Reference Page Question Category/Criteria
Category/Criteria
3 1.01 Vendor Primary Contact:
3 Name:
3 Title:
3 Office/Location Address:
3 Phone number:
3 Email Address:
3 Organization's Internet Home Page:
3 1.02 Location of the following:
3 Corporate Headquarters:
3 Field Support Offices:
3 Programming/Technical Support Personnel:
3 1.03 Number of FTE employees in your organization:
3 Total employees
3 Executives and Managers
3 Marketing/Sales
3 Installation
3 Research and Development
3 Application Support
3 Technical Support
3 Customer Service
3 Other
3 Those with Clinical background:
3 Physicians:
3 RNs:
3 Other Clinicians:
Has your company acquired or merged with any other
organizations in the past three years? If so, please list each
3 1.04 organization and the purpose behind such activity.
What is the total number of client installations using your
3 1.05 proposed system? Total number in Wisconsin?
What is the number of client installations in practices of 10
4 1.06 physicians or less using your proposed system?
Please provide references for at least three organizations that
4 1.07 are currently operational on the proposed system
Provide your most recently completed fiscal year’s financial
4 1.08 statements and annual report
What percentage of revenue did your company expend for
research and development on the proposed products during
the last five fiscal years? How much is budgeted for the
4 1.09 current fiscal year and for the next fiscal year
4 1.10 Describe your alliances and partnerships
Describe the major version history of your ambulatory EHR
and (if applicable) practice management systems, including
whether the products were internally developed or acquired
from another source. What version release is being proposed
4 1.11 for practices implementing in 2011
Description and comments
n:
Reference
Page Question Category/Criteria
Category/Criteria
What are the names/versions of your proposed products/applications? Briefly
4 2.01 describe each application’s functionality.
2.02 Indicate how your proposed system makes available the following
4 2.02 features and functions. Describe availability as:
1 = Not available, no current plans to develop
2 = Not available, but will develop for additional fee
3 = Planned for future release (specify date )
4 = Installed in one or more sites, but not available for general release until
(specify date )
5 = Installed in one or more sites, but not included in this proposal
6 = Installed in one or more sites
Functions
4 1. Patient data capture functions
4 a. Capture and record patient medical history
4 b. Capture and record patient medication history
4 c. Receive and review diagnostic studies results
4 d. Record clinical documentation
4 e. Record temporary notes to self or others
5 f. Capture key health data for minimum datasets
5 g. Capture external clinical documents
5 h. Capture images from PACS and other medical devices
5 i. Capture patient-originated data
5 j. Capture and display advance directives
5 2. Patient data management functions
5 a. Manage problem list
5 b. Manage medication list
5 c. Manage allergy and adverse reaction list
5 d. Manage patient-specific care plans, guidelines, and protocols
5 e. Capture variances from standard care plans, guidelines, and protocols
f. Trend data from multiple sources (e.g., labs, medication impact on
5 laboratory results)
5 3. Prescription/ordering functions
5 a. Manage medication formularies
5 b. Write prescriptions
5 c. Approval of refills/renewals
5 d. Receive refill notifications
5 e. Drug, food, allergy, lab interaction checking
5 f. Drug-condition/indications checking
5 g. Patient-specific dosing and warnings
5 h. Order diagnostic tests
5 i. Order referrals
5 4. Clinical decision support functions
5 a. Receive results notification
5 b. Receive support from standard assessments
5 c. Receive support from patient context-enabled assessments
d. Receive information on most cost-effective services, referrals, devices, etc.
5 to recommend to patient
5 e. Support clinical trial recruitment
5 f. Support health maintenance, preventive care, and wellness
g. Support automated surveillance for ADE, disease outbreaks, bioterrorism
5
5 h. Support chronic disease management
6 i. Support drug/device recall
j. Manage rules presentation: passive, context-sensitive, mandatory, reference
6
6 5. Patient support functions
6 a. Provide patient-specific instructions
6 b. Generate patient reminders
6 c. Provide patient-friendly summary
6 d. Provide access to patient education materials
6 e. Support home monitoring/ tracking capability
6 6. Clinical workflow functions
a. Schedule and manage clinical tasks (work queues, personnel, rooms,
6 equipment)
6 b. Provide personalized in-basket/ dashboard support
6 c. Automatically generate administrative data from clinical record
6 d. Enable printout of documents when necessary
e. Enable de-identification of protected health information when necessary
6
6 f. Enable specialized views of data
g. Support multimedia: images, waveforms, scanned documents, pictures,
6 sounds
6 7. Administrative and reimbursement functions
a. Automatically generate administrative and financial data from clinical
6 record
6 b. Provide rules-driven financial and administrative coding assistance
6 c. Manage external accountability reporting/outcomes measures
6 d. Contract management
6 8. Electronic communication and connectivity functions
a. Enable transfer of data to notifiable registries (including CMS, state data
6 reportable diseases, immunizations)
6 b. Provide a current directory of provider information
6 c. Manage provider identifiers
d. Manage (external) trading partners: retail pharmacy, insurer, lab, radiology
6
6 e. Provide secure Web messaging
7 f. Support remote access
7 g. Provide secure authentication
7 h. Provide access management and audit trail services
7 i. Enforce patient privacy and confidentiality
7 j. Ensure integrity, data retention, and availability
7 k. Manage system versioning (change control)
l. Support interoperability through compliance with data interchange standards
7 and agreements
7 m. Support data comparability through use of controlled vocabularies
7 9. Proposed Meaningful Use Objectives
7 a. CPOE is used for at least 80% of all orders
7 b. Implement drug-drug, drug allergy, drug-formulary checks
c. Maintain an up-to-date problem list of current and active diagnoses
based on ICD-9-CM or SNOMED CT for at least 80% of all unique patients
7
d. At least 75% of all permissible prescriptions written by the EP are
7 generated and transmitted electronically using certified EHR technology.
7 e. Maintain Active Medication List for at least 80% of patients
f. Maintain Active Medication Allergy List for at least 80% of patients.
7
g. Record Demographics (preferred language, insurance type, gender, race,
7 ethnicity, date of birth,) for at least 80% of unique patients
h. Record and Chart changes in vital signs (height, weight, blood pressure,
calculate and display BMI, plot and display growth charts for children 2-20
years old, including BMI) for at least 80% of all unique patients.
7
i. Record smoking status for 80% of all unique patients 13 years old or
7 older
j. Incorporate 50% of clinical lab test results into EHR as structured data
8
k. Generate lists of patients by specific conditions to use for quality
8 improvement, reduction of disparities, and outreach
8 l. Report ambulatory quality measures to CMS or the States
m. Per patient preference, send preventive/follow-up reminders to at least
8 50% of all unique patients over the age of 50 seen by the EP.
n. Implement 5 clinical decision support rules relevant to specialty or high
clinical priority, including diagnostic test ordering, along with the ability to
8 track compliance with those rules.
o. Check Insurance Eligibility electronically for public and private payers
8 for at least 80% of all unique patients
p. Submit claims electronically to public and private payers for 80% of
8 claims filed
q. Provide patients with an electronic copy of their health information
(including diagnostic test results, problem list, medication lists, allergies) upon
8 request within 48 hours for at least 80% of patients requests
r. Provide patients with timely electronic access to their health information
(including lab results, problem list, medication lists, allergies) within 96 hours
of the information being available to the EP for at least 10% of all unique
8 patients
s. Provide clinical summaries for patients for each office visit for at least
8 80% of all office visits.
t. Capability to exchange key clinical information (for example, problem
list, medication list, allergies, diagnostic test results) among providers of care
8 and patient authorized entities electronically.
u. Perform medication reconciliation for at least 80% of relevant encounters
9 and transitions of care.
v. Provide summary of care record for at least 80% of transitions of care
9 and referrals.
w. Capability to submit electronic data to immunization registries and actual
9 submission where required and accepted
x. Capability to provide electronic syndromic surveillance data to public
health agencies and actual transmission according to applicable law and
9 practice
y. Protect electronic health information created or maintained by the
certified EHR technology through the implementation of appropriate technical
9 capabilities
9 z. Patient Portal for real-time patient access to clinical information
Reference
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Category/Criteria
Please provide additional information on what is being done to perform the
9 2.03 certification requirement for meaningful use.
Discuss what is being done to enhance the product in preparation for proposed
9 2.04 Stage 1 meaningful use objectives identified in the functionality grid.
Please indicate what is being done to automate meaningful use metric
9 2.05 calculation and submission.
Please discuss systems’ ability to report quality measures to an outside entity,
9 2.06 including any work that is being done in this area.
Description and comments
Availability (1-6) Describe How Product Performs This Function
Description and comments
Reference Page Question Category/Criteria
Category/Criteria
Discuss interface experience with Information Exchanges and Regional Health
9 3.01 Information Organizations.
Describe how your system will exchange and receive Continuity of Care
9 3.02 documents and other codified data between your systems and other systems.
Describe your overall approach to developing, testing, implementing, and
10 3.03 upgrading system interfaces to the Practice Management System application.
Is your solution compliant with HL7 messaging standard? What version of
10 3.04 HL7?
Discuss any limitations/issues regarding your willingness or ability to
10 3.05 interface/integrate your product with foreign automated systems.
Please indicate if you offer an Interface Engine product and/or describe your
experience with third party interface engine products and the software products
10 3.06 you have proposed.
Description and comments
Reference Page Question Category/Criteria
Category/Criteria
If you have a practice management solution, please discuss the pros and cons
of keeping a current practice management system and working to interface
10 4.01 versus implementing your integrated practice management system.
Please provide information on the functional capabilities of your practice
management system. Discuss capabilities that distinguish it from your
10 4.02 competitors.
If you do not have a practice management system, please list the solutions your
10 4.03 product has interfaced with.
Description and comments
Reference Page Question Category/Criteria
Category/Criteria
Provide an overview of your implementation methodology and a sample
11 6.01 project plan.
In what timeframe after contract signing can your resources begin the project
11 6.02 and the implementation start?
11 6.03 What is the typical implementation timeframe for the proposed products?
Describe the training approach for user personnel, including physicians. What
11 6.04 tools and materials are used for training?
11 6.05 Do you offer 24x7 software and hardware support?
What are the guaranteed response times for problems reported: 1) during
11 6.06 regular business hours and 2) off-hours?
Describe your support process for evaluating and fixing “bugs” or problems in
your software. How would you coordinate problem analysis and resolution
11 6.07 with the Practice Management system vendor and other third party products?
11 6.08 Do you have user groups? If so, who sponsors the user group?
Please provide a guideline for the type of internal support that will be required,
for both the number of information systems personnel, by classification, and
also non-information systems personnel (i.e., department-based). Please
11 6.09 describe their roles and responsibilities.
Describe any tools available to users and support staff, such as to manage and
11 6.10 modify templates and decision support rules, and generate ad hoc reports.
What is the range and average for system downtime (scheduled and
11 6.11 unscheduled) for your clients’ systems?
Describe the documentation (both system and training) provided as part of
11 6.12 standard installation approach including:
11 6.12a Manager and user reference manuals (applications)
11 6.12b User operator/system administrator manuals
11 6.12c Hardware/OS manuals
11 6.12d Training manuals (initial and ongoing user self-training)
Describe the types of training offered, i.e., end-user, systems administrator,
installer, etc. How often is training offered (as needed, or on a set calendar
schedule)? Please give the duration of each class, the location of training,
associated costs, and the recommended number of people that should attend
11 6.13 training.
12 6.14 Do you provide physician-specific training?
Describe the training approach for user personnel. Please describe if training is
classroom style with an instructor, one-on-one, computer-based training, self-
12 6.15 study, etc.
Description and comments
Reference Page Question Category/Criteria
Category/Criteria
Please provide a Systems Environment Specification that outlines the server,
12 7.01 networking and communication requirements of your product.
Describe the operating system, hardware/server platform and database,
12 7.02 programming language that supports your proposed product.
12 7.03 Is your proposed product web based or client/server?
Describe any anticipated future application enhancements or hardware or
12 7.04 operating system changes in detail.
What User Interface standards do your products use (Windows, browser-
12 7.05 based)?
How often do your clients receive new releases? How is the client supported
during these releases? How much system downtime is typically required during
these upgrades? How many levels of software releases are supported for the
12 7.06 proposed product?
Please provide a copy of your Quality Assurance Guidelines for testing new
12 7.07 software releases.
Do all online submitted entries update all locations where a data element is
stored at the same time? Identify any exceptions where there may be a timing
12 7.08 delay or there is a requirement for duplicate entry of data.
Describe the system backup process. Can backup be completed in a dynamic
mode so that the system can be operational 24 hours per day? What backup
schedule do you recommend? Describe the automated backup features that
allow rapid and unattended system and data backup operations on a user-
scheduled basis. Do you offer a separate backup program in another location
12 7.09 separate from our practice site?
Please discuss any disaster recovery/redundancy/fault tolerance features that
12 7.10 can maximize uptime (such as real-time dual server replication).
Discuss data archiving and restoring from archive within all applications of the
software. What are the capabilities in restoring from archive? What
13 7.11 tools/media are used for archiving data?
13 7.12 Please list all supported PC, palm device, and tablet operating systems.
Please identify the minimum desktop, tablet, and PDA configuration
13 7.13 requirements.
Discuss the user remote access (dial-in vs. internet) capabilities of your
13 7.14 systems solution, including view-only vs. full function.
Please list the names of any technology companies that your organization is
partnered with, the nature of your relationship, and the value that it brings to
13 7.15 your proposed solution and ultimately to our organization.
Does your system have an ad-hoc report writer utility with access to all
13 7.16 databases and data elements (including user defined fields)?
13 7.16a If so, is this a third-party package?
Is the same report writer used for all applications? If not, indicate the
13 7.16b differences.
13 7.16c Are all data elements available for report writing?
Can third-party report writer software be used to access information within
13 7.17 your system?
Can your clients do ad hoc reporting without vendor assistance? Can non-IT
users utilize the ad hoc reporting tool? What type of special training is needed
13 7.18 for your report writer tool?
Discuss your approach to data/information security, especially with regard to
13 7.19 HIPAA and ARRA compliance.
13 7.20 Does the system support log-on capabilities by:
13 7.20a User ID/password
13 7.20b Smart card, proximity card, or token device
13 7.20c Other security controls/devices including biometrics (describe)
Secure remote access (describe methods – Citrix, dial-up, Internet – and extent
13 7.20d of functionality – complete, view only)
Does the system have functionality to accommodate multiple users on a
13 7.21 common workstation with easy log-off/log-on capabilities?
Does the system require the user to change his/her password at set intervals?
Can Information Technology staff set intervals for password changes to an
13 7.22 organization’s specifications?
Describe how system access can be configured to limit user access to patient
records and functionality based on their role in the organization (i.e., role-
based access). For example, can access to patient financial, billing, and
medical records information be restricted to only those clinical or
14 7.23 administrative staff that have a need to know the information?
Does the system log all activity to provide a complete audit trail of the specific
user, patient, function accessed, date/time and data change? Are record
14 7.24 accesses and edits easily reportable by patient and employee?
Does the system have a function that will automatically “log off” users? How
14 7.25 is this function controlled? Can the timing out period be modified?
Does the application date/time mark encounters closed/completed and prevent
14 7.26 further changes?
14 7.27 Discuss your approach to encryption.
Describe the training and testing environment available with your system. Can
new software be loaded and tested in the testing environment before it is
14 7.28 loaded to the production system?
14 7.29 Please indicate any other system security features.
Description and comments