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APPENDIX N - Information Technology Requirements

for Integration of Pharmacy Software with Electronic Health Record

(Revised 1-17-2017)

All PADOC facilities utilize the Sapphire electronic health record (EHR), an integrated EHR system managed by SapphireHealth, Inc. This application provides prescription order entry, electronic medication administration documentation, and comprehensive patient charting. The PADOC requires that the selectedOfferor have interfacing capabilities with Sapphire so that all new orders will continue to be transmitted through a secure bi-directional interface to Offeror’s pharmacy with no delay in service. A turn-key interface must be functioning upon contract implementation date, as the PADOC will not tolerate any compromises to patient safety or interruptions in patient care. The selectedOfferor is responsible for all setup costs related to such interface.

The system allows orders for patients to be entered and electronically transmitted from the provider or nurse to the pharmacy through an electronic interface, thus minimizing delays/medical errors, eliminating lost paper, and making information accessible to other providers.

A bi-directional interface for the communication of all the following information is required. The preferred interface message format is HL7. This is accomplished using a shared SQL server 2012 database that both Sapphire and the Pharmacy application have access to. Information is inserted into these tables through an existing interface and the pharmacy system must pick up and read information from a set of shared tables that both applications use. Table schemas can be provided upon award of the RFP.

Functional Requirements for a bi-directional interface with Sapphire EHR are as follows:

  • Facility information must include
  • Store facility addresses, multiple phone/fax numbers, contact information, Drug Enforcement Agency (DEA), National Association of Boards of Pharmacy, National Provider Index, and Federal Tax ID for reporting, Stock Liability Tracking
  • Cut times must be provided for each facility to enable proper shipping notification from within the system
  • Patient Adds/Updates/Merges/Splits (including transfers and releases)
  • Support for 340B identifiers
  • Support for PACE Program identifiers
  • Crush, Safety Cap, Pregnancy, Self-Carry, Mental HealthLevel, Creatinine Levels, Body Surface, Height, Weight support for proper screening, Keep on Person (KOP) allowed/disallowed support.
  • Must have support for merging and splitting charts from Sapphire to the Pharmacy application.
  • Allergy Additions/Updates
  • Support for Medispan Allergy Codes and Descriptions Required
  • ICD10 Code support for associating diagnoses with existing prescriptions for proper medication screening.
  • Drug Orders Additions/Updates/Clarifications
  • Drug Orders Must support all the following information
  • Dispense as written option
  • Discrete fields for ACTION, FORM, ROUTE, FREQUENCY
  • Special Instructions Field
  • Sig and Expanded Sig fields
  • KOP/Court Ordered Therapy/Direct Observation Therapy flagging ability
  • Start/Stop Dates
  • Refill information (Quantity, Days’ Supply, Count of Pills/Tablets etc.)
  • Full bi-directional clarification process must be support to facility communication from the pharmacy to Sapphire any and all details about order clarifications and how to address them.
  • Drug Fill Information
  • Refill requests on any existing active order
  • KOP flag support on fills
  • Shipping information including 1-D or linear barcodes for each medication card received from the pharmacy
  • All shipped medications including stock must have a 1D or linear barcode that Sapphire can read from the pharmacy system
  • Barcode value must uniquely identify each shipped piece from Pharmacy not each Rx
  • Barcodes must be universally-unique across the entire PADOC
  • Barcode must identify the Medispan GPI of the medication on the card for proper administration screening.
  • Stock Order Information
  • Ability to order stock drugs
  • Drug Formulary Information
  • Support for multiple formularies per facility based on charge account
  • Dormancy Status communication
  • Non formulary information communication
  • Including MAX NF (maximum non-formulary) Day Supply Support
  • Non formulary information is provided at the facility level so each facility can maintain its own formulary independent of others
  • Provider Information Updates/Adds
  • Pharmacy system provides a list of available licensed providers by DEA/NPI for use in prescribing
  • Information to include
  • Full demographics
  • Phone/Fax/Email information where possible
  • State license numbers
  • DEA and Statelicense expiration information
  • NPI number
  • Pharmacy application provides charge account information for associating charge accounts with each order.
  • Shipment tracking information UPS/Federal Express tracking data so any non-courier packages can be tracked from within the application.
  • Backup Pharmacy Information for faxingbackup orders to external provider’s backup pharmacy department.
  • Must be capable of using Medispan GPIs for all medication information communications (Medispan License is Required)
  • Network requirements - Internet Protocol Security (IPSec)Virtual Private Network (VPN) tunnel for encrypted traffic and connectivity to shared SQL SERVER TABLES residing on Sapphire Health’s Network.

REV. 012717