Regional Extension Center Request for Information Meaningful Use EHR Vendors July 26, 2010

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1 Regional Extension Center Request for Information Meaningful Use EHR Vendors July 26, 2010 To Whom It May Concern: ehealthconnecticut is readying an on-line database of qualified EHR vendors for posting to its website. This list will serve potential EHR customers in the selection of a certified EHR that meets the needs of their practices and achieves meaningful use under the HITECH Act administered by the Department of Health and Human Services Office of the National Coordinator (ONC). To that end, ehealthconnecticut is currently reaching out to interested health information technology vendors to submit information on their EHR products for review, approval and possible inclusion on this vendor list. About the ehealthconnecticut Regional Extension Center Incorporated in January 2006, ehealthconnecticut is a 501(c) (3) not for profit entity representing a collaborative approach to meeting the challenges of health information technology adoption and interoperability for the entire State. ehealthconnecticut represents the combined governance and resources of the public and private sectors and the flexibility of a private corporation. The organization is governed by a Board of Directors representing physicians, providers, consumers, purchasers, payers, academia, and quality organizations. ehealthconnecticut operates in a transparent fashion and is a resource available to all public and private entities, and the general public. ehealthconnecticut is collaborating with the Connecticut Department of Public Health, the Health Information Technology Exchange Authority of Connecticut, and the Department of Social Services as the State s Medicaid agency, the latter of which has engaged ehealthconnecticut to implement and operate an HIE pilot. In April2010, ehealthconnecticut was awarded a $5.75 million grant by ONC to serve as Connecticut s Regional Extension Center (REC) to support priority primary care providers in accelerating the adoption of health information technology (grant number 90RC0053). Specifically, the mission of the ehealthconnecticut REC is to help Connecticut's providers select, implement, and achieve the meaningful use of Electronic Health Records (EHR) systems in order to enhance health care quality, safety and efficiency. The ehealthct REC contracts with health care providers to offer direct technical assistance for EHR selection, implementation, and meaningful use achievement. The REC facilitates the process for providers to purchase ONC certified EHR solutions, which may also include bundled packages of hosted practice management applications, hardware and communications infrastructure, and on-going telephone and on-site support. The vision is to assist at least 2,300 of the state s 8,000 practicing physicians during the next four years. The long term objective of the REC is to have 80% of Connecticut s providers live with EHR systems and exchanging health information securely and privately via the Health Information Exchange (HIE). In the first two years of the ONC grant the ehealthconnecticut REC will serve at least 1,308 priority primary care providers, which is defined as those physicians in small practices and/or those caring for underserved patient populations. 1

2 The ehealthct REC administers services through a Core Team, receives referrals and commitments of providers from various physician organizations called Channel Partners and contracts with a number of pre-selected Direct Assistance Contractors who are deployed to provide technical assistance to help the REC s customers achieve the milestones of Selection, Implementation and Achievement of Meaningful Use. To meet the deadline for the initial approval and posting of the vendor list on the ehealthconnecticut website, all responses to this RFI must be received electronically by 5:00 PM (EDT) on August 18, All vendors intending to submit a response are requested to submit a letter of intent along with any questions they may have by July 30, All questions from all vendors will be consolidated and answered in writing and posted on the ehealthconnecticut website by 5:00 PM (EDT) on August 11, Vendors will review the information posted and communicate any requested changes or updates in writing. ehealthconnecticut will maintain and update the list on a regular basis.. Questions and completed responses should be sent to: Steve Ruth ehealthconnecticut REC Core Services sruth@gosmcpartners.com Process Deadline Issue RFP July 26, 2010 Intent to Respond July 30, 2010 Written Questions Due August 4, 2010 Responses Posted August 11, 2010 Responses Due August 18, 2010 Vendors Chosen for Posting August 31, 2010 Vendor Information Posted on Public Website September 15, 2010 Thank you for your interest in the ehealthconnecticut REC. We look forward to your response. Very truly yours, Scott M. Cleary ehealthconnecticut Program Director 2

3 Request for Information Minimum Requirements for submission and posting All Responses must be submitted by in.pdf format to by 5:00 pm on August 18, 2010 to be considered for the initial posting on the ehealthconnecticut website. The vendor must agree to meet the standards for EHR certification criteria being established by ONC. Prior to the finalization of the certification standards, the vendor must attest to the fact it intends to apply for, and meet, the standards. Once the standards are finalized, the vendor will have 6 months to achieve certification. If certification is not accomplished within that time period, ehealthconnecticut reserves the right to remove the vendor s posting from its website. The vendor must be willing to have submitted information posted on the ehealthconnecticut REC website and is responsible for regularly reviewing its information and to submit written revisions of that information as required assisting ehealthconnecticut in making necessary updates to the website. The vendor must be willing to provide web-based, on-line demonstrations of their products. 3

4 Please answer all of the following questions: VENDOR PROFILE Name Any Previous Names Address (Headquarters) Healthcare Management Systems, Inc West End Avenue, Suite 400 Nashville, TN Main Telephone Number (615) Website Corporate Status (Publicly Traded, Privately Privately Held Held, For Profit, Not for Profit) PARENT COMPANY Name Address Telephone Number CONTACT PERSON Name Title Address Same as above. Bill Hockstedler Regional Sales Representative 3102 West End Avenue, Suite 400 Nashville, TN Telephone Number (615) Address: MARKET DATA 1. Number of years as EHR vendor Over 26 years 2. Total customer sites live and in process to go live a. Nationally 644 b. Connecticut 0 3. Breakdown of sites by number of providers (Solo, 2-5, 6-9, >10) Total Clients = 644 HMS does not base pricing or hospitals via physicians or providers. We base everything via bed size. 4

5 4. Provide the number of installed sites by specialty and size a. Provide the names and contact information for 3 CT reference sites. 5. How Many De-Installations in last 36 months? 6. Please describe your relationship(s) with other ONC funded REC s 7. Additional Comments on Market Data Questions Bed Size # Hospitals Moses Ludington Hospital Ticonderoga, New York 25 Bed Critical Access Hospital Lisa Busby, Chief Information Officer Phone: (518) Delaware Valley Hospital Walton, New York 25 Bed Critical Access Hospital Lisa Moffett, Director HIM/UR Phone: (607) Clarion Hospital Clarion, Pennsylvania 69 Bed General and Surgical Hospital Jim Confer, Director of IS Phone: (814) HMS does not have any relationship to ONC funded REC s at this time. PRODUCT INFORMATION 1. Product name and version # HMS - Version When is your next version release? Version 9.0 is currently in Beta. 3. Is your product a Client Server, ASP or Hosted model? Describe each offering. The ASP Route By going the ASP route, hospitals do not have to maintain a data center. HMS manages servers in one location, handling software standardization, data recovery and the costs of IT staff training, technology use and equipment maintenance. In addition, HMS provides the hospital with and office programs, such as Microsoft Word and Excel. This is a cost-effective and aids in the 5

6 preservation of capital. Backups are automated, and HMS pushes all of the applications down to the desktop so everyone is operating under the same version at all times. The Client Server Route The client/server (C/S) architecture enables the roles and responsibilities of a computing system to be distributed among several independent computers that are known to each other only through a network. All data is stored on the servers, which generally have far greater security controls than most clients. Servers can better control access and resources, to guarantee that only those clients with the appropriate permissions may access and change data. Since data storage is centralized, updates to that data easy to administer. 4. Are Clinical Components Integrated? Yes a. If yes, list integrated components (e.g. e- prescribing, lab, etc) b. If no, list non-integrated components 5. Are Practice Management components integrated? Clinical View CPOE Patient Care EMAR Exitcare Pharmacy Lab Rad Core Measures Outreach/Integrated Scheduling OR Management Ambulatory HER (AmbEHR) Yes a. If yes, list all components. Ambulatory HER (AmbEHR) b. If no, list non-integrated components 6. Do you offer a Revenue Cycle Management or Billing Service for your clients? a. If yes, please describe Yes, through our sister company Sentry. 6

7 7. Describe your patient portal offerings and plans, if any. HMS offers a Patient Portal that allows access to online services including statement viewing and options for only e-statements, online bill payment via check or credit card, and online pre-registration. Additional features will be added in the near future. CERTIFICATION 1. Is the product CCHIT certified? Yes 2. Version, Year and Type (Comprehensive or Modular) of CCHIT Certification 3. List any other current or planned Certifications 2007 Comprehensive HMS plans to apply to be tested to be a HHS certified EHR vendor. This will occur when there is an Accredited Testing & Certifying Body (ATCB) to which we can apply to be tested. ONC projects that they will have ATCBs by late summer MEANINGFUL USE 1. Do you offer a Meaningful Use Guarantee? a. If yes, describe the level of financial risk you will share with provider customers. Yes HMS does offer a guarantee regarding certification of our technology for purposes of meaningful use. We represent that our EHR applications will be certified to meet the requirements necessary to constitute Certified EHR Technology as defined under the applicable regulations, and will be capable of allowing our customer to produce certified electronic health records pursuant to the applicable Stage 1 criteria for 2011, under the Meaningful Use requirements of the American Recovery and Reinvestment Act of 2009 and its implementing regulations. 7

8 2. Describe your plans and timelines to become Meaningful Use Certified by ONC? HMS plans to apply to be tested to be a HHS certified EHR vendor. This will occur when there is an Accredited Testing & Certifying Body (ATCB) to which we can apply to be tested. ONC projects that they will have ATCBs by late summer. HEALTH INFORMATION EXCHANGE (HIE) 1. Describe your HIE capabilities and experience with HIE implementations. 2. What HIE connections and interfaces if any are included with your product. We have the capability to work with any HIE following IHE profiles and standard HL7 interfaces. We have several customers using HMS and working with HIE s. The Connex CCD document exchange allows HMS customers to send, query, and retrieve information from any HIE that aligns with IHE XDS profiles. ehealthconnecticut HIE technical specifications are found on the ehealthconnecticut website at After reviewing, please comment on your ability to commit to meeting these requirements and in what timeframes. Please be sure to include specific responses regarding patient registration and query (PIX/PDQ) transactions, XDS transactions including Continuity of Care Documents, and BPPC: 8

9 Pricing and Related Services 1. Are you willing to have us publish your pricing on our website? 2. Describe your software pricing in detail, including all components for which a practice may be charged. 3. Are you able to offer a discount for customers of the ehealthconnecticut REC? a. If yes, please describe 4. Do you bundle or arrange for any other related services such as hardware, network, and ISP purchasing and support? a. If yes, please describe all such relationships and services Since pricing involves several factors unique to each facility it would not be possible to publish a price list. We can however describe the factors that contribute to an accurate price. We have 3 categories of fees, License Fee, Implementation Fee, and Monthly Support Fee. All three of those fees are dependent upon the modules chosen, the interfaces necessary and which ones go in Phase 1 and Phase 2 or Phase 3. We can also provide hardware pricing and third party software. Yes Discounts can be offered on a case by case basis taking into consideration volume and complexity of implementation. No 9

10 IMPLEMENTATION TRAINING AND SUPPORT 1. Briefly describe your Implementation Plan. Address issues such as on-site versus website training, workflow analysis, existing data conversion, who is trained, and software and template customization 2. Provide the normal length of implementation by practice size (solo, 2-5, 6-9, >10) 3. Describe your ongoing support post implementation. 4. Describe your training and support pricing structure. Please see attached HMS Implementation document. Please see attached HMS Implementation document. Please see attached HMS Support document. Please see attached HMS Training document. HMS Implementation HMS Support HMS Training 10

11 OTHER ISSUES 1. Do you utilize other companies or services in the process of bringing a process through the implementation and go live process? No, we depend on the full resources of HMS experienced and professional staff for the implementation and go-live. Where third party solutions exist they will have staff for their product/expertise, but the project relies on HMS. 2. What is your current wait time to begin an installation in Connecticut? 3. Are you willing to help sponsor ehealthct REC promotional activities and conferences? a. If yes, describe 4. Any other information you would like to provide? The wait time is normal with starting times about 3 or 4 weeks after contract signing. Exceptions can be made to start sooner on a case by case basis. Yes HMS works hard to support our customers and the things they find valuable for their customers providing better patient care and community projects to enhance lives. The HMS Difference is our promise, our people, and our relationships. We are dedicated to improving the delivery of patient care through the adoption of technology. We work alongside our customers to develop solutions that advance the patient care progress and improve business operations. Our insightful effective strategies for training, implementation and support will help you gain the adoption that will make you successful. Review Process All responses to this RFI will be reviewed by ehealthconnecticut and it s Program Advisory Board. ehealthconnecticut may, at any time, ask vendors to clarify or expand upon their responses. Each vendor that meets the minimum ONC requirements as a certified EHR vendor will have its submitted information standardized and included the ehealthconnecticut EHR On-Line Database To achieve full accuracy, postings will be submitted to each vendor for review in advance of posting. Vendors will have the ongoing responsibility to review the information posted and to submit changes as appropriate to ehealthconnecticut. 11