Electronic Health Record System and Implementation

The Vendor is required to provide electronic health record (EHR) system SaaS-based digital infrastructure that centralizes public health operations into a single, cohesive workflow where data is entered once and auto-populates throughout the system.
- System architecture and accessibility
1. Deployment model: 
•    Web-based software as a service (SaaS) with offsite, cloud-based servers.
2. Connectivity: 
•    Full functionality across both hardwired and wireless platforms, with secure remote access capabilities for authorized users.
3. Security and authentication:
•    Mandatory two-factor authentication (2fa) and single sign-on (SSO) integration.
•    Data security measures that meet or exceed HIPAA regulations and agency version 3 standards for 2026.
•    Comprehensive disaster recovery plan including automated data backups and a restoration timeline.
- Core public health functionality
1. Integrated workflow: 
•    A "data entered once" architecture where information auto-populates across all modules.
2. Patient management:
•    Public health patient registration and electronic charting.
•    Patient id and insurance scanning to directly populate demographic fields.
•    Electronic patient consent forms with a built-in editor tool.
3. Clinical and medication tools:
•    Electronic prescribing (ERX) with no per-provider or additional charges.
•    Immunization and medication inventory apps with integrated barcode scanning.
4. Financial and reporting:
•    Public health billing and reporting system.
•    Real-time connectivity to clearinghouses with zero additional EDI charges.
•    Automated upgrades for ICD and CPT codes at no additional cost.
- Interoperability and interfaces
1. Immunization registry: 
•    Bidirectional interface with state immtrac2, supporting automated reporting and query and response.
2. Laboratory integrations:
•    Quest diagnostics, clinical pathology labs (CPL).
•    HC laboratory (clinical, microbiology, and pathology).
3. Optional interoperability: 
•    Ability to interface with virtual direct observance treatment (v-dot) platforms.
- Compliance and regulatory standards
1. Certification: 
•    Must maintain certified EHR technology (CEHRT) status with no additional charges for federal meaningful use or promoting interoperability upgrades.
2. Quality measures: 
•    Support for 2026 electronic clinical quality measures (ECQMS) as finalized by CMS. 
3. Messaging: 
•    Secure, HIPAA-compliant texting for staff-to-staff and agency-to-patient communication.
- Implementation and support
•    Setup: complete configuration of calendars, sliding fee scales, clinical templates, and clearinghouse connectivity. 
•    Data migration: import of all existing patient demographic data provided by the customer. 
•    Training: onsite training and a role-based learning experience for all 150 users. 
•    Ongoing support: technical support available as needed at no additional charge.