facing dashboards and data visuals within the software and ability for users to easily see fields and filters being used in reports.
• Report templates developed to the City’s specification that may be exported to Excel.
• Reports must be available without requiring editing to generate usable data – for example: no blank lines, offset fields, combined columns, or rows.
• API or data aggregation options that can be integrated easily with other systems at no additional cost to the City, and documentation to support use of the API.
• Vendor provides a data import template and advises on process to load historic data and documents.
• Ability to create custom reports or related data extracts to pull "patient file" out of system.
- Questions/Inquires Deadline: January 5, 2026
