Health Science CRM Platform

The Vendor is required to provide to learn more about available customer relationship management (CRM) systems and explore potential solutions that will assist with operational functions for the health professions and human services program area.
- The new system is intended to be used as a multi-functional tool that will track clinical contracts; functional / fillable applications for up to two programs on each application; database for employees including a calendar; maintain equipment inventory for check-in / out; Appointment Calendar inclusive of name, appointment, follow-up and billing; and Electronic Medical Record (EMR) Training forms.
- Functionality
•    Clinical Contracts and approval workflows
o    Track from beginning to end
•    Equipment requests and inventory tracking
•    Leave requests with calendar views that is integrated with M365 calendars and Ellucian Colleague Employee Self Service (ESS) Leave
•    New employee onboarding forms
•    Admission application processing for at least 23 Health Sciences programs
•    Security Assertion Markup Language (SAML)-based Single Sign-On (SSO) with enterprise identity providers.
•    Authentication and access must be centrally managed.
- Solution delivers the desired outcomes.
•    Ability to share, view, edit, version, and archive large attachments, including transcripts, certifications, Test of Essential Academic Skills (TEAS) scores and admission letters.
•    Support for separate applications for students and structured sections for advisors, faculty, Department Chairs, and Associate Deans.
•    Intuitive navigation, hierarchical organization, and clear separation of admissions and clinical agreements processes.
•    Security and Access Control, compliant with CIS standards
•    Cloud and mobile access, with student submissions separated from internal workflows
•    Automated applicant notifications and letters, by on screen confirmation and follow up email.
•    Maintain common lists for consistent data across applications
•    Flexible reporting and data analysis for advisors, faculty, and Department Chairs.
•    Multiple document attachments per record import/export capabilities, Microsoft 365 product integration and historical data tracking.
•    Support PDF, DOCX, XLSX, and image files (JPG/PNG) for uploading and viewing documents.
•    Support for larger file size documents (provide size limitations)
•    Personalized dashboards, formula-based calculations, administrative audit logs, and note entry capabilities, including record updates and permission-based actions. Field-level access control must be supported where necessary.
•    Workflow automation
•    Tracking and routing of approvals, attachments, comments and private notes
•    Calendar Management integration with Microsoft 365
•    Schedule and track equipment maintenance
•    Provide a solution to request and track personnel leave requests
•    Automated review and approval with timestamped updates
•    Training and Documentation by role
•    Comprehensive documentation of applications, workflows, data structures, and reporting criteria.
•    Provide optional technical and help desk support
•    Optional access to dedicated support resources
•    Ability to export and backup the data
•    Ability to create, host, and manage custom internal and external forms
- Reporting and Database Function
•    Student application volume and outcomes
•    Program-level admissions tracking
•    Clinical contract status and expirations
•    Externship placement tracking
•    Equipment and time-off request status
•    Accreditation and equity-related reporting.