Electronic Health Records System

The Vendor is required to provide electronic health records system for the retirement of core systems as part of a coordinated modernization of ehealth systems across the territory.
- Functional requirement
1. Patient scheduling
• Schedule appointments from a waitlist for accepted referrals admitted patients and retain previous data for patients if not seen.
• Create and manage appointments for all care settings (e.g., cross continuum including lab, radiology, home care etc.) Including virtual and transport with the ability to link appointments with patient, providers, referrals, and other available resources e.g., devices, rooms, and medical equipment etc.
• View and manage territory-wide, location, clinic and clinician (multi- clinicians) scheduling of appointments that is easy to use for both clinical and clerical staff.
• Search for available appointments via multiple methods (e.g., next available, direct slot selection, community clinic view, colour coded dashboard, patient preferences, user-defined parameters etc.)
• Bulk move appointments from one clinic location or clinician to another.
• Flag when a patient has a potential duplicate appointment already scheduled.
• Allow for rules and algorithms to support scheduling such as timing, travel, appointment type (virtual), sequencing rules, different prep instructions, eligibility for special programs (e.g., schedule an appointment in advance and configure the number of months in advance). that an appointment may be scheduled.
• Capture patient appointment preferences such as appointment type, in person or virtual and day / time, lengths, or preferred provider type.
• Send patients an offer of appointment where they can select from a defined range of available appointments.
• View a full appointment history for a patient including all activities (e.g., create date/time/user, edit date/time/user, and cancellation reason/date/time/user).
• Automate the scheduling of follow up appointments to the preferred provider or designated practitioner on discharge from inpatient settings.
• Track indirect and direct patient care and staff workload.
• Track wait times, including but not limited to from time of arrival to time seen to time appointment completed.
• Receive information from multiple sources regarding out of territory appointments.
• Patient identity for potential alerts
• Appointments as critical (i.e., visually distinct).
• The ability to double book, multiple (group) book; ability to select date, time duration, status, purpose and notes, directly related to the appointment; and track information about the appointment (e.g., who booked, cancelled, or rescheduled it, etc.)
• View patient specific scheduled information (e.g., no shows, cancellations, with whom, etc.).
• Link schedule, diagnosis and billing (e.g., day sheets), and printable by a variety of ways (e.g., chronological, alphabetical, etc.) Integrating the billing component to avoid duplicate patient data entry
• Support schedule viewing and printing both with and without personal patient data showing.
• Display of status in the clinic (e.g., arrived, exam room, etc.).
• Open a patient's medical record directly from a scheduled appointment without having to perform another search.
• Schedule the patient (e.g., elective and urgent versus emergent) and assign staff based on diagnosis and procedure.
• Surgical clinics to book directly into their slates from their office/ward/unit.
• Coordination and interaction with inpatient systems and processes, like or booking, surgery or advanced diagnostics.
• Schedule and manage group and day programming in the community.
• Communicate with patients about their appointment including notification of appointment date and time, offer of appointment, pre appointment requirements via their preferred contact method (e.g., text, email etc.).
2. Registration and admission
• Review, update existing patient demographic information, and create new person records.
• Automatically update changes to demographics and registration data in all other systems that contain or utilize this information validated based on identified source of truth.
• An automated method to identify and prevent duplicate patient records.
• Merge and unmerge patient records defined by role based access.
• Capture general notes, patient flags and additional information during registration.
• Alternate registration workflows for scenarios such as mass casualties, unknown or emergency patients, with additional information to be completed after treatment has commenced.
• External services to send patient details to the receiving party (e.g., emergency department, community health center).
• Integrate demographic data from external systems (e.g., vital statistics, extended health benefits) in real time.
• Export and send data to vital statistics (e.g., births, deaths).
• Link non-patient and their contact information with existing patients in the system as family members, and authorized persons, including birthing parent and baby.
• Link a non-patient to a patient record per encounter (e.g., police, escort, etc.).
• Capture the details of a person(s) who the patient specifically does not want to have access to any of their information.
• Register and schedule an encounter for an anonymous patient such as someone who does not provide identification (e.g., Jane Doe).
• Hide patient name or use an alias on registration.
• Capture preferred name on registration and search for patient using this name.
• Integrate with third party data sources during the registration process such as postal code database, third party insurance validation, eligibility.
• Non-clinical alerts, applicable to the registration process
3. Discharge management
• Capture and update a patient's estimated discharge date and plan.
• Relevant data during an episode of care such as assessments, medical history.
• Predict a patient’s discharge date.
• Notify staff of changes in expected discharge date and upcoming discharges within a defined timeframe.
• Notify where a patient is beyond their expected discharge date.
• Create and edit discharge summaries to capture relevant information in standardized formats.
• Auto populate data from the patient record into the discharge summary (e.g., resolved and unresolved issues and problem list, laboratory results, medication list, care goals, medications, notification of transfusion letter, etc.).
• Document patient, family, and care giver preferences for discharge destination.
• Create a post discharge plan with patient instructions.
• Create, send and receive electronic discharge summaries to internal and external care providers.
• Care providers to access a patient’s discharge summaries.
• Notify the responsible clinician of outstanding actions related to discharge summaries approaching or beyond a specified deadline.
• Support two-way communication by enabling the recipients to provide feedback and commentary on a discharge summary.
• Ensure the completion of a discharge summary for every episode of care as required by jurisdictional policy.
• Automated notifications of incomplete discharge summaries via an agreed escalation pathway.
• Create and print a patient discharge summary in plain language.