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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
11/17/2010 1
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
11/17/2010 2
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.
11/17/2010 3
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!
11/17/2010 4
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.
11/17/2010 5
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!
11/17/2010 6
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!
11/17/2010 7
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!
11/17/2010 8
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!
11/17/2010 9
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!
11/17/2010 10
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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