Electronic Health Record System

The Vendor is required to provide electronic health record (EHR) system and related solutions that can support and enhance inpatient behavioral health operations.
- Requirement:
• Organization, ownership structure, financial stability, years providing behavioral health EHR solutions, and any mergers or acquisitions within the past five (5) years.
• Supporting state-operated or government-operated inpatient psychiatric hospitals, including the number of facilities currently served, approximate bed counts, length of time organizations have been live on your platform, and at least three public-sector psychiatric hospital references.
• Lessons learned, implementation challenges, and operational outcomes from supporting multi-facility state-operated psychiatric hospitals operating under centralized governance.
• Working within government procurement, cybersecurity, audit, public records, and regulatory compliance environments.
• Platform supports core psychiatric inpatient workflows, including admissions, transfers, discharges (ADT), psychiatric evaluations, multidisciplinary treatment planning, and discharge planning.
• Platform supports seclusion, restraint, suicide precautions, violence risk management, observation levels, escalation workflows, alerts, and regulatory compliance tracking.
• Platform supports forensic and competency-to-stand-trial patient populations, including legal status management, court-related workflows, and patient tracking
• Treatment planning capabilities, including workflow design, version control, multidisciplinary collaboration, and whether treatment plans can be maintained as a single longitudinal record versus multiple fragmented components (e.g., initial plan, reviews, master plans, updates).
• Diagnoses, problem lists, and care plans are managed over time, including historical tracking, inactive diagnoses, versioning, and lifecycle management across the patient record.
• Psychiatric nursing workflows, including shift handoffs, rounding, observation documentation, safety checks, and behavioral and incident event capture.
• Support for unit operations, including census management, bed management, staffing visibility, and operational throughput.
• Platform supports hospital-grade medication workflows, including computerized provider order entry (CPOE), electronic medication administration records (EMAR), medication reconciliation, psychotropic workflows, and prn medication management.
• Platform’s closed-loop medication management capabilities, including barcode medication administration, medication verification, and patient safety controls.
• Medication-related alerts, warnings, hard stops, adverse reaction documentation, refusal documentation, and medication error tracking.
• Platform integrates with automated medication dispensing systems (e.g., Pyxis or similar solutions).
• Include support for real-time medication order interfacing, cabinet inventory management, user authentication, controlled substance workflows, discrepancy handling, override tracking, and reconciliation processes.
• Integration approach, supported vendors, data flow, and any dependencies on third-party systems or middleware.
• Platform includes a fully integrated pharmacy management module.
• Capabilities including medication formulary management, order verification, dispensing workflows, compounding support, inventory management, controlled substance tracking, and pharmacist clinical review workflows
• Governance models used by organizations operating multiple hospitals on a shared platform, including change control, enterprise standardization, configuration ownership, and facility-specific workflow management.
• Record retention capabilities, including policy flexibility, configurable retention schedules, historical record management, archival workflows, and support for state-specific retention requirements.
• Include whether retention can be managed more flexibly than an “Allor-nothing” retention model.
• Platform’s interoperability capabilities, including support for hl7, FHIR, CDA, APIs, and integration with ADT systems, laboratory systems, pharmacy systems, health information exchanges, and third-party clinical applications.
• Transition-of-care capabilities, including discharge summary exchange, coordination with community providers, emergency departments, courts, forensic agencies, and correctional systems.
• Current third-party integration ecosystem and provide a list of external vendors and systems commonly integrated with your EHR across your client network.
• Enterprise reporting, analytics governance, self-service reporting, and statewide reporting capabilities across multi-facility public-sector healthcare organizations.
• Support for claims processing, payer connectivity, and clearinghouse integrations.
• Identify which clearinghouses are commonly supported and describe data flow, timing, reconciliation, and exception handling.
• Platform’s security architecture, including encryption standards, role-based access controls, audit logging, breach detection, incident response, and downtime workflows.
• The technical architecture of the solution, including hardware platform, operating systems, database platform, application servers, web servers, middleware, infrastructure dependencies, and supported deployment models.
• Hosting, infrastructure, uptime commitments, disaster recovery, business continuity planning, and service-level commitments supporting 24/7 inpatient hospital operations.
• Accessibility is incorporated into clinical workflows, release governance, usability testing, product design, and continuous user experience improvements.
• Implementation methodology for a multi-facility state-operated healthcare environment, including timeline, sequencing, governance, and risk management.
• Training methodology, including role-based training, super-user programs, adoption strategies, and post-go-live support.