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									                                                                              EMR/Practice Management Requirements

Overview of EMR/Practice Management Evaluation Project (and HIS Adoption Project)

In 2006, the Robert Wood Johnson Foundation (www.rwjf.org) developed the national program Common Ground: Transforming Public Health Information Systems. One of its goals was for state and local public
health departments across the country to collaborate in defining and improving business processes by documenting the work of public health clearly and using that information to adopt, implement, and endorse
redesigned business processes and requirements definitions for information systems to support the work of public health.

Through the three-year Common Ground grant awarded to the Cabarrus Health Alliance, the Public Health Authority of Cabarrus County, over 100 public health leaders from several regional health departments in
the Southern Piedmont Partnership for Public Health (SPPPH) have learned the skills of business process analysis and the benefits of collaboration in planning and refining business processes. As part of the
grant, the local goal for the SPPPH is to have public health electronically communicate with health information exchanges (HIEs), community health care partners and consumers.

As planning began for the Southern Piedmont Health Information Exchange (SoPHIE), the Common Ground team realized that the work being done on SoPHIE could not be taken advantage of by NC public health
without an EMR since public health had a paper-based health record system. During this time, the North Carolina Department of Public Health was testing a new clinical management system known as HIS
(Health Information System) for use by local public health. Although HIS is a first step toward an electronic medical record (EMR), it is not a comprehensive EMR/Practice Management system and is not able to
interface with a HIE.

The need to analyze practice management, clinical assessment, and case management business processes for all areas that would be affected by an EMR in order to describe what an information system must do
to support the tasks and interface with an HIE was needed. To assist in the state-wide rollout of HIS, knowing that HIS would require significant business process changes, and to understand the business
processes to develop requirements to evaluate other EMR/Practice Management systems, the HIS Adoption project was started as part of the Common Ground grant. Thirty-five subject matter experts from seven
health departments and consultants from the Department of Public Health worked together to analyze business processes within family planning, child health, billing and registration/checkout. Although the
objectives were different, the process of analyzing and revaluating business processes was the same. For those public health departments interested in implementing the new HIS, this would aid in a smoother
transition and a best practice workflow training tool.

To evaluate other EMR/Practice Management systems, the EMR/Practice Management Evaluation project began as part of Common Ground with 45 subject matter experts from three public health departments
(Cabarrus Health Alliance, Iredell County Health Department, and Mecklenburg Health Department) analyzing the business processes of the remaining areas of the health department that would be affected by a
new information system. Between both projects, the subject matter experts collaboratively analyzed and redesigned 46 business processes, developed 680 requirements and over 4000 data fields for the following
areas: Billing, Child Health, Child Services Coordination, Communicable Disease, Family Planning, Intensive Home Visiting, Lab, Maternal Care Coordination, Maternal Health and Registration/Checkout.

Evaluating the requirements and data fields determined by this collaborative group of health departments against leading public health EMR/practice management systems is the stage we are engaging now.
Regardless of our choice(s), they could each be independently made, we hope that each vendor gains a better understanding of the business of public health.

Regards,

Tracy Lockard
Business Process Director, Cabarrus Health Alliance
(Project Manager for the HIS Adoption and EMR/Practice Management Evaluation Projects)
Phone: 704-920-1016
Email: tracy.lockard@cabarrushealth.org




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                                                                               EMR/Practice Management Requirements

Instructions for Completing Requirements Document

Corporate Requirements
This section is to gather information about the vendor’s company as well as their development, support, QA processes and basic market demographics. The "Response Format" column of this worksheet will
explain how to respond to each question. Responses should be entered in the "Response" column using the appropriate response choices indicated for each field; many fields have drop-down list choices. The
"Response Comment" field can be used to clarify your response with additional information, documentation, or a reference to a response somewhere else. All fields should be completed.



Technical Requirements
This section is to gather information about the operating system, database, security, data and systems interfaces, system administration, and other characteristics of the hardware and software configuration
proposed. The "Response Format" column of this worksheet will explain how to respond to each question. Responses should be entered in the "Response" column using the appropriate response choices
indicated for each field; many fields have drop-down list choices. The majority of the response choices are "yes", "no", or "other". "Yes" represents that the requirement is included within the base product. "No"
represents that the requirement is not included within the base product and cannot be customized, "Other" represents that the requirement is not within the base product but can be customized for an additional
cost that is not included in the base price. The "Response Comment" field can be used to clarify your response with additional information, documentation, or a reference to a response somewhere else. All fields
should be completed. These questions should be completed for each product that is being proposed.



Functional Requirements
The functional requirements have been separated by worksheet tabs representing each area/department that has requirements of an EMR/Practice Management system. The "Response Format" column of this
worksheet will explain how to respond to each question. Responses should be entered in the "Response" column using the appropriate response choices indicated for each field; many fields have drop-down list
choices. The majority of the response choices are "yes", "no", or "other". "Yes" represents that the requirement is included within the base product. "No" represents that the requirement is not included within the
base product and cannot be customized, "Other" represents that the requirement is not within the base product but can be customized for an additional cost that is not included in the base price. The "Response
Comment" field can be used to clarify your response with additional information, documentation, or a reference to a response somewhere else. All fields should be completed. The functional requirements include
the following worksheets:


    1. Billing
    2. Child Health
    3. CSC/MCC & IHV (Child Services Coordination/Maternal Care Coordination & Intensive Home Visiting)
    4. CD (Communicable Disease)
    5. Diabetes
    6. Family Planning
    7. Lab
    8. Maternal Health
    9. Registration/Checkout
    10. Global - Allergies
    11. Global - Consents, Letters, & Forms
    12. Global - Education
    13. Global - Immunizations
    14. Global - Medical Records
    15. Global - Medications
    16. Global - Referrals
    17. Global - Tracking System

The "global" worksheets include requirements that are used by either all clinical areas or all departments that would use the EMR/Practice Management system. These requirements were pulled out of the
individual areas to avoid being repeated in every section.

Data Fields


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                                                                               EMR/Practice Management Requirements
Please see the data fields spreadsheet for instructions in responding to the data field requirements for each area/department. Similar to the functional requirements, the data fields have been separated by
worksheet tabs.




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                                     EMR/Practice Management Evaluation Project - Overall Requirements Score and Scoring Guide


Overall Score

                                                                                                                                                    CHA Weighted Score of
Worksheets                                                     Requirements           Requirements Priority              Requirements Score             Requirements
                                                                                                                                                                Weighted
                                                                  Total #     # of High   # of Medium    # of Low   Max Score    Score    % Score   % Weight     Score %
Cost                                                                                                                   10          0       0.0%      11.0%         0.0%
Corporate                                                           81                                                 41          0       0.0%       5.0%         0.0%
Technical                                                           70           35            20             15      320       #VALUE!   #VALUE!    11.0%       #VALUE!
Billing                                                             53           26            22             5       254       #VALUE!   #VALUE!    13.0%       #VALUE!
Child Health (or Child Health & Home Visit Newborn)                 20           11            9              0       102       #VALUE!   #VALUE!     4.0%       #VALUE!
CSC (or CSC/MCC & IHV)                                              57           17            33             7       248       #VALUE!   #VALUE!     2.0%       #VALUE!
CD                                                                  19           12            6              1        98       #VALUE!   #VALUE!     5.0%       #VALUE!
Diabetes                                                            10           9             1              0        58       #VALUE!   #VALUE!     1.0%       #VALUE!
Family Planning                                                     8            6             2              0        44       #VALUE!   #VALUE!     4.0%       #VALUE!
Home Visit Newborn & Postpartum                                                                                                                       2.0%
IHV (IHV for CHA and IHV for MCHD)                                                                                                                    2.0%
Lab                                                                 41           23            18             0       204       #VALUE!   #VALUE!     5.0%       #VALUE!
Maternal Health (or Maternal Health & Home Visit Postpartum)        21           9             11             1       100       #VALUE!   #VALUE!     4.0%       #VALUE!
MCC                                                                                                                                                   2.0%
Registration/Checkout                                              146           82            47             17      714       #VALUE!   #VALUE!    11.0%       #VALUE!
Global – Allergies                                                  8            5             3              0        42       #VALUE!   #VALUE!     2.0%       #VALUE!
Global – Consents, Letters, Forms                                   15           3             10             2        62       #VALUE!   #VALUE!     2.0%       #VALUE!
Global – Education                                                  8            1             6              1        32       #VALUE!   #VALUE!     2.0%       #VALUE!
Global - Immunizations                                              20           7             9              4        86       #VALUE!   #VALUE!     2.0%       #VALUE!
Global - Medical Records                                            15           6             7              2        68       #VALUE!   #VALUE!     1.0%       #VALUE!
Global – Medications                                                39           14            19             6       172       #VALUE!   #VALUE!     2.0%       #VALUE!
Global – Plan of Care                                                                                                                                 2.0%
Global – Progress Notes                                                                                                                               1.0%
Global – Referrals                                                  34           12            16             6       148       #VALUE!   #VALUE!     1.0%       #VALUE!
Global – Tracking                                                   13           3             10             0        58       #VALUE!   #VALUE!     3.0%       #VALUE!


Total                                                              678          281           249             67      2861      #VALUE! #VALUE!      100.0%      #VALUE!




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                                      EMR/Practice Management Evaluation Project - Overall Requirements Score and Scoring Guide

Scoring

Scores for individual requirements are calculated by multiplying the response chosen and the priority of the requirement.

                         Response Format                                   Response          Value
yes, no, other                                                                  yes            2
                                                                                no             0
                                                                               other           1
≤100, 100-300, 300-500                                                         ≤100            0
                                                                             100-300           1
                                                                             300-500           2
500-1000, >1000                                                                <500            0
                                                                            500-1000           1
                                                                              >1000            2
Internet Explorer, Firefox, Both                                        Internet Explorer      1
                                                                              Firefox          1
                                                                               Both            2
acquired, been acquired, merged, none                                       acquired           ?
                                                                         been acquired         ?
                                                                             merged            ?
                                                                               none            ?
Yes/No                                                                          yes            2
                                                                                no             0

                               Priority                                      Value
High                                                                           3
Medium                                                                         2
Low                                                                            1

Scores for data fields are based on the percentage of overall data fields met within a section.

                 % of Data Fields Met for a Section                          Value
100%                                                                           6
75%                                                                            4
50%                                                                            2
25%                                                                            1
0%                                                                             0

Scoring Example

The response format is a yes, no, or other choice and the priority is high, the score would be 6.

SME's estimates the overall percentage of the data fields in the child health infectious disease section is about 50% met, the score would be 2.

If the software vendor can offer data fields that can be defined for the section, then 100% should be selected and the score would be 6.




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                                                                                  EMR/Practice Management Evaluation Project - Requirements Scoring Summaries

Priority, Category, and Sub-Category Scoring

This page calculates automatically and should not be touched. To update the totals, go to "Data" and click "Refresh All". (For Excel 2007)

Technical

                                                                                                      Data
Priority                                  Category                           Sub-Category           Total # of   Score Total      Maximum Score   Priority % Met                     Priority % Met
  Low                                      Technical                         Interoperability           7         #VALUE!              14            #VALUE!
                                                                             Security                   1         #VALUE!               2            #VALUE!
                                                                                                                                                                   100.0%
                                                                             Usability                  7         #VALUE!              14            #VALUE!        80.0%
                                          Technical Total                                           #VALUE!       #VALUE!            #VALUE!         #VALUE!
                                                                                                                                                                                                        Low Total
                                                                                                                                                                    60.0%
Low Total                                                                                           #VALUE!       #VALUE!            #VALUE!         #VALUE!                                            Medium Total
  Medium                                    Technical                        Interoperability           4         #VALUE!              16            #VALUE!        40.0%
                                                                             Security                   2         #VALUE!               8            #VALUE!        20.0%                               High Total
                                                                                                                                                                            0.0%   0.0%   0.0%   0.0%
                                                                             Serviceability             3         #VALUE!              12            #VALUE!                                            Grand Total
                                                                                                                                                                     0.0%
                                                                             Usability                 10         #VALUE!              40            #VALUE!
                                          Technical Total                                           #VALUE!       #VALUE!            #VALUE!         #VALUE!                       Technical
                                            TechnicalClinicalBilling         Interoperability           1         #VALUE!               4            #VALUE!
                                          TechnicalClinicalBilling Total                            #VALUE!       #VALUE!            #VALUE!         #VALUE!
Medium Total                                                                                        #VALUE!       #VALUE!            #VALUE!         #VALUE!
 High                                       Technical                        Interoperability           3         #VALUE!              18            #VALUE!
                                                                             Security                  22         #VALUE!              132           #VALUE!
                                                                             Serviceability             2         #VALUE!              12            #VALUE!
                                                                             Usability                  8         #VALUE!              48            #VALUE!
                                          Technical Total                                           #VALUE!       #VALUE!            #VALUE!         #VALUE!
High Total                                                                                          #VALUE!       #VALUE!            #VALUE!         #VALUE!
Grand Total                                                                                         #VALUE!       #VALUE!            #VALUE!         #VALUE!




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                                    EMR/Practice Management Evaluation Project - Requirements Scoring Summaries
Billing

                                                        Data
Priority       Category          Sub-Category         Total # of   Score Total    Maximum Score   Priority % Met                        Priority % Met
Low            Billing           Alerts                   1         #VALUE!             2            #VALUE!
                                                                                                                   100.0%
                                                          1
                                 Consents, Letters and Forms        #VALUE!             2            #VALUE!
                                 Insurance billing        1         #VALUE!             2            #VALUE!        80.0%
                                                                                                                                                             Low Total
                                 Payments                 1         #VALUE!             2            #VALUE!        60.0%
               Billing Total                          #VALUE!       #VALUE!          #VALUE!         #VALUE!                                                 Medium Total
               Technical         Interoperability         1         #VALUE!             2            #VALUE!        40.0%
               Technical Total                        #VALUE!       #VALUE!          #VALUE!         #VALUE!        20.0%                                    High Total
                                                                                                                            0.0%     0.0%    0.0%     0.0%
Low Total                                             #VALUE!       #VALUE!          #VALUE!         #VALUE!                                                 Grand Total
                                                                                                                     0.0%
Medium         Billing           Alerts                   5         #VALUE!            20            #VALUE!
                                 Bad debt write-off       3         #VALUE!            12            #VALUE!                            Billing
                                 Insurance billing        6         #VALUE!            24            #VALUE!
                                 Patient statement        3         #VALUE!            12            #VALUE!
                                 Payments                 3         #VALUE!            12            #VALUE!
                                 Reporting                2         #VALUE!             8            #VALUE!
               Billing Total                          #VALUE!       #VALUE!          #VALUE!         #VALUE!
Medium Total                                          #VALUE!       #VALUE!          #VALUE!         #VALUE!
High           Billing           Bad debt write-off       1         #VALUE!             6            #VALUE!
                                 Insurance billing        9         #VALUE!            54            #VALUE!
                                 Patient statement        4         #VALUE!            24            #VALUE!
                                 Payments                 1         #VALUE!             6            #VALUE!
               Billing Total                          #VALUE!       #VALUE!          #VALUE!         #VALUE!
               Technical         Insurance billing        1         #VALUE!             6            #VALUE!
                                 Interoperability         7         #VALUE!            42            #VALUE!
                                 Usability                3         #VALUE!            18            #VALUE!
               Technical Total                        #VALUE!       #VALUE!          #VALUE!         #VALUE!
High Total                                            #VALUE!       #VALUE!          #VALUE!         #VALUE!
Grand Total                                           #VALUE!       #VALUE!          #VALUE!         #VALUE!

Child Health

                                                        Data
Priority       Category          Sub-Category         Total # of   Score Total    Maximum Score   Priority % Met                        Priority % Met
Medium         Clinical          Child Health             9         #VALUE!            36            #VALUE!
               Clinical Total                         #VALUE!       #VALUE!          #VALUE!         #VALUE!
                                                                                                                   100.0%
                                                                                                                                                             Medium Total
Medium Total                                          #VALUE!       #VALUE!          #VALUE!         #VALUE!        50.0%
High           Clinical          Child Health            11         #VALUE!            66            #VALUE!                  0.0%       0.0%       0.0%     High Total
               Clinical Total                         #VALUE!       #VALUE!          #VALUE!         #VALUE!
                                                                                                                     0.0%
High Total                                            #VALUE!       #VALUE!          #VALUE!         #VALUE!                         Child Health            Grand Total
Grand Total                                           #VALUE!       #VALUE!          #VALUE!         #VALUE!




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                                           EMR/Practice Management Evaluation Project - Requirements Scoring Summaries
CSC/MCC & IHV

                                                               Data
Priority        Category                Sub-Category         Total # of   Score Total    Maximum Score   Priority % Met                       Priority % Met
Low             Case Management         CSCIHV                   1         #VALUE!             2            #VALUE!
                                                                                                                          100.0%
                                        CSCMCCIHV                5         #VALUE!            10            #VALUE!
                                        IHV                      1         #VALUE!             2            #VALUE!        80.0%                                     Low Total
                Case Management Total                        #VALUE!       #VALUE!          #VALUE!         #VALUE!        60.0%
Low Total                                                    #VALUE!       #VALUE!          #VALUE!         #VALUE!        40.0%                                     Medium Total
Medium          Case Management         CSC                     11         #VALUE!            44            #VALUE!        20.0%                                     High Total
                                        CSCIHV                   3         #VALUE!            12            #VALUE!                0.0%    0.0%        0.0%   0.0%
                                        CSCMCCIHV               14         #VALUE!            56            #VALUE!
                                                                                                                            0.0%                                     Grand Total
                                        CSCMCCMOWIHV             1         #VALUE!             4            #VALUE!                       CSC/MCC & IHV
                                        IHV                      3         #VALUE!            12            #VALUE!
                                        MCC                      1         #VALUE!             4            #VALUE!
                Case Management Total                        #VALUE!       #VALUE!          #VALUE!         #VALUE!
Medium Total                                                 #VALUE!       #VALUE!          #VALUE!         #VALUE!
High            Case Management         CSC                      3         #VALUE!            18            #VALUE!
                                        CSCMCCIHV                9         #VALUE!            54            #VALUE!
                                        CSCMCCMOWIHV             1         #VALUE!             6            #VALUE!
                                        IHV                      1         #VALUE!             6            #VALUE!
                                        MCC                      3         #VALUE!            18            #VALUE!
                Case Management Total                        #VALUE!       #VALUE!          #VALUE!         #VALUE!
High Total                                                   #VALUE!       #VALUE!          #VALUE!         #VALUE!
Grand Total                                                  #VALUE!       #VALUE!          #VALUE!         #VALUE!

CD

                                                               Data
Priority        Category                Sub-Category         Total # of   Score Total    Maximum Score   Priority % Met                       Priority % Met
Low             Clinical                TB                       1         #VALUE!             2            #VALUE!
                                                                                                                          100.0%
                Clinical Total                               #VALUE!       #VALUE!          #VALUE!         #VALUE!
Low Total                                                    #VALUE!       #VALUE!          #VALUE!         #VALUE!        80.0%
                                                                                                                                                                     Low Total
Medium          Clinical                International Travel     1         #VALUE!             4            #VALUE!        60.0%
                                        Reportable Diseases      3         #VALUE!            12            #VALUE!                                                  Medium Total
                                        TB                       1         #VALUE!             4            #VALUE!        40.0%
                                        Technical                1         #VALUE!             4            #VALUE!        20.0%                                     High Total
                                                                                                                                   0.0%    0.0%        0.0%   0.0%
                Clinical Total                               #VALUE!       #VALUE!          #VALUE!         #VALUE!                                                  Grand Total
                                                                                                                            0.0%
Medium Total                                                 #VALUE!       #VALUE!          #VALUE!         #VALUE!
High            Clinical                Reportable Diseases      1         #VALUE!             6            #VALUE!                               CD
                                        STD                      1         #VALUE!             6            #VALUE!
                                        STDTBInternational Travel1         #VALUE!             6            #VALUE!
                                        TB                       9         #VALUE!            54            #VALUE!
                Clinical Total                               #VALUE!       #VALUE!          #VALUE!         #VALUE!
High Total                                                   #VALUE!       #VALUE!          #VALUE!         #VALUE!
Grand Total                                                  #VALUE!       #VALUE!          #VALUE!         #VALUE!




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                                         EMR/Practice Management Evaluation Project - Requirements Scoring Summaries
Diabetes

                                                       Data
Priority          Category         Sub-Category      Total # of   Score Total    Maximum Score   Priority % Met                    Priority % Met
Medium            Clinical         Diabetes              1         #VALUE!             4            #VALUE!
                                                                                                                  100.0%
                  Clinical Total                     #VALUE!       #VALUE!          #VALUE!         #VALUE!                                         Medium Total
Medium Total                                         #VALUE!       #VALUE!          #VALUE!         #VALUE!        50.0%
                                                                                                                           0.0%     0.0%     0.0%   High Total
High              Clinical         Diabetes              9         #VALUE!            54            #VALUE!
                                                                                                                    0.0%
                  Clinical Total                     #VALUE!       #VALUE!          #VALUE!         #VALUE!
                                                                                                                                  Diabetes          Grand Total
High Total                                           #VALUE!       #VALUE!          #VALUE!         #VALUE!
Grand Total                                          #VALUE!       #VALUE!          #VALUE!         #VALUE!

Family Planning

                                                       Data
Priority          Category         Sub-Category      Total # of   Score Total    Maximum Score   Priority % Met                    Priority % Met
Medium            Clinical         Family Planning       2         #VALUE!             8            #VALUE!
                                                                                                                  100.0%
                  Clinical Total                     #VALUE!       #VALUE!          #VALUE!         #VALUE!                                         Medium Total
Medium Total                                         #VALUE!       #VALUE!          #VALUE!         #VALUE!        50.0%
                                                                                                                           0.0%     0.0%     0.0%   High Total
High              Clinical         Family Planning       6         #VALUE!            36            #VALUE!
                                                                                                                    0.0%
                  Clinical Total                     #VALUE!       #VALUE!          #VALUE!         #VALUE!
                                                                                                                              Family Planning       Grand Total
High Total                                           #VALUE!       #VALUE!          #VALUE!         #VALUE!
Grand Total                                          #VALUE!       #VALUE!          #VALUE!         #VALUE!

Lab

                                                       Data
Priority          Category         Sub-Category      Total # of   Score Total    Maximum Score   Priority % Met                    Priority % Met
Medium            Clinical         Lab                  18         #VALUE!            72            #VALUE!
                                                                                                                  100.0%
                  Clinical Total                     #VALUE!       #VALUE!          #VALUE!         #VALUE!                                         Medium Total
Medium Total                                         #VALUE!       #VALUE!          #VALUE!         #VALUE!        50.0%
                                                                                                                           0.0%     0.0%     0.0%   High Total
High              Clinical         Lab                  23         #VALUE!            138           #VALUE!
                                                                                                                    0.0%
                  Clinical Total                     #VALUE!       #VALUE!          #VALUE!         #VALUE!
                                                                                                                                    Lab             Grand Total
High Total                                           #VALUE!       #VALUE!          #VALUE!         #VALUE!
Grand Total                                          #VALUE!       #VALUE!          #VALUE!         #VALUE!




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                                                 EMR/Practice Management Evaluation Project - Requirements Scoring Summaries
Maternal Health

                                                                     Data
Priority                Category              Sub-Category         Total # of   Score Total    Maximum Score   Priority % Met                       Priority % Met
Low                     Clinical              Maternal Health          1         #VALUE!             2            #VALUE!
                        Clinical Total                             #VALUE!       #VALUE!          #VALUE!         #VALUE!
                                                                                                                                100.0%
Low Total                                                          #VALUE!       #VALUE!          #VALUE!         #VALUE!        80.0%                                   Low Total
Medium                  Clinical              Maternal Health         11         #VALUE!            44            #VALUE!        60.0%
                        Clinical Total                             #VALUE!       #VALUE!          #VALUE!         #VALUE!        40.0%                                   Medium Total
Medium Total                                                       #VALUE!       #VALUE!          #VALUE!         #VALUE!        20.0%                                   High Total
                                                                                                                                         0.0%     0.0%   0.0%     0.0%
High                    Clinical              Maternal Health          9         #VALUE!            54            #VALUE!
                                                                                                                                  0.0%                                   Grand Total
                        Clinical Total                             #VALUE!       #VALUE!          #VALUE!         #VALUE!
High Total                                                         #VALUE!       #VALUE!          #VALUE!         #VALUE!                       Maternal Health
Grand Total                                                        #VALUE!       #VALUE!          #VALUE!         #VALUE!

Registration/Checkout

                                                                       Data
Priority                Category              Sub-Category         Total # of   Score Total    Maximum Score   Priority % Met                       Priority % Met
Low                     Appointments          Reminders                  2       #VALUE!             4            #VALUE!
                                              Scheduling                 2       #VALUE!             4            #VALUE!
                                                                                                                                100.0%
                                              Setup                      5       #VALUE!            10            #VALUE!        80.0%
                        Appointments Total                         #VALUE!       #VALUE!          #VALUE!         #VALUE!
                                                                                                                                                                         Low Total
                        Client record         Consents                   1       #VALUE!             2            #VALUE!        60.0%
                                              Demo, Payor, & Eligibility 4       #VALUE!             8            #VALUE!                                                Medium Total
                                              Search                     3       #VALUE!             6            #VALUE!        40.0%
                        Client record Total                        #VALUE!       #VALUE!          #VALUE!         #VALUE!                                                High Total
Low Total                                                          #VALUE!       #VALUE!          #VALUE!         #VALUE!        20.0%
                                                                                                                                         0.0%     0.0%   0.0%     0.0%   Grand Total
Medium                  Appointments          Scheduling                 5       #VALUE!            20            #VALUE!
                                                                                                                                  0.0%
                                              Setup                      8       #VALUE!            32            #VALUE!
                        Appointments Total                         #VALUE!       #VALUE!          #VALUE!         #VALUE!                 Registration/Checkout
                        Client record         Consents                   2       #VALUE!             8            #VALUE!
                                              Demo, Payor, & Eligibility 21      #VALUE!            84            #VALUE!
                                              Encounter                  1       #VALUE!             4            #VALUE!
                                              Payments                   6       #VALUE!            24            #VALUE!
                                              Search                     4       #VALUE!            16            #VALUE!
                        Client record Total                        #VALUE!       #VALUE!          #VALUE!         #VALUE!
Medium Total                                                       #VALUE!       #VALUE!          #VALUE!         #VALUE!
High                    Appointments          Reminders                  2       #VALUE!            12            #VALUE!
                                              Scheduling                 10      #VALUE!            60            #VALUE!
                                              Setup                      22      #VALUE!            132           #VALUE!
                        Appointments Total                         #VALUE!       #VALUE!          #VALUE!         #VALUE!
                        Client record         Demo, Payor, & Eligibility 20      #VALUE!            120           #VALUE!
                                              Encounter                  19      #VALUE!            114           #VALUE!
                                              Payments                   6       #VALUE!            36            #VALUE!
                                              Search                     3       #VALUE!            18            #VALUE!
                        Client record Total                        #VALUE!       #VALUE!          #VALUE!         #VALUE!
High Total                                                         #VALUE!       #VALUE!          #VALUE!         #VALUE!
Grand Total                                                        #VALUE!       #VALUE!          #VALUE!         #VALUE!

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                                                                    EMR/Practice Management Evaluation Project - Requirements Scoring Summaries

Global - Allergies

                                                                                       Data
Priority                          Category                      Sub-Category         Total # of   Score Total    Maximum Score   Priority % Met                          Priority % Met
Medium                            Clinical                      Allergies                3         #VALUE!            12            #VALUE!
                                                                                                                                                  100.0%
                                  Clinical Total                                     #VALUE!       #VALUE!          #VALUE!         #VALUE!                                                     Medium Total
Medium Total                                                                         #VALUE!       #VALUE!          #VALUE!         #VALUE!        50.0%
                                                                                                                                                               0.0%       0.0%       0.0%       High Total
High                              Clinical                      Allergies                5         #VALUE!            30            #VALUE!
                                                                                                                                                    0.0%
                                  Clinical Total                                     #VALUE!       #VALUE!          #VALUE!         #VALUE!
                                                                                                                                                                    Global - Allergies          Grand Total
High Total                                                                           #VALUE!       #VALUE!          #VALUE!         #VALUE!
Grand Total                                                                          #VALUE!       #VALUE!          #VALUE!         #VALUE!

Global - Consent, Letter & Form

                                                                                       Data
Priority                          Category                      Sub-Category         Total # of   Score Total    Maximum Score   Priority % Met                          Priority % Met
Low                               Documents and Reports                                  2
                                                                Consents, Letters and Forms        #VALUE!             4            #VALUE!
                                                                                                                                                  100.0%
                                  Documents and Reports Total                        #VALUE!       #VALUE!          #VALUE!         #VALUE!
Low Total                                                                            #VALUE!       #VALUE!          #VALUE!         #VALUE!        80.0%                                        Low Total
Medium                            Documents and Reports         Consents, Letters and Forms
                                                                                         10        #VALUE!            40            #VALUE!        60.0%
                                  Documents and Reports Total                        #VALUE!       #VALUE!          #VALUE!         #VALUE!        40.0%                                        Medium Total
Medium Total                                                                         #VALUE!       #VALUE!          #VALUE!         #VALUE!        20.0%                                        High Total
                                                                                                                                                             0.0%      0.0%   0.0%       0.0%
High                              Documents and Reports                                  3
                                                                Consents, Letters and Forms        #VALUE!            18            #VALUE!
                                                                                                                                                    0.0%                                        Grand Total
                                  Documents and Reports Total                        #VALUE!       #VALUE!          #VALUE!         #VALUE!
High Total                                                                           #VALUE!       #VALUE!          #VALUE!         #VALUE!                Global - Consent, Letter & Form
Grand Total                                                                          #VALUE!       #VALUE!          #VALUE!         #VALUE!

Global - Education

                                                                                       Data
Priority                          Category                      Sub-Category         Total # of   Score Total    Maximum Score   Priority % Met                          Priority % Met
Low                               Clinical                      Education                1         #VALUE!             2            #VALUE!
                                                                                                                                                  100.0%
                                  Clinical Total                                     #VALUE!       #VALUE!          #VALUE!         #VALUE!
Low Total                                                                            #VALUE!       #VALUE!          #VALUE!         #VALUE!        80.0%                                        Low Total
Medium                            Clinical                      Education                6         #VALUE!            24            #VALUE!        60.0%
                                  Clinical Total                                     #VALUE!       #VALUE!          #VALUE!         #VALUE!        40.0%                                        Medium Total
Medium Total                                                                         #VALUE!       #VALUE!          #VALUE!         #VALUE!        20.0%                                        High Total
                                                                                                                                                             0.0%      0.0%   0.0%       0.0%
High                              Clinical                      Education                1         #VALUE!             6            #VALUE!
                                                                                                                                                    0.0%                                        Grand Total
                                  Clinical Total                                     #VALUE!       #VALUE!          #VALUE!         #VALUE!
High Total                                                                           #VALUE!       #VALUE!          #VALUE!         #VALUE!                      Global - Education
Grand Total                                                                          #VALUE!       #VALUE!          #VALUE!         #VALUE!




                                                                                                                11/17/2010                                                                                     11
                                                EMR/Practice Management Evaluation Project - Requirements Scoring Summaries
Global - Immunizations

                                                                   Data
Priority                   Category         Sub-Category         Total # of    Score Total    Maximum Score   Priority % Met                     Priority % Met
Low                        Clinical         Immunizations            4          #VALUE!             8            #VALUE!
                                                                                                                               100.0%
                           Clinical Total                        #VALUE!        #VALUE!          #VALUE!         #VALUE!
Low Total                                                        #VALUE!        #VALUE!          #VALUE!         #VALUE!        80.0%                               Low Total
Medium                     Clinical         Immunizations            9          #VALUE!            36            #VALUE!        60.0%
                           Clinical Total                        #VALUE!        #VALUE!          #VALUE!         #VALUE!        40.0%                               Medium Total
Medium Total                                                     #VALUE!        #VALUE!          #VALUE!         #VALUE!        20.0%                               High Total
                                                                                                                                        0.0%   0.0%   0.0%   0.0%
High                       Clinical         Immunizations            7          #VALUE!            42            #VALUE!
                                                                                                                                 0.0%                               Grand Total
                           Clinical Total                        #VALUE!        #VALUE!          #VALUE!         #VALUE!
High Total                                                       #VALUE!        #VALUE!          #VALUE!         #VALUE!                 Global - Immunizations
Grand Total                                                      #VALUE!        #VALUE!          #VALUE!         #VALUE!

Global - Medical Records

                                                                    Data
Priority                   Category         Sub-Category          Total # of   Score Total    Maximum Score   Priority % Met                     Priority % Met
Low                        Clinical         Medical record            2         #VALUE!             4            #VALUE!
                           Clinical Total                         #VALUE!       #VALUE!          #VALUE!         #VALUE!
                                                                                                                               100.0%
Low Total                                                         #VALUE!       #VALUE!          #VALUE!         #VALUE!        80.0%
Medium                     Clinical         Medical record            1         #VALUE!             4            #VALUE!                                            Low Total
                                            Release of information    6         #VALUE!            24            #VALUE!        60.0%
                           Clinical Total                         #VALUE!       #VALUE!          #VALUE!         #VALUE!                                            Medium Total
                                                                                                                                40.0%
Medium Total                                                      #VALUE!       #VALUE!          #VALUE!         #VALUE!                                            High Total
High                       Clinical         Lab                       1         #VALUE!             6            #VALUE!        20.0%
                                                                                                                                        0.0%   0.0%   0.0%   0.0%   Grand Total
                                            Release of information    5         #VALUE!            30            #VALUE!
                                                                                                                                 0.0%
                           Clinical Total                         #VALUE!       #VALUE!          #VALUE!         #VALUE!
High Total                                                        #VALUE!       #VALUE!          #VALUE!         #VALUE!                Global - Medical Records
Grand Total                                                       #VALUE!       #VALUE!          #VALUE!         #VALUE!

Global - Medications

                                                                   Data
Priority                   Category         Sub-Category         Total # of    Score Total    Maximum Score   Priority % Met                     Priority % Met
Low                        Clinical         Medications              6          #VALUE!            12            #VALUE!
                                                                                                                               100.0%
                           Clinical Total                        #VALUE!        #VALUE!          #VALUE!         #VALUE!
Low Total                                                        #VALUE!        #VALUE!          #VALUE!         #VALUE!        80.0%                               Low Total
Medium                     Clinical         Medications             19          #VALUE!            76            #VALUE!        60.0%
                           Clinical Total                        #VALUE!        #VALUE!          #VALUE!         #VALUE!        40.0%                               Medium Total
Medium Total                                                     #VALUE!        #VALUE!          #VALUE!         #VALUE!        20.0%                               High Total
                                                                                                                                        0.0%   0.0%   0.0%   0.0%
High                       Clinical         Medications             14          #VALUE!            84            #VALUE!
                                                                                                                                 0.0%                               Grand Total
                           Clinical Total                        #VALUE!        #VALUE!          #VALUE!         #VALUE!
High Total                                                       #VALUE!        #VALUE!          #VALUE!         #VALUE!                  Global - Medications
Grand Total                                                      #VALUE!        #VALUE!          #VALUE!         #VALUE!




                                                                                             11/17/2010                                                                            12
                                                           EMR/Practice Management Evaluation Project - Requirements Scoring Summaries
Global - Referrals

                                                                         Data
Priority                   Category                    Sub-Category    Total # of   Score Total    Maximum Score   Priority % Met                        Priority % Met
Low                        Clinical                    Referrals           5         #VALUE!            10            #VALUE!
                                                                                                                                    100.0%
                           Clinical Total                              #VALUE!       #VALUE!          #VALUE!         #VALUE!
                           Technical, Clinical         Referrals           1         #VALUE!             2            #VALUE!        80.0%                                      Low Total
                           Technical, Clinical Total                   #VALUE!       #VALUE!          #VALUE!         #VALUE!        60.0%
Low Total                                                              #VALUE!       #VALUE!          #VALUE!         #VALUE!        40.0%                                      Medium Total
Medium                     Clinical                    Referrals          15         #VALUE!            60            #VALUE!        20.0%                                      High Total
                                                                                                                                             0.0%      0.0%   0.0%       0.0%
                           Clinical Total                              #VALUE!       #VALUE!          #VALUE!         #VALUE!
                                                                                                                                      0.0%                                      Grand Total
                           (blank)                     (blank)             1         #VALUE!             4            #VALUE!
                           (blank) Total                               #VALUE!       #VALUE!          #VALUE!         #VALUE!                       Global - Referrals
Medium Total                                                           #VALUE!       #VALUE!          #VALUE!         #VALUE!
High                       Clinical                    Referrals          12         #VALUE!            72            #VALUE!
                           Clinical Total                              #VALUE!       #VALUE!          #VALUE!         #VALUE!
High Total                                                             #VALUE!       #VALUE!          #VALUE!         #VALUE!
Grand Total                                                            #VALUE!       #VALUE!          #VALUE!         #VALUE!

Global - Tracking System

                                                                         Data
Priority                   Category                    Sub-Category    Total # of   Score Total    Maximum Score   Priority % Met                        Priority % Met
Medium                     Clinical                    Referrals           1         #VALUE!             4            #VALUE!
                                                       Tracking            9         #VALUE!            36            #VALUE!
                                                                                                                                    100.0%
                           Clinical Total                              #VALUE!       #VALUE!          #VALUE!         #VALUE!                                                   Medium Total
                                                                                                                                     50.0%
Medium Total                                                           #VALUE!       #VALUE!          #VALUE!         #VALUE!
                                                                                                                                               0.0%       0.0%       0.0%       High Total
High                       Clinical                    Tracking            3         #VALUE!          #VALUE!         #VALUE!
                                                                                                                                      0.0%
                           Clinical Total                              #VALUE!       #VALUE!            18            #VALUE!                                                   Grand Total
High Total                                                             #VALUE!       #VALUE!          #VALUE!         #VALUE!                Global - Tracking System
Grand Total                                                            #VALUE!       #VALUE!          #VALUE!         #VALUE!




                                                                                                  11/17/2010                                                                                   13
                                                                                                                                                EMR/Practice Management Requirements - Corporate Questionnaire
                     Section Name                                                   Requirement                                                               Subordinate Requirement                                       Comments                       Response Format    Response        Score         Response Comments
                  (Sub-Section Name)
     CORPORATE
1    Contact Information
2                                          Name of Company                                                                                                                                                                                                Text                                 N/A
3                                          Company: Street address 1                                                                                                                                                                                      Text                                 N/A
4                                          Company: Street address 2                                                                                                                                                                                      Text                                 N/A
5                                          Company: City                                                                                                                                                                                                  Text                                 N/A
6                                          Company: State                                                                                                                                                                                                 Text                                 N/A
7                                          Company: Zip code                                                                                                                                                                                              Text                                 N/A
8                                          Contact Person                                                                                                                                                                                                 Text                                 N/A
9                                          Phone Number                                                                                                                                                                                                   Text                                 N/A
10                                         Fax Number                                                                                                                                                                                                     Text                                 N/A
11                                         E-Mail Address                                                                                                                                                                                                 Text                                 N/A
12   Company Profile
13                                         How many years has your company been in business?                                                                                                                                                              1, 2, 3…                              0
14                                         Have you acquired, been acquired or merged with another company within the last four years?                                                                                                                    acquired, been                       N/A
                                                                                                                                                                                                                                                          acquired, merged,
                                                                                                                                                                                                                                                          none
15                                                                                                                                          Is so, please comment.                                                                                        Text                                 N/A
16                                         Can you provide financial reports for the last two years?                                                                                                         If yes, please provide.                      yes/no                               N/A
17                                         Can you provide a brief financial overview of the organization for the past two years: include                                                                                                                 yes/no                               N/A
                                           gross revenue, profit/loss, and expenses by major category (e.g. development, support)?

18                                                                                                                                          If yes, please comment.                                                                                       Text                                 N/A
19                                         Please select the description that most closely describes the ownership of your organization:                                                                                                                  Multiple choice                      N/A
                                              1. Sole Proprietorship
                                              2. Partnership
                                              3. Privately held corporation
                                              4. Publicly held corporation

20                                         Can you provide an organizational chart of your company?                                                                                                          If yes, please provide.                      yes/no                               N/A
21                                         Provide a total number of full-time employees.                                                                                                                                                                 1, 2, 3…                             N/A
22                                         Provide the number of employees responsible for Development.                                                                                                                                                   1, 2, 3…                             N/A
23                                         Provide the number of employees responsible for Installation.                                                                                                                                                  1, 2, 3…                             N/A
24                                         Provide the number of employees responsible for Support.                                                                                                                                                       1, 2, 3…                             N/A
25                                         Does your company have affiliations or business dealings with any other public health agency                                                                                                                   yes/no                               N/A
                                           in NC?
26                                         Does your company typically write software contracts independently from the hardware and                                                                                                                       yes/no                               N/A
                                           other third party contracts?
27                                                                                                                                          Please describe the typical arrangement.                                                                      Text                                 N/A
28                                         Does your company offer the system in an ASP model?                                                                                                                                                            yes, no, other                       N/A
29                                                                                                                                          Please describe or provide a typical agreement & pricing                                                      Text                                 N/A
                                                                                                                                            structure.
30                                                                                                                                          Does client have the right to download their data at any time?                                                yes, no, other                 Does Not Compute

31                                                                                                                                          Can client automate the backup and download of their data?                                                    yes, no, other                 Does Not Compute

32                                                                                                                                          Is data available in Microsoft SQL format?                                                                    yes, no, other                 Does Not Compute
33                                                                                                                                          If no, is data available in other formats?                                                                    Text                                 N/A
34                                         Do you currently have a plan to End of Life this product?                                                                                                                                                      yes, no, other                 Does Not Compute
35                                         If you are planning to EOL this product, please list the timeframe:                                                                                                                                            Multiple choice                       0
                                               1) EOL < 2 years
                                               2) 2 years < EOL > 5 years
                                               3) EOL > 5 years
                                               4) No plan
36                                         How many years will you guarantee your products to be supported?                                                                                                                                               1, 2, 3…                              0
37                                         Does a plan exist for the future direction of the solution that you are proposing?                                                                                                                             yes, no, other                 Does Not Compute
38                                                                                                                                          If yes, please describe that direction and technology changes                                                 Text                                 N/A
                                                                                                                                            over the next 5 years.
39   Implementation/Training Methodology
40                                         Do you contract with a third party for implementation services/resources?                                                                                                                                      yes, no, other                       N/A
41                                                                                                                                          If yes, please outline and describe these services.                                                           Text                                 N/A
42                                         Do you provide any implementation resources?                                                                                                                                                                   yes, no, other                 Does Not Compute
43                                                                                                                                          If yes, please outline and describe these services.                                                           Text                                 N/A
44                                         Will each agency need to provide resources or staffing for the implementation?                                                                                                                                 yes/no                               N/A
45                                                                                                                                          If yes, please include a list of the number of resources that                                                 Text                                 N/A
                                                                                                                                            will needed and the activities that they will perform.
46                                         Do you conduct training classes for users?                                                                                                                         If yes, please provide an outline for the   yes, no, other                 Does Not Compute
                                                                                                                                                                                                             classes.
47                                         Would training classes be conducted at each agencies facilities?                                                                                                                                               yes, no, other                       N/A




                                                                                                                                                                                      11/17/2010                                                                                                                                14
                                                                                                                                                              EMR/Practice Management Requirements - Corporate Questionnaire
                     Section Name                                                               Requirement                                                                 Subordinate Requirement                                       Comments                       Response Format   Response        Score         Response Comments
                  (Sub-Section Name)
48                                                    Do you perform custom programming?                                                                                                                                   If so, please provide the process of how     yes, no, other                Does Not Compute
                                                                                                                                                                                                                           custom programming requests are
                                                                                                                                                                                                                           made, completed, and implemented.
                                                                                                                                                                                                                           Please include a description of how
                                                                                                                                                                                                                           custom programming will affect an
                                                                                                                                                                                                                           agencies ability to receive software
                                                                                                                                                                                                                           updates.


49                                                    What is the typical number of weeks from contract signing to go-live?                                                                                                                                             1, 2, 3…                            N/A
50   Post Implementation Support/Maintenance
51                                                    Is 24 hour by 7 day implementation support coverage provided immediately after the Go-Live?                                                                                                                       yes, no, other                      N/A
                                                       If so, please describe how long this support is available in the Notes section of this document.

52                                                                                                                                                        If yes, please describe how long this support is available and                                                Text                                N/A
                                                                                                                                                          if additional fee.
53                                                    Do you maintain a 24-hour by 7-day support center?                                                                                                                                                                yes/no                        Does Not Compute
54                                                                                                                                                        If no, please describe how off-hours support is handled.                                                      Text                                N/A

55                                                    Do you have documented process for handling support calls?                                                                                                                                                        yes, no, other                      N/A
                                                         1. Description of how calls are prioritized.
                                                         2. What call turnaround/escalation policies are in place?
                                                         3. What warranties are provided?
56                                                    How often are upgrades released?                                                                                                                                                                                  Multiple choice                     N/A
                                                        1. Monthly
                                                        2. Quarterly
                                                        3. Annually
                                                        4. Other
57                                                                                                                                                        If other, please comment.                                                                                     Text                                N/A
58                                                    What method or media is used to distribute upgrades?                                                                                                                                                              Multiple choice                     N/A
                                                        1. CD
                                                        2. ftp
                                                        3. Email
                                                        4. Other
59                                                                                                                                                        If other, please comment.                                                                                     Text                                N/A
60                                                    Do you have a process for submission and scheduling of user requested enhancement?                                                                                                                                yes, no, other                Does Not Compute

61                                                                                                                                                        If yes, please describe the process.                                                                          Text                                N/A
62                                                    Do you have a documented process for internal testing and Quality Assurance?                                                                                                                                      yes, no, other                Does Not Compute
63                                                                                                                                                        If so, please describe the process.                                                                           Text                                N/A
64                                                    Do you have a documented patch process for Emergency Bug Fixes?                                                                                                                                                   yes, no, other                Does Not Compute
65                                                                                                                                                        If so, please describe the process.                                                                           Text                                N/A
66                                                    What method or media is used to distribute Emergency Bug Fixes?                                                                                                                                                   Multiple choice                     N/A
                                                        1. CD
                                                        2. ftp
                                                        3. Email
                                                        4. Other
67                                                                                                                                                        If other, please comment.                                                                                     Text                                N/A
68                                                    Do you conduct technical training classes for support staff?                                                                                                          If yes, please provide an outline for the   yes, no, other                Does Not Compute
                                                                                                                                                                                                                           classes.
69                                                    Is it expected/required that staff (IT and end users) will have certain education or                                                                                                                              yes, no, other                      N/A
                                                      certifications?
70                                                                                                                                                        If yes, please provide a list of these requirements.                                                          Text                                N/A
71                                                    For an implementation similar to our size, how many support staff do you estimate will be                                                                                                                         1, 2, 3…                            N/A
                                                      needed?
72                                                                                                                                                        Please describe what type of resource and skill sets needed.                                                  Text                                N/A

73                                                    Do you have user group meetings?                                                                                                                                                                                  yes, no, other                Does Not Compute
74                                                                                                                                                        If yes, how often and are the meetings regional or national?                                                  Text                                N/A

75   Corporate Solutions - (For the purchase of multiple products from a vendor)
76                                                 Is there be a single point of contact for support for the solution that you are proposing?                                                                                                                           yes, no, other                      N/A

77                                                    Are all of the products for the solution that you are proposing fully integrated?                                                                                    Please provide documentation outlining       yes, no, other                Does Not Compute
                                                                                                                                                                                                                           and explaining how the products are
                                                                                                                                                                                                                           integrated at the desktop and the
                                                                                                                                                                                                                           database level.
78                                                    Do you have client satisfaction measurement processes in place?                                                                                                                                                   yes, no, other                      N/A
79                                                                                                                                                        If yes, please describe the process.                                                                          Text                                N/A
80                                                    How many active accounts do you have using the solution that you are proposing?                                                                                                                                   1, 2, 3…                             0
81                                                    Do you have quality control methods and processes in place that are used in the development                                                                                                                       yes, no, other                      N/A
                                                      and implementation of your software?
82                                                                                                                                                        If yes, please describe the process.                                                                          Text                                N/A

                                                                                                                                                                                                    11/17/2010                                                                                                                               15
                                                                                                                                      EMR/Practice Management Requirements - Corporate Questionnaire
                    Section Name                                                   Requirement                                                 Subordinate Requirement                     Comments     Response Format   Response   Score   Response Comments
                 (Sub-Section Name)
83   Experience with Public Health Systems
84                                           How many implementations are currently in production in any healthcare environment?                                                                       1, 2, 3…                        0

85                                           How many implementations are currently being implemented/beta tested in any healthcare                                                                    1, 2, 3…                       N/A
                                             environment?
86                                           How many implementations are currently in production in public health agencies?                                                                           1, 2, 3…                        0
87                                           How many implementations are currently being implemented/beta tested in public health                                                                     1, 2, 3…                       N/A
                                             agencies?

                                                                                                                                                                                                       Score                           0

                                                                                                                                                                                                       Total High Score               41




                                                                                                                                                                  11/17/2010                                                                                     16
                                                                                                                                         EMR/Practice Management Requirements - Technical
ID#    Workgroup   BP#   BP Name     Task #                 Task Description                                     Requirement                                       Category    Sub-Category                    Entities (User Roles)   Priority       Response Format           Response    Score    Response Comments
      TECHNICAL
1     All                Technical            Network                          Must function in a multi-site Wide Area Network (WAN) environment with             Technical   Usability          EMR System, PM System                 High       yes, no, other                           #VALUE!
                                                                               moderate bandwidth, i.e. T1 connection
2     All                Technical            Scalability                      Should accommodate 300-500 users                                                   Technical   Usability          EMR System, PM System                 Medium     ≤100, 100-300, ≥300                         0

3     All                Technical            Scalability                      May scale to 1000 users or more at up to 20 sites                                  Technical   Usability          EMR System, PM System                 Low        <500, 500-1000, >1000                    #VALUE!

4     All                Technical            Internet                         May operate over the world wide web using an internet browser                      Technical   Usability          EMR System, PM System                 Low        yes, no, other                           #VALUE!
5     All                Technical            Internet                         If using a web interface, must support Internet Explorer and Firefox               Technical   Usability          EMR System, PM System                 High       Internet Explorer, Firefox,              #VALUE!
                                                                                                                                                                                                                                                  Both
6     All                Technical            Internet                         If using a web interface, must stay within 6 months of current browser and         Technical   Serviceability     EMR System, PM System                 High       yes, no, other                           #VALUE!
                                                                               software, i.e. Java, production software releases
7     All                Technical            Internet                         If using a web interface, should use SSL with Triple DES with a minimum of         Technical   Security           EMR System, PM System                 Medium     yes, no, other                           #VALUE!
                                                                               128 bit encryption
8     All                Technical            User access                      Should validate user authentication with Microsoft Active Directory                Technical   Usability          EMR System, PM System                 Medium     yes, no, other                           #VALUE!



9     All                Technical            User access                      May pass Windows credentials to the application seamlessly                         Technical   Usability          EMR System, PM System                 Low        yes, no, other                           #VALUE!



10    All                Technical            User access                      Must have the ability to assign users access to data individually and in groups    Technical   Security           EMR System, PM System                 High       yes, no, other                           #VALUE!



11    All                Technical            User access                      Must have specific permission settings for viewing, entering, and modifying        Technical   Security           EMR System, PM System                 High       yes, no, other                           #VALUE!
                                                                               any and all data
12    All                Technical            Interfaces                       Must include all data fields necessary to comply with Health Information           Technical   Interoperability   EMR System, PM System                 High       yes, no, other                           #VALUE!
                                                                               System (HIS - NC Division of Public Health) reporting and billing requirements

13    All                Technical            Interfaces                       Must adhere to HIS batch interface standards                                       Technical   Interoperability   EMR System, PM System                 High       yes, no, other                           #VALUE!

14    All                Technical            Interfaces                       Must adhere to state HIS program specifications for billing and edits              Technical   Interoperability   EMR System, PM System                 High       yes, no, other                           #VALUE!

15    All                Technical            Interfaces                       May interface with Dentrix Enterprise -sending scheduling and demographic          Technical   Interoperability   PM System                             Low        yes, no, other                           #VALUE!
                                                                               data to Dentrix Enterprise
16    All                Technical            Interfaces                       May interface with Patterson Eaglesoft -sending scheduling and demographic         Technical   Interoperability   PM System                             Low        yes, no, other                           #VALUE!
                                                                               data to Patterson Eaglesoft
17    All                Technical            Interfaces                       May interface with Dentrix Enterprise - receiving billing data in order to bill    Technical   Interoperability   PM System                             Low        yes, no, other                           #VALUE!
                                                                               Medicaid via Health Information System (HIS - NC Division of Public Health)

18    All                Technical            Interfaces                       May interface with Patterson Eaglesoft - receiving billing data in order to bill   Technical   Interoperability   PM System                             Low        yes, no, other                           #VALUE!
                                                                               Medicaid via Health Information System (HIS - NC Division of Public Health)

19    All                Technical            Interfaces                       Should support the latest Health Information Exchange transaction types            Technical   Interoperability   EMR System                            Medium     yes, no, other                           #VALUE!




20    All                Technical            Interfaces                       May interface with Microsoft HealthVault and/or Google Health                      Technical   Interoperability   EMR System                            Low        yes, no, other                           #VALUE!

21    All                Technical            Interfaces                       May interface with the North Carolina Immunization Registry (NCIR) - sending       Technical   Interoperability   EMR System                            Low        yes, no, other                           #VALUE!
                                                                               immunization encounter data from EMR System
22    All                Technical            Interfaces                       May interface with North Carolina Immunization Registry (NCIR) - receiving         Technical   Interoperability   EMR System                            Low        yes, no, other                           #VALUE!
                                                                               immunization encounter data from NCIR
23    All                Technical            Interfaces                       Should allow transfer of clinical/EMR information to billing/Practice              Technical   Interoperability   EMR System, PM System                 Medium     yes, no, other                           #VALUE!
                                                                               Management software or allow clinical staff to enter billing information without
                                                                               signing into a separate software system
24    All                Technical            Interfaces                       Should facilitate the easy entry in the clinical setting of data necessary for     Technical   Interoperability   EMR System, PM System                 Medium     yes, no, other                           #VALUE!
                                                                               billing, so that there is little or no data entry at checkout or afterward         Clinical
                                                                                                                                                                  Billing
25    All                Technical            Interfaces                       Should interface with in-house lab instruments that are capable of                 Technical   Interoperability   EMR System, Lab instruments           Medium     yes, no, other                           #VALUE!
                                                                               downloading results directly into EMR
26    All                Technical            Operating system                 If agency hosted, the system should run on Microsoft Windows Server                Technical   Serviceability     EMR System, PM System                 Medium     yes, no, other                           #VALUE!

27    All                Technical            Operating system                 If agency hosted, the system should be supported in a virtual environment          Technical   Serviceability     EMR System, PM System                 Medium     yes, no, other                           #VALUE!



                                                                                                                                                                   11/17/2010                                                                                                                                            17
                                                                                                                                          EMR/Practice Management Requirements - Technical
ID#    Workgroup   BP#   BP Name     Task #              Task Description                                          Requirement                                        Category     Sub-Category                    Entities (User Roles)           Priority       Response Format   Response    Score    Response Comments
      TECHNICAL
28    All                Technical            Operating system                    Client software must work with the latest three versions of Microsoft Windows      Technical    Serviceability     EMR System, PM System                         High       yes, no, other                   #VALUE!

29    All                Technical            Operating system                    Client software may work with the latest three versions of Apple client OS         Technical    Usability          EMR System, PM System                         Low        yes, no, other                   #VALUE!

30    All                Technical            Database system                     Must include a data repository housed in a relational database with industry       Technical    Usability          EMR System, PM System                         High       yes, no, other                   #VALUE!
                                                                                  recognition as an enterprise solution. Provide a database that supports
                                                                                  standard relational database functionality including, but not limited to: data
                                                                                  locking, referential integrity, security, built-in XML support, and report
                                                                                  generation


31    All                Technical            Database system                     If the system is hosted by the agency, it should use Microsoft SQL Server 2008 Technical        Usability          EMR System, PM System                         Medium     yes, no, other                   #VALUE!

32    All                Technical            Database system                     Must allow for direct, i.e. ODBC, access to the data                           Technical        Usability          EMR System, PM System                         High       yes, no, other                   #VALUE!
33    All                Technical            Database system                     Any image storage should be in a non-proprietary, medically appropriate format Technical        Interoperability   EMR System, PM System                         Medium     yes, no, other                   #VALUE!

34    All                Technical            Database system                     Should provide the ability to archive and purge data according to state and        Technical    Usability          EMR System, PM System                         Medium     yes, no, other                   #VALUE!
                                                                                  other archival / purging criteria
35    All                Technical            Database system                     Should have the ability to restore archived data to the production environment     Technical    Usability          EMR System, PM System                         Medium     yes, no, other                   #VALUE!



36    All                Technical            Database system                     May offer some functionality in an off-line database sync mode                     Technical    Usability          EMR System, PM System                         Low        yes, no, other                   #VALUE!



37    All                Technical            Database system                     Should be able to define required fields or invalid combinations of field edits     Technical   Usability          EMR System, PM System, System Administrator   Medium     yes, no, other                   #VALUE!
                                                                                  based on values and/or program specifications
38    All                Technical            System administration               Should facilitate global settings for specific types of images: their format,       Technical   Serviceability     EMR System, PM System, System Administrator   Medium     yes, no, other                   #VALUE!
                                                                                  resolution, color, and other common settings
39    All                Technical            Security                            Security features must comply with all Federal (HIPAA), State and JCAHO             Technical   Security           EMR System, PM System                         High       yes, no, other                   #VALUE!
                                                                                  health information security standards for data integrity, confidentiality, auditing
                                                                                  and availability
40    All                Technical            Security                            All electronic transactions and interface specifications must be HIPAA             Technical    Security           EMR System, PM System                         High       yes, no, other                   #VALUE!
                                                                                  compliant
41    All                Technical            System login and password control   Must provide system password controls to enforce minimum password length           Technical    Security           EMR System, PM System                         High       yes, no, other                   #VALUE!

42    All                Technical            System login and password control   Must provide system password controls to record passwords in non-display           Technical    Security           EMR System, PM System                         High       yes, no, other                   #VALUE!
                                                                                  fields
43    All                Technical            System login and password control   Must encrypt passwords when routed over a network                                  Technical    Security           EMR System, PM System                         High       yes, no, other                   #VALUE!
44    All                Technical            System login and password control   Must store passwords in encrypted form                                             Technical    Security           EMR System, PM System                         High       yes, no, other                   #VALUE!
45    All                Technical            System login and password control   Must require users to change their passwords following the initial set-up and at   Technical    Security           EMR System, PM System, System Administrator   High       yes, no, other                   #VALUE!
                                                                                  administrator defined intervals, i.e. three months
46    All                Technical            System login and password control   Must maintain a history of previously used user passwords and prevent their        Technical    Security           EMR System, PM System                         High       yes, no, other                   #VALUE!
                                                                                  reuse within a specified timeframe, i.e., within 12 months
47    All                Technical            System login and password control   Must provide users with the capability to change their passwords at their          Technical    Security           EMR System, PM System, All users              High       yes, no, other                   #VALUE!
                                                                                  discretion
48    All                Technical            System login and password control   Must disable user ID’s after a specified number of invalid login attempts          Technical    Security           EMR System, PM System                         High       yes, no, other                   #VALUE!

49    All                Technical            System login and password control   May support email notification for user disabled and other administratively        Technical    Security           EMR System, PM System                         Low        yes, no, other                   #VALUE!
                                                                                  specified security events
50    All                Technical            System login and password control   Must automatically log-off users after a specified number of invalid login         Technical    Security           EMR System, PM System                         High       yes, no, other                   #VALUE!
                                                                                  attempts
51    All                Technical            System login and password control   Must automatically log-off users after a specified period of inactivity            Technical    Security           EMR System, PM System                         High       yes, no, other                   #VALUE!
52    All                Technical            System login and password control   Must provide security administration functionality including logging               Technical    Security           EMR System, PM System                         High       yes, no, other                   #VALUE!
                                                                                  unauthorized access attempts by date, time, user ID, device and location

53    All                Technical            System login and password control   Must maintain an audit trail of all security maintenance performed by date,        Technical    Security           EMR System, PM System                         High       yes, no, other                   #VALUE!
                                                                                  time, user ID, device and location, including logon and log off. Provide
                                                                                  designated users easy access to this information (i.e. by reports or system
                                                                                  function)
54    All                Technical            System login and password control   Must provide system security reports of users and access levels                    Technical    Security           EMR System, PM System, System Administrator   High       yes, no, other                   #VALUE!
55    All                Technical            Data encryption                     Should encrypt data over the local area network                                    Technical    Security           EMR System, PM System                         Medium     yes, no, other                   #VALUE!
56    All                Technical            Data encryption                     Must encrypt all data sent over a public network, i.e. the internet                Technical    Security           EMR System, PM System                         High       yes, no, other                   #VALUE!
57    All                Technical            Audit trail                         Must provide audit trail capabilities that are compliant with regulatory           Technical    Security           EMR System, PM System                         High       yes, no, other                   #VALUE!
                                                                                  guidelines, including HIPAA, when creating all new client records by a user or
                                                                                  system

                                                                                                                                                                      11/17/2010                                                                                                                                             18
                                                                                                                                       EMR/Practice Management Requirements - Technical
ID#    Workgroup   BP#   BP Name     Task #                 Task Description                                    Requirement                                       Category    Sub-Category                 Entities (User Roles)   Priority       Response Format   Response    Score    Response Comments
      TECHNICAL
58    All                Technical            Audit trail                      Must provide an audit trail that is compliant with regulatory guidelines when     Technical   Security        EMR System, PM System                 High       yes, no, other                   #VALUE!
                                                                               any existing client records are read by a user
59    All                Technical            Audit trail                      Must provide an audit trail that is compliant with regulatory guidelines when     Technical   Security        EMR System, PM System                 High       yes, no, other                   #VALUE!
                                                                               any existing client records are modified by a user or the system
60    All                Technical            Audit trail                      Must provide an audit trail that is compliant with regulatory guidelines when     Technical   Security        EMR System, PM System                 High       yes, no, other                   #VALUE!
                                                                               any existing client records are deleted by a user or the system
61    All                Technical            Response time                    System response time for transactions must be less than 3 seconds, ninety-        Technical   Usability       EMR System, PM System                 High       yes, no, other                   #VALUE!
                                                                               eight percent (98%) of the time
62    All                Technical            Reporting                        Must have ability to create reports based on any data field in the system         Technical   Usability       All users                             High       yes, no, other                   #VALUE!

63    All                Technical            Reporting                        May automatically geocode client addresses                                        Technical   Usability       PM System                             Low        yes, no, other                   #VALUE!
64    All                Technical            Reporting                        May automatically calculate client census tract                                   Technical   Usability       PM System                             Low        yes, no, other                   #VALUE!
65    All                Technical            Reporting                        Should include data views for writing reports that aggregate related data         Technical   Usability       All users                             Medium     yes, no, other                   #VALUE!
                                                                               tables for easier report writing
66    All                Technical            Languages                        Must accept special characters used in foreign languages, specifically            Technical   Usability       EMR System, PM System                 High       yes, no, other                   #VALUE!
                                                                               Spanish, in text fields such as Nuñez, Ja'nyah, Aidé, José

67    All                Technical            Ease of use                      Drop-down list should also allow user to begin typing to narrow down the list     Technical   Usability       EMR System, PM System                 Medium     yes, no, other                   #VALUE!
                                                                               and get to the item or section in the list
68    All                Technical            Ease of use                      Access to frequently used areas and global areas should be easily accessible      Technical   Usability       EMR System, PM System                 Medium     yes, no, other                   #VALUE!
                                                                               from most screens (one click away) - specifically allergies; consents, letters,
                                                                               and forms; education; immunizations; medications; referrals; tracking system;
                                                                               plan of care
69    All                Technical            Ease of use                      Must display client name, DOB, age, Social Security number, and CNDS              Technical   Usability       EMR System, PM System                 Medium     yes, no, other                   #VALUE!
                                                                               number on all screens
70    All                Technical            Data management                  Must allow for management of data fields and those that are required data         Technical   Usability       System Administrator                  High       yes, no, other                   #VALUE!
                                                                               entry fields of client medical history

                                                                                                                                                                                                                                              Score                            #VALUE!


                                                                                                                                                                                                                                              Total High Score                   320




                                                                                                                                                                  11/17/2010                                                                                                                                 19
                                                                                                                                                                               EMR/Practice Management Requirements - Billing
ID#    Workgroup   BP#                                BP Name                             Task #                     Task Description                                    Requirement                                              Requirement Comments                           Category               Sub-Category     Entities (User Roles)   Priority    Response Format Response    Score    Response Comments
      BILLING
1     Billing      1     Billing for Medicaid Program Services for Batch                  1        Test run                                    Must have the ability to define NCDPH specific provider             Discipline examples:                                         Technical   Usability                  System Administrator      High       yes, no, other              #VALUE!
                                                                                          4        Live run                                    disciplines                                                         Extended role nurse for STD
                                                                                                                                                                                                                   Rostered nurse for Child Health
2     Billing      1     Billing for Medicaid Program Services for Batch                  1        Test run                                    Must have the ability to assign multiple disciplines to providers   Example: Nurse 1 = Extended role nurse for STD and           Technical   Usability                  System Administrator      High       yes, no, other              #VALUE!
                                                                                          4        Live run                                                                                                        rostered nurse for Child Health
3     Billing      1     Billing for Medicaid Program Services for Batch                  1        Test run                                    Must have the ability to restrict CPT codes based on provider       CPT code T1016 can only be provided by a rostered            Technical   Usability                  System Administrator      High       yes, no, other              #VALUE!
                                                                                          4        Live run                                    discipline                                                          nurse.
4     Billing      1     Billing for Medicaid Program Services for Batch                  1        Test run                                    Must have the ability to transmit discipline information to HIS     Example: Nurse 1 just became rostered and during             Technical   Interoperability           System Administrator      High       yes, no, other              #VALUE!
                                                                                          4        Live run                                    per HIS batch county interface standard file                        next batch billing cycle her disciple will be updated in
                                                                                                                                                                                                                   HIS.
5     Billing      1     Billing for Medicaid Program Services for Batch                  1        Test run                                    Should be able to generate (view and print) a list including                                                                     Billing     Reporting                  IT staff, Finance staff   Medium     yes, no, other              #VALUE!
                   1     Billing for Medicaid Program Services for Batch                  4        Live run                                    client name, payor, provider, sub-program, CPT code with
                   2     Billing for Medicaid Primary Care for Batch                      1        Test run                                    modifier, amount for every service, date of service, unit(s),
                   2     Billing for Medicaid Primary Care for Batch                      4        Live run                                    location of service, included in a batch
                   3     Billing for Medicare for Batch                                   1        Test run
                   3     Billing for Medicare for Batch                                   4        Live run
                   4     Billing for 3rd Party Insurance for Batch                        1        Test run
                   4     Billing for 3rd Party Insurance for Batch                        4        Production run
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   1        Test run
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   4        Production run


6     Billing      1     Billing for Medicaid Program Services for Batch                  1        Test run                                    Must be able to bill more than 1 payor source for different         Example: Family Planning Wavier for Medicaid does            Billing     Insurance billing          Finance staff             High       yes, no, other              #VALUE!
                   1     Billing for Medicaid Program Services for Batch                  4        Live run                                    services on the same date of visit                                  not cover all services given on a specific day; ability to
                   2     Billing for Medicaid Primary Care for Batch                      1        Test run                                                                                                        keep some program services confidential while for
                   2     Billing for Medicaid Primary Care for Batch                      4        Live run                                                                                                        other program services on the same date of service.
                   3     Billing for Medicare for Batch                                   1        Test run
                   3     Billing for Medicare for Batch                                   4        Live run
                   4     Billing for 3rd Party Insurance for Batch                        1        Test run
                   4     Billing for 3rd Party Insurance for Batch                        4        Production run
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   1        Test run
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   4        Production run


7     Billing      1     Billing for Medicaid Program Services for Batch                  1        Test run                                    Should be able to manually put a client's service on hold for a     Example: Some payors require that maternity invoices         Billing     Insurance billing          Finance staff             Medium     yes, no, other              #VALUE!
                   1     Billing for Medicaid Program Services for Batch                  4        Live run                                    specified time frame                                                are submitted once after the delivery.
                   2     Billing for Medicaid Primary Care for Batch                      1        Test run
                   2     Billing for Medicaid Primary Care for Batch                      4        Live run
                   3     Billing for Medicare for Batch                                   1        Test run
                   3     Billing for Medicare for Batch                                   4        Live run
                   4     Billing for 3rd Party Insurance for Batch                        1        Test run
                   4     Billing for 3rd Party Insurance for Batch                        4        Production run
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   1        Test run
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   4        Production run


8     Billing      1     Billing for Medicaid Program Services for Batch                  1        Test run                                    Must have the ability to manually put a service on hold for a                                                                    Billing     Insurance billing          Finance staff             High       yes, no, other              #VALUE!
                   1     Billing for Medicaid Program Services for Batch                  4        Live run                                    specific client
                   2     Billing for Medicaid Primary Care for Batch                      1        Test run
                   2     Billing for Medicaid Primary Care for Batch                      4        Live run
                   3     Billing for Medicare for Batch                                   1        Test run
                   3     Billing for Medicare for Batch                                   4        Live run
                   4     Billing for 3rd Party Insurance for Batch                        1        Test run
                   4     Billing for 3rd Party Insurance for Batch                        4        Production run
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   1        Test run
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   4        Production run


9     Billing      1     Billing for Medicaid Program Services for Batch                  2        Error review and correction                 When error corrections are made in any billing related field,                                                                    Billing     Insurance billing          PM System                 Medium     yes, no, other              #VALUE!
                   2     Billing for Medicaid Primary Care for Batch                      2        Error review and correction                 example: name or Medicaid number, any pending bills should
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   2        Error review and correction                 automatically update with the correct information

10    Billing      1     Billing for Medicaid Program Services for Batch                  4        Creation of batch interface standard file   Must be able to create billing for batch county interface                                                                        Billing     Insurance billing          IT staff, Finance staff   High       yes, no, other              #VALUE!
                                                                                                                                               standard file to HIS
11    Billing      1     Billing for Medicaid Program Services for Batch                  4        Creation of batch interface standard file   Must be able to print on demand a paper claim specific to                                                                        Billing     Insurance billing          IT staff, Finance staff   Medium     yes, no, other              #VALUE!
                   2     Billing for Medicaid Primary Care for Batch                      4        Creation of batch interface standard file   patient and date of service
                   3     Billing for Medicare for Batch                                   4        Creation of batch interface standard file
                   4     Billing for 3rd Party Insurance for Batch                        1        Test run
                   4     Billing for 3rd Party Insurance for Batch                        4        Production run
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   4        Creation of batch interface standard file
12    Billing      1     Billing for Medicaid Program Services for Batch                  4        Creation of batch interface standard file   Must mark services included in the batch with bill date                                                                          Billing     Insurance billing          PM System                 High       yes, no, other              #VALUE!
                   2     Billing for Medicaid Primary Care for Batch                      4        Creation of 837 file
                   3     Billing for Medicare for Batch                                   4        Creation of 837 file
                   4     Billing for 3rd Party Insurance for Batch                        4        Production run
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   4        Creation of batch interface standard file
13    Billing      1     Billing for Medicaid Program Services for Batch                  4        Creation of batch interface standard file   Should keep a history of services billed and rebilled                                                                            Billing     Insurance billing          PM System                 Medium     yes, no, other              #VALUE!
                   2     Billing for Medicaid Primary Care for Batch                      4        Creation of 837 file
                   3     Billing for Medicare for Batch                                   4        Creation of 837 file
                   4     Billing for 3rd Party Insurance for Batch                        4        Production run
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   4        Creation of batch interface standard file
14    Billing      1     Billing for Medicaid Program Services for Batch                  5        Transfer to HIS                             Must be able to transfer batch county interface standard file to    See HIS interface specifications.                            Technical   Interoperability           IT staff, Finance staff   High       yes, no, other              #VALUE!
                   1     Billing for Medicaid Program Services for Batch                  11       Transfer modified 837 file to HIS           HIS
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   5        Transfer modified 837 file to HIS




                                                                                                                                                                                                               11/17/2010                                                                                                                                                                                             20
                                                                                                                                                                       EMR/Practice Management Requirements - Billing
ID#    Workgroup   BP#                                BP Name                             Task #                   Task Description                              Requirement                                              Requirement Comments                     Category            Sub-Category     Entities (User Roles)    Priority    Response Format Response    Score    Response Comments
      BILLING
15    Billing      1     Billing for Medicaid Program Services for Batch                  10       Unbill                             Must be able to unbill a specifically created billing for batch                                                             Billing     Insurance billing       IT staff, Finance staff    High       yes, no, other              #VALUE!
                   2     Billing for Medicaid Primary Care for Batch                      10       Unbill
                   3     Billing for Medicare for Batch                                   10       Unbill
                   4     Billing for 3rd Party Insurance for Batch                        9        Unbill
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   21       Unbill
16    Billing      1     Billing for Medicaid Program Services for Batch                  10       Unbill                             Must be able to unbill specific service(s) for individual client(s)                                                         Billing     Insurance billing       Finance staff              High       yes, no, other              #VALUE!
                   2     Billing for Medicaid Primary Care for Batch                      10       Unbill
                   3     Billing for Medicare for Batch                                   10       Unbill
                   4     Billing for 3rd Party Insurance for Batch                        9        Unbill
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   21       Unbill
17    Billing      1     Billing for Medicaid Program Services for Batch                  19       Post payments                      Should be able to allow notes on client ledger by each line item                                                            Billing     Alerts                  Finance staff              Medium     yes, no, other              #VALUE!
                   1     Billing for Medicaid Program Services for Batch                  20       Post payments
                   2     Billing for Medicaid Primary Care for Batch                      17       Post payments
                   2     Billing for Medicaid Primary Care for Batch                      18       Post payments
                   3     Billing for Medicare for Batch                                   21       Post payments
                   3     Billing for Medicare for Batch                                   22       Post payments
                   4     Billing for 3rd Party Insurance for Batch                        16       Post payments
                   4     Billing for 3rd Party Insurance for Batch                        17       Post payments
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   34       Post payments

18    Billing      1     Billing for Medicaid Program Services for Batch                  19       Post payments                      Should display a flag in the client ledger if a note is attached to                                                         Billing     Alerts                  Finance staff, registrar   Medium     yes, no, other              #VALUE!
                   1     Billing for Medicaid Program Services for Batch                  20       Post payments                      a line item
                   2     Billing for Medicaid Primary Care for Batch                      17       Post payments
                   2     Billing for Medicaid Primary Care for Batch                      18       Post payments
                   3     Billing for Medicare for Batch                                   21       Post payments
                   3     Billing for Medicare for Batch                                   22       Post payments
                   4     Billing for 3rd Party Insurance for Batch                        16       Post payments
                   4     Billing for 3rd Party Insurance for Batch                        17       Post payments
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   34       Post payments

19    Billing      1     Billing for Medicaid Program Services for Batch                  19       Post payments                      May have the option for the system to alert you before posting        Example: Anytime a user or user role posts a payment Billing      Payments                Finance staff, Cashier     Medium     yes, no, other              #VALUE!
                   1     Billing for Medicaid Program Services for Batch                  20       Post payments                      any amount to the ledger prior to finalizing entry                    the system alerts you that you are posting $300.00 to
                   2     Billing for Medicaid Primary Care for Batch                      17       Post payments                                                                                            this account.
                   2     Billing for Medicaid Primary Care for Batch                      18       Post payments
                   3     Billing for Medicare for Batch                                   21       Post payments
                   3     Billing for Medicare for Batch                                   22       Post payments
                   4     Billing for 3rd Party Insurance for Batch                        16       Post payments
                   4     Billing for 3rd Party Insurance for Batch                        17       Post payments
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   34       Post payments

20    Billing      1     Billing for Medicaid Program Services for Batch                  19       Post payments                      Should have the option for the system to alert user if amount to Example: A $300 payment is being posted to a $30           Billing     Payments                Finance staff, Cashier     Medium     yes, no, other              #VALUE!
                   1     Billing for Medicaid Program Services for Batch                  20       Post payments                      post is over the amount due prior to finalizing entry            charge.
                   2     Billing for Medicaid Primary Care for Batch                      17       Post payments
                   2     Billing for Medicaid Primary Care for Batch                      18       Post payments
                   3     Billing for Medicare for Batch                                   21       Post payments
                   3     Billing for Medicare for Batch                                   22       Post payments
                   4     Billing for 3rd Party Insurance for Batch                        16       Post payments
                   4     Billing for 3rd Party Insurance for Batch                        17       Post payments
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   34       Post payments

21    Billing      1     Billing for Medicaid Program Services for Batch                  19       Post payments                      System should not allow for payments to be posted to incorrect                                                              Billing     Payments                PM System                  Medium     yes, no, other              #VALUE!
                   1     Billing for Medicaid Program Services for Batch                  20       Post payments                      payor source
                   2     Billing for Medicaid Primary Care for Batch                      17       Post payments
                   2     Billing for Medicaid Primary Care for Batch                      18       Post payments
                   3     Billing for Medicare for Batch                                   21       Post payments
                   3     Billing for Medicare for Batch                                   22       Post payments
                   4     Billing for 3rd Party Insurance for Batch                        16       Post payments
                   4     Billing for 3rd Party Insurance for Batch                        17       Post payments
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   34       Post payments

22    Billing      1     Billing for Medicaid Program Services for Batch                  19       Post payments                      Must post payments or denials to specific services in the                                                                   Billing     Payments                PM System                  High       yes, no, other              #VALUE!
                   1     Billing for Medicaid Program Services for Batch                  20       Post payments                      ledger (i.e.. Not just a running balance)
                   2     Billing for Medicaid Primary Care for Batch                      17       Post payments
                   2     Billing for Medicaid Primary Care for Batch                      18       Post payments
                   3     Billing for Medicare for Batch                                   21       Post payments
                   3     Billing for Medicare for Batch                                   22       Post payments
                   4     Billing for 3rd Party Insurance for Batch                        16       Post payments
                   4     Billing for 3rd Party Insurance for Batch                        17       Post payments
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   34       Post payments

23    Billing      1     Billing for Medicaid Program Services for Batch                  19       Post payments                      Should automatically unbill services when corrections are made                                                              Billing     Insurance billing       PM System                  Medium     yes, no, other              #VALUE!
                   1     Billing for Medicaid Program Services for Batch                  20       Post payments
                   2     Billing for Medicaid Primary Care for Batch                      17       Post payments
                   2     Billing for Medicaid Primary Care for Batch                      18       Post payments
                   3     Billing for Medicare for Batch                                   21       Post payments
                   3     Billing for Medicare for Batch                                   22       Post payments
                   4     Billing for 3rd Party Insurance for Batch                        16       Post payments
                   4     Billing for 3rd Party Insurance for Batch                        17       Post payments
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   34       Post payments




                                                                                                                                                                                                        11/17/2010                                                                                                                                                                                    21
                                                                                                                                                                                          EMR/Practice Management Requirements - Billing
ID#    Workgroup   BP#                                    BP Name                         Task #                       Task Description                                            Requirement                                               Requirement Comments                Category             Sub-Category          Entities (User Roles)   Priority    Response Format Response    Score    Response Comments
      BILLING
24    Billing      1     Billing for Medicaid Program Services for Batch                  19       Post payments                                         Must be able to transfer balance for billing from primary to          Requirement could be a strong should.            Billing     Insurance billing             Finance staff             High       yes, no, other              #VALUE!
                   1     Billing for Medicaid Program Services for Batch                  20       Post payments                                         secondary to tertiary payor
                   2     Billing for Medicaid Primary Care for Batch                      17       Post payments
                   2     Billing for Medicaid Primary Care for Batch                      18       Post payments
                   3     Billing for Medicare for Batch                                   21       Post payments
                   3     Billing for Medicare for Batch                                   22       Post payments
                   4     Billing for 3rd Party Insurance for Batch                        16       Post payments
                   4     Billing for 3rd Party Insurance for Batch                        17       Post payments
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   34       Post payments

25    Billing      1     Billing for Medicaid Program Services for Batch                  19       Post payments                                         Should be able to create an 835 reconciliation report listing all                                                      Billing     Reporting                     IT staff, Finance staff   Medium     yes, no, other              #VALUE!
                   1     Billing for Medicaid Program Services for Batch                  20       Post payments                                         CPT codes by sub-program and amounts
                   2     Billing for Medicaid Primary Care for Batch                      17       Post payments
                   2     Billing for Medicaid Primary Care for Batch                      18       Post payments
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   34       Post payments
26    Billing      1     Billing for Medicaid Program Services for Batch                  19       Post payments                                         Must be able to accept a modified 835 file from HIS per the                                                            Technical   Interoperability              IT staff, Finance staff   High       yes, no, other              #VALUE!
                   1     Billing for Medicaid Program Services for Batch                  20       Post payments                                         HIS batch county standard interface file
                   2     Billing for Medicaid Primary Care for Batch                      17       Post payments
                   2     Billing for Medicaid Primary Care for Batch                      18       Post payments
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   34       Post payments
27    Billing      1     Billing for Medicaid Program Services for Batch                  19       Post payments                                         May be able to accept HIS 157 report and automatically                                                                 Technical   Interoperability              PM System                 Low        yes, no, other              #VALUE!
                   2     Billing for Medicaid Primary Care for Batch                      20       Post payments                                         compare with the amounts from the 835 file
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   34       Post payments
28    Billing      2     Billing for Medicaid Primary Care for Batch                      4        Live run of Medicaid billing - creation of 837 file   Must be able to create 837 billing file for EDS                                                                        Billing     Insurance billing             IT staff, Finance staff   High       yes, no, other              #VALUE!
                   4     Billing for 3rd Party Insurance for Batch                        4        Production run
                   4     Billing for 3rd Party Insurance for Batch                        10       Transfer file to insurance company
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   5        Transfer modified 837 file to HIS
29    Billing      2     Billing for Medicaid Primary Care for Batch                      4        Live run of Medicaid billing - creation of 837 file   Must be able to transfer 837 file for EDS                                                                              Technical   Insurance billing             IT staff, Finance staff   High       yes, no, other              #VALUE!
                   4     Billing for 3rd Party Insurance for Batch                        4        Production run
                   4     Billing for 3rd Party Insurance for Batch                        10       Transfer file to insurance company
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   5        Transfer modified 837 file to HIS
30    Billing      2     Billing for Medicaid Primary Care for Batch                      17       Post payments                                         Must be able to accept an 835 file from EDS                                                                            Technical   Interoperability              IT staff, Finance staff   High       yes, no, other              #VALUE!
                   2     Billing for Medicaid Primary Care for Batch                      18       Post payments
                   4     Billing for 3rd Party Insurance for Batch                        16       Post payments
                   4     Billing for 3rd Party Insurance for Batch                        17       Post payments
                   5     Billing for Medicaid, Medicare & 3rd Party for Batch using HIS   34       Post payments
31    Billing      3     Billing for Medicare for Batch                                   4        Live run of Medicare billing - creation of 837 file   Must be able to create billing for batch standard file to Cigna                                                        Billing     Insurance billing             IT staff, Finance staff   High       yes, no, other              #VALUE!

32    Billing      3     Billing for Medicare for Batch                                   5        Transfer to Cigna                                     Must be able to transfer 837 file to Cigna and other Medicare                                                          Technical   Interoperability              IT staff, Finance staff   High       yes, no, other              #VALUE!
                                                                                                                                                         plans
33    Billing      3     Billing for Medicare for Batch                                   15       Receive electronic remittance notification (ERN)      Must accept 835 aka Electronic Remittance Notification (ERN)                                                           Technical   Interoperability              PM System                 High       yes, no, other              #VALUE!

34    Billing      3     Billing for Medicare for Batch                                   16       Create remittance advice from the ERN                 May generate Remittance Advice (RA) from selected 835                                                                  Billing     Payments                      IT staff, Finance staff   Low        yes, no, other              #VALUE!
                                                                                                                                                         Electronic Remittance Notification (ERN)
35    Billing      4     Billing for 3rd Party Insurance for Batch                        1        Test run                                              Should have ability to automatically have client bills put on    This is for the global billing for maternal health.   Billing     Insurance billing             PM System                 Medium     yes, no, other              #VALUE!
                                                                                          4        Production run                                        hold before test or production run if client's insurance company
                                                                                                                                                         is one that wants all maternal health services submitted after
                                                                                                                                                         delivery of baby
36    Billing      4     Billing for 3rd Party Insurance for Batch                        4        Production run (paper)                                Would like the name and address of the insurance company to                                                            Billing     Insurance billing             IT staff, Finance staff   Low        yes, no, other              #VALUE!
                                                                                                                                                         print at the top of the form (CMS 1500)
37    Billing      6     Self-Pay Debt Write-0ff for Batch                                1        Run test bad debt write-off report                    Should be able to create client list using specific bad debt                                                           Billing     Bad debt write-off            Finance staff             Medium     yes, no, other              #VALUE!
                                                                                          4        Run production bad debt write-off report              write-off criteria
38    Billing      6     Self-Pay Debt Write-0ff for Batch                                1        Run test bad debt write-off report                    Should be able to create rules to select appropriate clients for                                                       Billing     Bad debt write-off            Finance staff             Medium     yes, no, other              #VALUE!
                                                                                          4        Run production bad debt write-off report              bad debt write-off
39    Billing      6     Self-Pay Debt Write-0ff for Batch                                6        Note debt write-off in individual accounts            Should mark patient service(s) bad debt write-off                                                                      Billing     Bad debt write-off            Finance staff             Medium     yes, no, other              #VALUE!
40    Billing      6     Self-Pay Debt Write-0ff for Batch                                6        Note debt write-off in individual accounts            Should alert staff on specified screens that a write-off has                                                           Billing     Alerts                        Finance staff             Low        yes, no, other              #VALUE!
                                                                                                                                                         taken place indicating the amount and date of write-off

41    Billing      6     Self-Pay Debt Write-0ff for Batch                                6        Note debt write-off in individual accounts            Should have the ability to manage screens for where bad debt                                                           Billing     Alerts                        Finance staff             Medium     yes, no, other              #VALUE!
                                                                                                                                                         write-off alert will appear
42    Billing      6     Self-Pay Debt Write-0ff for Batch                                6        Note debt write-off in individual accounts            Should have the ability to create specific bad debt write-off                                                          Billing     Alerts                        Finance staff             Medium     yes, no, other              #VALUE!
                                                                                                                                                         alert message(s)
43    Billing      6     Self-Pay Debt Write-0ff for Batch                                6        Note debt write-off in individual accounts            Must have the ability to reinstate the amount of the write-off                                                         Billing     Bad debt write-off            Finance staff             High       yes, no, other              #VALUE!
                                                                                                                                                         back to the patient's ledger for payment
44    Billing            Client ledger                                                             Client ledger                                         Should note in client ledger if a client has been sent a              Example: Collection action and date.             Billing     Alerts                        Finance staff             Medium     yes, no, other              #VALUE!
                                                                                                                                                         collection letter, sent to a collection agency, sent to debt setoff
                                                                                                                                                         and/or wrote a bad check
45    Billing            Patient statement                                                         Patient statement                                     Must have the ability to generate patient billing statements                                                           Billing     Patient statement             IT staff, Finance staff   High       yes, no, other              #VALUE!

46    Billing            Patient statement                                                         Patient statement                                     Must have the ability to specify specific billing date to                                                              Billing     Patient statement             IT staff, Finance staff   High       yes, no, other              #VALUE!
                                                                                                                                                         automatically generate patient billing statements based on
                                                                                                                                                         amount owed and billing schedule
47    Billing            Patient statement                                                         Patient statement                                     Must have ability to exclude confidential contacts, non-                                                               Billing     Patient statement             IT staff, Finance staff   High       yes, no, other              #VALUE!
                                                                                                                                                         forwarding addresses
48    Billing            Patient statement                                                         Patient statement                                     Must have ability to create and modify patient statement layout                                                        Billing     Patient statement             IT staff, Finance staff   High       yes, no, other              #VALUE!

49    Billing            Patient statement                                                         Patient statement                                     May have the ability to accept Spanish language characters for                                                         Billing     Consents, Letters and Forms   PM System                 Low        yes, no, other              #VALUE!
                                                                                                                                                         statements and create statements/dunning messages/letters in
                                                                                                                                                         Spanish
50    Billing            Patient statement                                                         Patient statement                                     Should have ability to create individual client dunning                                                                Billing     Patient statement             IT staff, Finance staff   Medium     yes, no, other              #VALUE!
                                                                                                                                                         messages




                                                                                                                                                                                                                        11/17/2010                                                                                                                                                                                       22
                                                                                                                                      EMR/Practice Management Requirements - Billing
ID#    Workgroup   BP#                       BP Name   Task #                       Task Description                            Requirement                                         Requirement Comments                    Category             Sub-Category     Entities (User Roles)   Priority    Response Format Response    Score    Response Comments
      BILLING
51    Billing            Patient statement                      Patient statement                      Should have ability to create template dunning messages                                                             Billing     Patient statement        IT staff, Finance staff   Medium     yes, no, other              #VALUE!
                                                                                                       based on specific aged accounts milestones
52    Billing            Patient statement                      Patient statement                      If a payor denies payment, balance should be transferred to    This is regardless of how much time has past since   Billing     Patient statement        PM System                 Medium     yes, no, other              #VALUE!
                                                                                                       client and statement should be sent                            initial billing to insurance.
53    Billing            Debt setoff                            Debt setoff                            Must be able to generate file for North Carolina Debt Setoff   NC deducts balance from client's tax return.         Technical   Interoperability         Finance staff             High       yes, no, other              #VALUE!
                                                                                                       program

                                                                                                                                                                                                                                                                                                     Score                       #VALUE!

                                                                                                                                                                                                                                                                                                     Total High Score              254




                                                                                                                                                                  11/17/2010                                                                                                                                                                                   23
                                                                                                                                                                   EMR/Practice Management Requirements - Child Health
ID#    Workgroup  BP#                     BP Name                      Task #             Task Description                                  Requirement                                                 Requirement Comments                        Category    Sub-Category      Entities (User Roles)   Priority    Response Format Response    Score    Response Comments
      CHILD HEALTH
1     Child Health   1   Well Child Clinical Assessment            2            Collect and record vital signs    Must record vitals of client including length/height, weight, head See Child Health Assessment data fields section.              Clinical    Child Health    COA, Nurse                 High       yes, no, other              #VALUE!
                     2   Sick Child/Re-Check Clinical Assessment   2            Record vitals                     circumference (only for well child visit), blood pressure, and
                                                                                                                  temperature
2     Child Health   1   Well Child Clinical Assessment            2            Medical history                   Must allow input and editing of client medical history              See CH2 and Child Basic History data fields section.         Clinical    Child Health    COA, Nurse, Practitioner   High       yes, no, other              #VALUE!
                     1   Well Child Clinical Assessment            14           Medical history
                     1   Well Child Clinical Assessment            19           Medical history
                     2   Sick Child/Re-Check Clinical Assessment   4            Medical history
3     Child Health   1   Well Child Clinical Assessment            2            Medical history                   Must have the ability to review client medical history and                                                                       Clinical    Child Health    Nurse, Practitioner        High       yes, no, other              #VALUE!
                     1   Well Child Clinical Assessment            14           Medical history                   indicate that the history was reviewed with each visit
                     1   Well Child Clinical Assessment            19           Medical history
                     2   Sick Child/Re-Check Clinical Assessment   4            Medical history
4     Child Health   1   Well Child Clinical Assessment            2            Medical history                   Must have the ability to review client medical history and                                                                       Clinical    Child Health    Nurse, Practitioner        High       yes, no, other              #VALUE!
                     1   Well Child Clinical Assessment            14           Medical history                   indicate that the history was reviewed by a provider
                     1   Well Child Clinical Assessment            19           Medical history
                     2   Sick Child/Re-Check Clinical Assessment   4            Medical history
5     Child Health   1   Well Child Clinical Assessment            3            Record vision results             Must allow for data entry of vision results that include type of    See Child Health Assessment data fields section.             Clinical    Child Health    COA, Nurse                 High       yes, no, other              #VALUE!
                                                                                                                  screening/test, results from right eye, left eye, both eyes

6     Child Health   1   Well Child Clinical Assessment            4            Record hearing results            Must allow for data entry of hearing results that include type of   See Child Health Assessment data fields section.             Clinical    Child Health    COA, Nurse                 High       yes, no, other              #VALUE!
                                                                                                                  screening/test, results from left ear and right ear
7     Child Health   1   Well Child Clinical Assessment            6            Capture BMI                       Should calculate BMI                                                See Child Health Assessment data fields section.             Clinical    Child Health    COA, Nurse                 High       yes, no, other              #VALUE!
8     Child Health   1   Well Child Clinical Assessment            7            Plot growth chart                 Should select appropriate growth chart based on age and sex         See Child Health Assessment data fields section.             Clinical    Child Health    COA, Nurse                 Medium     yes, no, other              #VALUE!
                                                                                                                  of client
9     Child Health   1   Well Child Clinical Assessment            7            Plot growth chart                 Should calculate height, weight, and head circumference             See Child Health Assessment data fields section.             Clinical    Child Health    COA, Nurse                 Medium     yes, no, other              #VALUE!
                                                                                                                  percentiles for clients growth chart based on age-appropriate
                                                                                                                  CDC guidelines
10    Child Health   1   Well Child Clinical Assessment            7            Plot growth chart                 Should plot height, weight, and head circumference percentiles See Child Health Assessment data fields section.                  Clinical    Child Health    COA, Nurse                 Medium     yes, no, other              #VALUE!
                                                                                                                  for clients growth chart at each visit
11    Child Health   1   Well Child Clinical Assessment            15           Conduct developmental screening   Must allow input and editing of developmental screening results See data fields section for each:                                Clinical    Child Health    Nurse                      High       yes, no, other              #VALUE!
                                                                                                                                                                                  GAPS - CH9A
                                                                                                                                                                                  Ages & Stages - CH9B
                                                                                                                                                                                  PEDS - CH9C
                                                                                                                                                                                  PSC - CH9D
                                                                                                                                                                                  M-CHAT - CH9E
12    Child Health   1   Well Child Clinical Assessment            21           Record exam                       Must allow input and editing of exam data                           See CH1 and CH1A and Child Health Assessment data fields     Clinical    Child Health    Practitioner               High       yes, no, other              #VALUE!
                     2   Sick Child/Re-Check Clinical Assessment   6            Record exam                                                                                           section.
13    Child Health   1   Well Child Clinical Assessment            21           Record exam                       Must allow for management of data fields and those that are         Ability to add/delete/modify data fields for exam data and   Clinical    Child Health    Clinical Manager           High       yes, no, other              #VALUE!
                     2   Sick Child/Re-Check Clinical Assessment   6            Record exam                       required data entry fields of exam data                             determine which fields are required.
14    Child Health   1   Well Child Clinical Assessment            21           Record exam                       Should have ability to manage list of formulas for nutrition                                                                     Clinical    Child Health    Clinical Manager           Medium     yes, no, other              #VALUE!
                     2   Sick Child/Re-Check Clinical Assessment   6            Record exam                       assessment
15    Child Health   1   Well Child Clinical Assessment            35           Complete exam/school form         Should be able to create and edit exam/school template form                                                                      Clinical    Child Health    Clinical Manager           Medium     yes, no, other              #VALUE!
                                                                                                                  with data entered automatically from client's medical record

16    Child Health   1   Well Child Clinical Assessment            35           Complete exam/school form         Should be able to print exam/school form with data entered                                                                       Clinical    Child Health    COA, Nurse                 Medium     yes, no, other              #VALUE!
                                                                                                                  automatically from client's medical record
17    Child Health   1   Well Child Clinical Assessment            35           Complete exam/school form         Should be able to email exam/school form with data entered                                                                       Clinical    Child Health    COA, Nurse                 Medium     yes, no, other              #VALUE!
                                                                                                                  from client's medical record (PHI standards upheld)

18    Child Health   1   Well Child Clinical Assessment            36           Dental varnish                    Should have the ability to indicate whether or not dental varnish   See Child Health Assessment data fields section.             Clinical    Child Health    Nurse                      Medium     yes, no, other              #VALUE!
                                                                                                                  was performed; if not, reason why
19    Child Health   2   Sick Child/Recheck Clinical Assessment    3            Record sick care evaluation       Should have the ability to select reason for visit from a pre-      See Child Health Assessment data fields section.             Clinical    Child Health    Nurse                      Medium     yes, no, other              #VALUE!
                                                                                                                  defined list
20    Child Health   3   Newborn Assessment                        6            Complete assessment               Must allow input and editing of required newborn assessment         See CH27, CH28 and Home Visit for Newborn Care and           Clinical    Child Health    Nurse                      High       yes, no, other              #VALUE!
                                                                                                                  data                                                                Assessment data fields sections.

                                                                                                                                                                                                                                                                                                                     Score                       #VALUE!

                                                                                                                                                                                                                                                                                                                     Total High Score              102




                                                                                                                                                                                                11/17/2010                                                                                                                                                                     24
                                                                                                          EMR/Practice Management Requirements - Child Services Coordination (CSC), Maternal Care Coordination (MCC) and Intensive Home Visiting (IHV)
ID#    Workgroup    BP#               BP Name            Task #                   Task Description                              Requirement                                            Requirement Comments                          Category       Sub-Category                     Entities (User Roles)            Priority    Response Format Response    Score    Response Comments
      CHILD SERVICES COORDINATION (CSC), MATERNAL CARE COORDINATION (MCC), and INTENSIVE HOME VISITING (IHV)
1     CSC/MCC      1   CSC Referral Intake          1     Receive referral                         Should be able to manage a Web-based version of the                 Required fields must be completed to successfully         Case Management   CSC             Webmaster, Web site                                Medium     yes, no, other              #VALUE!
      CSC/MCC      3   MCC Referral Intake          1     Written referral                         referral forms with public access                                   submit.                                                                     MCC
      IHV          1   IHV Referral Intake for MCHD TBD   Receive referral                                                                                             IHV MCHD = Name, address, zip code, phone, due                              IHV
      IHV          5   IHV Referral Intake for CHA  1     Enter information into IHV client log                                                                        date, Medicaid status, child's name if applicable,
                                                                                                                                                                       child's DOB, medical provider if known, 1st time
                                                                                                                                                                       parent, Mecklenburg Co. resident, pregnant, infant
                                                                                                                                                                       delivered within 14 days. See CSC3, IHV17, and
                                                                                                                                                                       MCC1.
2     CSC/MCC      1      CSC Referral Intake            1        Receive referral                        Should be able to receive electronic version of referral                                                               Case Management   CSC             Web site, PM System                                Medium     yes, no, other              #VALUE!
      CSC/MCC      3      MCC Referral Intake            1        Written referral                        form from Web site into CSC, MCC, and IHV client log                                                                                     MCC
      IHV          1      IHV Referral Intake for MCHD   TBD      Receive referral                                                                                                                                                                 IHV
      IHV          5      IHV Referral Intake for CHA    1        Enter information into IHV client log
3     CSC/MCC      1      CSC Referral Intake            1        Receive referral                        Should alert appropriate staff member when a new                                                                       Case Management   CSC             PM System, CSC Manager, MCC Manager, IHV Manager   Medium     yes, no, other              #VALUE!
      CSC/MCC      3      MCC Referral Intake            1        Written referral                        referral is received into CSC, MCC, and IHV client log                                                                                   MCC
      IHV          1      IHV Referral Intake for MCHD   TBD      Receive referral                                                                                                                                                                 IHV
      IHV          5      IHV Referral Intake for CHA    1        Enter information into IHV client log
4     CSC/MCC      1      CSC Referral Intake            1        Receive referral                        Should be able to manage which staff member                                                                            Case Management   CSC             CSC Manager, MCC Manager, IHV Manager              Medium     yes, no, other              #VALUE!
      CSC/MCC      3      MCC Referral Intake            1        Written referral                        receives alert of new referral in CSC, MCC and IHV                                                                                       MCC
      IHV          1      IHV Referral Intake for MCHD   TBD      Receive referral                        client log                                                                                                                               IHV
      IHV          5      IHV Referral Intake for CHA    1        Enter information into IHV client log
5     CSC/MCC      1      CSC Referral Intake            1        Receive referral                        Must be able to manually enter paper referral into           Required fields must be completed to successfully         Case Management   CSC             CSC Staff                                          High       yes, no, other              #VALUE!
      CSC/MCC      3      MCC Referral Intake            1        Written referral                        CSC, MCC and IHV client log                                  submit.                                                                     MCC             MCC Staff
      IHV          1      IHV Referral Intake for MCHD   TBD      Receive referral                                                                                     IHV MCHD = Name, address, zip code, phone, due                              IHV             IHV Staff
      IHV          5      IHV Referral Intake for CHA    1        Enter information into IHV client log                                                                date, Medicaid status, child's name if applicable,
                                                                                                                                                                       child's DOB, medical provider if known, 1st time
                                                                                                                                                                       parent, Mecklenburg Co. resident, pregnant, infant
                                                                                                                                                                       delivered within 14 days. See CSC3, IHV17, MCC1.


6     CSC/MCC      1      CSC Referral Intake            1        Receive referral                        May be able to interface with largest referral sources       Referral sources include: Carolinas Healthcare            Case Management   CSC             EMR/PM System, Other EMR/PM systems                Low        yes, no, other              #VALUE!
      CSC/MCC      3      MCC Referral Intake            1        Written referral                        PM/EMR system to receive referrals                           System, WIC, Iredell Memorial Hospital, Novant                              MCC
      IHV          1      IHV Referral Intake for MCHD   TBD      Receive referral                                                                                     Healthcare System, Department of Social Services,                           IHV
      IHV          5      IHV Referral Intake for CHA    1        Enter information into IHV client log                                                                County/City Schools, Charlotte Mecklenburg Schools
                                                                                                                                                                       Social Workers, Nurse Family Partnership, Florence
                                                                                                                                                                       Crittendon
7     CSC/MCC      1      CSC Referral Intake            1        Receive referral                        System should check for potential duplication of             This includes multiple referrals on the same client with Case Management    CSC             PM System                                          Medium     yes, no, other              #VALUE!
      CSC/MCC      3      MCC Referral Intake            1        Written referral                        referral within any FCC program (IHV, CSC, MCC),             differing risk factors. Duplication of specified identifiers,               MCC
      IHV          1      IHV Referral Intake for MCHD   TBD      Receive referral                        indicate this duplication, and be able to link to possible   example name of mother, birth date with differing last                      IHV
      IHV          5      IHV Referral Intake for CHA    1        Enter information into IHV client log   duplicate client record(s)                                   names, and similar spellings.

8     CSC/MCC      1      CSC Referral Intake            1        Receive referral                        System must automatically mark referral as "pending"         This should happen automatically if received from         Case Management   CSC             PM System                                          High       yes, no, other              #VALUE!
      CSC/MCC      3      MCC Referral Intake            1        Written referral                        when input into CSC, MCC and IHV client log                  Web site or referral sources EMR system.                                    MCC
      IHV          1      IHV Referral Intake for MCHD   TBD      Receive referral                                                                                                                                                                 IHV
      IHV          5      IHV Referral Intake for CHA    1        Enter information into IHV client log
9     CSC/MCC      1      CSC Referral Intake            1        Receive referral                        Should be able to prioritize referrals based on risk         Example: 400 codes and/or combination of three 100        Case Management   CSC             PM System                                          Medium     yes, no, other              #VALUE!
                                                                                                          indicator code parameters                                    codes would receive highest priority.
10    CSC/MCC      1      CSC Referral Intake            1        Receive referral                        Should be able to manage list of referral needs              See CSC1, item #17.                                       Case Management   CSC             CSC Manager                                        Medium     yes, no, other              #VALUE!
11    CSC/MCC      1      CSC Referral Intake            1        Receive referral                        Should be able to manage list of risk indicator codes                                                                  Case Management   CSC             CSC Manager                                        Medium     yes, no, other              #VALUE!
      IHV          1      IHV Referral Intake for MCHD   1        Does client meet criteria?              and their priority                                                                                                                       IHV             IHV Manager
12    CSC/MCC      1      CSC Referral Intake            2        Is staff available?                     Should be able to monitor case loads of staff                Display staff case load per "level".                      Case Management   CSC             CSC Manager                                        Medium     yes, no, other              #VALUE!
      IHV          1      IHV Referral Intake for MCHD   1        Does client meet criteria?              members to determine availability                                                                                                        IHV             IHV Manager
      IHV          5      IHV Referral Intake for CHA    2        Does client meet criteria?
13    CSC/MCC      1      CSC Referral Intake            2        Is staff available?                     Should be able to manage list of case managers and                                                                     Case Management   CSC             CSC Manager                                        Medium     yes, no, other              #VALUE!
      IHV          1      IHV Referral Intake for MCHD   1        Does client meet criteria?              their case load maximums                                                                                                                 IHV
      IHV          5      IHV Referral Intake for CHA    2        Does client meet criteria?
14    CSC/MCC      1      CSC Referral Intake            2        Is staff available?                     Must be able to change program status of referral to         "Ineligible" used if referral doesn't meet criteria.      Case Management   CSC             CSC Staff                                          High       yes, no, other              #VALUE!
      CSC/MCC      3      MCC Referral Intake            6        Is the client Medicaid eligible?        "ineligible"                                                                                                                             MCC             MCC Staff
      IHV          1      IHV Referral Intake for MCHD   1        Does client meet criteria?                                                                                                                                                       IHV             IHV Staff
15    CSC/MCC      1      CSC Referral Intake            2        Is staff available?                     Must be able to change program status of referral to         "Referred" used if referral is referred to an inside or   Case Management   CSC             CSC Staff                                          High       yes, no, other              #VALUE!
      CSC/MCC      3      MCC Referral Intake            8        Refer to another provider               "referred"                                                   outside source and is defined as a closed referral.                         MCC             MCC Staff
      IHV          5      IHV Referral Intake for CHA    2        Does client meet criteria?                                                                                                                                                       IHV             IHV Staff
16    IHV          1      IHV Referral Intake for MCHD   2        Does client meet criteria?              Should be able to sort referrals based on individual         Example: School and Medicaid status, first pregnancy, Case Management       IHV             IHV Staff                                          Medium     yes, no, other              #VALUE!
      IHV          5      IHV Referral Intake for CHA    1        Does client meet criteria?              grant criteria                                               <18 years of age. See activity details on task flow
                                                                                                                                                                       diagram and business rules in the business process
                                                                                                                                                                       matrix.
                                                                                                                                                                       Pregnant first-time parent, Infant delivered within 14
                                                                                                                                                                       days of referral, Mecklenburg Co. resident.
17    IHV          5      IHV Referral Intake for CHA    2        Does client meet criteria?              Should be able to evaluate clients referral criteria to                                                                Case Management   IHV             IHV Staff                                          Medium     yes, no, other              #VALUE!
                                                                                                          determine which programs client qualifies for and
                                                                                                          display results
18    IHV          5      IHV Referral Intake for CHA    2        Does client meet criteria?              Should be able to manage grant criteria if there are                                                                   Case Management   IHV             IHV Staff                                          Medium     yes, no, other              #VALUE!
                                                                                                          changes, additions or deletions
19    CSC/MCC      1      CSC Referral Intake            2        Is staff available?                     If a referral is "referred" from one internal program to     The initial referral is tracked in the client log as      Case Management   CSC             CSC Staff                                          High       yes, no, other              #VALUE!
      CSC/MCC      3      MCC Referral Intake            8        Refer to another provider               another internal program, the referral must be               "referred".                                                                 MCC             MCC Staff
      IHV          1      IHV Referral Intake for MCHD   2        Refer to another provider               resubmitted to the appropriate program with a new                                                                                        IHV             IHV Staff
      IHV          5      IHV Referral Intake for CHA    8        Refer to another provider               status of "pending"
      IHV          8      IHV Closure Visit for CHA      7        Refer to another provider




                                                                                                                                                                                                         11/17/2010                                                                                                                                                                        25
                                                                                                            EMR/Practice Management Requirements - Child Services Coordination (CSC), Maternal Care Coordination (MCC) and Intensive Home Visiting (IHV)
ID#    Workgroup    BP#               BP Name                Task #                    Task Description                            Requirement                                             Requirement Comments                           Category      Sub-Category                      Entities (User Roles)      Priority    Response Format Response    Score    Response Comments
      CHILD SERVICES COORDINATION (CSC), MATERNAL CARE COORDINATION (MCC), and INTENSIVE HOME VISITING (IHV)
20    CSC/MCC      1   CSC Referral Intake          TBD   Refer to another provider                May be able to interface with largest referral sources                                                                             Case Management   CSC            EMR/PM System, Other EMR/PM systems           Low        yes, no, other              #VALUE!
      IHV          1   IHV Referral Intake for MCHD 2     Refer to another provider                EMR system to send referrals                                                                                                                         IHV
      IHV          5   IHV Referral Intake for CHA  8     Refer to another provider
21    CSC/MCC       1     CSC Referral Intake               2         Is staff available?                   Should be able to forward "referred" referrals via                                                                        Case Management   CSC            CSC Staff                                     Medium     yes, no, other              #VALUE!
      CSC/MCC       3     MCC Referral Intake               8         Refer to another provider             email/fax (PHI must be protected) to another provider                                                                                       MCC            MCC Staff
      IHV           1     IHV Referral Intake for MCHD      2         Refer to another provider                                                                                                                                                         IHV            IHV Staff
      IHV           5     IHV Referral Intake for CHA       8         Refer to another provider
      IHV           8     IHV Closure Visit for CHA         7         Refer to another provider
22    CSC/MCC       1     CSC Referral Intake               TBD       Assign to CSC staff                   Must be able to assign referral to case manager and             Client record is not "open" for this program until        Case Management   CSC            CSC Supervisor                                High       yes, no, other              #VALUE!
      CSC/MCC       3     MCC Referral Intake               TBD       Assign to MCC staff                   change program status to "assigned"                             program agreement is signed.                                                MCC            MCC Supervisor
      IHV           1     IHV Referral Intake for MCHD      TBD       Assign to IHV staff                                                                                                                                                               IHV            IHV Supervisor
      IHV           5     IHV Referral Intake for CHA       TBD       Assign to IHV staff
23    CSC/MCC       1     CSC Referral Intake               TBD       Assign to CSC staff                   When referral is assigned to a case manager, a follow- Currently, a CSC and MCC case manager has 14                       Case Management   CSC            EMR System                                    Medium     yes, no, other              #VALUE!
      CSC/MCC       3     MCC Referral Intake               TBD       Assign to MCC staff                   up/due date should automatically be input into the     days to attempt to make contact and an IHV staff                                     MCC
      IHV           1     IHV Referral Intake for MCHD      TBD       Assign to IHV staff                   case managers task list                                member has 30 days to attempt to make contact.                                       IHV
      IHV           5     IHV Referral Intake for CHA       TBD       Assign to IHV staff
24    CSC/MCC       1     CSC Referral Intake               TBD       Add basic demographics                When referral is changed to "assigned" program           Referral form may need to include additional                     Case Management   CSC            EMR System                                    Medium     yes, no, other              #VALUE!
      CSC/MCC       3     MCC Referral Intake               TBD       Add basic demographics                status and is a new client of the health department, the information to complete required registration fields if                            MCC
      IHV           1     IHV Referral Intake for MCHD      TBD       Add basic demographics                clients information should automatically be transferred new patient.                                                                        IHV
      IHV           5     IHV Referral Intake for CHA       TBD       Add basic demographics                into the registration fields

25    CSC/MCC       1     CSC Referral Intake               TBD       Assign a CNDS client ID               When referral is changed to "assigned" program                  Referral form may need to include additional              Case Management   CSC            EMR System, CNDS System                       Medium     yes, no, other              #VALUE!
      CSC/MCC       3     MCC Referral Intake               TBD       Assign a CNDS client ID               status and is a new client of the health department, a          information to complete required registration fields if                     MCC
      IHV           1     IHV Referral Intake for MCHD      TBD       Assign a CNDS client ID               CNDS number should be assigned to the client                    new patient.                                                                IHV
      IHV           5     IHV Referral Intake for CHA       TBD       Assign a CNDS client ID

26    CSC/MCC       1     CSC Referral Intake               TBD       Complete call intake                  When referral is changed to "wait list" program status, A CNDS # for a new client is not assigned until the               Case Management   CSC            EMR System                                    Medium     yes, no, other              #VALUE!
      CSC/MCC       3     MCC Referral Intake               TBD       Complete call intake                  client information should automatically be transferred           status of the referral is changed to "assigned".                           MCC
      IHV           1     IHV Referral Intake for MCHD      TBD       Complete call intake                  into the "limited" registration fields (i.e. call intake fields)                                                                            IHV
      IHV           5     IHV Referral Intake for CHA       TBD       Complete call intake
27    CSC/MCC       1     CSC Referral Intake               TBD       Update basic demographics             When referral is changed to "assigned" program                                                                            Case Management   CSC            EMR System                                    Medium     yes, no, other              #VALUE!
      CSC/MCC       3     MCC Referral Intake               TBD       Update basic demographics             status and is an existing client of the health                                                                                              MCC
      IHV           1     IHV Referral Intake for MCHD      TBD       Update basic demographics             department, the clients information should be                                                                                               IHV
      IHV           5     IHV Referral Intake for CHA       TBD       Update basic demographics             compared against the information in the registration
                                                                                                            fields and differences indicated
28    CSC/MCC       1     CSC Referral Intake               TBD       Update basic demographics             When referral is changed to "wait list" program status                                                                    Case Management   CSC            EMR System                                    Medium     yes, no, other              #VALUE!
      CSC/MCC       3     MCC Referral Intake               TBD       Update basic demographics             and is an existing client of the health department, the                                                                                     MCC
      IHV           1     IHV Referral Intake for MCHD      TBD       Update basic demographics             clients information should be compared against the                                                                                          IHV
      IHV           5     IHV Referral Intake for CHA       TBD       Update basic demographics             information in the registration fields and differences
                                                                                                            indicated
29    CSC/MCC       1     CSC Referral Intake               TBD       Update basic demographics             May have ability to select which registration field                                                                       Case Management   CSC            EMR System, CSC Staff, MCC Staff, IHV Staff   Low        yes, no, other              #VALUE!
      CSC/MCC       3     MCC Referral Intake               TBD       Update basic demographics             information to keep/update when there are differences                                                                                       MCC
      IHV           1     IHV Referral Intake for MCHD      TBD       Update basic demographics             indicated - the clients referral information or the                                                                                         IHV
      IHV           5     IHV Referral Intake for CHA       TBD       Update basic demographics             existing information in the registration fields

30    CSC/MCC       1     CSC Referral Intake               3         Add to waiting list                   May alert manager when a staff member falls below               Manager can then quickly assign a wait list referral.     Case Management   CSC            CSC Manager                                   Low        yes, no, other              #VALUE!
      CSC/MCC       3     MCC Referral Intake               TBD       Add to waiting list                   maximum case load                                                                                                                           MCC            MCC Manager
      IHV           1     IHV Referral Intake for MCHD      TBD       Add to waiting list                                                                                                                                                               IHV            IHV Manager
      IHV           5     IHV Referral Intake for CHA       TBD       Add to waiting list
31    CSC/MCC       1     CSC Referral Intake               3         Add to waiting list                   When a referral is assigned to the "wait list", the                                                                       Case Management   CSC            EMR System, CSC Staff, MCC Staff, IHV Staff   Medium     yes, no, other              #VALUE!
      CSC/MCC       3     MCC Referral Intake               2         Attempt to contact                    system should automatically print client specific letter                                                                                    MCC
      IHV           1     IHV Referral Intake for MCHD      3,4       Attempt to contact                    in clients preferred language                                                                                                               IHV
      IHV           5     IHV Referral Intake for CHA       3         Attempt to contact
32    CSC/MCC       1     CSC Referral Intake               7         Able to reach client?                 Must be able to change program status to "Unable to             Example: If client cannot be reached.                     Case Management   CSC            CSC Staff, MCC Staff, IHV Staff               High       yes, no, other              #VALUE!
      CSC/MCC       3     MCC Referral Intake               4         Third attempt?                        Contact"                                                                                                                                    MCC
      IHV           1     IHV Referral Intake for MCHD      6         Third attempt?                                                                                                                                                                    IHV
      IHV           5     IHV Referral Intake for CHA       5         Third attempt?
33    CSC/MCC       1     CSC Referral Intake               8         Complete closure of referral          Must be able to change program status to "Declined              Example: If client declines services.                     Case Management   CSC            CSC Staff, MCC Staff, IHV Staff               High       yes, no, other              #VALUE!
      CSC/MCC       3     MCC Referral Intake               10        Does client accept services           Services"                                                                                                                                   MCC
      IHV           1     IHV Referral Intake for MCHD      7         Does client accept services                                                                                                                                                       IHV
      IHV           5     IHV Referral Intake for CHA       6         Does client accept services
34    CSC/MCC       1     CSC Referral Intake               8         Complete closure of referral          Must transfer required CSC Program Status                       Could be automatic based on a schedule or triggered       Case Management   CSC            CSC Staff, EMR System, HIS                    High       yes, no, other              #VALUE!
                                                                                                            information to NC DPH through HIS                               by someone.
35    CSC/MCC       All   All                               All       Client log                            Must display a CSC, MCC, MOW or IHV client log that                                                                       Case Management   CSC            CSC Staff, MCC Staff, MOW Staff, IHV Staff    High       yes, no, other              #VALUE!
      IHV                                                                                                   can be filtered and sorted by various fields such as:                                                                                       MCC
                                                                                                            program, case manager, client name, program status,                                                                                         MOW
                                                                                                            risk indicator code                                                                                                                         IHV
36    CSC/MCC       All   All                               All       Client log                            Should be able to select a client from the CSC, MCC, Example: Select the client and the menu option that                  Case Management   CSC            CSC Staff, MCC Staff, MOW Staff, IHV Staff    Medium     yes, no, other              #VALUE!
      IHV                                                                                                   MOW or IHV client log and determine what information you want to see with that clients information such as:                                 MCC
                                                                                                            screen to view with the clients information          financial data, assessment information, registration                                   MOW
                                                                                                                                                                 information, Medicaid status, Medicaid number,                                         IHV
                                                                                                                                                                 demographic information.


37    CSC/MCC       All   All                               All       Program status                        Must allow for program status of referral to include:                                                                     Case Management   CSC            CSC Staff                                     High       yes, no, other              #VALUE!
      IHV                                                                                                   "pending", "ineligible", "assigned", "wait list", "referred",                                                                               MCC            MCC Staff
                                                                                                            "declined service", "unable to contact", "open", or                                                                                         IHV            IHV Staff
                                                                                                            "closed"
38    CSC/MCC       2     CSC Initial or Subsequent Visit   4         Risk Indicator form                   Should display current risk indicators with ability to add                                                                Case Management   CSC            CSC Staff                                     Medium     yes, no, other              #VALUE!
                                                                                                            or delete risk indicators

                                                                                                                                                                                                             11/17/2010                                                                                                                                                                   26
                                                                                                                      EMR/Practice Management Requirements - Child Services Coordination (CSC), Maternal Care Coordination (MCC) and Intensive Home Visiting (IHV)
ID#    Workgroup    BP#               BP Name                Task #                   Task Description                                     Requirement                                          Requirement Comments                         Category       Sub-Category                      Entities (User Roles)   Priority    Response Format Response    Score    Response Comments
      CHILD SERVICES COORDINATION (CSC), MATERNAL CARE COORDINATION (MCC), and INTENSIVE HOME VISITING (IHV)
39    CSC/MCC      2   CSC Initial or Subsequent Visit 4  Risk Indicator form                      Should be able to manage a list of substantiated risk                         Example: Code 100 is maternal age is <15 and            Case Management   CSC             CSC Manager                                Medium     yes, no, other              #VALUE!
                                                                                                   indicators for each risk indicator                                            substantiated drop-down answer would be confirmed
                                                                                                                                                                                 birth date.
40    CSC/MCC       2     CSC Initial or Subsequent Visit   6         Parent-child interaction form                   Should be able to manage a list of reasons why                                                                     Case Management   CSC             CSC Manager                                Medium     yes, no, other              #VALUE!
                                                                                                                      parent/child interaction was not completed
41    CSC/MCC       2     CSC Initial or Subsequent Visit   9         Care plan                                       Should carryover "ongoing" care plans for subsequent                                                               Case Management   CSC             CSC Staff                                  Medium     yes, no, other              #VALUE!
                                                                                                                      visits until status code is "resolved" or "no longer a
                                                                                                                      want/need"
42    CSC/MCC       2     CSC Initial or Subsequent Visit   9         Care plan                                       Should have ability to add and manage multiple care                                                                Case Management   CSC             CSC Staff                                  Medium     yes, no, other              #VALUE!
                                                                                                                      plans for a client
43    CSC/MCC       2     CSC Initial or Subsequent Visit   9         Care plan                                       Should display all ongoing care plans for a client on                                                              Case Management   CSC             CSC Staff                                  Medium     yes, no, other              #VALUE!
                                                                                                                      screen
44    CSC/MCC       2     CSC Initial or Subsequent Visit   10        Document the (subsequent) visit                 Should include option with each field (or grouping of      The "not due" is not required if the following          Case Management   CSC             CSC Staff, MCC Staff, IHV Staff            Medium     yes, no, other              #VALUE!
      CSC/MCC       4     MCC Initial or Subsequent Visit   6,7       Document the (subsequent) visit                 fields) to indicate information captured from previous     requirement can be captured.                                              MCC
      CSC/MCC       5     MCC Closure Visit                 4         Document the visit                              visit has "No changes" or "Not due"                                                                                                  IHV
      IHV           3     IHV Second Visit for MCHD         5         Document the (subsequent) visit
      IHV           4     IHV Subsequent Visit for MCHD     9         Document the (subsequent) visit
      IHV           7     IHV Subsequent Visit for CHA      10        Document the (subsequent) visit
45    CSC/MCC       2     CSC Initial or Subsequent Visit   10        Document the (subsequent) visit                 May have ability to manage frequency of when fields        Example: risk indicators every 6 months, parent child Case Management     CSC             CSC Staff, MCC Staff, IHV Staff            Low        yes, no, other              #VALUE!
      CSC/MCC       4     MCC Initial or Subsequent Visit   6,7       Document the (subsequent) visit                 (or grouping of fields) should be reviewed                 interaction assessment every 6 month, preventative                        MCC
      CSC/MCC       5     MCC Closure Visit                 4         Document the visit                                                                                         health services 3 month age, 6 month age, 1 year age,                     IHV
      IHV           3     IHV Second Visit for MCHD         5         Document the (subsequent) visit                                                                            etc. of child
      IHV           4     IHV Subsequent Visit for MCHD     9         Document the (subsequent) visit
      IHV           7     IHV Subsequent Visit for CHA      10        Document the (subsequent) visit
46    CSC/MCC       2     CSC Initial or Subsequent Visit   10        Document the (subsequent) visit                 May have ability to alert case manager what fields (or                                                             Case Management   CSC             CSC Staff, MCC Staff, IHV Staff            Low        yes, no, other              #VALUE!
      CSC/MCC       4     MCC Initial or Subsequent Visit   6,7       Document the (subsequent) visit                 grouping of fields) should be reviewed and updated                                                                                   MCC
      IHV           3     IHV Second Visit for MCHD         5         Document the (subsequent) visit                 when client record is opened and in case manager                                                                                     IHV
      IHV           4     IHV Subsequent Visit for MCHD     9         Document the (subsequent) visit                 client log (i.e. simple task list)
      IHV           7     IHV Subsequent Visit for CHA      10        Document the (subsequent) visit
47    CSC/MCC       2     CSC Initial or Subsequent Visit   10        Document the (Subsequent) Visit                 Must copy assessment information from previous CSC See CSC 5, CSC6, CSC7A - CSCF7L, CSC8, CSC11, Case Management                     CSC             CSC Staff                                  High       yes, no, other              #VALUE!
                                                                                                                      visit for completing subsequent visit              CSC12A, CSC12B, CSC13, CSC15 (Ages & Stages
                                                                                                                                                                         Information Summary page would be only data fields.
                                                                                                                                                                         The questionnaire would be thrown out after results
                                                                                                                                                                         are summarized.)


48    CSC/MCC       2     CSC Initial or Subsequent Visit   10        Document the (Subsequent) Visit                 System should display current "Age appropriate             Based on child's age the 'Age appropriate growth and    Case Management   CSC             CSC Staff, EMR System                      Medium     yes, no, other              #VALUE!
                                                                                                                      growth and development shared" field based on              development shared" information varies.
                                                                                                                      client's age
49    CSC/MCC       3     MCC Referral Intake               9         Complete intake screening                       Must have the ability to enter required intake screening                                                           Case Management   MCC             MCC Staff                                  High       yes, no, other              #VALUE!
                                                                                                                      information into system
50    CSC/MCC       3     MCC Referral Intake               9         Complete intake screening                       Should transfer required intake screening information      Example: EDD, pre-pregnancy weight, height, BMI         Case Management   MCC             MCC Staff, EMR System                      Medium     yes, no, other              #VALUE!
                                                                                                                      to Pregnancy Outcome Summary
51    CSC/MCC       3     MCC Referral Intake               9         Complete intake screening                       Must transfer intake screening information to NC DPH       Could be automatic based on a schedule or triggered     Case Management   MCC             MCC Staff, EMR System, HIS                 High       yes, no, other              #VALUE!
                                                                                                                      via HIS                                                    by someone.
52    CSC/MCC       4     MCC Initial or Subsequent Visit   6,7       Document the (Subsequent) Visit                 Must copy assessment information from previous MCC         See MCC5, MCC7, MCC12, MCC16.                           Case Management   MCC             MCC Staff                                  High       yes, no, other              #VALUE!
                                                                                                                      visit for completing subsequent visit

53    IHV           7     IHV Subsequent Visit for CHA      10        Document the (Subsequent) Visit                 Must copy assessment information from previous IHV         See IHV23, IHV24, IHV28.                                Case Management   IHV             IHV Staff                                  High       yes, no, other              #VALUE!
                                                                                                                      visit for completing subsequent visit
54    CSC/MCC       2     CSC Initial or Subsequent Visit   11        Update status at required interval or closure   Must be able to change program status to "Closed"          Example: If client ages out of program, transfers, or   Case Management   CSC             CSC Staff, MCC Staff, IHV Staff            High       yes, no, other              #VALUE!
                                                                                                                                                                                 parent assumes responsibility.
55    CSC/MCC       2     CSC Initial or Subsequent Visit   11        Update status at required interval or closure   Should be able to manage list of reasons for closure                                                               Case Management   CSC             CSC Manager                                Medium     yes, no, other              #VALUE!
                                                                                                                      from the CSC program
56    CSC/MCC       2     CSC Initial or Subsequent Visit   11        Update status at required interval or closure   Should be able to manage list of agencies to transfer                                                              Case Management   CSC             CSC Manager                                Medium     yes, no, other              #VALUE!
                                                                                                                      clients to
57    IHV           6     IHV Initial Visit for CHA         All       All                                             May interface with Teen Pregnancy Prevention               Currently all information is entered into Teen         Case Management    IHV             IHV Staff                                  Low        yes, no, other              #VALUE!
      IHV           7     IHV Subsequent Visit for CHA      All       All                                             Initiative (TPPI) Database                                 Pregnancy Prevention Initiative (TPPI) Access
      IHV           8     IHV Closure Visit for CHA         All       All                                                                                                        database that is located at agency. Need to determine
                                                                                                                                                                                 if we want to duplicate this work in the EMR and have
                                                                                                                                                                                 the information populate the database or just keep the
                                                                                                                                                                                 Adolescent Pregnancy Program (APP) separate. May
                                                                                                                                                                                 determine after we find out if grant is received again
                                                                                                                                                                                 for 5 more years in 2010.



                                                                                                                                                                                                                                                                                                                                 Score                       #VALUE!

                                                                                                                                                                                                                                                                                                                                 Total High Score             248




                                                                                                                                                                                                                 11/17/2010                                                                                                                                                                27
                                                                                                                                                                       EMR/Practice Management Requirements - Communicable Disease (CD)
ID#    Workgroup   BP#                      BP Name                  Task #                              Task Description                                       Requirement                                              Requirement Comments                            Category         Sub-Category               Entities (User Roles)        Priority    Response Format Response    Score    Response Comments
      COMMUNICABLE DISEASE (CD)
1     CD           2     STD Visit                                   3        Review   medical history                                    Must allow authorized staff to input and/or add             See Medical History for Skin Test, STD Visit, Tuberculosis        Clinical    STD                    Practitioner, Nurse, Clerical          High       yes, no, other              #VALUE!
                   3     Tuberculosis Initial Active Visit           1        Review   medical history                                    information to medical history                              History, and International Travel Visit data fields sections.                 TB
                   4     Tuberculosis Initial Latent/Contact Visit   1        Review   medical history                                                                                                                                                                              International Travel
                   5     Tuberculosis Return Active Visit            1        Review   medical history
                   6     Tuberculosis Return Latent/Contact Visit    1        Review   medical history
                   7     International Travel Visit                  1        Review   medical history
2     CD           2     STD                                         18       Record exam                                                 Must allow practitioner to record physical exam with   See STD Visit data fields section.                                     Clinical    STD                    Practitioner, Nurse                    High       yes, no, other              #VALUE!
                                                                                                                                          appropriate fields
3     CD           3     Tuberculosis Initial Active Visit           1        Review medical history                                      Must allow authorized staff to input and/or add        See Tuberculosis History data fields section.                          Clinical    TB                     Practitioner, Nurse                    High       yes, no, other              #VALUE!
                   4     Tuberculosis Initial Latent/Contact Visit   1        Review medical history                                      information to the Tuberculosis Epidemiological Record

4     CD           3     Tuberculosis Initial Active Visit           1        Review medical history                                      Must have the ability to capture/update tuberculosis        Typically there are 9 months of treatments for TB, hence 9        Clinical    TB                     Practitioner, Nurse                    High       yes, no, other              #VALUE!
                   4     Tuberculosis Initial Latent/Contact Visit   5        Review medical history                                      visit information and display multiple visit information    visits. See TB Assessment data fields section.
                   5     Tuberculosis Return Active Visit            7        Review medical history                                      on a screen
                   6     Tuberculosis Return Latent/Contact Visit
5     CD           3     Tuberculosis Initial Active Visit           4        Gather list of contact                                      Must have the ability to document TB contacts               See Record of TB Contacts data fields section.                    Clinical    TB                     Nurse                                  High       yes, no, other              #VALUE!
6     CD           3     Tuberculosis Initial Active Visit           8        Perform skin test                                           Must have the ability to create and modify multiple         What list of questions and answers? If not already captured in    Clinical    TB                     Nurse                                  High       yes, no, other              #VALUE!
                                                                                                                                          series of TB skin test screening questions and              data fields and needs to be part of the medical record, please
                                                                                                                                          document the answers during each visit                      provide data field information.

7     CD           3     Tuberculosis Initial Active Visit           8        Perform skin test                                           Must have the ability to create and edit pre-defined list                                                                     Clinical    TB                     Clinic Manager, System Administrator   High       yes, no, other              #VALUE!
                                                                                                                                          of purified protein derivative (PPD)
8     CD           3     Tuberculosis Initial Active Visit           8        Perform skin test                                           Should allow choice between private pay and state           Should this be included in the registration section under         Clinical    TB                     Nurse                                  Medium     yes, no, other              #VALUE!
                   3     Tuberculosis Initial Active Visit           11       Complete lab test request form                              funded test to be performed                                 eligibility?
                   4     Tuberculosis Initial Latent/Contact Visit   6        Complete lab test request form
                   5     Tuberculosis Return Active Visit            6        Complete lab test request form
9     CD           3     Tuberculosis Initial Active Visit           8        Perform skin test                                           Must have the ability to document appropriate data for      This requirement could be met if global requirement under Lab Clinical        TB                     Nurse, Practitioner                    High       yes, no, other              #VALUE!
                   4     Tuberculosis Initial Latent/Contact Visit                                                                        state funded test                                           section, "Should have the ability to manage lab tests and
                   5     Tuberculosis Return Active Visit                                                                                                                                             associate information that is required to perform the lab test",
                   6     Tuberculosis Return Latent/Contact Visit                                                                                                                                     is met. Required fields must be completed to successfully
                                                                                                                                                                                                      submit.
10    CD           3     Tuberculosis Initial Active Visit           8        Perform skin test                                           Must have the ability to document appropriate data for      This requirement could be met if global requirement under Lab Clinical        TB                     Nurse, Practitioner                    High       yes, no, other              #VALUE!
                                                                                                                                          private pay test                                            section, "Should have the ability to manage lab tests and
                                                                                                                                                                                                      associate information that is required to perform the lab test",
                                                                                                                                                                                                      is met. Required fields must be completed to successfully
                                                                                                                                                                                                      submit.
11    CD           3     Tuberculosis Initial Active Visit           18       Complete report of possible TB case to consultant           May be able to upload suspected or confirmed TB                                                                               Clinical    TB                     Nurse                                  Low        yes, no, other              #VALUE!
                                                                                                                                          cases to NC EDSS
12    CD           3     Tuberculosis Initial Active Visit           18       Complete report of possible TB case to consultant           Must have the ability to document the dates when the        Reports include: Reporting Tool, Report of Verifiable Case of     Clinical    TB                     Nurse                                  High       yes, no, other              #VALUE!
                   5     Tuberculosis Return Active Visit            15       Complete Report of Verifiable Case of Tuberculosis (RVCT)   specific reports were filed with NC EDSS                    Tuberculosis (RVCT), Follow-up 1, Follow-up 2 and List of
                                                                                                                                                                                                      Contacts.
13    CD           3     Tuberculosis Initial Active Visit           18       Complete report of possible TB case to consultant           Must notify specified communicable disease staff of         Reports are due based on specific time schedule for a TB          Clinical    TB                     Nurse                                  High       yes, no, other              #VALUE!
                                                                                                                                          when specific follow-up reports are due to NC EDSS          case. Reports include: Reporting Tool, Report of Verifiable
                                                                                                                                                                                                      Case of Tuberculosis (RVCT), Follow-up 1, Follow-up 2 and
                                                                                                                                                                                                      List of Contacts.
14    CD           7     International Travel Visit                  2        Provide travel vaccines/prophylaxis recommendations         Should have the ability to indicate educational                                                                               Clinical    International Travel   Nurse, Registrar                       Medium     yes, no, other              #VALUE!
                                                                                                                                          materials given for specific countries of destination per
                                                                                                                                          travel software
15    CD           8     Investigation of Reportable Diseases        2        Review medical history                                      Should have ability to document CD interaction/event        Data includes: Event ID from NC EDSS, staff member, control       Clinical    Reportable Diseases    Nurse, Practitioner                    Medium     yes, no, other              #VALUE!
                                                                     3        Does client meet case definition                            with client                                                 measures issued, client's response to control measures, date
                                                                                                                                                                                                      of interaction.
                                                                                                                                                                                                      I don't think we have CD interaction/event data fields
                                                                                                                                                                                                      identified?
16    CD           8     Investigation of Reportable Diseases        5        Gather list of contact                                      Must have the ability to document contacts                  See Record of TB Contacts and Record of Hepatitis B               Clinical    Reportable Diseases    Nurse                                  High       yes, no, other              #VALUE!
                                                                                                                                                                                                      Contacts data fields sections. One contact list per client.

17    CD           8     Investigation of Reportable Diseases        5        Gather list of contact                                      Should have ability to limit access to CD event and                                                                           Clinical    Technical              EMR System, System Administrator       Medium     yes, no, other              #VALUE!
                                                                                                                                          contact list
18    CD           8     Investigation of Reportable Diseases        5        Gather list of contact                                      Should have ability to copy contact list from one client                                                                      Clinical    Reportable Diseases    Nurse, Practitioner                    Medium     yes, no, other              #VALUE!
                                                                                                                                          to another
19    CD           8     Investigation of Reportable Diseases        5        Gather list of contact                                      Should have ability to link contact list from one client to Example: John Smith is client and Mary, Sue, and George are       Clinical    Reportable Diseases    EMR System, Nurse, Practitioner        Medium     yes, no, other              #VALUE!
                                                                                                                                          another                                                     on his contact list. When Mary, Sue and George become
                                                                                                                                                                                                      clients to be tested or receive treatment, their medical record
                                                                                                                                                                                                      can be accessed from John's contact list.



                                                                                                                                                                                                                                                                                                                                                             Score                       #VALUE!

                                                                                                                                                                                                                                                                                                                                                             Total High Score              98




                                                                                                                                                                                                                11/17/2010                                                                                                                                                                                             28
                                                                                                                                                       EMR/Practice Management Requirements - Diabetes
ID#    Workgroup   BP#            BP Name           Task #                        Task Description                                      Requirement                                            Requirement Comments                        Category    Sub-Category       Entities (User Roles)     Priority    Response Format Response    Score    Response Comments
      DIABETES
1     Diabetes           Diabetes Self-Management            Collect and record vital signs                       Must record vitals of client including height, weight,                                                                  Clinical    Diabetes        Registered Dietician, Nurse   High       yes, no, other              #VALUE!
                                                                                                                  and blood pressure
2     Diabetes           Diabetes Self-Management            Collect and record vital signs                       Should calculate BMI                                                                                                    Clinical    Diabetes        Registered Dietician, Nurse   Medium     yes, no, other              #VALUE!
3     Diabetes           Diabetes Self-Management            Complete patient information form                    Must allow input and editing of participant self           See Self Assessment of Diabetes Management data fields       Clinical    Diabetes        Registered Dietician, Nurse   High       yes, no, other              #VALUE!
                                                                                                                  assessment of diabetes management data                     section.
4     Diabetes           Diabetes Self-Management            Complete patient information form                    Must have the ability to review participant self                                                                        Clinical    Diabetes        Registered Dietician, Nurse   High       yes, no, other              #VALUE!
                                                                                                                  assessment data and indicate that the assessment
                                                                                                                  was reviewed by provider
5     Diabetes           Diabetes Self-Management            Complete interdisciplinary form                      Must allow for input and editing by provider of initial    See Initial & Follow-up Assessment data fields section.      Clinical    Diabetes        Registered Dietician, Nurse   High       yes, no, other              #VALUE!
                                                                                                                  and follow-up assessment data
6     Diabetes           Diabetes Self-Management            Complete diabetes self-management education record   Must allow for input and editing by provider of            See Diabetes Self-Management Education Needs                 Clinical    Diabetes        Registered Dietician, Nurse   High       yes, no, other              #VALUE!
                                                                                                                  diabetes self-management education needs                   Assessment data fields section.
                                                                                                                  assessment data
7     Diabetes           Diabetes Self-Management            Complete diabetes self-management education record   Must allow for input and editing by provider of            See Diabetes Self-Management Education Needs                 Clinical    Diabetes        Registered Dietician, Nurse   High       yes, no, other              #VALUE!
                                                                                                                  diabetes self-management education post-session            Assessment data fields section. This is completed at the 3
                                                                                                                  evaluation                                                 month follow-up assessment.
8     Diabetes           Diabetes Self-Management            Complete behavior goals and follow-up                Must allow for input and editing by provider of client's   See Behavior Goals and Follow-Up data fields section.        Clinical    Diabetes        Registered Dietician, Nurse   High       yes, no, other              #VALUE!
                                                                                                                  personal health goal data
9     Diabetes           Diabetes Self-Management            Complete behavior goals and follow-up                Must allow for input and editing by provider of client's   See Behavior Goals and Follow-Up data fields section. This   Clinical    Diabetes        Registered Dietician, Nurse   High       yes, no, other              #VALUE!
                                                                                                                  personal health goal progress                              is completed at the group classes and 3 month follow-up
                                                                                                                                                                             assessment.
10    Diabetes           Diabetes Self-Management            Complete progress notes                              Must allow for input and editing of progress notes                                                                      Clinical    Diabetes        Registered Dietician, Nurse   High       yes, no, other              #VALUE!
                                                                                                                  including date, contact type, notes, and user ID name



                                                                                                                                                                                                                                                                                                               Score                       #VALUE!

                                                                                                                                                                                                                                                                                                               Total High Score              58




                                                                                                                                                                                 11/17/2010                                                                                                                                                                              29
                                                                                                                                                                 EMR/Practice Management Requirements - Family Planning
ID#      Workgroup          BP#                  BP Name                  Task #                   Task Description                                 Requirement                                   Requirement Comments                    Category       Sub-Category       Entities (User Roles)   Priority    Response Format Response    Score    Response Comments
      FAMILY PLANNING
1     Family Planning   1         Client visit (New, annual or Problem)   2        Record vitals                              Must record vitals of client including height, weight,                                                   Clinical      Family Planning    COA, Nurse                  High       yes, no, other              #VALUE!
                                                                                                                              blood pressure, pulse, temperature
2     Family Planning   1         Client visit (New, annual or Problem)   2        Capture BMI                                Should calculate BMI                                                                                     Clinical      Family Planning    COA, Nurse                  Medium     yes, no, other              #VALUE!
3     Family Planning   1         Client visit (New, annual or Problem)   2        Capture BMI                                Should alert staff if BMI is greater than 25                                                             Clinical      Family Planning    EMR System, COA, Nurse      Medium     yes, no, other              #VALUE!
4     Family Planning   1         Client visit (New, annual or Problem)   4        Collect/review patient self-history form   Must allow authorized staff to input and/or add          See Family Planning Basic History data fields   Clinical      Family Planning    COA, Nurse, Practitioner    High       yes, no, other              #VALUE!
                                                                          5        Interview patient                          information to medical history                           section.
                                                                          16       Review/ammend medical history
5     Family Planning   1         Client visit (New, annual or Problem)   16       Review/amend medical history               Must have the ability to review medical history and                                                      Clinical      Family Planning    Nurse, Practitioner         High       yes, no, other              #VALUE!
                                                                                                                              indicate that the history was reviewed with each visit

6     Family Planning   1         Client visit (New, annual or Problem)   16       Review/amend medical history               Must have the ability to review medical history and                                                      Clinical      Family Planning    Practitioner                High       yes, no, other              #VALUE!
                                                                                                                              indicate that the history was reviewed by a provider

7     Family Planning   1         Client visit (New, annual or Problem)   18       Record exam                                Must allow practitioner to record physical exam with    See Physical Exam data fields section.           Clinical      Family Planning    Nurse, Practitioner         High       yes, no, other              #VALUE!
                                                                                                                              appropriate fields
8     Family Planning   1         Client visit (New, annual or Problem)   18       Record exam                                Must allow for management of required data entry fields                                                  Clinical      Family Planning    Nurse, Practitioner         High       yes, no, other              #VALUE!



                                                                                                                                                                                                                                                                                                               Score                       #VALUE!

                                                                                                                                                                                                                                                                                                               Total High Score              44




                                                                                                                                                                                              11/17/2010                                                                                                                                                                 30
                                                                                                                                                                                      EMR/Practice Management Requirements - Lab
ID#    Workgroup   BP#                 BP Name               Task #                        Task Description                                      Requirement                                                              Requirement Comments                                     Category    Sub-Category               Entities (User Roles)     Priority    Response Format Response    Score    Response Comments
      LAB
1     Lab          1     Lab order requisition and results   1        Deliver lab request to lab                 User ordering should have ability to flag lab test requests as STAT                                                                                              Clinical    Lab             COA, Nurse, WIC, Practitioner         Medium     yes, no, other              #VALUE!

2     Lab          1     Lab order requisition and results   1        Deliver lab request to lab                 Should display lab test requests currently in the queue with patients   How long order has been in queue will be calculated based on date and                    Clinical    Lab             Lab Staff                             Medium     yes, no, other              #VALUE!
                                                                                                                 name, if order is STAT, clinic ordered from, room number, date and time time ordered before lab request is accepted or cancelled by lab
                                                                                                                 of order, and how long order has been in the queue

3     Lab          1     Lab order requisition and results   1        Deliver lab request to lab                 Must have pre-defined list of lab tests that can be ordered by clinician -      Example: List could be an alphabetical drop-down list that also allows           Clinical    Lab             Lab Staff                             High       yes, no, other              #VALUE!
                                                                                                                 individual lab tests and/or pre-defined lab panels                              you to type to get to the point in the list. Lab panels could be expanded
                                                                                                                                                                                                 or collapsed to show what lab tests are included in lab panel and give
                                                                                                                                                                                                 the ability to select tests individually.

4     Lab          1     Lab order requisition and results   1        Deliver lab request to lab                 Must have the ability to create lab panels                                      Lab panel is a high level order that includes several specific lab tests.        Clinical    Lab             Lab Manager, System Administrator     High       yes, no, other              #VALUE!

5     Lab          1     Lab order requisition and results   1        Deliver lab request to lab                 Should have ability to flag or notify staff if a follow-up lab test is needed                                                                                    Clinical    Lab             COA, Nurse, WIC, Practitioner         Medium     yes, no, other              #VALUE!
                                                                                                                 based on an answer to a specific question for that lab test

6     Lab          1     Lab order requisition and results   1        Deliver lab request to lab                 Must have the ability to manually enter or system to automatically link lab Example: Lab order must be associated with the information required                  Clinical    Lab             Clinic Staff                          High       yes, no, other              #VALUE!
                                                                                                                 tests to CPT codes, providers, sub-program, and information that is         when a specific lab test is ordered (i.e. additional information needed to
                                                                                                                 required for the specific lab test                                          perform lab test), CPT codes, sub-program (i.e. family planning,
                                                                                                                                                                                             maternal health, primary care etc.) and provider. Hopefully this should
                                                                                                                                                                                             be able to be determine by the system based on the assessment being
                                                                                                                                                                                             done.
7     Lab          1     Lab order requisition and results   1        Deliver lab request to lab                 Should have the ability to manage lab tests and associate information           Example: If a MS-AFP test is ordered, you also must include the            Clinical          Lab             Lab Manager, System Administrator     Medium     yes, no, other              #VALUE!
                                                                                                                 that is required to perform the lab test                                        gestational age. If information is located in another secton of the system
                                                                                                                                                                                                 (i.e. in the demographics section) the system could automatically pull
                                                                                                                                                                                                 that information. Or a question may be did the patient fast before
                                                                                                                                                                                                 specimen was drawn and the clinician would need to answer yes or no.


8     Lab          1     Lab order requisition and results   1        Deliver lab request to lab                 Must be able to select which ICD9 code is associated with lab test              Drop-down of ICD9 codes that could be used with this appointment type. Clinical              Lab             COA, Nurse, Practitioner              High       yes, no, other              #VALUE!
                                                                                                                 request
9     Lab          1     Lab order requisition and results   3        Print labels for specimens                 Should syncronously print labels and lab test request form when lab test        Two printers are setup - one to print labels and the other to print lab test     Clinical    Lab             Lab Staff                             Medium     yes, no, other              #VALUE!
                                                                                                                 request is accepted by lab staff from the queue                                 request form
10    Lab          1     Lab order requisition and results   3        Print labels for specimens                 Should syncronously print labels and lab test request form when lab test        Two printers are setup - one to print labels and the other to print lab test     Clinical    Lab             Lab Staff                             Medium     yes, no, other              #VALUE!
                                                                                                                 request is accepted by lab staff from the lab test request detail page          request form

11    Lab          1     Lab order requisition and results   3        Print labels for specimens                 Should have ability to print an ad hoc label such as name and address                                                                                            Clinical    Lab             Lab Staff, COA, Nurse, Practitioner   Medium     yes, no, other              #VALUE!

12    Lab          1     Lab order requisition and results   3        Print labels for specimens                 Should have ability to create templates for ad hoc labels                                                                                                        Clinical    Lab             Lab Manager, System Administrator     Medium     yes, no, other              #VALUE!
13    Lab          1     Lab order requisition and results   3        Print labels for specimens                 Should have ability to manage the appropriate number of labels to be            For example, if you ordered AFP, two labels would be needed.                     Clinical    Lab             Lab Manager                           Medium     yes, no, other              #VALUE!
                                                                                                                 printed for each lab test requested
14    Lab          1     Lab order requisition and results   3        Print labels for specimens                 Should have ability to print information on ?" x ?" sized labels                                                                                                 Clinical    Lab             Lab Staff                             Medium     yes, no, other              #VALUE!
15    Lab          1     Lab order requisition and results   3        Print labels for specimens                 Must record lab test request being accepted by lab staff (i.e. the date                                                                                          Clinical    Lab             Lab Staff                             High       yes, no, other              #VALUE!
                                                                                                                 and time when labels were printed) and auto-populate time, date, and
                                                                                                                 who printed it (user ID) fields
16    Lab          1     Lab order requisition and results   3        Print labels for specimens                 Must print label with the following information:                                Printing of a label is a high priority. Having all of this information printed   Clinical    Lab             Lab Staff, COA, Nurse, Practitioner   High       yes, no, other              #VALUE!
                                                                                                                  * Client name (first, middle initial, and last)                                on the label is a medium priority.
                                                                                                                  * DOB
                                                                                                                  * Patient (agency) ID #
                                                                                                                  * CNDS #
                                                                                                                  * Medicaid #
                                                                                                                  * Social Security #
                                                                                                                  * Date of Visit
                                                                                                                  * Race
                                                                                                                  * Sex
                                                                                                                  * Ethnicity
                                                                                                                  * County # of specimen collection
                                                                                                                  * County # of client's residence
                                                                                                                  * Tax ID #
                                                                                                                  * Blank space for lab test name to be written in

17    Lab          1     Lab order requisition and results   3        Print labels for specimens                 Should allow lab staff to cancel order and indicate why order was         Why order was cancelled field should be a combobox.                                    Clinical    Lab             Lab Staff                             Medium     yes, no, other              #VALUE!
                                                             5        Check lab requisition                      cancelled
18    Lab          1     Lab order requisition and results   6        Perform specimen collection                Must record specimen collection being done by lab staff, COA, Nurse, or                                                                                          Clinical    Lab             Lab Staff, COA, Nurse, Practitioner   High       yes, no, other              #VALUE!
                                                                                                                 Practitioner and auto-populate time, date, and who collected it (user ID)
                                                                                                                 fields
19    Lab          1     Lab order requisition and results   7        Specimen delivered to lab for processing   Must record when specimen is received in lab and auto-populate time,                                                                                             Clinical    Lab             Lab Staff                             High       yes, no, other              #VALUE!
                                                                                                                 date, and who collected it (user ID) fields
20    Lab          1     Lab order requisition and results   7        Specimen delivered to lab for processing   Must automatically charge for lab test on encounter when specimen is                                                                                             Clinical    Lab             Lab Staff                             High       yes, no, other              #VALUE!
                                                                                                                 received in lab
21    Lab          1     Lab order requisition and results   11       Complete forms and shipping of specimens   Must record when specimen is sent to outside third-party lab and                                                                                                 Clinical    Lab             Lab Staff                             High       yes, no, other              #VALUE!
                                                             12       Complete forms and shipping of specimens   NCSLPH for analysis and auto-populate time, date, and who sent it
                                                                                                                 (user ID) fields
22    Lab          1     Lab order requisition and results   11       Complete forms and shipping of specimens   Must electronically or through documentation (i.e. requisition/packing          Information inlcudes: client name, insured name, payor, policy holders           Clinical    Lab             Lab Staff                             High       yes, no, other              #VALUE!
                                                             12       Complete forms and shipping of specimens   slip) include required information for each client in the shipment to the       relationship to client, policy #, group #, DOB, payor address, payor
                                                                                                                 outside third-party lab or NCSLPH                                               phone #, sex, social security #, insured social security #, lab test name,
                                                                                                                                                                                                 sub-program, CNDS #, patient ID #, date of visit, race, ethnicity, client's
                                                                                                                                                                                                 address, county # of specimen collection, county # of client's residence,
                                                                                                                                                                                                 tax ID # of entire packing list


23    Lab          1     Lab order requisition and results   11       Complete forms and shipping of specimens   Must provide documentation or notification of specimens being shipped           Packing slip or electronic notification of specimens being shipped or both. Clinical         Lab             Lab Staff                             High       yes, no, other              #VALUE!
                                                             12       Complete forms and shipping of specimens   to outside third-party lab and NCSLPH

                                                                                                                                                                                                               11/17/2010                                                                                                                                                                                                31
                                                                                                                                                                                                 EMR/Practice Management Requirements - Lab
ID#    Workgroup    BP#                 BP Name               Task #                        Task Description                                                 Requirement                                                              Requirement Comments                                 Category    Sub-Category               Entities (User Roles)      Priority    Response Format Response    Score    Response Comments
      LAB
24    Lab           1     Lab order requisition and results   13       Capture specimen results                              Should allow lab staff to electronically download lab test results from in-     Some instruments can download results directly into EMR                      Clinical    Lab             Lab Staff                              Medium     yes, no, other              #VALUE!
                                                                                                                             house instruments into EMR
25    Lab           1     Lab order requisition and results   13       Capture specimen results                              System should electronically receive lab test results from main outside         Distribution of lab results may go to a specific staff person, a clinic      Clinical    Lab             Lab Staff                              Medium     yes, no, other              #VALUE!
                                                                                                                             third-party labs and NCSLPH and distribute to pre-defined clinician             group, or a queue.

26    Lab           1     Lab order requisition and results   13       Capture specimen results                              Must record lab test results received by outside third-party labs and                                                                                        Clinical    Lab             Lab Staff                              High       yes, no, other              #VALUE!
                                                                                                                             NCSLPH and auto-populate time, date, and who received it (user ID, if
                                                                                                                             applicable) fields
27    Lab           1     Lab order requisition and results   13       Capture specimen results                              Must allow lab staff to manually enter lab test results from in-house,                                                                                       Clinical    Lab             Lab Staff                              High       yes, no, other              #VALUE!
                                                                                                                             outside third-party labs, and NCSLPH and auto-populate time, date, and
                                                                                                                             who entered results (user ID, if applicable) fields

28    Lab           1     Lab order requisition and results   13       Capture specimen results                              Must allow for recording when specimen analysis is completed for in-   For in-house lab tests, releasing lab test results is the same date and               Clinical    Lab             Lab Staff                              High       yes, no, other              #VALUE!
                                                              14       Disseminate lab results                               house lab test requests and auto-populate time, date, and who analyzed time as completing lab tests.
                                                                                                                             it (user ID) fields
29    Lab           1     Lab order requisition and results   13       Capture specimen results                              Must be able to complete required data fields for lab test results: Name        This requirement is for manual or electronic data entry of lab test results. Clinical    Lab             Lab Staff                              High       yes, no, other              #VALUE!
                                                                                                                             of test, name of test components (if applicable), result (text or number),
                                                                                                                             normal result range (text or number), unit of measure, interpretation,
                                                                                                                             comments
30    Lab           1     Lab order requisition and results   14       Disseminate lab results                               If electronic lab results are received from outside third-party labs or         Lab results that may not be ours are put in a queue (or bucket) for          Clinical    Lab             Lab Staff                              High       yes, no, other              #VALUE!
                                                                                                                             NCSLPH and cannot be matched to a patient, system must flag lab                 review by lab staff.
                                                                                                                             results and notify lab staff
31    Lab           1     Lab order requisition and results   14       Disseminate lab results                               If lab test results are received electronically from an outside third-party                                                                                  Clinical    Lab             Lab Staff                              High       yes, no, other              #VALUE!
                                                                                                                             lab, NCSLPH or in-house instrument, specific fields must be integrated
                                                                                                                             with EMR
32    All Clinics   1     Lab Test Result Review              15       Place lab test in client's medical record             Must have ability to print lab test results                                                                                                                  Clinical    Lab             Lab staff, COA, Nurse, Practitioner    High       yes, no, other              #VALUE!
33    All Clinics   1     Lab Test Result Review              1        Disseminate lab results                               Must have the ability to set up individual clinic queues for lab test results                                                                                Clinical    Lab             Clinic Manager, System Administrator   High       yes, no, other              #VALUE!
                                                                                                                             to be sent to and assign specific users to queue
34    All Clinics   1     Lab Test Result Review              2        Normal results?                                       Must allow for review of lab test results by clinicians and auto-populate       Lab staff can view, but not "review".                                        Clinical    Lab             COA, Nurse, Practitioner               High       yes, no, other              #VALUE!
                                                                                                                             time, date, and who reviewed it (user ID) fields
35    All Clinics   1     Lab Test Result Review              2        Normal results?                                       Should display lab test results currently in the queue with patients name,                                                                                   Clinical    Lab             Nurse, Practitioner                    Medium     yes, no, other              #VALUE!
                                                                                                                             if result is abnormal, clinic ordered from, date and time of order, date
                                                                                                                             and time of result received, and how long result has been in the queue

36    All Clinics   1     Lab Test Result Review              2        Normal results?                                       Should allow for abnormal lab test results for a specific client to be                                                                                       Clinical    Lab             Nurse, Practitioner                    Medium     yes, no, other              #VALUE!
                                                                                                                             assigned to a specific user and or group for follow up
37    All Clinics   1     Lab Test Result Review              2        Normal results?                                       Must have the ability to manage abnormal test result queues and assign                                                                                       Clinical    Lab             Clinic Manager, System Administrator   High       yes, no, other              #VALUE!
                                                                                                                             specific users to the abnormal test result queue
38    All Clinics   1     Lab Test Result Review              3        Review labs and provide orders                        Must include text field for follow up of abnormal lab results and auto-                                                                                      Clinical    Lab             Nurse, Practitioner                    High       yes, no, other              #VALUE!
                                                              4        Follow standing orders or consult with practitioner   populate time, date, and who analyzed it (user ID) fields

39    All Clinics   1     Lab Test Result Review              6        Follow-up on treatment plan/next steps with client    Should have the ability to select and track notification of abnormal lab                                                                                     Clinical    Lab             Nurse, Practitioner                    Medium     yes, no, other              #VALUE!
                                                                                                                             results with auto-populate time, date, who performed notification (user
                                                                                                                             ID), method of notification, and follow up time frame

40    All Clinics   1     Lab Test Result Review              6        Follow-up on treatment plan/next steps with client    Should have the ability to manage a type of notification method and             Examples of notification types: phone, in-person, letter.                    Clinical    Lab             Clinic Manager, System Administrator   Medium     yes, no, other              #VALUE!
                                                                                                                             follow up time frame for tracking abnormal lab results

41    All Clinics   1     Lab Test Result Review              6        Follow-up on treatment plan/next steps with client    Should have the ability to flag abnormal lab results that need resolution                                                                                    Clinical    Lab             Nurse, Practitioner                    Medium     yes, no, other              #VALUE!
                                                                                                                             and have flag appear on all clinic screens regardless of which clinic lab
                                                                                                                             results were ordered from


                                                                                                                                                                                                                                                                                                                                                                        Score                       #VALUE!

                                                                                                                                                                                                                                                                                                                                                                        Total High Score              204




                                                                                                                                                                                                                           11/17/2010                                                                                                                                                                                             32
                                                                                                                                                                    EMR/Practice Management Requirements - Maternal Health
ID#     Workgroup       BP#    BP Name       Task #               Task Description                                             Requirement                                                        Requirement Comments                           Category    Sub-Category             Entities (User Roles)   Priority    Response Format Response    Score    Response Comments
      MATERNAL HEALTH
1     Maternal Health 1       Clinic Visit   2        Record vitals                             Must record vitals of client including height, weight, blood pressure,                                                                         Clinical     Maternal Health   COA, Nurse                      High       yes, no, other              #VALUE!
                                                                                                pulse, temperature
2     Maternal Health   1     Clinic Visit   2        Record vitals                             Should calculate BMI                                                                                                                           Clinical     Maternal Health   COA, Nurse                      Medium     yes, no, other              #VALUE!
3     Maternal Health   1     Clinic Visit   6        Diabetic screening if needed              System may prompts 1 hour Glucose Challenge Test (GCT) if family                                                                               Clinical     Maternal Health   Nurse                           Low        yes, no, other              #VALUE!
                                                                                                history of parents is positive, if patient is over-weight, if past pregnancy
                                                                                                included gestational diabetes
4     Maternal Health   1     Clinic Visit   14       Record/review medical history             Must allow authorized staff to input and/or add information to medical         See Medical History data fields section.                        Clinical     Maternal Health   Nurse, Practitioner             High       yes, no, other              #VALUE!
                                             24       Review/amend medical history              history
5     Maternal Health   1     Clinic Visit   14       Record/review medical history             Must have ability to add multiple past pregnancies in the medical                                                                              Clinical     Maternal Health   Nurse, Practitioner             High       yes, no, other              #VALUE!
                                             24       Review/amend medical history              history list
6     Maternal Health   1     Clinic Visit   14       Record/review medical history             Must be able to add multiple operations/hospitalizations in the medical                                                                        Clinical     Maternal Health   Nurse, Practitioner             High       yes, no, other              #VALUE!
                                             24       Review/amend medical history              history
7     Maternal Health   1     Clinic Visit   15       Plotting the prenatal weight gain chart   Should select appropriate prenatal weight gain chart based on                                                                                  Clinical     Maternal Health   Nurse, WIC, COA                 Medium     yes, no, other              #VALUE!
                                                                                                pregravid BMI with appropriate ranges and recommendations
                                                                                                (underweight, overweight, normal)
8     Maternal Health   1     Clinic Visit   15       Plotting the prenatal weight gain chart   Should determine the prenatal weight gain by subtracting the pregravid                                                                         Clinical     Maternal Health   Nurse, WIC, COA                 Medium     yes, no, other              #VALUE!
                                                                                                weight from the current weight and plot on chart based on number of
                                                                                                weeks gestation
9     Maternal Health   1     Clinic Visit   15       Plotting the prenatal weight gain chart   Should plot prenatal weight gain at each visit on prenatal weight gain         See MH7. Could be a chart that is a report that could be        Clinical     Maternal Health   Nurse, WIC, COA                 Medium     yes, no, other              #VALUE!
                                                                                                chart                                                                          displayed or printed.
10    Maternal Health   1     Clinic Visit   24       Review/amend medical history              Must have the ability to review medical history and indicate that the                                                                          Clinical     Maternal Health   Nurse, Practitioner             High       yes, no, other              #VALUE!
                                                                                                history was reviewed with each visit
11    Maternal Health   1     Clinic Visit   24       Review/amend medical history              Must have the ability to review medical history and indicate that the                                                                          Clinical     Maternal Health   Practitioner                    High       yes, no, other              #VALUE!
                                                                                                history was reviewed by a provider
12    Maternal Health   1     Clinic Visit   29       Record exam                               Must allow practitioner to record physical exam with appropriate fields        See Initial Physical Exam and Initial/Return OB Visit Exam data Clinical     Maternal Health   Nurse, Practitioner             High       yes, no, other              #VALUE!
                                                                                                                                                                               fields sections.
13    Maternal Health   1     Clinic Visit   29       Record exam                               Must be able to add multiple ultrasound results for EDC confirmation                                                                           Clinical     Maternal Health   Nurse, Practitioner             High       yes, no, other              #VALUE!
                                                                                                and display all results
14    Maternal Health   1     Clinic Visit   29       Record exam                               Must be able to make additions and changes to diabetes medications             See MH1-Form C.                                                 Clinical     Maternal Health   Nurse, Practitioner             High       yes, no, other              #VALUE!
                                                                                                for diabetes clients in a format that is easy to see numerous visits at
                                                                                                one time - global view
15    Maternal Health   1     Clinic Visit   29       Record exam                               Should display initial/return OB visit exam information with numerous          See MH1-Form C.                                                 Clinical     Maternal Health   EMR System                      Medium     yes, no, other              #VALUE!
                                                                                                visits - global view
16    Maternal Health   1     Clinic Visit   29       Next appointment                          Should have the ability to provide instructions for next appointment to        For example: Next appointment should be in 3 weeks and          Clinical     Maternal Health   Nurse, Practitioner             Medium     yes, no, other              #VALUE!
                                                                                                be scheduled                                                                   client should fast for lab tests that will be performed.

17    Maternal Health   1     Clinic Visit   32       Care plan                                 Should have ability to create pre-defined care plan templates for each         Examples such as Severe Anemia, Placenta Previa, etc. See       Clinical     Maternal Health   Clinical Manager                Medium     yes, no, other              #VALUE!
                                                                                                condition of pregnancy                                                         forms MH16 - MH29
18    Maternal Health   1     Clinic Visit   32       Care plan                                 Should have ability in the pre-defined care plan template to create                                                                            Clinical     Maternal Health   EMR System, Clinical Manager    Medium     yes, no, other              #VALUE!
                                                                                                toggles, drop-down lists, yes/no options, text boxes, etc.

19    Maternal Health   1     Clinic Visit   32       Care plan                                 Should have ability to select and display the appropriate care plan                                                                            Clinical     Maternal Health   Nurse, Practitioner             Medium     yes, no, other              #VALUE!

20    Maternal Health   1     Clinic Visit   32       Care plan                                 Should be able to indicate which components of the care plan have              A checkmark could be used to indicate that component is         Clinical     Maternal Health   Nurse, Practitioner             Medium     yes, no, other              #VALUE!
                                                                                                been completed and document who completed it (user ID) and the                 completed. User login and date when component is check
                                                                                                date it was completed (auto-populated)                                         marked.
21    Maternal Health   1     Physician      33       Complete forms for physician's order      Should be able to create a physician's order completed form and send           Data for the form should be able to be obtained from various    Clinical     Maternal Health   Nurse, Practitioner             Medium     yes, no, other              #VALUE!
                              order                                                             electronically to hospital or other providers                                  fields in the system


                                                                                                                                                                                                                                                                                                                         Score                       #VALUE!

                                                                                                                                                                                                                                                                                                                         Total High Score              100




                                                                                                                                                                                                      11/17/2010                                                                                                                                                                   33
                                                                                                                                                                             EMR/Practice Management Requirements - Registration/Checkout

ID#         Workgroup       BP#                 BP Name           Task #                    Task Description                                            Requirement                                              Requirement Comments                           Category            Sub-Category                          Entities (User Roles)          Priority    Response Format   Response    Score    Response Comments
      REGISTRATION/CHECKOUT
1     Registration/Checkout 1   Client Registration Process       2        Search for client record                           Must be able to search for client by client first name, client       You can include as many search criteria to narrow or       Client record   Search                       EMR System, All Clinic Staff, Finance Staff   High       yes, no, other                #VALUE!
                                                                  8        Search for client record                           last name, client ID number, client date of birth, client social    widen your search. Not all search criteria listed are a
                                                                  12       Search for client record                           security number, client's alias, client's responsible party first   must. Must criteria would be client first name, client
                                                                                                                              name and last name (including responsible party history             last name, client ID number, client date of birth, client
                                                                                                                              choices), clients mother's first and last name, client's fathers    social security number, client's alias, and CNDS
                                                                                                                              first and last name, clients city and/or county, CNDS number        number.


2     Registration/Checkout   1   Client Registration Process     2        Search for client record                           Search results must display list of First, Middle and Last                                                                      Client record   Search                       EMR System                                    High       yes, no, other                #VALUE!
                                                                  8        Search for client record                           Name, date of birth, Social Security number, CNDS number,
                                                                  12       Search for client record                           alias, client ID number
3     Registration/Checkout   1   Client Registration Process     2        Search for client record                           Should be able to search by wildcards                                                                                           Client record   Search                       EMR System, All Clinic Staff, Finance Staff   Medium     yes, no, other                #VALUE!
                                                                  8        Search for client record
                                                                  12       Search for client record
4     Registration/Checkout   1   Client Registration Process     2        Search for client record                           Should be able to search by soundex                                 Searches by sounds like as keyed.                           Client record   Search                       EMR System, All Clinic Staff, Finance Staff   Medium     yes, no, other                #VALUE!
                                                                  8        Search for client record
                                                                  12       Search for client record
5     Registration/Checkout   1   Client Registration Process     2        Search for client record                           Should be able to select and open client demographic                                                                            Client record   Search                       EMR System                                    Medium     yes, no, other                #VALUE!
                                                                  8        Search for client record                           information from search list
                                                                  12       Search for client record
6     Registration/Checkout   1   Client Registration Process     2        Search for client record                           May generate barcode associated with patient CNDS                   If you have a patient ID card this will replace it.         Client record   Search                       EMR System                                    Low        yes, no, other                #VALUE!
                                                                  8        Search for client record                           number or client ID number
                                                                  12       Search for client record
7     Registration/Checkout   1   Client Registration Process     5        Complete call intake                               Should have the ability to create a client call intake                                                                          Appointments    Scheduling                   EMR System                                    Medium     yes, no, other                #VALUE!
8     Registration/Checkout   1   Client Registration Process     5        Complete call intake                               Should be able to search for client by all call intake fields                                                                   Appointments    Scheduling                   EMR System                                    Medium     yes, no, other                #VALUE!

9     Registration/Checkout   1   Client Registration Process     5        Complete call intake                               Should validate city, state and zip code and flag any               Regular updates of zip code database is required.           Client record   Search                       EMR System                                    Medium     yes, no, other                #VALUE!
                              1   Client Registration Process     15       Demographics, payor, eligibility and income info   discrepancies
                              3   Client Appointment Scheduling   5        Complete call intake
                              3   Client Appointment Scheduling   6        Determine need/type of appointment
                              3   Client Appointment Scheduling   12       Check eligibility appointment availability
                              3   Client Appointment Scheduling   13       Check clinic availability


10    Registration/Checkout   1   Client Registration Process     11       Assign a CNDS client ID                            May interface with CNDS system to generate CNDS numbers             Priority depends on state's (HHS) granting access to        Client record   Search                       EMR System                                    Low        yes, no, other                #VALUE!
                                                                  14       Assign a CNDS client ID                                                                                                CNDS interface.
11    Registration/Checkout   1   Client Registration Process     11       Assign a CNDS client ID                            May automatically input CNDS number into client's                   Priority depends on state's granting access to CNDS         Client record   Search                       EMR System                                    Low        yes, no, other                #VALUE!
                                                                  14       Assign a CNDS client ID                            registration information                                            interface.
12    Registration/Checkout   1   Client Registration Process     15       Demographics, payor, eligibility and income info   Must automatically generate client ID numbers                                                                                   Client record   Search                       EMR System                                    High       yes, no, other                #VALUE!
                              3   Client Appointment Scheduling   11       Evaluate eligibility appointment type

13    Registration/Checkout   1   Client Registration Process     15       Demographics, payor, eligibility and income info   Should allow for management of required demographics,               Ability to add and disable data fields and make             Client record   Demo, Payor, & Eligibility   EMR System, System Administrator              Medium     yes, no, other                #VALUE!
                              3   Client Appointment Scheduling   11       Evaluate eligibility appointment type              payor, eligibility, and income data fields                          certain fields required or not required.

14    Registration/Checkout   1   Client Registration Process     15       Demographics, payor, eligibility and income info   Must capture household income and calculate sliding scale           Specifically, we must be able to enter different        Client record       Demo, Payor, & Eligibility   EMR System                                    High       yes, no, other                #VALUE!
                              3   Client Appointment Scheduling   11       Evaluate eligibility appointment type              fees based on each sub-program requirements                         income levels and different sliding fee scales for each
                                                                                                                                                                                                  sub-program, because different sub-programs have
                                                                                                                                                                                                  different qualifications for income.

15    Registration/Checkout   1   Client Registration Process     15       Demographics, payor, eligibility and income info   Must generate a client percent pay report based on a specific                                                                   Client record   Demo, Payor, & Eligibility   EMR System                                    High       yes, no, other                #VALUE!
                              3   Client Appointment Scheduling   11       Evaluate eligibility appointment type              date and sub-program, the system calculates the percent the
                                                                                                                              client must pay for the sub-program specified based on the
                                                                                                                              sliding fee scale information for that date

16    Registration/Checkout   1   Client Registration Process     15       Demographics, payor, eligibility and income info   Must retain historical income and sliding fee scale data            In order to answer future questions about past              Client record   Demo, Payor, & Eligibility   EMR System                                    High       yes, no, other                #VALUE!
                              3   Client Appointment Scheduling   11       Evaluate eligibility appointment type                                                                                  balances, registration staff must be able to see what
                                                                                                                                                                                                  the client's percentage (sliding fee) was at the time of
                                                                                                                                                                                                  the service.
17    Registration/Checkout   1   Client Registration Process     15       Demographics, payor, eligibility and income info   Must retain previous payor data                                     In order to answer future questions about past              Client record   Demo, Payor, & Eligibility   EMR System                                    High       yes, no, other                #VALUE!
                              3   Client Appointment Scheduling   11       Evaluate eligibility appointment type                                                                                  balances, registration staff must be able to see what
                                                                                                                                                                                                  the client's percentage (sliding fee) was at the time of
                                                                                                                                                                                                  the service.
18    Registration/Checkout   1   Client Registration Process     7        Basic demographics                                 Must be able to manage list of payors and their plan types                                                                      Client record   Demo, Payor, & Eligibility   EMR System, System Administrator              High       yes, no, other                #VALUE!
                                                                  15       Demographics, payor, eligibility and income info   with data fields that include payor name, address, phone #,
                                                                  16       Basic demographics                                 federal tax ID, insurance provider number, terminate date

19    Registration/Checkout   1   Client Registration Process     7        Basic demographics                                 Must be able to add required information for additional payors Ideally screen would display data fields of one payor,           Client record   Demo, Payor, & Eligibility   System Administrator                          High       yes, no, other                #VALUE!
                                                                  15       Demographics, payor, eligibility and income info                                                                  but if there are more payors user would be alerted to
                                                                  16       Basic demographics                                                                                                view complete list.

20    Registration/Checkout   1   Client Registration Process     7        Basic demographics                                 Must be able to manage list of preferred languages or have a                                                                    Client record   Demo, Payor, & Eligibility   System Administrator                          High       yes, no, other                #VALUE!
                                                                  15       Demographics, payor, eligibility and income info   comprehensive list built into the system
                                                                  16       Basic demographics

21    Registration/Checkout   1   Client Registration Process     7        Basic demographics                                 Must be able to manage list of area schools                                                                                     Client record   Demo, Payor, & Eligibility   System Administrator                          High       yes, no, other                #VALUE!
                                                                  15       Demographics, payor, eligibility and income info
                                                                  16       Basic demographics

22    Registration/Checkout   1   Client Registration Process     7        Basic demographics                                 Must be able to manage list of occupations that is updated          Another source is acceptable                                Client record   Demo, Payor, & Eligibility   System Administrator                          High       yes, no, other                #VALUE!
                                                                  15       Demographics, payor, eligibility and income info   from the Bureau of Labor & Statistics list of SOC occupations
                                                                  16       Basic demographics




                                                                                                                                                                                                                  11/17/2010                                                                                                                                                                                                    34
                                                                                                                                                                            EMR/Practice Management Requirements - Registration/Checkout

ID#         Workgroup       BP#                 BP Name         Task #                    Task Description                                            Requirement                                               Requirement Comments                       Category            Sub-Category                         Entities (User Roles)   Priority    Response Format   Response    Score    Response Comments
      REGISTRATION/CHECKOUT
23    Registration/Checkout 1   Client Registration Process     7        Basic demographics                                 Must be able to manage list of providers in the area with                                                                    Client record   Demo, Payor, & Eligibility   System Administrator                  High       yes, no, other                #VALUE!
                                                                15       Demographics, payor, eligibility and income info   information that includes provider name, practice name,
                                                                16       Basic demographics                                 specialty, National Provider Identification (NPI), taxonomy,
                                                                                                                            agency ID
24    Registration/Checkout   1   Client Registration Process   7        Basic demographics                                 Should display client's current age on all of the client             Calculated from the date of birth.                      Client record   Demo, Payor, & Eligibility   EMR System                            Medium     yes, no, other                #VALUE!
                                                                15       Demographics, payor, eligibility and income info   demographic screens
                                                                16       Basic demographics

25    Registration/Checkout   1   Client Registration Process   7        Basic demographics                                 Should create and display a registration date of when client                                                                 Client record   Demo, Payor, & Eligibility   EMR System                            Medium     yes, no, other                #VALUE!
                                                                15       Demographics, payor, eligibility and income info   ID is created
                                                                16       Basic demographics

26    Registration/Checkout   1   Client Registration Process   7        Basic demographics                                 Must calculate and store dates for use by encounter and                                                                      Client record   Demo, Payor, & Eligibility   EMR System                            High       yes, no, other                #VALUE!
                                                                15       Demographics, payor, eligibility and income info   billing if client is new, new this fiscal year to the agency, or a
                                                                16       Basic demographics                                 return client to the agency based on "last kept" appointment

27    Registration/Checkout   1   Client Registration Process   7        Basic demographics                                 Must calculate and store date for use by encounter and billing                                                               Client record   Demo, Payor, & Eligibility   EMR System                            High       yes, no, other                #VALUE!
                                                                15       Demographics, payor, eligibility and income info   for the initial treatment date for family planning based on
                                                                16       Basic demographics                                 payor plan type (i.e. family planning waiver)

28    Registration/Checkout   1   Client Registration Process   7        Basic demographics                                 Must allow user to specify "confidential contact" for the client     Client may specify confidential contact for some sub-   Client record   Demo, Payor, & Eligibility   EMR System, All Clinic Staff          High       yes, no, other                #VALUE!
                                                                15       Demographics, payor, eligibility and income info   for each sub-program specified                                       programs, i.e. family planning, but not others, i.e.
                                                                16       Basic demographics                                                                                                      child health services. Certain reports, mailings,
                                                                                                                                                                                                 phone calls, etc. will be filtered by that field.

29    Registration/Checkout   1   Client Registration Process   7        Basic demographics                                 Should display if the client contact is confidential on all of the   Confidential contact information must be displayed      Client record   Demo, Payor, & Eligibility   EMR System                            Medium     yes, no, other                #VALUE!
                                                                15       Demographics, payor, eligibility and income info   client demographics, payor, eligibility and/or income screens        prominently so user does not accidently disclose
                                                                16       Basic demographics                                                                                                      confidential client information.

30    Registration/Checkout   1   Client Registration Process   7        Basic demographics                                 Should display the date the client demographics were last                                                                    Client record   Demo, Payor, & Eligibility   EMR System                            Medium     yes, no, other                #VALUE!
                                                                15       Demographics, payor, eligibility and income info   updated on all of the client demographic screens
                                                                16       Basic demographics

31    Registration/Checkout   1   Client Registration Process   7        Basic demographics                                 Should display the last user to update sub-sections of the                                                                   Client record   Demo, Payor, & Eligibility   EMR System                            Medium     yes, no, other                #VALUE!
                                                                15       Demographics, payor, eligibility and income info   client demographic, payor, eligibility and/or income
                                                                16       Basic demographics                                 information screens

32    Registration/Checkout   1   Client Registration Process   7        Basic demographics                                 Should have the ability to record which consents were signed         Example: privacy, release of information,               Client record   Consents                     EMR System                            Medium     yes, no, other                #VALUE!
                                                                15       Demographics, payor, eligibility and income info   by client with date
                                                                16       Basic demographics

33    Registration/Checkout   1   Client Registration Process   7        Basic demographics                                 Should have the ability to manage the list of consent topics                                                                 Client record   Consents                     System Administrator, EMR System      Medium     yes, no, other                #VALUE!
                                                                15       Demographics, payor, eligibility and income info   and ability to group by sub-program, topic, sub-topic, and item
                                                                16       Basic demographics

34    Registration/Checkout   1   Client Registration Process   7        Basic demographics                                 May have the ability to alert user if consents need to be signed Calculated by consent data field in the system.             Client record   Consents                     EMR System                            Low        yes, no, other                #VALUE!
                                                                15       Demographics, payor, eligibility and income info
                                                                16       Basic demographics

35    Registration/Checkout   1   Client Registration Process   7        Basic demographics                                 Should indicate what proof is used when a name is changed                                                                    Client record   Demo, Payor, & Eligibility   Registrar, EMR System                 Medium     yes, no, other                #VALUE!
                                                                15       Demographics, payor, eligibility and income info   and document all versions of the name and who changed it in
                                                                16       Basic demographics                                 history

36    Registration/Checkout   1   Client Registration Process   7        Basic demographics                                 Should keep history when an alias is changed and document                                                                    Client record   Demo, Payor, & Eligibility   EMR System                            Medium     yes, no, other                #VALUE!
                                                                15       Demographics, payor, eligibility and income info   all versions of the alias and who changed it in history
                                                                16       Basic demographics

37    Registration/Checkout   1   Client Registration Process   7        Basic demographics                                 Should be able to alert staff, per user role, on all registration    Flag to notify staff to click and read internal notes   Client record   Demo, Payor, & Eligibility   EMR System                            Medium     yes, no, other                #VALUE!
                                                                15       Demographics, payor, eligibility and income info   screens when there are internal notes regarding client               regarding client that is not to be shown to client.
                                                                16       Basic demographics

38    Registration/Checkout   1   Client Registration Process   15       Demographics, payor, eligibility and income info   Should capture photo of client and store with demographic                                                                    Client record   Demo, Payor, & Eligibility   EMR System                            Medium     yes, no, other                #VALUE!
                                                                                                                            information
39    Registration/Checkout   1   Client Registration Process   15       Demographics, payor, eligibility and income info   May capture finger prints of client and store with demographic Low "may" priority requirement.                               Client record   Demo, Payor, & Eligibility   EMR System                            Low        yes, no, other                #VALUE!
                                                                                                                            information
40    Registration/Checkout   1   Client Registration Process   15       Demographics, payor, eligibility and income info   Should be able to copy the necessary call intake information                                                                 Client record   Demo, Payor, & Eligibility   EMR System                            Medium     yes, no, other                #VALUE!
                                                                                                                            into the client demographic section once client arrives for
                                                                                                                            appointment and becomes a client in the system

41    Registration/Checkout   1   Client Registration Process   15       Demographics, payor, eligibility and income info   Should be able to copy the necessary client demographic                                                                      Client record   Demo, Payor, & Eligibility   EMR System                            Medium     yes, no, other                #VALUE!
                                                                                                                            information into the responsible party section if the
                                                                                                                            information is the same
42    Registration/Checkout   1   Client Registration Process   15       Demographics, payor, eligibility and income info   Should be able to copy the necessary client demographic                                                                      Client record   Demo, Payor, & Eligibility   EMR System                            Medium     yes, no, other                #VALUE!
                                                                                                                            information into the insured's section if the client is the
                                                                                                                            insured and the information is the same
43    Registration/Checkout   1   Client Registration Process   15       Demographics, payor, eligibility and income info   Should retain historical "responsible party" information and         Example: Mother was responsible, birth to date 1.       Client record   Demo, Payor, & Eligibility   EMR System                            Medium     yes, no, other                #VALUE!
                                                                                                                            their payor and payor plan type                                      DSS was responsible date 1 - date 2. Foster parent
                                                                                                                                                                                                 was responsible date 2 to date 3.
44    Registration/Checkout   1   Client Registration Process   15       Demographics, payor, eligibility and income info   Should have ability to bill the correct responsible party based      Example: Service rendered while Mother had custody Client record        Demo, Payor, & Eligibility   EMR System, Finance Staff             Medium     yes, no, other                #VALUE!
                                                                                                                            on the date of service and the party responsible at that time        is billed to mother. Service rendered when DSS had
                                                                                                                                                                                                 custody is billed to DSS.




                                                                                                                                                                                                                 11/17/2010                                                                                                                                                                                        35
                                                                                                                                                                                   EMR/Practice Management Requirements - Registration/Checkout

ID#         Workgroup       BP#                 BP Name                 Task #                     Task Description                                           Requirement                                              Requirement Comments                          Category            Sub-Category                           Entities (User Roles)           Priority    Response Format   Response    Score    Response Comments
      REGISTRATION/CHECKOUT
45    Registration/Checkout 1   Client Registration Process             15       Demographics, payor, eligibility and income info   Must have the ability to bill a payor (that is a company) for       Example: Sheriff, school system, etc. pays for             Client record   Demo, Payor, & Eligibility   EMR System, All Clinic Staff, Finance Staff     High       yes, no, other                #VALUE!
                                                                                                                                    specific services for multiple clients and group these services     employee immunizations. We bill the employer, not
                                                                                                                                    (CPT/HCPC/CDT/Local code) by payor                                  the client or their insurance company.
46    Registration/Checkout   1   Client Registration Process           15       Demographics, payor, eligibility and income info   Should display client balance on all of the client demographic      Calculated from the ledger.                                Client record   Demo, Payor, & Eligibility   EMR System                                      Medium     yes, no, other                #VALUE!
                                                                                                                                    screens
47    Registration/Checkout   1   Client Registration Process           15       Demographics, payor, eligibility and income info   May verify when family planning waiver is selected for payor        Currently only 6 family planning waiver visits are         Client record   Demo, Payor, & Eligibility   EMR System                                      Low        yes, no, other                #VALUE!
                                                                                                                                    plan type and family planning is the sub-program and alert          acceptable in a year.
                                                                                                                                    user if all of the family planning waiver visits have been used

48    Registration/Checkout   1   Client Registration Process           15       Demographics, payor, eligibility and income info   Should have the ability to determine if the "number of people       If presumptive eligibility is payor or Maternity is sub-   Client record   Demo, Payor, & Eligibility   EMR System                                      Medium     yes, no, other                #VALUE!
                                                                                                                                    in household including unborn child" field is used to calculate     program, then the total number of people in
                                                                                                                                    eligibility based on the sub-program or payor                       household including unborn child should be used to
                                                                                                                                                                                                        calculate eligibility.
49    Registration/Checkout   1   Client Registration Process           15       Demographics, payor, eligibility and income info   Should have the ability to determine if only the "client's          If clients visit is an STD, family planning and student,   Client record   Demo, Payor, & Eligibility   EMR System                                      Medium     yes, no, other                #VALUE!
                                                                                                                                    annual income" is used to calculate eligibility based on sub-       and/or confidential contact then only the client's
                                                                                                                                    program                                                             annual income is used to calculate eligibility.

50    Registration/Checkout   1   Client Registration Process           15       Demographics, payor, eligibility and income info   Should have the ability to create commands to manage                Based on list/tables that are used to calculate            Client record   Demo, Payor, & Eligibility   EMR System, System Administrator                Medium     yes, no, other                #VALUE!
                                                                                                                                    exceptions to eligibility                                           eligibility and payment
51    Registration/Checkout   1   Client Registration Process           15       Demographics, payor, eligibility and income info   Should be able to generate a presumptive eligibility                                                                           Client record   Demo, Payor, & Eligibility   EMR System                                      Medium     yes, no, other                #VALUE!
                                                                                                                                    determination form for pregnancy related-care and calculate
                                                                                                                                    required fields based on their codes, standard work
                                                                                                                                    deductions, child care deductions
52    Registration/Checkout   1   Client Registration Process           15       Demographics, payor, eligibility and income info   May define and display a dashboard view of client                                                                              Client record   Demo, Payor, & Eligibility   EMR System                                      Low        yes, no, other                #VALUE!
                                                                                                                                    registration, income and financial information
53    Registration/Checkout   1   Client Registration Process           20       Reinstate bad debt that was written off            Must have the ability to reinstate client write-offs and            Calculate old debt to new debt. Must have the ability      Client record   Demo, Payor, & Eligibility   EMR System, Finance Staff                       High       yes, no, other                #VALUE!
                                                                                                                                    recalculate to display new balance of account                       to reinstate client write-offs, but recalculating new
                                                                                                                                                                                                        balance is not a must. It could be done manually.

54    Registration/Checkout   1   Client Registration Process           20       Reinstate bad debt that was written off            Should have alert on client's registration, demographics,           Staff would then know to go to the AR screen to see        Client record   Demo, Payor, & Eligibility   EMR System, Finance Staff                       Medium     yes, no, other                #VALUE!
                                                                                                                                    payor, eligibility, and income screens to notify of user of bad     more information about the bad debt.
                                                                                                                                    debt that was written off
55    Registration/Checkout   1   Client Registration Process           23       Collect payments                                   Must have the ability to collect and post all co-pays and flat      Calculate flat fees or co-pays before services are         Client record   Payments                     EMR System, Registrar, Cashier, Finance Staff   High       yes, no, other                #VALUE!
                                                                                                                                    fee services to client account prior to client receiving services   rendered and give client a receipt of payment with
                                                                                                                                                                                                        balance due.
56    Registration/Checkout   1   Client Registration Process           23       Collect payments                                   Must have the ability to post all co-pays and flat fee services                                                                Client record   Payments                     EMR System, Registrar, Cashier, Finance Staff   High       yes, no, other                #VALUE!
                                                                                                                                    without having to associate it to a specific
                                                                                                                                    CPT/HCPC/CDT/Local code but would associate fee with sub-
                                                                                                                                    program
57    Registration/Checkout   1   Client Registration Process           23       Collect payments                                   Must have the ability to post payments to previous balances                                                                    Client record   Payments                     EMR System, Registrar, Cashier, Finance Staff   High       yes, no, other                #VALUE!
                              2   Checkout process including self-pay   7        Collect payment                                    for a specific CPT/HCPC/CDT/Local code
                                                                        10       Collect partial payment
58    Registration/Checkout   1   Client Registration Process           23       Collect payments                                   Should interface credit card system with EMR system                                                                            Client record   Payments                     EMR System                                      Medium     yes, no, other                #VALUE!
                              2   Checkout process including self-pay   7        Collect payment                                    (including debit cards)
                                                                        10       Collect partial payment
59    Registration/Checkout   1   Client Registration Process           24       Give client receipt                                Must be able to print client receipt showing the 100% fee, the                                                                 Client record   Payments                     EMR System                                      High       yes, no, other                #VALUE!
                                                                                                                                    discount applied, any payments made, and the balance due

60    Registration/Checkout   2   Checkout process including self-pay   2        Enter encounter data and generate charges          Must capture date service was performed                                                                                        Client record   Encounter                    EMR System                                      High       yes, no, other                #VALUE!
61    Registration/Checkout   2   Checkout process including self-pay   2        Enter encounter data and generate charges          Must be able to enter an encounter for past date services                                                                      Client record   Encounter                    Registrar, Finance Staff                        High       yes, no, other                #VALUE!

62    Registration/Checkout   2   Checkout process including self-pay   2        Enter encounter data and generate charges          Must be able to close encounter                                                                                            Client record       Encounter                    Registrar, Finance Staff                        High       yes, no, other                #VALUE!
63    Registration/Checkout   2   Checkout process including self-pay   2        Enter encounter data and generate charges          Must be able to void an encounter                                   Usually a mistyped or incorrectly entered encounter is Client record       Encounter                    Registrar, Finance Staff                        High       yes, no, other                #VALUE!
                                                                                                                                                                                                        voided not deleted. Reason why encounter is voided
                                                                                                                                                                                                        should be noted.
64    Registration/Checkout   2   Checkout process including self-pay   2        Enter encounter data and generate charges          Must be able to reopen closed encounter with appropriate            Example: For family planning services part of the          Client record   Encounter                    Registrar, Finance Staff                        High       yes, no, other                #VALUE!
                                                                                                                                    supervisor rights and make changes                                  services would get charged to family planning waiver
                                                                                                                                                                                                        and other charges to private pay in order to not have
                                                                                                                                                                                                        a payor mismatch.
65    Registration/Checkout   2   Checkout process including self-pay   2        Enter encounter data and generate charges          Must be able to enter CPT/HCPC/CDT/Local codes on the                                                                          Client record   Encounter                    Registrar, All Clinic Staff, Finance Staff      High       yes, no, other                #VALUE!
                                                                                                                                    encounter as services for client are conducted through the
                                                                                                                                    assessment process
66    Registration/Checkout   2   Checkout process including self-pay   2        Enter encounter data and generate charges          Must have ability to determine the highest billing priority level   Example: Family planning visit and STD visit are on        Client record   Encounter                    EMR System                                      High       yes, no, other                #VALUE!
                                                                                                                                    or highest paying CPT code and automatically adjust and put         the same day, family planning visit is the highest
                                                                                                                                    at top of bill                                                      billing code.
67    Registration/Checkout   2   Checkout process including self-pay   2        Enter encounter data and generate charges          Must have ability to override highest CPT code for billing                                                                     Client record   Encounter                    Registrar, All Clinic Staff, Finance Staff      High       yes, no, other                #VALUE!
68    Registration/Checkout   2   Checkout process including self-pay   5        Is payment due?                                    Must have the ability to post a refund to a client account and      This is especially needed if fees are collected prior to   Client record   Payments                     Registrar, Finance Staff                        High       yes, no, other                #VALUE!
                                                                                                                                    refund cash, check or apply credit to the credit card that was      service.
                                                                                                                                    used
69    Registration/Checkout   2   Checkout process including self-pay   9        Determine payment arrangement                      Should calculate a payment arrangement based on either              Example: Payment of $100 the first of each month or        Client record   Payments                     EMR System                                      Medium     yes, no, other                #VALUE!
                                                                                                                                    time frame or amount owed each time period                          payment in full must be paid by a certain date

70    Registration/Checkout   2   Checkout process including self-pay   9        Determine payment arrangement                      Should interface with the billing system to document payment                                                                   Client record   Payments                     EMR System                                      Medium     yes, no, other                #VALUE!
                                                                                                                                    arrangements in billing system so statements reflect payment
                                                                                                                                    arrangement
71    Registration/Checkout   2   Checkout process including self-pay   9        Determine payment arrangement                      Should have the ability to print out the number of payment          This could probably be created with the form/letter        Client record   Payments                     EMR System                                      Medium     yes, no, other                #VALUE!
                                                                                                                                    vouchers needed based on the payment arrangements                   application.

72    Registration/Checkout   2   Checkout process including self-pay   7        Collect payment                                    Should alert user on the client demographics, payor, eligibility                                                               Client record   Payments                     EMR System                                      Medium     yes, no, other                #VALUE!
                                                                        10       Collect partial payment                            and/or income information screens of last payment date and
                                                                                                                                    amount paid for any self-pay outstanding balance




                                                                                                                                                                                                                        11/17/2010                                                                                                                                                                                                     36
                                                                                                                                                                    EMR/Practice Management Requirements - Registration/Checkout

ID#         Workgroup       BP#               BP Name                    Task #                    Task Description                            Requirement                                               Requirement Comments                          Category              Sub-Category                   Entities (User Roles)   Priority    Response Format   Response    Score    Response Comments
      REGISTRATION/CHECKOUT
73    Registration/Checkout 2   Checkout process including self-pay     7         Collect payment                     Should alert user on the client demographics, payor, eligibility                                                               Client record   Payments               EMR System                              Medium     yes, no, other                #VALUE!
                                                                        10        Collect partial payment             and/or income information screens if client has written bad
                                                                                                                      checks
74    Registration/Checkout   2   Checkout process including self-pay   7         Collect payment                     Must have the ability to collect and post all fees to client's                                                                 Client record   Payments               Registrar, Finance Staff                High       yes, no, other                #VALUE!
                                                                        10        Collect partial payment             account
75    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Must have the ability to build a profile for each clinic with                                                                  Appointments    Setup                  System Administrator, EMR System        High       yes, no, other                #VALUE!
                                                                                                                      beginning (and ending) effective dates
76    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Must not be restricted to the number of time slots available                                                                   Appointments    Setup                  EMR System                              High       yes, no, other                #VALUE!
                                                                                                                      when building a profile
77    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Must have ability to overbook a time slot for each clinic                                                                      Appointments    Setup                  System Administrator, Registrar         High       yes, no, other                #VALUE!
78    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Must have ability to restrict time slots for each clinic            Example, can't book during a specific time slot due to     Appointments    Setup                  System Administrator, Registrar         High       yes, no, other                #VALUE!
                                                                                                                                                                                          provider not being available.
79    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Must have ability to add comments to a time slot for each           For example, what type of appointments could be        Appointments        Setup                  System Administrator, Registrar         High       yes, no, other                #VALUE!
                                                                                                                      clinic                                                              scheduled.
80    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Must have ability to set multiple time slot increments for each     For example, the clinic schedule will show the time    Appointments        Setup                  System Administrator, Registrar         High       yes, no, other                #VALUE!
                                                                                                                      clinic                                                              slot increment columns (i.e. 15 min. column and a 30
                                                                                                                                                                                          min. column - similar to provider A and provider B
                                                                                                                                                                                          column) and appointment type would be tied to a time
                                                                                                                                                                                          slot length (i.e. 15 min. slot or 30 min. slot)


81    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Must have ability to manage locations which includes location                                                                  Appointments    Setup                  System Administrator                    High       yes, no, other                #VALUE!
                                                                                                                      name, county ID, site ID, street address 1, street address 2,
                                                                                                                      city, state, and zip code
82    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Must have ability to manage NC state site ID list                                                                              Appointments    Setup                  System Administrator                    High       yes, no, other                #VALUE!
83    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Must have ability to manage NC county site ID list                                                                             Appointments    Setup                  System Administrator                    High       yes, no, other                #VALUE!
84    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Must be able to manage list of profile names                        Should be able to inactivate a clinic name but not         Appointments    Setup                  System Administrator                    High       yes, no, other                #VALUE!
                                                                                                                                                                                          delete past history from the system.
85    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Must be able to manage list of appointment types and                Should be able to inactivate a appointment type but        Appointments    Setup                  System Administrator                    High       yes, no, other                #VALUE!
                                                                                                                      frequency of appointment types allowed                              not delete past history from the system.
86    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Must be able to set profiles for a specific clinic as reoccurring   For example, use profile for all Child Health              Appointments    Setup                  System Administrator, EMR System        High       yes, no, other                #VALUE!
                                                                                                                                                                                          Monday's. Similar to Outlook Calendar.
87    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Should be able to copy a profile for a specific clinic to a                                                                    Appointments    Setup                  System Administrator, EMR System        Medium     yes, no, other                #VALUE!
                                                                                                                      different day of the week
88    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Must allow for multiple appointment statuses such as:                                                                          Appointments    Setup                  EMR System                              High       yes, no, other                #VALUE!
                                                                                                                      scheduled, rescheduled (before appointment), kept,
                                                                                                                      cancelled by client, no show, no show-client rescheduled
                                                                                                                      (after appointment)
89    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Must be able to delete a scheduled appointment                                                                                 Appointments    Setup                  EMR System, Registrar                   High       yes, no, other                #VALUE!
90    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Must be able to view and retain appointment history                                                                            Appointments    Setup                  EMR System                              High       yes, no, other                #VALUE!
91    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          System must automatically mark appointment as "scheduled"                                                                      Appointments    Setup                  EMR System                              High       yes, no, other                #VALUE!
                                                                                                                      when entered into system
92    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Must be able to change appointment status to "rescheduled"          This status is used when a client contacts the agency      Appointments    Setup                  Registrar, EMR System                   High       yes, no, other                #VALUE!
                                                                                                                                                                                          before the scheduled appointment and asked for
                                                                                                                                                                                          appointment to be rescheduled. This appointment is
                                                                                                                                                                                          now closed and a new appointment is scheduled.

93    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Must be able to change appointment status to "kept" when                                                                       Appointments    Setup                  Registrar                               High       yes, no, other                #VALUE!
                                                                                                                      client comes for their appointment
94    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Must be able to change appointment status to "cancelled by                                                                     Appointments    Setup                  Registrar, All Clinic Staff             High       yes, no, other                #VALUE!
                                                                                                                      client"
95    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          System must automatically mark an appointment as "no                                                                           Appointments    Setup                  EMR System                              High       yes, no, other                #VALUE!
                                                                                                                      show" if the day after an appointment the appointment was
                                                                                                                      not kept and is still flagged as "scheduled"
96    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Must be able to change appointment status to "no show-              This status is used when a client does not show for an Appointments        Setup                  EMR System                              High       yes, no, other                #VALUE!
                                                                                                                      rescheduled"                                                        appointment but contacts the agency within X days
                                                                                                                                                                                          after the scheduled appointment to reschedule. This
                                                                                                                                                                                          is used so no show letters are not sent to clients.

97    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Must be able to change any appointment status manually                                                                         Appointments    Setup                  Registrar, All Clinic Staff             Medium     yes, no, other                #VALUE!

98    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Should be able to move a clinic roster from one day to              For example, the maternity clinic is only open on          Appointments    Setup                  System Administrator                    Medium     yes, no, other                #VALUE!
                                                                                                                      another day and keep appointments exactly the same                  Monday and Tuesday but is now being changed to
                                                                                                                                                                                          Wednesday and Thursday, all the appointments
                                                                                                                                                                                          would get changed to the new days.

99    Registration/Checkout   3   Client Appointment Scheduling         All       Appointment schedule setup          Should be able to change a profile name and have it populate This would not change the name of a profile that has              Appointments    Setup                  System Administrator                    Medium     yes, no, other                #VALUE!
                                                                                                                      the new profile name for future profiles throughout the system passed.

100 Registration/Checkout     3   Client Appointment Scheduling         All       Appointment schedule setup          Should have the ability to alert user if a new appointment is       For example, client has an appointment scheduled           Appointments    Setup                  EMR System                              Medium     yes, no, other                #VALUE!
                                                                                                                      being made for a specific appointment type and another              when leaving hospital but parent calls and talks to
                                                                                                                      appointment type for the same date already exists                   triage nurse and she tries to schedule it at a different
                                                                                                                                                                                          time but does not reschedule the other appointment.

101 Registration/Checkout     3   Client Appointment Scheduling         All       Appointment schedule setup          System must automatically indicate which user (user ID)                                                                        Appointments    Setup                  EMR System                              Medium     yes, no, other                #VALUE!
                                                                                                                      makes any appointment status changes
102 Registration/Checkout     3   Client Appointment Scheduling         All       Appointment schedule setup          Should have a waiting list that includes client name,               For example, if client has an appointment but would        Appointments    Setup                  EMR System                              Medium     yes, no, other                #VALUE!
                                                                                                                      responsible party name, alias, phone number, CNDS # if              like to be notified if an earlier appointment becomes
                                                                                                                      applicable, clinic, date of birth, appointment type, and            available. Or if a possible client wants an
                                                                                                                      comments                                                            appointment when slots become available, hence the
                                                                                                                                                                                          appointment slots are filled.
103 Registration/Checkout     3   Client Appointment Scheduling         All       Appointment schedule setup          Should have the ability to copy/transfer client's data to the                                                                  Appointments    Setup                  EMR System                              Medium     yes, no, other                #VALUE!
                                                                                                                      waiting list



                                                                                                                                                                                                         11/17/2010                                                                                                                                                                                        37
                                                                                                                                                                    EMR/Practice Management Requirements - Registration/Checkout

ID#       Workgroup       BP#                BP Name             Task #                     Task Description                                    Requirement                                             Requirement Comments                        Category               Sub-Category                   Entities (User Roles)   Priority    Response Format   Response    Score    Response Comments
    REGISTRATION/CHECKOUT
104 Registration/Checkout 3   Client Appointment Scheduling     5         Complete call intake                         Should be able to schedule an appointment from client call                                                                Appointments      Scheduling             EMR system, registrar                   Medium     yes, no, other                #VALUE!
                                                                                                                       intake and copy the necessary call intake information into the
                                                                                                                       appointment schedule
105 Registration/Checkout   3   Client Appointment Scheduling   6         Determine need/type of appointment           Must be able to complete required appointment scheduling          See Appointments data fields section.                   Appointments      Scheduling             Registrar                               High       yes, no, other                #VALUE!
                                                                12        Check eligibility appointment availability   data fields
                                                                13        Check clinic availability
106 Registration/Checkout   3   Client Appointment Scheduling   6         Determine need/type of appointment           Must have ability to search for available appointments for        Example: A child health and WIC appointment.            Appointments      Scheduling             EMR System, All Clinic Staff            High       yes, no, other                #VALUE!
                                                                12        Check eligibility appointment availability   more than one clinic from multiple locations or select a
                                                                13        Check clinic availability                    specific location (on the same screen)
107 Registration/Checkout   3   Client Appointment Scheduling   6         Determine need/type of appointment           Must have ability for system to determine first available                                                                 Appointments      Scheduling             EMR System                              High       yes, no, other                #VALUE!
                                                                12        Check eligibility appointment availability   appointments by appointment type in a specific clinic and
                                                                13        Check clinic availability                    display appointments in ascending order by first available

108 Registration/Checkout   3   Client Appointment Scheduling   6         Determine need/type of appointment           Must have ability for system to determine available                                                                       Appointments      Scheduling             EMR System                              High       yes, no, other                #VALUE!
                                                                12        Check eligibility appointment availability   appointments by date range and appointment type in a
                                                                13        Check clinic availability                    specific clinic and display appointments in ascending order by
                                                                                                                       first available
109 Registration/Checkout   3   Client Appointment Scheduling   6         Determine need/type of appointment           Must have ability to search for an available appointment for a                                                            Appointments      Scheduling             EMR System, Registrar                   High       yes, no, other                #VALUE!
                                                                12        Check eligibility appointment availability   specific appointment type from multiple locations or select a
                                                                13        Check clinic availability                    specific location
110 Registration/Checkout   3   Client Appointment Scheduling   6         Determine need/type of appointment           Should have ability to select more than one time slot even if     Could be needed if a family is being seen or someone Appointments         Scheduling             Registrar                               Medium     yes, no, other                #VALUE!
                                                                12        Check eligibility appointment availability   appointment type usually only requires one time slot              with special needs.
                                                                13        Check clinic availability
111 Registration/Checkout   3   Client Appointment Scheduling   6         Determine need/type of appointment           System may determine if appointment type frequency is not         Example: Family planning annual visits are only      Appointments         Setup                  EMR System                              Low        yes, no, other                #VALUE!
                                                                13        Check clinic availability                    met (too short or too long) and notify user of issue              reimbursable every 366 days so an appointment
                                                                                                                                                                                         cannot be made under this timeframe, but an override
                                                                                                                                                                                         should be allowed if an appointment is needed for a
                                                                                                                                                                                         problem visit.
112 Registration/Checkout   3   Client Appointment Scheduling   6         Determine need/type of appointment           Must have ability to add comments for a specific appointment                                                              Appointments      Scheduling             Registrar, All Clinic Staff             High       yes, no, other                #VALUE!
                                                                12        Check eligibility appointment availability
                                                                13        Check clinic availability
113 Registration/Checkout   3   Client Appointment Scheduling   6         Determine need/type of appointment           Must have ability to select an appointment and schedule it                                                                Appointments      Scheduling             Registrar, Clinic Scheduler             High       yes, no, other                #VALUE!
                                                                12        Check eligibility appointment availability
                                                                13        Check clinic availability
114 Registration/Checkout   3   Client Appointment Scheduling   6         Determine need/type of appointment           May have appointment type legacy names joined for historical                                                              Appointments      Setup                  EMR System                              Low        yes, no, other                #VALUE!
                                                                12        Check eligibility appointment availability   purposes and for determining allowable frequency of
                                                                13        Check clinic availability                    appointment type
115 Registration/Checkout   3   Client Appointment Scheduling   6         Determine need/type of appointment           May be able to manage a Web-based version of clinic               Required fields must be completed to successfully       Appointments      Setup                  EMR System                              Low        yes, no, other                #VALUE!
                                                                12        Check eligibility appointment availability   appointment scheduling with public access                         submit.
                                                                13        Check clinic availability
116 Registration/Checkout   3   Client Appointment Scheduling   6         Determine need/type of appointment           May be able to receive an electronic version of a clinic                                                                  Appointments      Setup                  EMR System                              Low        yes, no, other                #VALUE!
                                                                12        Check eligibility appointment availability   appointment scheduled on Web site into Practice
                                                                13        Check clinic availability                    Management system
117 Registration/Checkout   3   Client Appointment Scheduling   6         Determine need/type of appointment           Client may schedule a clinic appointment on Web site as long Client must be notified of security issues with the          Appointments      Scheduling             EMR System, Client                      Low        yes, no, other                #VALUE!
                                                                12        Check eligibility appointment availability   as security issues with the Internet and HIPAA compliance is Internet and HIPAA compliance steps taken.
                                                                13        Check clinic availability                    met
118 Registration/Checkout   3   Client Appointment Scheduling   6         Determine need/type of appointment           Client may view/verify only their clinic appointments on Web      Client must be notified of security issues with the     Appointments      Scheduling             EMR System, Client                      Low        yes, no, other                #VALUE!
                                                                12        Check eligibility appointment availability   site as long as security issues with the Internet and HIPAA       Internet and HIPAA compliance steps taken.
                                                                13        Check clinic availability                    compliance is met
119 Registration/Checkout   3   Client Appointment Scheduling   8         Client meet residency requirements?          System may determine if client meets residency requirements Example, if trying to make a family planning                     Appointments   Setup                  EMR System                              Low        yes, no, other                #VALUE!
                                                                                                                       if required for a specific clinic and notify user if requirement is appointment the client must live in the county but if an
                                                                                                                       not met                                                             appointment is for CD the client could live anywhere
                                                                                                                                                                                           in the country. System would flag user if client does
                                                                                                                                                                                           not meet requirement.
120 Registration/Checkout   1   Client Registration Process     8         Client meet residency requirements?          Should have the ability to override residency requirements                                                                Appointments      Scheduling             EMR System, Registrar                   Medium     yes, no, other                #VALUE!
                                                                                                                       and continue scheduling appointment
121 Registration/Checkout   3   Client Appointment Scheduling   All       Clinic appointment schedule                  Must have the ability to print various clinic roster reports                                                              Appointments      Scheduling             EMR System                              High       yes, no, other                #VALUE!
122 Registration/Checkout   3   Client Appointment Scheduling   All       Clinic appointment schedule                  Must have a calendar view of the clinic appointment schedule                                                              Appointments      Scheduling             EMR System                              High       yes, no, other                #VALUE!
                                                                                                                       showing limited information (such as client name,
                                                                                                                       appointment type, CNDS#, time and length of appointment,
                                                                                                                       interpreter) on the calendar
123 Registration/Checkout   3   Client Appointment Scheduling   All       Clinic appointment schedule                  Must be able to manage the limited information displayed on                                                               Appointments      Setup                  System Administrator                    High       yes, no, other                #VALUE!
                                                                                                                       the clinic calendar view
124 Registration/Checkout   3   Client Appointment Scheduling   All       Clinic appointment schedule                  Must have the ability to select a client's appointment from the                                                           Appointments      Scheduling             EMR System, Registrar                   High       yes, no, other                #VALUE!
                                                                                                                       calendar view and go to the client appointment detail page

125 Registration/Checkout   3   Client Appointment Scheduling   18        Reminder sent                                Client may receive clinic appointment reminders via email as      Client must be notified of security issues with the     Appointments      Reminders              EMR System                              Low        yes, no, other                #VALUE!
                                                                                                                       long as security issues with the Internet and HIPAA               Internet and HIPAA compliance steps taken.
                                                                                                                       compliance is met
126 Registration/Checkout   3   Client Appointment Scheduling   18        Reminder sent                                Must be able to print batch of reminder letters based on                                                                  Appointments      Reminders              EMR System                              High       yes, no, other                #VALUE!
                                                                                                                       specific criteria such as date range or clinic
127 Registration/Checkout   3   Client Appointment Scheduling   18        Reminder sent                                Must be able to generate a database file to import into           This is not required if the requirement below is met.   Appointments      Reminders              EMR System                              High       yes, no, other                #VALUE!
                                                                                                                       reminder calling systems (i.e. Televox)
128 Registration/Checkout   3   Client Appointment Scheduling   18        Reminder sent                                May be able to interface directly with reminder calling system                                                            Appointments      Reminders              EMR System                              Low        yes, no, other                #VALUE!
                                                                                                                       (i.e. Televox) to contact clients for appointment reminders

129 Registration/Checkout       Encounter                                 CPT codes                                    Must have the ability to define appointment types that may        example:                                                Client record     Encounter              EMR System                              High       yes, no, other                #VALUE!
                                                                                                                       map to CPT/HCPC/CDT/Local codes                                   MCCONT = Maternity Care Coordination CPT code
                                                                                                                                                                                         that is for in-house use only
                                                                                                                                                                                         99211 = service code that is also a CPT code




                                                                                                                                                                                                        11/17/2010                                                                                                                                                                                       38
                                                                                                                                                  EMR/Practice Management Requirements - Registration/Checkout

ID#       Workgroup       BP#                 BP Name   Task #                    Task Description                            Requirement                                             Requirement Comments                        Category            Sub-Category                         Entities (User Roles)   Priority    Response Format   Response    Score    Response Comments
    REGISTRATION/CHECKOUT
130 Registration/Checkout     Encounter                          CPT codes                           Must create a relationship between CPT/HCPC/CDT/Local                                                                      Client record   Encounter                    EMR System                            High       yes, no, other                #VALUE!
                                                                                                     codes that include description, fee, sub-program, payor, total
                                                                                                     number of people in household, and total family annual
                                                                                                     income lists/tables to calculate the correct billing fee

131 Registration/Checkout     Encounter                          CPT codes                           Must have the ability to manage list of CPT/HCPC/CDT/Local                                                                 Client record   Encounter                    System Administrator                  High       yes, no, other                #VALUE!
                                                                                                     codes with description and identify those with highest billing
                                                                                                     priority level
132 Registration/Checkout     Encounter                          CPT codes                           Must have the ability to manage list of fees with                                                                          Client record   Encounter                    System Administrator                  High       yes, no, other                #VALUE!
                                                                                                     CPT/HCPC/CDT/Local codes
133 Registration/Checkout     Encounter                          CPT codes                           Should have a drop-down list of CPT/HCPC/CDT/Local codes The EMR system MUST be able to associated a                       Client record   Encounter                    EMR System                            Medium     yes, no, other                #VALUE!
                                                                                                     and CPT codes that are associated with a body            CPT/HCPC/CDT/Local code to a specific assessment
                                                                                                     system/section in the specific assessment                at minimal.
134 Registration/Checkout     Encounter                          ICD9 codes (Diagnosis codes)        Must have the ability to manage list of ICD9 codes                                                                         Client record   Encounter                    System Administrator                  High       yes, no, other                #VALUE!
135 Registration/Checkout     Encounter                          Services                            Must have a field for the number of units of service with limits                                                           Client record   Encounter                    EMR System                            High       yes, no, other                #VALUE!
                                                                                                     set per sub-program
136 Registration/Checkout     Encounter                          Services                            Must calculate charges for unit based services by multiplying                                                              Client record   Encounter                    EMR System                            High       yes, no, other                #VALUE!
                                                                                                     CPT/HCPC/CDT/Local code fee by units
137 Registration/Checkout     Encounter                          Services                            Must have the ability to manage list of the place of service for   Example: home, office, community, rural health, ER,     Client record   Encounter                    System Administrator                  High       yes, no, other                #VALUE!
                                                                                                     billing                                                            hospital
138 Registration/Checkout     Encounter                          Services                            Must have the ability to manage list of type of service            Example: diagnostic lab, consultation, medical          Client record   Encounter                    System Administrator                  High       yes, no, other                #VALUE!
139 Registration/Checkout     Encounter                          Sub-program                         Must have the ability to manage list of sub-programs                                                                       Client record   Encounter                    System Administrator                  High       yes, no, other                #VALUE!
140 Registration/Checkout     Encounter                          Sub-program                         Must have the ability to manage a list that maps the provider      Example: Nurse performs the service under standing      Client record   Encounter                    System Administrator, EMR system      High       yes, no, other                #VALUE!
                                                                                                     who performed the service to the billing provider for each sub-    orders of physician. Both providers must be listed on
                                                                                                     program                                                            encounter for service (CPT/HCPC/CDT/Local code)
                                                                                                                                                                        given.
141 Registration/Checkout     Sliding fee scale                  Poverty level table                 Must be able to maintain and update poverty level table for                                                                Client record   Demo, Payor, & Eligibility   System Administrator                  High       yes, no, other                #VALUE!
                                                                                                     presumptive Medicaid given by DSS
142 Registration/Checkout     Sliding fee scale                  Poverty level table                 Must be able to maintain and update poverty level table for                                                                Client record   Demo, Payor, & Eligibility   System Administrator                  High       yes, no, other                #VALUE!
                                                                                                     child health given by state
143 Registration/Checkout     Sliding fee scale                  Poverty level table                 Must be able to maintain and update poverty level table for                                                                Client record   Demo, Payor, & Eligibility   System Administrator                  High       yes, no, other                #VALUE!
                                                                                                     family planning given by state
144 Registration/Checkout     Sliding fee scale                  Poverty level table                 Must be able to maintain and update poverty level table for                                                                Client record   Demo, Payor, & Eligibility   System Administrator                  High       yes, no, other                #VALUE!
                                                                                                     Maternity given by state
145 Registration/Checkout     Sliding fee scale                  Poverty level table                 Must be able to maintain and update poverty level table for                                                                Client record   Demo, Payor, & Eligibility   System Administrator                  High       yes, no, other                #VALUE!
                                                                                                     BCCCP given by DSS
146 Registration/Checkout     Sliding fee scale                  Poverty level table                 May be able to generate a sliding fee scale with just the          Example: Rather than completing the entire sliding      Client record   Demo, Payor, & Eligibility   System Administrator                  Low        yes, no, other                #VALUE!
                                                                                                     poverty base rate, the per person increment, and the percent       fee scale matrix, the system would calculate the
                                                                                                     of poverty/percent pay brackets                                    brackets. See example of Women's and Children's
                                                                                                                                                                        sliding fee scale.


                                                                                                                                                                                                                                                                                                                              Score                         #VALUE!

                                                                                                                                                                                                                                                                                                                              Total High Score                714




                                                                                                                                                                                       11/17/2010                                                                                                                                                                                         39
                                                                                                                                                   EMR/Practice Management Requirements - Global - Allergies
ID#    Workgroup    BP# BP Name    Task #     Task Description                                 Requirement                                                     Requirement Comments                         Category    Sub-Category             Entities (User Roles)        Priority    Response Format Response    Score    Response Comments
      GLOBAL - ALLERGIES
1     All Clinics     Allergies             Document allergies   Must have the ability to manage a list of allergies                     List would include allergies such as latex, food, and/or drugs.   Clinical    Allergies       Clinic Manager, System Administrator   High       yes, no, other              #VALUE!
2     All Clinics      Allergies            Document allergies   Must have the ability to manage a list of reactions to allergies                                                                          Clinical    Allergies       Clinic Manager, System Administrator   High       yes, no, other              #VALUE!
3     All Clinics      Allergies            Document allergies   Must have the ability to select an allergy and join multiple reactions to                                                                 Clinical    Allergies       Nurse, Practitioner                    High       yes, no, other              #VALUE!
                                                                 the allergy
4     All Clinics      Allergies            Document allergies   Must have an "other" data field for allergies and/or reactions for                                                                        Clinical    Allergies       Nurse, Practitioner                    High       yes, no, other              #VALUE!
                                                                 allergies and reactions that are not in the default list
5     All Clinics      Allergies            Document allergies   Should have a note/comment field for each allergy for any additional      Example: Year the allergy occurred.                             Clinical    Allergies       Nurse, Practitioner                    Medium     yes, no, other              #VALUE!
                                                                 comments
6     All Clinics      Allergies            Review allergies     Must have one list of allergies per patient that is accessible and                                                                        Clinical    Allergies       Nurse, Practitioner                    High       yes, no, other              #VALUE!
                                                                 updated by all services
7     All Clinics      Allergies            Review allergies     Allergy list should be easily accessible from all assessment and                                                                          Clinical    Allergies       Nurse, Practitioner                    Medium     yes, no, other              #VALUE!
                                                                 medical history screens
8     All Clinics      Allergies            Review allergies     Should have alert that appears on any assessment screen when client                                                                       Clinical    Allergies       Nurse, Practitioner                    Medium     yes, no, other              #VALUE!
                                                                 has any allergies to prompt clinicians to look at allergy information



                                                                                                                                                                                                                                                                                         Score                       #VALUE!

                                                                                                                                                                                                                                                                                         Total High Score              42




                                                                                                                                                                                    11/17/2010                                                                                                                                                     40
                                                                                                                                                                     EMR/Practice Management Requirements - Global - Consents, Letters and Forms
ID#    Workgroup   BP#             BP Name             Task #                     Task Description                                          Requirement                                             Requirement Comments                               Category                 Sub-Category                       Entities (User Roles)      Priority    Response Format Response    Score    Response Comments
      GLOBAL - CONSENTS, LETTERS AND FORMS
1     All                Consents, Letters and Forms            Creating and storing consents, letters and forms   Should display consents in groups and sub-groups of those         By combing consents on one screen(s), grouping and         Documents and Reports   Consents, Letters and Forms   EMR System                              Medium     yes, no, other              #VALUE!
                                                                                                                   available and those signed - signed consents should also          sub-grouping will help users find consents for a
                                                                                                                   display date of signature                                         specific area.
2     All                Consents, Letters and Forms            Creating and storing consents, letters and forms   Must have the ability to create and modify multiple series of                                                                Documents and Reports   Consents, Letters and Forms   Program Manager, System Administrator   High       yes, no, other              #VALUE!
                                                                                                                   consent statements
3     All                Consents, Letters and Forms            Creating and storing consents, letters and forms   Should be able to create and edit template letters                                                                           Documents and Reports   Consents, Letters and Forms   Program Manager, System Administrator   Medium     yes, no, other              #VALUE!
4     All                Consents, Letters and Forms            Creating and storing consents, letters and forms   Should be able to create and edit an email message template                                                                  Documents and Reports   Consents, Letters and Forms   Program Manager, System Administrator   Medium     yes, no, other              #VALUE!

5     All                Consents, Letters and Forms            Creating and storing consents, letters and forms   Should be able to produce letters, consents, forms in clients                                                                Documents and Reports   Consents, Letters and Forms   All Staff                               Medium     yes, no, other              #VALUE!
                                                                                                                   preferred language
6     All                Consents, Letters and Forms            Creating and storing consents, letters and forms   Should be able to scan copy of completed consents, letters,       If electronic signature can be done with a copy printed    Documents and Reports   Consents, Letters and Forms   All Staff                               Medium     yes, no, other              #VALUE!
                                                                                                                   and forms in EMR/Practice Management system                       with client's signature, this requirement is not needed.

7     All                Consents, Letters and Forms            Creating and storing consents, letters and forms   Should have completed consents, letters and forms stored in       Example: program consents, consents for service,           Documents and Reports   Consents, Letters and Forms   All Staff                               Medium     yes, no, other              #VALUE!
                                                                                                                   EMR/Practice Management system and sorted by category             privacy notice

8     All                Consents, Letters and Forms            Creating and storing consents, letters and forms   Should be able to pull information from other areas to populate Example: Immunizations recommended need to                   Documents and Reports   Consents, Letters and Forms   All Staff                               Medium     yes, no, other              #VALUE!
                                                                                                                   in consents                                                     populate on immunization consents
9     All                Consents, Letters and Forms            Creating and storing consents, letters and forms   Should be able to add questions to letters, consents, and                                                                    Documents and Reports   Consents, Letters and Forms   All Staff                               Medium     yes, no, other              #VALUE!
                                                                                                                   forms for the patient to answer or indicated their response and
                                                                                                                   store information
10    All                Consents, Letters and Forms            Electronic signatures                              Must have the ability to display appropriate consent statements                                                              Documents and Reports   Consents, Letters and Forms   All Staff                               High       yes, no, other              #VALUE!
                                                                                                                   for signature
11    All                Consents, Letters and Forms            Electronic signatures                              May have electronic signature capability for staff signatures                                                                Documents and Reports   Consents, Letters and Forms   All Staff                               High       yes, no, other              #VALUE!

12    All                Consents, Letters and Forms            Electronic signatures                              May be able to obtain an electronic signature of a consent,                                                                  Documents and Reports   Consents, Letters and Forms   Client, All Staff                       Low        yes, no, other              #VALUE!
                                                                                                                   letter, or form and print copy with client's signature

13    All                Consents, Letters and Forms            Sending consents, letters, and forms               May be able to send an email message (PHI must be                                                                            Documents and Reports   Consents, Letters and Forms   All Staff                               Low        yes, no, other              #VALUE!
                                                                                                                   protected)
14    All                Consents, Letters and Forms            Signed consents, letters, and forms                Should have the ability to record which consents were signed                                                                 Documents and Reports   Consents, Letters and Forms   Client, All Staff                       Medium     yes, no, other              #VALUE!
                                                                                                                   by client with date
15    All                Consents, Letters and Forms            Follow-up of consents, letters, and forms          Should be able to alert users when consents have expired and                                                                 Documents and Reports   Consents, Letters and Forms   All Staff                               Medium     yes, no, other              #VALUE!
                                                                                                                   are due for renewal


                                                                                                                                                                                                                                                                                                                                                         Score                       #VALUE!

                                                                                                                                                                                                                                                                                                                                                         Total High Score              62




                                                                                                                                                                                                                  11/17/2010                                                                                                                                                                                       41
                                                                                                                                                        EMR/Practice Management Requirements - Global - Education
ID#    Workgroup   BP# BP Name     Task #    Task Description                                    Requirement                                                           Requirement Comments                                 Category    Sub-Category                Entities (User Roles)      Priority    Response Format Response    Score    Response Comments
      GLOBAL - EDUCATION
1     All         1   Education             Provide education   Should have the ability to manage a list of educational topics that are         Example:                                                                   Clinical    Education       Program Manager, System Administrator   Medium     yes, no, other              #VALUE!
                                                                categorized by group and sub-group, and includes a description of education     Group = child health
                                                                material (especially for video and written materials) and method of delivery    Sub-group = risk/safety - 6 months
                                                                                                                                                Topic = helmet use
                                                                                                                                                Description = How to size a helmet to fit a child's head
                                                                                                                                                Delivery method = printed material
2     All          1   Education            Provide education   Should display educational topics in groups and sub-groups                      By combing educational topics on one screen(s), grouping and sub-          Clinical    Education       All Clinical Staff                      Medium     yes, no, other              #VALUE!
                                                                                                                                                grouping will help users find topics for a specific area.
3     All          1   Education            Provide education   Should have ability to create age-appropriate (only for child health) and/or    Condition specific information could include eligibility requirements by   Clinical    Education       Program Manager, System Administrator   Medium     yes, no, other              #VALUE!
                                                                condition-specific printed educational material                                 sub-program.
4     All          1   Education            Provide education   Should have the ability to select and print age-appropriate (only for child     Condition specific information could include eligibility requirements by   Clinical    Education       Nurse, Practitioner, Clerical           Medium     yes, no, other              #VALUE!
                                                                health) and/or condition-specific printed educational material for client       sub-program.

5     All          1   Education            Provide education   Should have the ability to select and record age-appropriate (only for child    Examples: Printed material, video, verbal education, marketing             Clinical    Education       Nurse, Practitioner, Clerical           Medium     yes, no, other              #VALUE!
                                                                health) and/or condition-specific education given to client and delivery method glossy, Web site, referral to classes
                                                                of education
6     All          1   Education            Provide education   May have the ability to prompt clinician on educational needs based on          Example: If patient is a smoker (based on the information given in the Clinical        Education       Nurse, Practitioner, Clerical           Low        yes, no, other              #VALUE!
                                                                medical history and/or assessment findings and eligibility requirements by sub- medical history), the clinician will be prompted to provide smoking
                                                                program                                                                         education.
                                                                                                                                                Provide specific maternity education at specific weeks gestation
                                                                                                                                                during prenatal care.
7     All          1   Education            Provide education   Must have the ability to indicate education was given for specific sub-         List of required education given that must be documented would need Clinical           Education       All Clinical Staff                      High       yes, no, other              #VALUE!
                                                                programs if above education requirements are not met                            to be created. List includes: neural tube screening consent

8     All          1   Education            Provide education   Should have a previous education screen that can be easily accessed from       Example: If you are doing a client visit today, the education screen        Clinical    Education       All Clinical Staff                      Medium     yes, no, other              #VALUE!
                                                                education screen and shows all of the education ever given to client with date would be blank but if you click on the previous education screen it will
                                                                education was given and who gave education                                     show all of the education ever given.



                                                                                                                                                                                                                                                                                                          Score                       #VALUE!

                                                                                                                                                                                                                                                                                                          Total High Score              32




                                                                                                                                                                                         11/17/2010                                                                                                                                                                 42
                                                                                                                                                              EMR/Practice Management Requirements - Global - Immunizations
ID#    Workgroup    BP#                 BP Name                 Task #           Task Description                                       Requirement                                                Requirement Comments                     Category    Sub-Category             Entities (User Roles)        Priority    Response Format Response    Score    Response Comments
      GLOBAL - IMMUNIZATIONS
1     All Clinics         Immunizations                         1        Are immunizations needed         Interface may accept a patients immunization record download from         To determine which immunizations are needed and to     Clinical    Immunizations   EMR System, NCIR                       Medium     yes, no, other              #VALUE!
                          (See CD BP #1 - Immunization Visit)                                             NCIR into the patients EMR                                                eliminate duplicate entry (include specific download
                                                                                                                                                                                    fields)
2     All Clinics         Immunizations                         1        Are immunizations needed         Should flag immunizations recommended according to clients age,           See copy of current ACIP immunization schedule.        Clinical    Immunizations   Nurse, Clerical                        Medium     yes, no, other              #VALUE!
                          (See CD BP #1 - Immunization Visit)                                             immunization history and current immunization schedules
3     All Clinics         Immunizations                         1        Are immunizations needed         Should have capability to manage immunization list per Advisory           See copy of current ACIP immunization schedule.        Clinical    Immunizations   Clinic Manager, System Administrator   Medium     yes, no, other              #VALUE!
                          (See CD BP #1 - Immunization Visit)                                             Committee of Immunization Practices (ACIP)
4     All Clinics         Immunizations                         1        Are immunizations needed         Should have capability to update immunization list with new                                                                      Clinical    Immunizations   Clinic Manager, System Administrator   Medium     yes, no, other              #VALUE!
                          (See CD BP #1 - Immunization Visit)                                             immunization schedules according to ACIP recommendation revisions

5     All Clinics         Immunizations                         1        Are immunizations needed         Should allow manual entry of immunizations                                                                                       Clinical    Immunizations   Nurse, Clerical                        Medium     yes, no, other              #VALUE!
                          (See CD BP #1 - Immunization Visit)
6     All Clinics         Immunizations                         2        Assess immunization needs        Must have the ability to manage list of a series of multiple                                                                     Clinical    Immunizations   Clinic Manager, System Administrator   High       yes, no, other              #VALUE!
                          (See CD BP #1 - Immunization Visit)                                             immunization screening questions and document the answers during
                                                                                                          each visit
7     All Clinics         Immunizations                         2        Assess immunization needs        Must have the ability to document the answers from immunization                                                                  Clinical    Immunizations   Nurse, Clerical                        High       yes, no, other              #VALUE!
                          (See CD BP #1 - Immunization Visit)                                             screening questions during each visit
8     All Clinics         Immunizations                         4        Evaluate for Contraindications   Must have the ability to create and edit pre-defined list of                                                                     Clinical    Immunizations   Clinic Manager, System Administrator   High       yes, no, other              #VALUE!
                          (See CD BP #1 - Immunization Visit)                                             contraindications
9     All Clinics         Immunizations                         4        Evaluate for Contraindications   Must have the ability to create and edit pre-defined list of vaccines                                                            Clinical    Immunizations   Clinic Manager, System Administrator   High       yes, no, other              #VALUE!
                          (See CD BP #1 - Immunization Visit)
10    All Clinics         Immunizations                         4        Evaluate for Contraindications   Must have the ability to associate multiple contraindications to specific                                                        Clinical    Immunizations   Nurse, Clerical                        High       yes, no, other              #VALUE!
                          (See CD BP #1 - Immunization Visit)                                             vaccines
11    All Clinics         Immunizations                         4        Evaluate for Contraindications   Must be able to document multiple contraindications to a particular                                                              Clinical    Immunizations   Nurse, Clerical                        High       yes, no, other              #VALUE!
                          (See CD BP #1 - Immunization Visit)                                             patient on a particular day on a particular vaccine
12    All Clinics         Immunizations                         5        Record immunizations into NCIR   May have the ability to add vaccine to inventory which includes vaccine Could use NCIR for inventory                             Clinical    Immunizations   Clinic Manager                         Low        yes, no, other              #VALUE!
                          (See CD BP #1 - Immunization Visit)                                             name, trade, lot number, vaccine expiration date, dose

13    All Clinics         Immunizations                         5        Record immunizations into NCIR   May have the ability to reduce vaccine from inventory based on            Could use NCIR for inventory                           Clinical    Immunizations   Nurse, Clerical                        Low        yes, no, other              #VALUE!
                          (See CD BP #1 - Immunization Visit)                                             immunization doses given from a specific trade and lot number

14    All Clinics         Immunizations                         5        Record immunizations into NCIR   May have the ability to track vaccine inventory based on usage            Inventory reports for reordering or recall             Clinical    Immunizations   Clinic Manager                         Low        yes, no, other              #VALUE!
                          (See CD BP #1 - Immunization Visit)
15    All Clinics         Immunizations                         5        Record immunizations into NCIR   Interface may allow for update of immunization record from EMR to                                                                Clinical    Immunizations   EMR System, NCIR                       Low        yes, no, other              #VALUE!
                          (See CD BP #1 - Immunization Visit)                                             NCIR: include vaccine name, trade, lot number, vaccine expiration
                                                                                                          date, site, date vaccine given, VIS date, nurses name and title and
                                                                                                          eligibility
16    All Clinics         Immunizations                         5        Record immunizations into NCIR   Should include NCIR user ID number in system user id set up in order                                                             Clinical    Immunizations   EMR System, NCIR                       Medium     yes, no, other              #VALUE!
                          (See CD BP #1 - Immunization Visit)                                             to transfer data into NCIR
17    All Clinics         Immunizations                         5        Record immunizations into NCIR   Must record immunizations given in medical record to include vaccine                                                             Clinical    Immunizations   Nurse, Clerical                        High       yes, no, other              #VALUE!
                          (See CD BP #1 - Immunization Visit)                                             name, trade, lot number, vaccine expiration date, site, date vaccine
                                                                                                          given, series, manufacturer, dose and VIS given
18    All Clinics         Immunizations                         6        Give immunization                Should have ability to document adverse reactions from pre-defined list                                                          Clinical    Immunizations   Nurse, Clerical                        Medium     yes, no, other              #VALUE!
                          (See CD BP #1 - Immunization Visit)
19    All Clinics         Immunizations                         6        Give immunization                Should have the ability to manage the pre-defined adverse reaction list                                                          Clinical    Immunizations   Clinic Manager, System Administrator   Medium     yes, no, other              #VALUE!
                          (See CD BP #1 - Immunization Visit)
20    All Clinics         Immunizations                         8        Complete encounter form          Should auto-populate encounter form for immunization services                                                                    Clinical    Immunizations   Nurse, Clerical                        Medium     yes, no, other              #VALUE!
                          (See CD BP #1 - Immunization Visit)                                             provided


                                                                                                                                                                                                                                                                                                                         Score                       #VALUE!

                                                                                                                                                                                                                                                                                                                         Total High Score              86




                                                                                                                                                                                                  11/17/2010                                                                                                                                                                       43
                                                                                                                                                                        EMR/Practice Management Requirements - Global - Medical Records
ID#    Workgroup   BP#       BP Name       Task #                      Task Description                                               Requirement                                                           Requirement Comments                                 Category         Sub-Category                Entities (User Roles)        Priority    Response Format Response    Score    Response Comments
      GLOBAL - MEDICAL RECORDS
1     All                Medical Records            Add previous medical history records/information   Should have capability to scan medical records from other providers          Other option is to archive on laser fiche medical records, but this does    Clinical    Medical record           Registrar, Nurse, COA, Practitioner   Medium     yes, no, other              #VALUE!
                                                                                                                                                                                    not interface with the EMR system.
2     All                Medical Records            Add previous medical history records               May have capability to receive electronic medical records from other         This could be also be viewing medical records, but would also like to       Clinical    Medical record           Registrar, Nurse, COA, Practitioner   Low        yes, no, other              #VALUE!
                                                                                                       providers or HIEs                                                            receive them.
3     All                Medical Records            Give patient medical self-history form             May provide electronic medical self-history form to be accessed and                                                                                      Clinical    Medical record           EMR System                            Low        yes, no, other              #VALUE!
                                                                                                       completed by client via the Internet prior to visit or when they arrive at
                                                                                                       visit
4     All                Medical Records            Printing medical record                            Must have ability to print any (or all) part of the medical record                                                                                       Clinical    Lab                      Registrar, Nurse, COA, Practitioner   High       yes, no, other              #VALUE!
5     All                Medical Records            Release of information                             Must have the ability to capture a Release of Information (ROI) request                                                                                  Clinical    Release of information                                         High       yes, no, other              #VALUE!
                                                                                                       for records to be released to another provider, third party payer or other
                                                                                                       designated agency.
6     All                Medical Records            Release of information                             Must have the ability to electronically sign the ROI                                                                                                     Clinical    Release of information                                         High       yes, no, other              #VALUE!
7     All                Medical Records            Release of information                             Must allow for the ROI to be electronically completed by the user            User should be able to specify who the records are being release to,        Clinical    Release of information                                         High       yes, no, other              #VALUE!
                                                                                                                                                                                    who is requesting the records, the purpose of the disclosure and the
                                                                                                                                                                                    dates of service needed, expiration date, authority of person signing
                                                                                                                                                                                    release.
8     All                Medical Records            Release of information                             Should have the ability to capture ROI in English and Spanish                                                                                            Clinical    Release of information                                         Medium     yes, no, other              #VALUE!
9     All                Medical Records            Release of information                             Should be able to generate ROI fax to other providers including ROI                                                                                      Clinical    Release of information                                         Medium     yes, no, other              #VALUE!
                                                                                                       request information and client signature
10    All                Medical Records            Release of information                             Should be able to receive a request for medical records electronically                                                                                   Clinical    Release of information                                         Medium     yes, no, other              #VALUE!
                                                                                                       from other providers.
11    All                Medical Records            Release of information                             Should populate demographic data from patients demographic screen                                                                                        Clinical    Release of information                                         Medium     yes, no, other              #VALUE!

12    All                Medical Records            Release of information                             Should allow a report to generate based on program, date range, others Ex. When wanting to know how many pediatric patients have transfer in             Clinical    Release of information                                         Medium     yes, no, other              #VALUE!
                                                                                                                                                                              the past month, we should be able to run a report that will collect data
                                                                                                                                                                              from here and show how many patients have transfer

13    All                Medical Records            Release of information                             Must have capability to record and maintain log of patients who have         We must keep a log that shows were the patients transfer to, when the       Clinical    Release of information                                         High       yes, no, other              #VALUE!
                                                                                                       transferred to another provider. (Per CHA policy.)                           ROI was received, where those records were sent, the purpose, the
                                                                                                                                                                                    person who release this records and if there were any charges for
                                                                                                                                                                                    sending this records (required per CHA policy)

14    All                Medical Records            Release of information                             Should allow for log to maintain record of all ROI received but that         This could be either in the client's account on a separate electronic log   Clinical    Release of information                                         Medium     yes, no, other              #VALUE!
                                                                                                       could not be honored and the reasons why.
15    All                Medical Records            Release of information                             Must allow for individual activity of all places that the patients records   Required per policy                                                         Clinical    Release of information                                         High       yes, no, other              #VALUE!
                                                                                                       have been sent. Per policy we must be able to provide the patient a list
                                                                                                       of all places we have sent their records at their request.



                                                                                                                                                                                                                                                                                                                                                      Score                       #VALUE!

                                                                                                                                                                                                                                                                                                                                                      Total High Score              68




                                                                                                                                                                                                              11/17/2010                                                                                                                                                                                        44
                                                                                                                                                  EMR/Practice Management Requirements - Global - Medications
ID#    Workgroup   BP#    BP Name      Task #      Task Description                                     Requirement                                              Requirement Comments                         Category    Sub-Category               Entities (User Roles)        Priority    Response Format Response    Score    Response Comments
      GLOBAL - MEDICATIONS
1     All             Medications               Document medications     Must have the ability to manage a list of medications                    Generic name is the medication name with brand             Clinical    Medications     Clinic Manager, System Administrator     High       yes, no, other              #VALUE!
                                                                                                                                                  name in parenthesis.
2     All                Medications            Document medications     Must have 3 numeric dosage amount fields - typically only one field is                                                              Clinical    Medications     Nurse, Practitioner                      High       yes, no, other              #VALUE!
                                                                         used, but for combination medications the other two dosage fields are
                                                                         for the other dosage amounts
3     All                Medications            Document medications     Must have the ability to manage a list of measurement amounts            Example: tbl, cc, mg, ml, grams, drops, boxes of           Clinical    Medications     Clinic Manager, System Administrator     High       yes, no, other              #VALUE!
                                                                                                                                                  patches, rings, pack(s), tablets, injection, oz.
4     All                Medications            Document medications     Must have the ability to manage a list of frequency of dosages which     Example: in the evening, in the morning, once daily,       Clinical    Medications     Clinic Manager, System Administrator     High       yes, no, other              #VALUE!
                                                                         includes number of times and per day/hour                                twice daily, three times daily, four times daily, before
                                                                                                                                                  meals, after meals, with meals, stat, as needed

5     All                Medications            Document medications     Must have the ability to manage a list of routes                         How medication is administered. Example: by mouth          Clinical    Medications     Clinic Manager, System Administrator     High       yes, no, other              #VALUE!
                                                                                                                                                  (po), intramuscular (IM), subcutaneous (SQ), topically,
                                                                                                                                                  vaginally, rectally, optic, otic, intradermally

6     All                Medications            Document medications     Must have the ability to select a medication and join dosage amounts,                                                               Clinical    Medications     Nurse, Practitioner                      High       yes, no, other              #VALUE!
                                                                         dosage measurements, routes to the medication
7     All                Medications            Document medications     Must have an "other" data field for medications                                                                                     Clinical    Medications     Nurse, Practitioner                      High       yes, no, other              #VALUE!
8     All                Medications            Document medications     Should have a start and stop date field for each medication              Stop date field could include forever.                     Clinical    Medications     Nurse, Practitioner                      Medium     yes, no, other              #VALUE!
9     All                Medications            Document medications     Must have the ability to record all medications being taken              List of medications being taken and medications being      Clinical    Medications     Nurse, Practitioner                      High       yes, no, other              #VALUE!
                                                                                                                                                  prescribed should be separate lists.
10    All                Medications            Document medications     May populate medication list for client based on information from e-                                                                Clinical    Medications     Nurse, Practitioner, e-prescribing hub   Low        yes, no, other              #VALUE!
                                                                         prescribing hub and select which medications are valid based on client
                                                                         interview
11    All                Medications            Document medications     Should have a field for who (physician) ordered medication for each    Not a required field.                                        Clinical    Medications     Nurse, Practitioner                      Medium     yes, no, other              #VALUE!
                                                                         medication listed
12    All                Medications            Review medications       Must have one list of medications per patient that is accessible and                                                                Clinical    Medications     Nurse, Practitioner                      High       yes, no, other              #VALUE!
                                                                         updated by all services
13    All                Medications            Review medications       Medication list should be easily accessible from all assessment and                                                                 Clinical    Medications     Nurse, Practitioner                      Medium     yes, no, other              #VALUE!
                                                                         medical history screens
14    All                Medications            Review medications       Should retain history of medication and have it be accessible                                                                       Clinical    Medications     Nurse, Practitioner                      Medium     yes, no, other              #VALUE!
15    All                Medications            Review medications       May have electronic access to Physician's Desk Reference for a                                                                      Clinical    Medications     Nurse, Practitioner, Physician's Desk    Low        yes, no, other              #VALUE!
                                                                         specific medication                                                                                                                                             Reference
16    All                Medications            Review medications       May alert clinician of drug interactions, drug dosage limits, similar                                                               Clinical    Medications     Nurse, Practitioner                      Low        yes, no, other              #VALUE!
                                                                         medication client is taking within the drug category based on
                                                                         medication list in the EMR
17    All                Medications            Review medications       May alert clinician of drug interactions, drug dosage limits, similar                                                               Clinical    Medications     Nurse, Practitioner, e-prescribing hub   Low        yes, no, other              #VALUE!
                                                                         medication client is taking within the drug category based on
                                                                         medication list from e-prescribing hub
18    All                Medications            Review medications       May search Physician Desk Reference by soundex for a medication                                                                     Clinical    Medications     Nurse, Practitioner, Physician's Desk    Low        yes, no, other              #VALUE!
                                                                                                                                                                                                                                         Reference
19    All                Medications            Review medications       May alert clinician of medications that sound like the selected                                                                     Clinical    Medications     Nurse, Practitioner                      Low        yes, no, other              #VALUE!
                                                                         medication
20    All                Medications            Prescribing medication   Must have ability to manage list of prescribers (tied to user ID) and                                                               Clinical    Medications     System Administrator                     High       yes, no, other              #VALUE!
                                                                         their DEA number
21    All                Medications            Prescribing medication   Should cross reference medication with clients allergy list and alert    Example: The client is allergic to penicillin and          Clinical    Medications     Nurse, Practitioner                      Medium     yes, no, other              #VALUE!
                                                                         clinician of possible crossover allergies                                physician orders cephalosporin.
22    All                Medications            Prescribing medication   May provide recommendations to the dosage levels for specific client                                                                Clinical    Medications     Nurse, Practitioner                      Medium     yes, no, other              #VALUE!
                                                                         based on various factors such as age and weight

23    All                Medications            Prescribing medication   Should have the ability to record all medications that are prescribed    List of medications being taken and medications being      Clinical    Medications     Nurse, Practitioner                      Medium     yes, no, other              #VALUE!
                                                                                                                                                  prescribed should be separate lists.
24    All                Medications            Prescribing medication   Should have the ability to manage prescriptions that are dispensed by                                                               Clinical    Medications     Nurse, Practitioner, Pharmacist          Medium     yes, no, other              #VALUE!
                                                                         agency pharmacy and indicate who dispensed medication, date and
                                                                         quantity dispensed
25    All                Medications            Prescribing medication   Should have the ability to search for the pharmacy that client uses                                                                 Clinical    Medications     Nurse, Practitioner                      Medium     yes, no, other              #VALUE!
                                                                         based on pharmacy name and/or geographic location criteria

26    All                Medications            Prescribing medication   Should have the ability to order prescription and send prescription      Includes physicians electronic signature.                  Clinical    Medications     Nurse, Practitioner                      Medium     yes, no, other              #VALUE!
                                                                         electronically to pharmacy, including our own pharmacy

27    All                Medications            Prescribing medication   Should have the ability to print prescription for client                 This is required for certain medication and should         Clinical    Medications     Nurse, Practitioner                      Medium     yes, no, other              #VALUE!
                                                                                                                                                  include physicians electronic signature.
28    All                Medications            Prescribing medication   Should have the ability to update pharmacy information such as                                                                      Clinical    Medications     Nurse, Practitioner                      Medium     yes, no, other              #VALUE!
                                                                         pharmacy name, address, and phone number




                                                                                                                                                                                       11/17/2010                                                                                                                                                      45
                                                                                                                                                       EMR/Practice Management Requirements - Global - Medications
ID#    Workgroup   BP#    BP Name      Task #      Task Description                                    Requirement                                                    Requirement Comments                        Category    Sub-Category               Entities (User Roles)         Priority    Response Format Response    Score    Response Comments
      GLOBAL - MEDICATIONS
29    All             Medications               Prescribing medication   Should have the ability to receive electronic updates from external           Our pharmacy list would include pharmacies only in        Clinical    Medications     System Administrator, External Pharmacy   Medium     yes, no, other              #VALUE!
                                                                         source to populate pharmacy information for our geographic area to            our geographic region to be able to determine which                                   Information Source
                                                                         our pharmacy list                                                             pharmacy the client uses to send the electronic
                                                                                                                                                       prescription. System Administrator would select
                                                                                                                                                       criteria of pharmacy's we would want included in our
                                                                                                                                                       pharmacy list.


30    All                Medications            Prescribing medication   Should have the ability to electronically receive requests for refills from                                                             Clinical    Medications     Nurse, Practitioner                       Medium     yes, no, other              #VALUE!
                                                                         pharmacy
31    All                Medications            Prescribing medication   Should have the ability to receive electronic medication updates (not                                                                   Clinical    Medications     Clinic Manager, System Administrator      Medium     yes, no, other              #VALUE!
                                                                         client medication lists, general medication list) and select which
                                                                         medications are transferred to our medication list
32    All                Medications            Prescribing medication   Should have fields to indicate which pharmacy the prescription is sent                                                                  Clinical    Medications     Nurse, Practitioner, Pharmacy list        Medium     yes, no, other              #VALUE!
                                                                         to; fields include pharmacy name, address, fax number, and phone
                                                                         number
33    All                Medications            Prescribing medication   Prescription must include the following data fields: agency name,                                                                       Clinical    Medications     Nurse, Practitioner                       High       yes, no, other              #VALUE!
                                                                         agency address, agency phone number, client name, prescribing
                                                                         provider and their DEA#, date , client DOB, indicate if "dispense as
                                                                         written" or "substitution permitted", name of medication, dosage, unit of
                                                                         measure, route, frequency of dosage, refill #'s, refill expiration date,
                                                                         end date for refills, quantity to dispense (i.e. # of pills), additional
                                                                         comments
34    All                Medications            Prescribing medication   Should have field for how prescription was distributed with selection                                                                   Clinical    Medications     Nurse, Practitioner                       Medium     yes, no, other              #VALUE!
                                                                         options of: dispensed, direct observation of therapy (DOT), electronic
                                                                         prescription, printed prescription
35    All                Medications            Dispensing medication    Must have the ability to record the quantity dispensed by agency                                                                        Clinical    Medications     Nurse, Practitioner, Pharmacist           High       yes, no, other              #VALUE!
                                                                         pharmacy for prescriptions including who dispensed medication (user
                                                                         ID) and date
36    All                Medications            Dispensing medication    Should have the ability to calculate the quantity remaining of each           Example: If prescription is for 12 refills and 3          Clinical    Medications     Nurse, Practitioner, Pharmacist           Medium     yes, no, other              #VALUE!
                                                                         prescription filled by agency pharmacy for a client                           prescriptions are filled, the quantity remaining would be
                                                                                                                                                       9 and would indicate such.
37    All                Medications            Dispensing medication    Must automatically generate encounter when prescriptions are                                                                            Clinical    Medications     Nurse, Practitioner, Pharmacist           High       yes, no, other              #VALUE!
                                                                         dispensed by agency pharmacy
38    All                Medications            Dispensing medication    Should have ability to print pharmacy labels for specific medication that                                                               Clinical    Medications     Nurse, Practitioner, Pharmacist           Medium     yes, no, other              #VALUE!
                                                                         is being dispensed
39    All                Medications            Dispensing medication    Must have the ability to link medications to National Drug Code (NDC)                                                                   Clinical    Medications     System Administrator                      High       yes, no, other              #VALUE!
                                                                         required data

                                                                                                                                                                                                                                                                                                  Score                       #VALUE!

                                                                                                                                                                                                                                                                                                  Total High Score              172




                                                                                                                                                                                          11/17/2010                                                                                                                                                        46
                                                                                                                                                            EMR/Practice Management Requirements - Global - Referrals (Except CSC, MCC and IHV)
ID#    Workgroup    BP# BP Name    Task #           Task Description                                                       Requirement                                                                                 Requirement Comments                                      Category         Sub-Category     Entities (User Roles)   Priority    Response Format Response    Score    Response Comments
      GLOBAL - REFERRALS (Except CSC, MCC and IHV)
1     All Clinics      Referrals            Initiate (referral) consult    May be able to interface with the EMR system of the most used referral sources in order to send               Very low priority, clinic areas do not receive many referrals.                    Technical, Clinical   Referrals       All Clinical Staff        Low        yes, no, other              #VALUE!
                                                                           referrals
2     All Clinics      Referrals            Initiate (referral) consult    Must be able to generate a paper referral form from data entered                                                                                                                                Clinical              Referrals       All Clinical Staff        High       yes, no, other              #VALUE!
3     All Clinics      Referrals            Initiate (referral) consult    May indicate data fields to complete based on the sub-program and/or type of referral                                                                                                           Clinical              Referrals       All Clinical Staff        High       yes, no, other              #VALUE!
4     All Clinics      Referrals            Initiate (referral) consult    System should populate required data fields if information is available                                                                                                                         Clinical              Referrals       All Clinical Staff        Medium     yes, no, other              #VALUE!
5     All Clinics      Referrals            Initiate (referral) consult    Should be able to send referral electronically (PHI must be protected)                                        May be to external or internal source                                             Clinical              Referrals       All Clinical Staff        Medium     yes, no, other              #VALUE!
6     All Clinics      Referrals            Initiate (referral) consult    Must be able to search for a provider in the area by provider name, practice name, and specialty              Ability to manage list of providers is a requirement under Registration/Checkout. Clinical              Referrals       All Clinical Staff        Low        yes, no, other              #VALUE!
                                                                                                                                                                                         Display must include NPI.
7     All Clinics      Referrals            Receive referral               May be able to interface with largest referral sources PM/EMR system to receive referrals                                                                                                       Clinical              Referrals       All Clinical Staff        Low        yes, no, other              #VALUE!
8     All Clinics      Referrals            Receive referral               Must be able to manually enter data of referrals received                                                     ex. if referral is by fax or paper                                                Clinical              Referrals       All Clinical Staff        High       yes, no, other              #VALUE!
9     All Clinics      Referrals            Receive referral               Should be able to receive electronic referral from an external and internal source                            via EMR, Website                                                                  Clinical              Referrals       All Clinical Staff        Medium     yes, no, other              #VALUE!
10    All Clinics      Referrals            Receive referral               Should be able to link and integrate electronic referral into client record                                   Based on specified identifiers                                                    Clinical              Referrals       All Clinical Staff        Medium     yes, no, other              #VALUE!
11    All Clinics      Referrals            Receive referral               System should check for potential duplication of referral within any program/service, indicate this           Duplication of specified identifiers: name of mother, birth date with similar     Clinical              Referrals       All Clinical Staff        Medium     yes, no, other              #VALUE!
                                                                           duplication, and be able to link to possible duplicate client record(s)                                       name, similar spellings, similar referral for same client
12    All Clinics      Referrals            Receive referral               Should be able to manage which staff member receives alert of new referral                                                                                                                                                                                      Medium     yes, no, other              #VALUE!
13    All Clinics      Referrals            Receive referral               System should alert appropriate staff when a new referral is received                                                                                                                           Clinical              Referrals       All Clinical Staff        Medium     yes, no, other              #VALUE!
14    All Clinics      Referrals            Receive referral               System may generate an electronic or paper letter upon review of referral to advise the initiator of the                                                                                        Clinical              Referrals       All Clinical Staff        Low        yes, no, other              #VALUE!
                                                                           referral, that referral has been reviewed and if referral was accepted
15    All Clinics      Referrals            Receive referral               Should allow staff to review referral and accept referral only if appropriate for that sub-program or staff                                                                                     Clinical              Referrals       All Clinical Staff        Medium     yes, no, other              #VALUE!
                                                                           member
16    All Clinics      Referrals            Receive referral               Should allow staff to forward referral to another sub-program or staff member if referral received was                                                                                          Clinical              Referrals       All Clinical Staff        Medium     yes, no, other              #VALUE!
                                                                           not appropriate for that sub-program
17    All Clinics      Referrals            Receive referral               When referral is assigned to a staff member or sub-program, a follow-up/due date may automatically                                                                                              Clinical              Referrals       All Clinical Staff        Low        yes, no, other              #VALUE!
                                                                           be input into the tracking system to alert staff member to provide follow-up to referrer if needed

18    All Clinics      Referrals            (Referral) Consult follow-up   Must be able to manually enter the response (Diagnosis, Findings, and/or Recommendations) from the            Referral recipient = who referral was sent to                                     Clinical              Referrals       All Clinical Staff        High       yes, no, other              #VALUE!
                                                                           referral recipient
19    All Clinics      Referrals            (Referral) Consult follow-up   Must be able to manually enter the Plan of Care for referrals received                                        Receive = physically receive referral into "inbox"                                Clinical              Referrals       All Clinical Staff        High       yes, no, other              #VALUE!
20    All Clinics      Referrals            (Referral) Consult follow-up   System should alert appropriate staff when response (Diagnosis, Findings, and/or Recommendations) is Review = staff "opens" referral to determine if want to accept                             Clinical              Referrals       All Clinical Staff        Medium     yes, no, other              #VALUE!
                                                                           received from referral recipient
21    All Clinics      Referrals            (Referral) Consult follow-up   Should allow the initiation of referral and the response of the referral recipient on same screen    Accept = staff acknowledges responsibility for referral                                    Clinical              Referrals       All Clinical Staff        Medium     yes, no, other              #VALUE!

22    All Clinics      Referrals            (Referral) Consult follow-up   Must have one list of referrals per client that is accessible and updated by appropriate services                                                                                               Clinical              Referrals       All Clinical Staff        High       yes, no, other              #VALUE!

23    All Clinics      Referrals            (Referral) Consult follow-up   Should be able to indicate status of referral                                                                 List includes: Pending (active), Follow-up Completed, Lost to Follow-up           Clinical              Referrals       All Clinical Staff        Medium     yes, no, other              #VALUE!

24    All Clinics      Referrals            (Referral) Consult follow-up   Should be able to electronically receive the response (Diagnosis, Findings, and/or Recommendations)                                                                                             Clinical              Referrals       All Clinical Staff        Medium     yes, no, other              #VALUE!
                                                                           from the referral recipient
25    All Clinics      Referrals            (Referral) Consult follow-up   May sort list of referrals based on criteria such as: status, sub-program, and date initiated                                                                                                   Clinical              Referrals       All Clinical Staff        Low        yes, no, other              #VALUE!
26    All Clinics      Referrals            Referral status                System must automatically mark referral as "pending" when input into EMR system                                                                                                                 Clinical              Referrals       All Clinical Staff        High       yes, no, other              #VALUE!
27    All Clinics      Referrals            Referral status                Must be able to change referral status of referral to "ineligible"                                                                                                                              Clinical              Referrals       All Clinical Staff        High       yes, no, other              #VALUE!
28    All Clinics      Referrals            Referral status                Must be able to change referral status of referral to "referred"                                                                                                                                Clinical              Referrals       All Clinical Staff        High       yes, no, other              #VALUE!
29    All Clinics      Referrals            Referral status                Must be able to assign referral to a sub-program or staff member and change referral status to                                                                                                  Clinical              Referrals       All Clinical Staff        High       yes, no, other              #VALUE!
                                                                           "assigned"
30    All Clinics      Referrals            Referral status                When referral is changed to "assigned" status and is a new client of the health department, the clients                                                                                         Clinical              Referrals       All Clinical Staff        Medium     yes, no, other              #VALUE!
                                                                           information should automatically be transferred into the registration fields

31    All Clinics      Referrals            Referral status                When referral is changed to "assigned" status and is a new client of the health department, a CNDS                                                                                              Clinical              Referrals       All Clinical Staff        Medium     yes, no, other              #VALUE!
                                                                           number should be assigned to the client
32    All Clinics      Referrals            Referral status                When referral is changed to "assigned" status and is an existing client of the health department, the                                                                                           Clinical              Referrals       All Clinical Staff        Medium     yes, no, other              #VALUE!
                                                                           clients information should be compared against the information in the registration fields and differences
                                                                           indicated
33    All Clinics      Referrals            Referral status                If a referral is "referred" from one internal program to another internal program, the referral must be                                                                                         Clinical              Referrals       All Clinical Staff        High       yes, no, other              #VALUE!
                                                                           resubmitted to the appropriate program with a new status of "pending"
34    All Clinics      Referrals            Referral status                Must allow for referral status to include: "pending", "ineligible", "assigned", "referred", "declined                                                                                           Clinical              Referrals       All Clinical Staff        High       yes, no, other              #VALUE!
                                                                           service", "unable to contact", "open", or "closed"

                                                                                                                                                                                                                                                                                                                                                      Score                       #VALUE!

                                                                                                                                                                                                                                                                                                                                                      Total High Score              148




                                                                                                                                                                                                                  11/17/2010                                                                                                                                                                                    47
                                                                                                                                            EMR/Practice Management Requirements - Global - Tracking System
ID#    Workgroup BP#      BP Name        Task #          Task Description                                         Requirement                                                  Requirement Comments                  Category    Sub-Category     Entities (User Roles)   Priority    Response Format Response    Score    Response Comments
      GLOBAL - TRACKING SYSTEM
1     All             Tracking System             Enter client in tracking system   Should allow client with problem, referral, or needed follow-up to be                                                           Clinical    Tracking        Nurse, Clerk              Medium     yes, no, other              #VALUE!
                                                                                    flagged for further follow-up or reminder
2     All              Tracking System            Send correspondence               Should allow staff to indicate correspondence to be sent to client                                                              Clinical    Tracking        Nurse, Clerk              Medium     yes, no, other              #VALUE!
                                                                                    based on problem, referral, or follow-up needed
3     All              Tracking System            Send correspondence               Should allow staff to send correspondence to client electronically (PHI                                                         Clinical    Tracking        Nurse, Clerk              Medium     yes, no, other              #VALUE!
                                                                                    must be protected)
4     All              Tracking System            Send correspondence               Should allow staff to print specific correspondence to give or mail to                                                          Clinical    Tracking        Nurse, Clerk              Medium     yes, no, other              #VALUE!
                                                                                    client
5     All              Tracking System            Send correspondence               Should allow staff to indicate automatic phone message (text or voice)                                                          Clinical    Tracking        Nurse, Clerk              Medium     yes, no, other              #VALUE!
                                                                                    to be sent to client based on problem, referral, or follow-up needed

6     All              Tracking System            Send correspondence               Should allow list of correspondence to be managed by agency                                                                     Clinical    Tracking        Nurse, Clerk              Medium     yes, no, other              #VALUE!
7     All              Tracking System            Send correspondence               Must be able to manually record title of correspondence that was sent         Example of title = Abnormal Pap Smear or AbnPap   Clinical    Tracking        Nurse, Clerk              High       yes, no, other              #VALUE!
                                                                                    along with method (letter, phone call, text message, e-mail) used.

8     All              Tracking System            Send correspondence               Should allow staff to enter date for next correspondence to be sent or                                                          Clinical    Tracking        Nurse, Clerk              Medium     yes, no, other              #VALUE!
                                                                                    printed
9     All              Tracking System            Send correspondence               Should send or print correspondence on date entered by staff                                                                    Clinical    Tracking        Nurse, Clerk              Medium     yes, no, other              #VALUE!
10    All              Tracking System            Record follow-up                  Must have one list of tracking items per client that is accessible and                                                          Clinical    Referrals       Nurse, Clerk              Medium     yes, no, other              #VALUE!
                                                                                    updated by appropriate services
11    All              Tracking System            Record follow-up                  Must be able to manually record any action taken by staff, client,                                                              Clinical    Tracking        Nurse, Clerk              High       yes, no, other              #VALUE!
                                                                                    referral source, or referral recipient to resolve problem, referral, and/or
                                                                                    follow-up
12    All              Tracking System            Record follow-up                  Must allow action taken to be recorded in specific client record in                                                             Clinical    Tracking        Nurse, Clerk              High       yes, no, other              #VALUE!
                                                                                    association with problem, referral, and/or sub-program
13    All              Tracking System            Send reminder                     Should send staff a reminder when a determined date for follow-up                                                               Clinical    Tracking        Nurse, Clerk              Medium     yes, no, other              #VALUE!
                                                                                    has been reached


                                                                                                                                                                                                                                                                                     Score                       #VALUE!

                                                                                                                                                                                                                                                                                     Total High Score              58




                                                                                                                                                                                  11/17/2010                                                                                                                                                   48
 YesNoOther        Users      UserScalability       Browsers           Acquire        YesNo

yes            ≤100          <500               Internet Explorer   acquired        yes
no             100-300       500-1000           Firefox             been acquired   no
other          300-500       >1000              Both                merged
                                                                    none

This page manages the drop-down choices for the responses.

								
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