Hosted Electronic Medical Record Software

The Vendor is required to provide hosted electronic medical record software solution is needed for the following purposes: (i) record, organize, edit, and manage client medical records; (ii) assessment forms; (iii) appointments details; (iv) medication ordering and dispensing; (v) clinical notes; (vi) test scheduling; (vii) lab reports; (viii) assisting with contacting clients.
- Data migration plan
•    Approximately 8,000 client records must be migrated from the region's existing electronic medical records system to the new solution. 
•    Records may include client notes, scanned documents, lab reports, forms, and photos. 
•    The migration plan must be reviewed and signed off by the region's principal prior to the contractor commencing work.
•    The supplier will support region staff to migrate client records into the solution following completion of training in support of the operability performance testing period. 
•    The supplier must obtain written approval from the region's principal for the data migration plan prior to commencing data migration.
- Solution design and workflow documentation
•    The supplier shall review existing business process maps and procedures to guide solution design and workflow documentation. 
•    Solution design documentation shall provide an overview and detailed steps of all configuration details to meet the requirements of the proposed solution. 
•    Workflow documentation shall provide an overview and detailed steps, including screen shots for completing key tasks using the solution
•    Solution design documentation walkthrough shall be provided to designated region staff administrators. 
•    The region's principal shall approve in writing the solution design and workflow documentation prior to commencing work.
- Solution configuration
•    The supplier shall be responsible for creating the region's production and nonproduction instances of the solution and for configuring it based on the approved solution design and workflow documentation. 
•    A process for reviewing unexpected configuration results shall be developed to accelerate the review and resolution of configuration challenges and unplanned items. 
•    The supplier shall work closely with the region to configure security roles that reflect the operational needs of the region 
•    A subset of the data, information and documents data migration plan shall be migrated into the solution non-production environment for testing purposes. 
•    The subset should represent all types of data, information and documents to be migrated, but use mock information for any data that may identify individuals including but not limited to client name and home address to ensure privacy requirements are met. 
•    The supplier shall complete preliminary configuration testing to validate all configuration items prior to training.
- System acceptance testing (sat)
•    Sat shall be completed in a non-production environment. 
•    The supplier shall manage sat and support region staff testing with test plans and test cases. 
•    Region principal must provide sat sign off prior to the supplier commencing training and historical data migration. 
•    Following sat, all configuration shall be migrated to the production environment.
- Data migration
•    All related data, information and documents data migration plan shall be migrated into the solution production environment. 
•    The supplier shall work closely with the region to execute the approved data plan and ensure that all case migration is complete and accurate. 
•    Sufficient time must be allocated to verify the completeness of the data migration.
- Operability performance testing (OPT)
•    The supplier shall complete initial testing to verify all configuration and customizations from the non-production environment have been migrated correctly to the production environment. 
•    The supplier shall verify all role-based security settings have been applied correctly for each user. 
•    OPT shall occur on the production instance of the solution for a period of ninety (90) days to satisfy region staff that the solution is performing as expected and is providing the required user experience and quality products. 
•    During the OPT period, the supplier shall be readily available to respond to any defects or issues that are identified and work closely with region staff to promptly resolve the identified defects or issues.