Digital Dental Imaging and Electronic Health Records Services

The Vendor is required to provide electronic health records (EHR) and digital imaging system (DIS) to transition from paper records and acetate (hard copy) x-rays to modernize patient care and streamline administrative and clinical operations for five (5) dental clinic locations.
- Requirement:1. Patient records and clinical management requirements to include, but not be limited to:
• A secure cloud-based EHR system supporting comprehensive patient demographics, medical and dental histories, allergies, medications, and assessments;
• Clinical charting capabilities, including odontograms, periodontal charting, restorative, preventive, endodontic, prosthodontic, oral surgery, and other related documentation;
• Progress notes and clinical documentation capabilities, with standardized note formats, timed entries, and provider identification;
• Treatment and progress tracking supporting multi-visit care, phased treatment, modifications, and completion status;
• Integrated digital imaging capabilities, with automatic attachment of radiographs and intraoral photographs to the correct patient record and date of service;
• Secure document management capabilities, supporting electronic storage of consent forms, referrals, lab prescriptions, reports, and scanned legacy records as needed;
• Digital charting and clinical decision support tools, including alerts for allergies, medical risks, special needs, and medication documentation;
• Electronic signatures capabilities, supporting provider and patient authentication for clinical notes and consent documents; and
• Multi-user access with role-based permissions, ensuring appropriate access for dentists, hygienists, assistants, and administrative staff.
2. An integrated DIS which includes, but shall not be limited to:
• A fully integrated, cloud-based DIS capable of capturing, storing, retaining, and retrieving dental images within the EHR system;
• Support for intraoral and extra oral imaging, including bitewing, periapical, panoramic, and photographic images;
• Seamless image acquisition workflow capabilities, enabling direct capture from imaging devices into the patient’s electronic record without manual upload or requiring the opening of or signing into another software system;
• Advanced image enhancement tools, including brightness, contrast, zoom, filters, and inversion
• Support for standard dental imaging formats, including (digital imaging and communications in medicine) or other equivalent dental image standards;
• Multi-user access with role-based permissions, ensuring appropriate access levels for dentists, hygienists, assistants, and administrative staff;
• Image organization and indexing, allowing images to be sorted and searched by patient;
• Full integration with the EHR, enabling images to be viewed within clinical charts and treatment plans; and
• Defined data ownership, ensuring the clinic retains ownership and portability of all imaging data.
3. Patient scheduling and appointment management capabilities that include, but shall not be limited to:
• A centralized scheduling system supporting schedules, rescheduling, cancellations, and recurring or follow-up appointments;
• Operatory and resource management, including assignment by provider, procedure type, and clinic location;
• Multi-site scheduling support, enabling centralized oversight and clinic specific workflows;
• Automated patient reminders, including via text message; and
• Waitlist and recall management, supporting efficient appointment utilization and continuity of care.
4. Billing and financial management capabilities that include, but shall not be limited to:
• Insurance verification;
• Claims creation and submission supporting codes and electronic attachment of radiographs and clinical documentation;
• Claims tracking and reconciliation, including denials and resubmissions; and
• Financial reporting supporting productivity, collections, and performance metrics
5. Treatment planning and case management capabilities that include, but shall not be limited to:
• Customizable treatment planning, directly linked to clinical findings, imaging, and diagnoses;
• Phased and multi-visit treatment plans;
• Tracking of accepted, declined, and deferred treatment, with documentation of patient decisions; and
• Care coordination tools supporting referrals and follow-up care.
6. Reporting and analytics capabilities that include, but shall not be limited to:
• Clinical and operational reporting, including provider productivity, scheduling efficiency, and utilization;
• Financial and billing reports; and
• Custom report generation and data export in standard formats for analysis and auditing.
7. Communication tools that include, but shall not be limited to:
• Secure internal messaging enabling communication between providers, staff, and clinic locations; and
• Documentation of communications retained within the patient record as appropriate.