Cover to go Here by 384i8A

VIEWS: 4 PAGES: 25

									             UT Southwestern Medical Center at Dallas
              UT Southwestern University Hospitals


            Master Patient Index (MPI) Cleanup Project

                              Request for Proposal
                                  RFP No: UTH06-0002


                                   September 7, 2005




Contacts:
Scott Kendall, Director - University Hospitals Materials Management
Shannon Foster, Director - University Hospitals Health Information Management
Table of Contents

Section 1 About UT Southwestern Medical Center      1

Section 2 Execution of Offer – RFP No. UTH06-0002   2

Section 3 MPI Objectives                            9

Section 4 UT Southwestern HUB Attachments           23




                             1
                                                                REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




Section 1 About UT Southwestern Medical Center

Below is a summary of recent developments in the relationship between The UT Southwestern Medical Center at
Dallas, UT Southwestern University Hospitals.
UT Southwestern became the owner of the St. Paul real estate and assets approximately 3 years ago and at that
time signed a management contact with University Medical Center, Inc. (parent company of Zale Lipshy
University Hospital) to manage the facility. On January 1, 2005 The University of Texas Southwestern Medical
Center at Dallas fully acquired Zale Lipshy Hospital and St. Paul Hospital.

As time has gone on, we have worked diligently to merge the two facilities as a two-hospital system by merging
management and services. Both hospitals utilize Novation as the primary Group Purchasing Organization , as
well as contracts awarded by the State of Texas
Going forward, it is fully our intent to standardize product lines and services between the two facilities as possible
and clinically acceptable.




December 3, 2011                                          1
                                                          REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




Section 2          Execution of Offer – RFP No. UTH06-0002

THIS SHEET MUST BE COMPLETED, SIGNED, AND RETURNED WITH RESPONDENTS
PROPOSAL. FAILURE TO SIGN AND RETURN THS SHEET WILL RESULT IN THE
REJECTION OF OUR PROPOSAL.

   1.     By signature hereon, Respondent offers and agrees to furnish the products and/or services at
          the prices quoted and comply with all terms, conditions, requirements set forth per the RFP
          documents and contained herein.

   2.     By signature hereon, Respondent affirms that he has not given, nor intends to give at any
          time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special
          discount, trip, favor or service to a public servant in connection with the submitted proposal.
          Failure to sign hereon, or signing with a false statement, shall void the submitted proposal or
          any resulting contracts, and the Respondent shall be removed from all proposal lists at this
          Agency.

   3.     By signature hereon, a corporate Respondent certifies that it is not currently delinquent in the
          payment of any Franchise Taxes due under Chapter 171, Texas Tax Code, or that the
          corporation is exempt from the payment of such taxes, or that the corporation is an out-of-
          state corporation that is not subject to the Texas Franchise Tax, whichever is applicable. A
          false certification shall be deemed a material breach of contract and, at U.T. Southwestern's
          option, may result in cancellation of any resulting contract or purchase order.

   4.     By signature hereon, the Respondent hereby certifies that neither the Respondent nor the
          firm, corporation, partnership or institution represented by the Respondent, or anyone acting
          for such firm, corporation, or institution has violated the antitrust laws of this state, codified
          in Section 15.01, et. Seq., Texas Business and Commerce Code, or the Federal antitrust laws,
          nor communicated directly or indirectly the proposal made to any competitor or any other
          person engaged in such line of business.

   5.     By signature hereon, Respondent certifies that all statements and information prepared and
          submitted in response to this solicitation are current, complete and accurate.

   6.     By signature hereon, Respondent certifies that the individual signing this document and the
          documents made part of the RFP is authorized to sign such documents on behalf of the
          company and to bind the company under any contract which may result from the submission
          of this proposal.




December 3, 2011                                    2
                                                         REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




   7.     By signature hereon, Respondent certifies that if a Texas address is shown as the address of
          the Respondent, Respondent qualifies as a Texas Resident Respondent as defined in Rule 1
          TAC 113.6(b)(2)(E). In the case of a tie the award will be made in accordance with Rule 1
          TAC 113.6(b)(3)(4). Check below preference claimed under Rule 1 TAC 113.6(b)(3):
          [ ]        Agricultural product produced or grown in Texas
          [ ]        Produced in Texas and/or offered by Texas Respondent
          [ ]        Produced in USA
          [ ]        No preference claimed

   8.     By signature hereon, Respondent certifies it is a small business and/or minority/female
          owned business as defined by the State of Texas. Check status below:
          [ ]        Small Business (House Bill 366, 64th Legislature)
          [ ]        Minority/Female Owned Business (House Bill 2626, 73rd Legis.)
          [ ]        Certified by Texas Department of Commerce
          [ ]        Status not claimed

   9.     By signature hereon, Respondent certifies that no relationship, whether by relative, business
          associate, capital funding agreement or by any other such kinship exist between Respondent
          and an employee of any University of Texas component, or Respondent has not been an
          employee of any University of Texas component within the immediate twelve (12) months
          prior to your RFP response. All such disclosures will be subject to administrative review and
          approval prior to UTMB entering into any contract with Respondent.

   10.    By signature hereon, Respondent affirms that he has not received compensation for
          participation in the preparation of the specifications for this RFP. (Ref. Section 3.102,
          Article 601b, V.T.C.S.)

   11.    Respondent represents and warrants that all articles and services quoted in response to this
          RFP meet or exceed the safety standards established and promulgated under the Federal
          Occupational Safety and Health Law (Public Law 91-596) and its regulations in effect or
          proposed as of the date of this solicitation.

   12.    By signature hereon, Respondent signifies his compliance with all federal laws and
          regulations pertaining to Equal Employment Opportunities and Affirmative Action.

   13.    By signature hereon, under Section 231.006, Family Code, the vendor or applicant certifies
          that the individual or business entity named in this contract, bid, or application is not
          ineligible to receive the specified grant, loan, or payment and acknowledges that his contract
          may be terminated and payment may be withheld if this certification is inaccurate.




December 3, 2011                                   3
                                                           REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




    Complete the following:

       VIN No:        __________________             FEI No:         __________________

       If Sole Owner:                                If a Corporation:
       SS No:         __________________             State of Incorporation:         ______

                                                     Charter No:     __________________

   Please supply information for person authorized to sign the contract resulting from this RFP

       ______________________________                ______________________________
       (Printed Name/Title)                          (Authorized Signature)

       ______________________________                ______________________________
       (Company Name)                                (E-mail Address)

       ______________________________                ______________________________
       (Street Address)                              (City, State, Zip Code)

       ______________________________                ______________________________
       (Telephone/Fax Number)                         (Date)

   Please supply information for person acting as central coordinator/contract person



       ______________________________                ______________________________
       (Printed Name/Title)                          (Authorized Signature)

       ______________________________                ______________________________
       (Company Name)                                (E-mail Address)

       ______________________________                ______________________________
       (Street Address)                              (City, State, Zip Code)

       ______________________________                ______________________________
       (Telephone/Fax Number)                         (Date)




December 3, 2011                                     4
                                                        REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




CONTACTS

The contact for all Technical Questions regarding this RFP is:
       Shannon Foster, Director - University Hospitals Health Information Management
       UT Southwestern Medical Center
       St Paul and Zale Lipshy Hospitals
       5909 Harry Hines Blvd
       Dallas, Texas 75390-9200
       shannon.foster@utsouthwestern.edu
      (214) 879- 2287

The contact for all Administrative Questions regarding this RFP is:
       Scott Kendall, Director – University Hospitals Materials Management
       UT Southwestern Medical Center
       St Paul and Zale Lipshy Hospitals
       5151 Harry Hines Blvd.
       Dallas, Texas 75390-9292
       scott.kendall@utsouthwestern.edu
       (214) 879-8566 - Phone
       (214) 879-6472 - Fax

INSTRUCTIONS FOR COMPLETING THE PROPOSAL
The bidder is requested to submit the most complete set of specifications that is available on the
components of the system that are bid. In instances where this RFP asks for information not included in
the bidder's standard specifications, the bidder is requested to provide supplemental information. The
response to this proposal should consist of several parts. The material to be covered in each part is
outlined below. It is the responsibility of the vendor to insure that the proposal is received on time.
Late proposals will not be considered. The HUB subcontracting documents must be
submitted with the proposal. Failure to do so will result in the rejection of your
proposal.

Mailing Address
 UT Southwestern Medical Center
 St Paul and Zale Lipshy Hospitals
 C/o Purchasing Department
 5151 Harry Hines Blvd.
 Dallas, TX. 75390-9292
 Attn: Scott Kendall, Director-University Hospitals Materials Management


December 3, 2011                                   5
                                                           REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




Hand-Carry Address
 UT Southwestern Medical Center
 University Hospitals Purchasing Department – 2nd Floor
  2710 North Stemmons Freeway
  North Stemmons Tower
  Dallas, TX. 75207
 Attn: Scott Kendall, Director – University Hospitals Materials Management

HUB SUBCONTRACTING PLAN
The HUB Subcontracting documents, which are attached to the RFP should be filled out clearly, signed
and dated. The RFP coversheet should be filled out signed and dated. Only one copy of each of these
documents needs to be returned with the proposal.

CONFIDENTIAL INFORMATION
U.T. Southwestern considers all information, documentation and other materials requested to be
submitted in response to this solicitation to be of a non-confidential and/or non-proprietary nature and
therefore shall be subject to public disclosure under the Texas Public Information Act (Texas
Government Code, Chapter 522.001, et seq.) after a contract is awarded.

CONTRACT AWARD PROCESS
An award for the services specified herein will be made following a procedure using competitive sealed
proposals. Proposals will be opened publicly to identify the names of the respondents, but will be
afforded security sufficient to preclude disclosure of the contents of the proposal, including prices or
other information, prior to award. After opening, an award may be made on the basis of the proposals
initially submitted, without discussion, clarification or modifications, or on the basis of negotiation, with
any of the respondents, or at U.T. Southwestern's sole option and discretion, U.T. Southwestern may
discuss or negotiate all elements of the proposal with selected respondents which represent a competitive
range of proposals. For purposes of negotiation, a competitive range of acceptable or potentially
acceptable proposals may be established comprising the highest rated proposal(s). After the submission
of a proposal, but before making an award, U.T. Southwestern may permit the offeror to revise the
proposal in order to obtain the best final offer. U.T. Southwestern may not disclose any information
derived from the proposals submitted from competing offers in conducting such discussions. U.T.
Southwestern will provide each offeror with an equal opportunity for discussion and revision of
proposals. Further action on proposals not included in the competitive range will be deferred pending an
award, but U.T. Southwestern reserves the right to include additional proposals in the competitive range
if deemed in the best interest of U.T. Southwestern. U.T. Southwestern reserves the right to award a
contract for all or any portion of the requirements proposed by reason of this request, or to reject any and
all proposals if deemed to be in the best interests of U. T. Southwestern and to temporarily or
permanently abandon the procurement. If U.T. Southwestern awards a contract, it will award the



December 3, 2011                                     6
                                                          REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




contract to the offeror whose proposal offers the best value to U.T. Southwestern, considering price and
evaluation factors set forth in this RFP.

GENERAL INSTRUCTIONS
Respondents should carefully read the information contained herein and submit a complete response to
all requirements and questions as directed.

Proposals and any other information submitted by respondents in response to this Request for Proposal
shall become the property of U.T. Southwestern.

U.T. Southwestern will not provide compensation to respondents for any expenses incurred by the
respondent(s) for proposal preparation or for any demonstrations that may be made, unless otherwise
expressly stated. Respondents submit proposals at their own risk and expense.

Proposals which are qualified with conditional clauses, or alternations, or items not called for in the RFP
documents, or irregularities of any kind are subject to disqualification by U.T. Southwestern, at it's
option.

Each proposal should be prepared simply and economically, providing a straightforward, concise
description of your firm's ability to meet the requirements of this RFP. Emphasis should be on
completeness, clarity of content, responsiveness to the requirements, and an understanding of U.T.
Southwestern's needs.

U.T. Southwestern makes no guarantee that an award will be made as a result of the RFP, and reserved
the right to accept or reject any or all proposals, waive any formalities or minor technical
inconsistencies, or delete any item/requirements from this RFP or resulting contract when deemed to be
in U.T. Southwestern's best interest.

Representations made within the proposal will be binding on responding firms. U.T. Southwestern will
not be bound to act by any previous communication or proposal submitted by the firms other than this
RFP.

Failure to comply with the requirements contained in the Request for Proposal may result in the
rejection of your proposal.

VALIDITY PERIOD
Proposals are to be valid for U.T. Southwestern's acceptance for a minimum of 90 days for the submittal
deadline date to allow time for evaluation, selection, and any unforeseen delays. Proposals, if accepted,
shall remain valid for the life of the contract.




December 3, 2011                                     7
                                                         REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




SALES AND USE TAX
U.T. Southwestern, as any agency of the state of Texas, qualifies for exemption from State and Local
Sales and Use Taxes pursuant to the provisions of the Texas Limited Sales, Excise, and Use Tax Act.
The Contractor may claim exemption from payment of the applicable State taxes by complying with
such procedures as may be prescribed by the State Comptroller of Public Accounts.

GOVERNING LAW
The contract, including without limitation, this RFP and any resulting agreement or purchase order, shall
be construed and governed by the laws of the state of Texas.

TERMS AND CONDITIONS
The General Terms and Conditions (attached) shall govern any contract issued as a result of this
solicitation (RFP).

By signing the Execution of Offer and submitted a proposal, respondent certifies that any attached or
referenced terms, conditions, or documents are applicable to this procurement only to the extent that
they do not conflict with the statutes or Administrative Code of the State of Texas or the advertised
terms and conditions, and that they do not impose additional requirements on U.T. Southwestern.
Respondent further certifies that the submission of a proposal is respondent's good faith intent to
contract with U.T. Southwestern as specified herein and that such intent to contract is not contingent
upon U.T. Southwestern's acceptance or execution of any such attached or referenced terms, conditions,
or other documents.




December 3, 2011                                    8
                                                      REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




Section 3               MPI Objectives

I. Purpose

The purpose of this project is to create an error free Master Patient Index in our current HIS,
Radiology and HIM systems in preparation for our conversion to an Enterprise Master Patient
Index. We have indicated some of the general numbers for UT Southwestern Medical Center
University Hospitals in the Statistics section. In order to accomplish preparation for the
conversion to an EMPI we will need the cleanest, most error free data for our conversion in
order to avoid repeating a project like this in the near future. With the help of your solution we
are hoping to accomplish this task and conclude the project with a confidence that new and
current processes will run much more efficiently.




II. Statistics

UT Southwestern Medical Center University Hospitals    St Paul               Zale Lipshy
 -       Licensed Beds
 -       Acute Care                                     540                    152
 -       Bassinets                                      141                    NA
 -       Actual Beds
     -     Adult
            Acute                                       213                    111
            Rehab                                        14                      21
            Psych                                        NA                      20
     -      Bassinets
             Nursery                                     42                    NA
             NICU                                        40                    NA
 -       2004 Admissions
 -       Inpatient/Acute Care                         14,365                  6,553
 -       Total Deliveries                              1,816                   NA



December 3, 2011                                9
                                                            REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




 -   Average Daily Census
 -   Acute Adult Care                                          205.22                 113.50
 -   Bassinets                                                 21.14                     NA
 -   2004 Outpatient Visits                                    66,802                 11,953
Average Yearly Emergency Dept. Visits                          23,375                   NA


Registration
 -   Annual Registrations                                  106,358                   18,506
 -   Number of Registrars                                       48                       10
 -   Locations doing registrations                               7                        3


HIM
 -   Linear Feet of Medical Records on Site                    Unknown             Unknown


 -   Years of Medical Records on Site                          2 yrs.                 1 yr.


 -   Linear Feet of Medical Records Off Site                   Unknown             Unknown
 -   Years of Medical Records Off Site                         Unknown             Unknown
 -   Media that records are stored on                          Paper                  Paper
 -   Systems in the Medical Records Department Both: Siemens, Softmed, Cerner




III. Description of Current State

The current state of the UT Southwestern Medical Center University Hospitals Master Patient Index
clean up is that we are still in the initial stages of selecting a vender to help us accomplish our goal of an
error free Master Patient Index. Our HIM department is where our duplicate accounts are combined.
Currently the process for both hospitals is:


Process
1.   Duplicates are identified by documents generated by Siemens, E-mail, reports from the Lab System
     MYSIS, merge logs from the Clinical Data Repository, and the EMPI Access Database.



December 3, 2011                                      10
                                                            REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




2.   EMPI Coordinator reviews system data to see if files actually should be merged.
3.   File Room Supervisor and staff, look up MRN to see how many possible files need to be combined.
4.   Notify Bloodbank of possible combine for active inpatients.
5.   Bloodbank reviews possible combine before the combine can be done.
6.   EMPI Coordinator performs the merge in Siemens, Softmed, and logs it in the Access Database.
7.   The EMPI Coordinator then pulls the files, inpatient and outpatient.
8.   Changes in numbering are made on physical files to match that on combined MRN, and combining
     of documents is done.
9.   Distributes a daily log of all merges to all ancillary system administrators.
10. Done.


Combines are done on an as needed basis or as they are received and can be done. There is only one
person dedicated to working merges for both hospitals at this time. More detailed merge procedures are
available.
In regards to the numbers of our current state, UT Southwestern Medical Center University Hospitals
is able to supply you with these initially:




                                                       St Paul                          Zale Lipshy
 -   Number of Patient in MPI                          587,638                              106,076
 -   Date the current MPI was implemented                  1985                                1991
 -   Est # of duplicate med records                    25,000 to 35,000              Unk-far less than St Paul
 -   Estimated Duplicate Rate                              12%                         Less than 5%
 -   Number of Duplicate records cleaned daily            15-30                                 2-3
 -   Computer systems you will want cleaned up            Both: Softmed, Siemens, Cerner
 -   How many years worth of data you want to clean up                        4; (back to 2001)
 -   How far back you want paper records combined                             2 years St. Paul; 1 year Zale


The purpose of this RFP is to get an estimate of what the costs will be to achieve our goal of a clean
MPI with our current systems in the hopes of populating our future EMPI with specific and accurate
patient information.




December 3, 2011                                     11
                                                                REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




IV.      Response
I am requesting response at no later than September 15, 2005. I believe this to be feasible due to the
generality of this RFP and that I know specific questions will be answered later after a vender is chosen.
Your response should be addressed to Scott Kendall and for any questions you have please contact
Shannon Foster (Shannon.Foster@utsouthwestern.edu). The format of your response should be as
follows:


-     Profile of your company
-     Administrative credentials and background
-     Confidentiality Assurance
-     Guarantee on meeting the deadline and quality of work
-     Reference Lists – Client within the last year. (Unless already supplied)
-     Well defined project plan
-     A project schedule and work plan that depicts intermediate tasks and milestone events.
-     Generic staff involvement
-     Number of management and clerical staff you will be using
-     Staffing schedule
-     Earliest date to start project
-     Earliest date to complete project
-     Policies and Procedures
-     Process for identifying duplicates
-     Description of quality control processes.
-     Training process of our staff at the end of the project

Conditions of Response
Response time for this RFP is essential to qualify for consideration in the evaluation process. Those that
do not meet the deadline of September 15, 2005 by 5:00 PM CST will be eliminated from the search
process and your proposal will not be reviewed. Any questions concerning UT Southwestern University
Hospitals and the MPI clean up process will need to be asked before August 31, 2005 in order to give us
adequate time for response. Responses must be specific, detailed, and price oriented. The date listed
above is non-negotiable.




December 3, 2011                                      12
                                                         REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




Evaluation Criteria
Each vender will be evaluated comparatively to those venders that perform similar functions. Those that
will be providing only remediation services will be compared only to similar venders. Those providing
an overall solution including the use of an algorithm for data analysis along with remediation services
will be compared to similar venders. Evaluations of each scenario will be based on the following
criteria:
-   Timeliness of RFP response
-   RFP Compliance, requirements and conditions
-   Quality of Reference Checks
-   Efficiency Implementation Process
-   Price of Services
-   Management and staffing quality and capabilities
-   Travel Expenses
-   Longevity in the industry
-   Proven Concept
-   Presentation of Proposal
-   Training and Support Capabilities
-   Confidentiality Terms and Conditions
-   Timeliness of Meeting Project Deadline
-   Internal quality assurance


Pricing
Please be as specific as possible with prices of services. We would like to see breakdowns of fixed costs
towards software, algorithm, and process implementations. The pricing list is as follows:


-   Software
-   Data Analysis/Algorithm
-   Management Staff
-   Clerical/Professional Staff
-   Hardware
-   Travel Expenses


December 3, 2011                                   13
                                                          REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




-   Price per duplicate match, if all systems and paper records are cleaned up
-   Price per duplicate match, if only the Siemens system and paper records are cleaned up
-   Price per duplicate match, if all systems, but no paper records, are cleaned up.
-   Price per duplicate match, if only the Siemens system, but no paper records, is cleaned up
-   Cost for writing procedures for UT Southwestern
-   Cost per hour for training UT Southwestern staff
-   Any additional charges to UT Southwestern



    V.    Working Relationship

The relationship between UT Southwestern University Hospitals and vender will be accomplished in a
team context with team members having professional expertise in the areas cited above to include
registration and medical records. The general working relationship will be described below. Any
additional responsibilities will be detailed in a specific contract.


-   Project managers will be assigned by both UT Southwestern and the vender and will act as the
    single point of contact.
-   It is understood that vender contacts and staff will need to interface with UT Southwestern team
    members.
-   Vendors will need to submit status reports and participate in status meetings, at times to be
    determined during contract negotiations.

Confidentiality
Any company responding to this RFP shall keep confidential and not disclose to third parties any
records or information UT Southwestern provides or Company obtains in responding to this RFP, unless
Contractor has received UT Southwestern's prior written consent to disclose.




December 3, 2011                                   14
                                                            REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




I. Volume Statistics of Facility
                                 Duplicate Medical Record Sizing Statistics

UT Southwestern                            MPI Size         # of Duplicate Records                   Hospital Info.
                                                                                                     System
                                           (# of Records)   (Indicate if # is actual or estimated)

1. UT Southwestern Medical Center- St      587,638          Estimated 25,000 to 35,000 MRNs          HIS -
Paul University Hospital                   MRNs                                                      Siemens
                                                                                                     Invision/OAS
                                                                                                     Gold

2. UT Southwestern Medical Center- St      123,800 est      Estimated 8,500 MRNs                     HIM SoftMed
Paul University Hospital                   MRNs

3. UT Southwestern Medical Center- Zale    106,076          Unknown but far less than St Paul        HIS -
Lipshy University Hospital                 MRNs                                                      Siemens
                                                                                                     Invision/OAS
                                                                                                     Gold

4 UT Southwestern Medical Center- Zale     Unknown          Estimated 3,450 MRNs                     HIM SoftMed
Lipshy University Hospital




December 3, 2011                                      15
                                                               REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




II. Functional Requirements
A copy of the questions developed for MPI Clean-Up Vendor Selection is attached below:




                                       RESPONSE SCORE



The functional matrix allows space for an appropriate vendor response from the table below. Use the code listed
in the table below in your response. If the response requires further clarification, please number your response in
the vendor document reference column for easy cross-reference.



                                  Vendor Response Code                               Description

                                0= Unavailable                A feature that is not available and will not be
                                                              developed by the vendor as part of the contract.


                                2= Customization              A feature that will be developed for the facility by
                                                              vendor.

                                                              Cost for this development must be clearly identified
                                                              and provided in the Cost Proposal.

                                3= Available                  A feature that is a standard item currently in operation
                                                              within the proposed system




                           QUESTION                             RESPONSE                     EXPLANATION


Duplicate Medical Record Number Reduction

TECHNICAL QUESTIONS


1.    Does your company use probabilistic algorithms to
      identify duplicates? If so, describe. If not, explain
      type of algorithm used and indicate how accurate
      the algorithm is at identifying duplicates.

      Please indicate whether or not your algorithm can
      perform each type of analysis listed below:

         Last Name Matches




December 3, 2011                                         16
                                                             REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




        Last Name Alias Matches

        First Name Alias Matches

        Matches on the First and Last Name Swapped

        Matches on the Phonetic and first name alias

        Matches on first name and middle initial

        Matches on first name and middle name

        Same name, different social security number

        Same social security number, different name

        Same name, different birth date

        Same birth, different name

        Same name, different sex

        Same address, different name

        Transposed letters or numbers in any data field

        Typographical errors in any data field

        Other methods for identification

        Customization available

        Do you assign a “weight” to each duplicate set?
         If so, how is this weight determined?

        False positive rate below 25%

        Reports available on paper

        Reports available electronically

        Detailed and summary reports available.
         Describe.




December 3, 2011                                        17
                                                                 REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




2.   Staffing:

                            Clerical

        Staff provided using flexible hour scheduling

        Staff provided during Evening Shift

        Staff provided during Night Shift

        Staff provided during Weekend Shift

        Staff supervised during all shifts (please indicate
         options)

        Staff will be supervised during a portion of shifts
         (please indicate)

        Service provides recruiting, hiring, training,
         and/or management of the staff performing the
         daily tasks

        Percentage of staff required to travel to provide
         service (please indicate)

        Service uses temporary agencies to staff the
         projects

        Formal training program for new staff members

        Multiple staffing levels located on site (please
         indicate levels)

        Established productivity requirements

        Established quality requirements

                         Management

        Staff provided using flexible hour scheduling

        Staff provided during Evening Shift

        Staff provided during Day Shift




December 3, 2011                                            18
                                                                 REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




        Staff provided during Night Shift

        Staff provided during Weekend Shift

        Staff provided during Holiday Shift

        Average length of tenure for all levels of staff

        Service provides recruiting, hiring, training,
         and/or management of the staff performing the
         daily tasks

        Percentage of staff required to travel to provide
         service (please indicate).

        Does your company employ the management
         staff or do you use temporary agencies or
         contract the work out to another vendor. If so,
         please elaborate.

        Formal training program for new staff members

        Formal training tools available to all staff
         members

        HIM Credentialed Management Staff

        Management staff with previous experience
         managing MPI clean up projects




3.   Quality Control

        Target accuracy rate of 95% or higher

        Is quality monitoring performed on every
         employee and every task until acceptable
         accuracy level is achieved?

        Quality monitoring program established. If yes,
         describe.




4.   Software Services




December 3, 2011                                            19
                                                            REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




        Software used to run algorithms is provided by
         vendor

        Hardware provided by vendor

        Merging of case(s) performed on facility
         system(s) by vendor

        Project experience with <facility> hospital
         information system(s).

        Do you have software that can be used to help
         manage the clean up project and reduce the
         time to merge electronically? If so, describe.

        Do you provide an electronic database of
         completed merge activity at the end of the
         project?

        Do you provide prevention software to assist in
         preventing duplicates and maintaining a clean
         MPI post clean up? If so, describe.




5.   Manual Merging

        Medical records and/or radiology and/or other
         physical records manually merged concurrently
         with electronic merging

        Customized Policies & procedures for manual
         merging documented

        Customized Policies & Procedures to address
         microfilmed vs. paper medical records
         documented

        Process improvement consulting available as
         part of project.

        In-service education on correct methods of
         Naming and Searching during registration
         available as part of project.




6.   Project Management




December 3, 2011                                       20
                                                              REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




        Project Work Plan developed to facilitate
         coordination of the project

        Status reports provided on a weekly basis to
         HIM Management Staff

        High level summary reports provided on a
         routine basis to the HIM director and CFO/CIO.

        Formal Project Management Tools (such as
         Issues List and Change Requests) are used to
         ensure that the project runs smoothly and is
         completed on time.

        Weekly status meetings are conducted with the
         HIM Management Staff

        Credentialed HIM professionals manage the
         clean up project.

        A Senior Level HIM professional is assigned
         administrative oversight for each clean up
         project.

        Project Manager has access to information
         gleaned and tools developed for previous
         projects.

        Customized tools are developed for each clean
         up project.

        Project management staff is trained in formal
         Project Management Skills.

        Please indicate the number of similar projects
         that have been conducted by your service

        Vendor assists client in determining scope of
         project.

        Please indicate the number of similar projects
         that have been completed within contracted
         time period or sooner

        Please indicate the number of similar projects
         that have been completed after contracted time
         period.

        Merging of medical records includes records
         housed in ancillary departments (i.e., Radiology)




December 3, 2011                                         21
                                                           REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




         Merging of medical records includes searching
          for records in all locations within the Health
          Information Management Department (i.e.,
          permanent files, incomplete files)

         Merging of medical records includes documents
          filed separately (i.e., fetal monitor strips)

         Total number of attempts are made to locate a
          medical record/document

         Vendor utilizes employee confidentiality
          statements

         Vendor provides for training staff members on
          confidentiality of health information

         What is the average amount of time that passes
          before you are ready to “kickoff” the project
          once the contract is signed?




                                     REQUESTED VENDOR ATTACHMENTS




List of projects completed in past year



Reference List



Marketing materials – brochures, etc.



Sample Reports




December 3, 2011                                      22
                                                           REQUEST FOR PROPOSAL: MPI CLEANUP PROJECT




Section 4 UT Southwestern Attachments
The following documents are attached as separate files.
Attachment A HUB Subcontracting Commitment Letter (LOI)
Attachment B HUB Contracting Plan

Attachment C HUB Letter of Intent
Attachment D HUB Determination of Good Faith Effort Part 1
Attachment E HUB Determination of Good Faith Effort Part 2

Attachment F HUB Subcontracting Commitment Letter (SOI)
Attachment G HUB Statement of Intent
Attachment H Good Faith Effort Compliance

Attachment I   Progress Assessment Report
Attachment J   Non-Subcontractors Affidavit
Attachment K Declaration of Subcontracting Opportunities

Attachment L   UT Southwestern Terms and Conditions
Attachment M Dispute Resolution
Attachment N UT Southwestern HUB Subcontracting Plan
Attachment O Vendor’s Affirmation




December 3, 2011                                   23

								
To top