Provation Medical Stationary Template

This 2014 RFP template has been made available by ProVation® Medical for use by any ASC or hospital seeking bids from vendor software companies offering procedure documentation software tools.

Create your RFP

Use this template to help you prepare your RFP questions

Step 1: Save this file to your directory.

Step 2: On the "Cover Sheet" page enter your company branding and information.

Step 3: On the "Info and RFP Instructions" pages enter key information regarding the project, your company and specific instructions to bidders completing the RFP.

Step 4: Review questions in sections 1-7 and modify/add/delete sections/questions specific to your company needs.

Step 5: Delete this page (RFP Template Instructions) from the file and Save the file.

Step 6: Solicit your customized RFP to your vendor audience.

COVER SHEET

Request for Proposal

Table of Contents

Organization Info and RFP Instructions 2

Section 1.0 – General Vendor Information 4

Section 2.0 – Software - MD Documentation 5

Section 3.0 – Software - Nursing Documentation 10

Section 4.0 – Integration 12

Section 5.0 – Technical Architecture 14

Section 6.0 – Implementation 20

Section 7.0 – Support 22

Organization Info and RFP Instructions

Organization Information

Organization Mission Statement

Project Requirements

RFP Submission Requirements for Bidders

Due Date: <enter time and date RFP is due>

Other Key Dates: <list other key dates>

Requirements for submission:

Section 1.0 – General Vendor Information

1.1 Company name

1.2 Company address

1.3 Company web page

1.4 Primary Contact Including Name, Title, Address, Phone, Email address and Fax Number

1.5 Please provide the name(s) of company's products/services.

1.6 How are your solutions and services ranked within the industry?

1.7 Please provide number of healthcare organizations currently using your solution in a production environment.

1.8 How many years has the company been in business?

1.9 What is the business plan for review of products and services in order to ensure on-going enhancements, quality and customer satisfaction?

Section 2.0 – Software - MD Documentation

2.1 Does the physician procedure documentation software offer medical content for GI and PULM procedures?

2.2 Does the physician procedure documentation software offer medical content for other specialty offerings outside of GI (i.e. Urology, Pain Management, Cardiology, etc.)?

2.3 Does the physician procedure documentation software offer the ability to deploy the solution to multiple hospital/ASC locations, utilizing a single set of servers?

2.4 Does the physician procedure documentation software enable results to be faxed or emailed to referring MD’s?

2.5 Does the physician procedure documentation software enable physicians to add custom menu items to the procedure note? Can these custom menu items be added by physician or by site?

2.6 Does the physician procedure documentation software enable image capture and image management from scope and image-processing equipment, independent of the scope vendor?

2.7 Does the physician procedure documentation software enable physicians to associate captured images with anatomical diagrams, all which are imbedded and included in the final procedure note?

2.8 Does the software enable the physician to capture video clips during the procedure?

2.9 Does the physician procedure documentation software enable physicians to electronically sign the procedure note?

2.10 Does the physician procedure documentation software offer a travel cart or remote application solution, to capture images and/or procedure data if a procedure needs to be performed in an area outside of the GI suite area (i.e. procedures performed in the ER, OR, ICU, etc.) where there may not be network connectivity?

2.11 Does the physician procedure documentation software provide a user interface that is easy for physicians to utilize and that pushes the most relevant medical content questions to the end-user, literally guiding them through the documentation process… versus simply providing pick lists?

2.12 Does the software enable discrete data to be selected and captured as part of the procedure documentation process?

2.13 Does the physician procedure documentation software enable addendums to be added to finalized procedure notes?

2.14 Does the physician procedure documentation software provide a scheduling module, to enable administrative resources to schedule add-on procedures if the patient has not been scheduled in the enterprise scheduling system, and the appointment data has not been passed to the procedure documentation system via an HL7 interface?

2.15 Please provide a high-level list of GI procedure types that come standard with the application?

2.16 Does the physician procedure documentation software enable easy access to past patient procedure notes and images for clinical comparison purposes?

2.17 Does the physician procedure documentation software enable the site to make certain procedure note fields “required”; enabling the physician to finalize the procedure note only after the required fields have been completed?

2.18 Does the physician procedure documentation software enable ancillary documents to be automatically generated, using the data generated in the procedure note by the physician (ancillary documents = referring MD letter, patient instructions, post-op orders, etc.)? If so, can the ancillary documents be customized by physician or by site?

2.19 Does the application provide a data-reporting module, whereby administrators can easily generate data reports?

2.20 Does the physician procedure documentation software provide an easy way to access data and conduct research?

2.21 Does the physician procedure documentation software provide a feature to enable the export of data to MS Excel or Access for further data reporting purposes?

2.22 If the data is captured and stored in a discrete manner, can data be exported from the application?

2.23 Does the physician procedure documentation software provide a coding engine that automatically maps medical content to procedure codes (i.e. CPT, ICD)?

2.24 Are the medical content items mapped to applicable codes?

2.25 How are medical content codes updated in the application?

2.26 What are your plans to support the ICD-10 transition?

2.27 Does the software provide the capability for physicians and coding professionals to add to, modify, and review the CPT and ICD codes in a procedure note?

2.28 How does the software application support submission to quality registries like GIQuIC?

2.29 Is there a patient tracking module that provides a visual display of each patient’s procedure, according to the room that the procedure has been assigned; designed to replace the “whiteboard” method of tracking patients throughout the procedure?

2.30 Can externally captured image files be imported and attached to a patient's procedure note?

2.31 Can the software enable a collection of frequently used menu selections for documenting common procedures; with the goal of increased efficiency of documentation and improving the consistency of reporting data?

2.32 Does the software provide a patient recall function?

2.33 Does the software enable the end-user to document late complications, as applicable?

2.34 Can physician users be prompted to complete and finalize outstanding procedure note reports, for deficiency tracking purposes?

2.35 Does the solution provide tracking and analysis capabilities that support pay for performance, quality indicators and other reporting initiatives?

2.36 Can the software track the exact equipment/ scope(s) used with each patient?

2.37 What is the software's ability to track specific scope usage, scope changes mid procedure, specific equipment used during each case

2.38 Can discharge instructions and referring physician letters be auto generated?

2.39 Can discharge instructions and referring physician letters be customized by the physician?

2.40 Is there the ability to attach scanned documents to a case including any clinical information such as labs, history, vitals and physicals from any source?

2.41 Can physician users add an addendum after a procedure note has been electronically signed?

2.42 Can the documentation track quality indicators such as time of scope insertion, withdrawal time, prep quality, size and locations of polyps, biopsies, etc. All data elements should be reportable.

2.43 Can the software be configured based on our workflow?

2.44 Are free text fields available within the procedure documentation software?

2.45 Does the software offer spell check?

2.46 How often is your medical content updated?

2.47 Who is responsible for updating medical content?

Section 3.0 – Software - Nursing Documentation

3.1 Do you have a nursing documentation software application available as a separate module for separate consideration?

3.2 Is the nursing documentation software configurable by site location?

3.3 Does nursing documentation software share data with the physician documentation software solution?

3.4 Does nursing documentation software enable the ability to capture vitals data automatically?

3.5 Does nursing documentation software enable the ability for nurses to document and capture pathology specimen information and automatically print pathology specimen labels?

3.6 Does the nursing documentation software enable the development of custom questionnaires that may consist of a series of questions that providers can answer as they move through the tasks at each station?

3.7 Can custom developed questionnaires be designed to include multiple options for capturing data (i.e. check boxes, text boxes, etc.)?

3.8 Does the completion of the questionnaire items systematically initiate the creation of the nursing notes to document a patient’s visit?

3.9 Can mandatory questions be configured?

3.10 Does the nursing documentation software come with pre-configured content? If so, is this content associated with regulatory agencies?

3.11 Does the solution provide the ability to capture data and nurse notes via different stations based on patient workflow (i.e. pre-op, intra-procedure, etc.)?

3.12 Does the nursing documentation software enable the nurse the ability to captures charges associated with a procedure (i.e. supply, medication, procedure, facility)?

3.13 Does the nursing documentation software enable medication reconciliation?

3.14 Does the nursing documentation software enable a pathology tracking function?

3.15 Does the nursing documentation software provide a data reporting module?

3.16 Can CMS quality measures be documented and reported on?

3.17 Can the nursing documentation software capture and store data entry time stamps; and use for reporting?

3.18 Can pre-procedure and follow up calls be documented?

3.19 Does the documentation comply with AORN, AAAHC, JCAHO, HCAHPS, SGNA?

Section 4.0 – Integration

HL7 Integration

4.1 Does the solution support HL7 industry standard interfaces?

4.2 Does the solution support integration with an interface engine (i.e. Cloverleaf)?

4.3 Can the solution support multiple sites with different patient identifiers (MRNs) with utilization of an enterprise master patient identifier (EMPI)?

4.4 What version of HL7 is supported and what communication protocols are supported?

4.5 Does the solution support an ADT patient demographics inbound feed?

4.6 Does the solution support an SIU patient appointment scheduling inbound feed?

4.7 Does the solution support master provider updates (MFN)?

4.8 Does the solution support a results interface (ORU), sending results back to the hospital/ASC's EMR?

4.9 Does the solution support the option to send a PDF of the result, in conjunction with, or separate from the ORU interface, to the hospital/ASC's EMR?

4.10 Can the solution support the sending of PDF documents for storage in external systems?

4.11 Can the solution accept an order number and return the order number with procedure note results?

4.12 Does the solution support an outbound DFT charges interface?

4.13 Does the DFT interface include support of professional and technical fees?

4.14 Does the DFT interface support both real-time TCP/IP communications and a batch file process?

4.15 How do the outbound interfaces queue up submittal data if the receiving system is down? Is there a limit to how long the interfaces will queue up?

DICOM Integration

4.16 Does the solution support the inbound processing and storage of DICOM images, sent from a DICOM enabled imaging device (i.e. C-ARM that supports DICOM that is used for ERCP procedures)?

4.17 Does the solution support the ability to send DICOM images to the hospital/ASC's PACS for storage?

Device Integration

4.18 Does the solution enable an imaging interface, whereby endoscopy images captured and selected by the physician can be stored and accessed in the system?

4.19 Does the solution support Standard Definition (SD) and High Definition (HD) image capture and storage?

4.20 Does the solution support the capture and storage of SD/HD video clips?

4.21 Does the solution support the capture and logging of vitals monitor information, to support nursing documentation?

Section 5.0 – Technical Architecture

Servers

5.1 What is the server architecture for the solution? Can you provide a technical architecture document that depicts the recommended architecture?

5.2 Is the server hardware installed at our data center?

5.3 Is the server hardware proprietary to the vendor, or can we purchase and deploy our standard server solutions?

5.4 Can the servers be virtualized to meet our enterprise standards (i.e. Has VMWare ESX been tested or certified with this product)?

5.5 Does the solution provide a tiered server architecture approach, keeping the database server separate from other applicable production servers (i.e. application server, interface server, file server, etc.)?

5.6 Can we employ our standard Windows server patching processes and protocols, for support purposes w/o waiting for vendor patch certification?

5.7 Does the software / technology platform offer the ability to deploy the solution to multiple hospital/ASC locations utilizing a single set of servers?

5.8 Can redundancy and high availability be built into the server infrastructure deployment model?

5.9 Can SAN data storage be utilized for server data storage?

5.10 Are there any known software incompatibilities with anti-virus software, including any exclusions?

5.11 Can we employ our standard data backup and disaster recovery protocols, or is there a vendor-specific requirement that we need to be aware of?

5.12 Does the vendor assist with data recovery and disaster recovery if required?

5.13 Can the solution's data backup strategy be scheduled to run automatically?

5.14 Can the application still be accessed during the data backup process?

Database Server

5.15 What database product(s) are supported by this application, including version?

5.16 What are the options for purchasing the database software required for the software solution?

5.17 Is a test database included with the offering?

5.18 Is the Database SQL ANSI 92 compliant or higher?

5.19 What server platforms are supported for deployment of the database (i.e. Windows, UNIX, Linux)?

5.20 What are the estimated storage requirements for the solution?

5.21 Does the solution require it's own unique DB instance and schema?

5.22 What are the technical specifications and resource requirements for this server?