Electronic Health Record

Introduction & Project ObjectivesThe City of Pasadena Public Health Department (PPHD) is seeking proposals from qualified software providers, vendors, and system integrators to implement a modern Electronic Health Record (EHR) and provide the service for several years.  PPHD presently does not have a department-wide EHR. Core areas of desired functionality include billing, case management, clinical operations and disease control. Within this RFP you will find a description of the desired elements, methods, and terms of application.In addition to soliciting written responses, this document provides information to assist Proposers in preparing their responses and facilitates the subsequent evaluation and comparison process. This RFP and the selected Proposal in response to this RFP will be incorporated into the contract resulting from this solicitation, and PPHD reserves the right to negotiate the final scope of work with the selected vendor(s).GoalsPPHD is seeking a long-term software solution and professional services that will provide staff with the technology needed to support and enhance the critical services provided to the community by PPHD. PPHD Leadership have identified key goals and themes that a future EHR should address:Central repository for client data in a consistent, reportable format. Staff identified the need for a central location to track client data as opposed to multiple systems supported by PPHD and the State. This would allow staff to generate reports, track clients across multiple programs, reduce manual data tracking processes, and help ensure adherence to confidentiality and compliance standards.Improved reporting and analysis capabilities. PPHD currently lacks the reporting and analytics capabilities to efficiently create reports and perform analysis as needed. Staff desire the ability to produce reports, develop new reports, and conduct analysis to identify trends and develop business cases, and make decisions regarding the direction of PPHD.Automated processes and workflows. Many programs currently rely on one or more systems (or Microsoft [MS] Excel) to track information and support workflows. Many programs should realize benefits with the use of an EHR that will support core processes, such as referral and eligibility screening, appointment scheduling, ongoing clinical documentation, billing, and reporting. Automated workflows within an EHR may also reduce the overall number of systems PPHD divisions use, reducing dual entry, systems to support, and data entry errors.Internal referrals and collaboration. Staff desire the ability to create and route referrals internally between programs and divisions in order to maximize the level of service an individual may receive from PPHD. The combination of internal referrals and system-wide client documentation will allow PPHD to have a complete view of an individual’s health needs and collaborate across programs to maximize service to the community.Integration with other critical systems. Some programs are required to use third-party systems such as California Reportable Disease Information Exchange (CalREDIE), California Immunization Registry (CAIR), or health information exchanges. While data entry into these systems is required, there may be opportunities for integration points with a future EHR that will automate data sharing and reduce dual entry by staff.Ability to meet ongoing needs of PPHD. Staff seek a vendor that not only meets PPHD’s current functional and technical needs but also evolves with the changing public health industry to provide ongoing support to staff. Ongoing support through major policy changes and system updates may increase the likelihood of long-term system viability.Current PPHD Technology EnvironmentThe City's Department of Information Technology (DoIT) currently supports approximately 115 users in the operation of a variety of software solutions to perform PPHD functions, including a combination of state and grantor systems, internal systems, and spreadsheets. Please refer to the Primary Software Application attachment for a complete list of software applications being used by PPHD along with existing technology challenges.Who May RespondThe Department seeks a qualified vendor with demonstrated experience in implementing EHRs for public health agencies of similar size and scope to PPHD.  The vendor must demonstrate a strong understanding of public health needs for an EHR.  The ideal candidate has experience with public health agencies.