Comprehensive Integrated Client Health Data System

The Vendor is required to provide comprehensive client health data solution that offers end-to-end clinical data management services as well as wrap-around services for our multi-program community health agency.
- Objectives
1. Health information management and internal interoperability: 
•    The health district seeks to procure a comprehensive, integrated data system to support central client registration, program eligibility screening, referral and clinical data management for three client-facing programs—family dental clinic, mental health connections, and health care access. 
•    The new system must accommodate multidisciplinary workflows, support high- volume- service delivery, interface with other data systems of the health district, and ensure accurate documentation, reporting, program-specific eligibility tracking, and care coordination across teams and providers.
2. Enhance compliance with regulatory standards: 
•    The legacy system we plan to replace was internally built and is highly customized to our program-level needs. 
•    While it supports tailored data collection across our programs, it has limited interface capabilities and maintains only baseline compliance features. 
•    The new system must demonstrate strong functionality in security, privacy, regulatory standards compliance, and features that support patient rights for health information management.
3. Support potential for interoperability with external partners: 
•    The health district fulfills its community service mission through collaboration and, in many cases, referral coordination with external service providers and partner organizations. 
•    The ideal system will have the ability to support secure, compliant, authorized information sharing with external partners. 
•    Preferably, this could include the exchange of client-level case management and program-level summary information.
- Required core functionality:
1. Client intake, registration and demographics
•    Features used to validate address and contact information upon entry, including for those who are unhoused or have confidential contact information
•    Ability to customize fields with validated entries for data collection 
•    Ability to identify clients as eligible (or ineligible) for services based on their location of residence 
•    Features that support financial eligibility screening for organizationally defined sliding fee scales, public insurance (i.e. Medicaid, chp+), etc. 
•    Ability to collect pre-registration data, consent forms, and assessment data electronically, and whether this is through a client portal or some other features. 
•    Methods to manage or nest family files. 
•    Management of incoming and outgoing referrals
2. Search capabilities
•    Global search features and functions including ability to search or find terms within documents and whether search features return exact and probable matches
3. Scheduling, task, and calendar management
•    Features that support scheduling and calendar management across multiple programs and program-specific groups of providers. 
•    Features for integrated appointment reminder and rescheduling tools with the ability to communicate with clients. 
•    Workload and task management tools
4. Scanning, document management, and record release
•    Capabilities that support scanned or otherwise electronically transmitted documents from outside the organization, to be included in a client record. 
•    Capabilities to release part or all a client record to other parties via paper and secure electronic formats.