JSC Clinic Electronic Health Record (EHR) Replacement

Purpose: NASA's Johnson Space Center (JSC) Clinic is seeking information from potential sources about a new electronic health record system. NASA's JSC Clinic is seeking capability statements from all interested parties, including all socioeconomic categories of Small Businesses and Historically Black Colleges and Universities (HBCU)/Minority Institutions (MI), and members of the underserved communities as defined by Executive Order 13985, Advancing Racial Equity And Support For Underserved Communities Through The Federal Government, for the purposes of determining the appropriate level of competition and/or small business subcontracting goals for the JSC Clinic EHR Replacement. The Government reserves the right to consider a Small, 8(a), Women-owned (WOSB), Service Disabled Veteran (SD-VOSB), Economically Disadvantaged Women-owned Small Business (EDWOSB) or HUBZone business set-aside based on responses received. This RFI solicits information from Electronic Health Record (EHR) vendors that comply with the Office of the National Coordinator for Health Information Technology (ONC HIT) Certification Program to support the comprehensive evaluation and potential replacement of our current EHR system. We seek insights to assess available solutions, understand technological advancements, and identify vendors capable of delivering a tailored EHR solution that aligns with the evolving healthcare needs of the JSC Clinic. No solicitation exists; therefore, do not request a copy of the solicitation. If a solicitation is released, it will be synopsized on SAM.gov. Interested firms are responsible for monitoring this website for the release of any solicitation or synopsis. Background and Scope: The JSC Clinic in Houston provides primary and specialized healthcare services to astronauts and occupational health services to JSC employees and contractors. Patient and staff sizes: 17,290 total patients, 345 astronauts, 5,200 average annual patient encounters, and 181 current full-time EHR users. Unique requirements include specialized pharmacy, extensive vision and auditory testing, cardiology, dental, behavioral health, and transition support for astronauts. The EHR manages data throughout an astronaut's lifetime, with a requirement to provide data to approved research programs. The current EHR is housed on-premises with significant dependencies on BizTalk for interfacing and data exchange. An on-premises solution is desired and we are interested to learn what options exist for a more modern EHR with less dependance on third party add-ons. 1. Pre-qualifications: 1) Does your company's EHR comply with the Office of the National Coordinator for Health Information Technology (ONC HIT) Certification Program? 2) If you offer cloud/SaaS EHR solutions, are they FEDRAMP certified or are you actively working to become FEDRAMP certified? Please specify which and current stage if in work. 3) Is your company registered with SAM.gov? Response Guidelines: Qualified vendors should submit a response of no more than ten (10) pages and utilize font sizes of ten (10) points and larger, with one-inch (1) margins, indicating the ability to perform all aspects of the effort. Vendors are expected to provide detailed responses addressing the outlined questions, including the delineation of capabilities between any on-premises and cloud/SaaS capabilities discussed. All responses shall be submitted electronically via email Michael Maloy at Michael.d.maloy@nasa.gov no later than 3/18/2024, 8:00 a.m CDT. Please reference JSC Clinic EHR Replacement in any response. This request is for information and planning purposes only and is not to be construed as a commitment by the Government, nor will the Government pay for information solicited. Respondents will not be notified of the results of the evaluation. NASA seeks input in the following areas: Please reference the item number and letter in your response to each item below for ease of review. 1. Niche Requirements: In addition to standard healthcare and occupational health services, JSC provides highly specialized services, features, and functionalities crucial to our mission, especially with our astronaut population. For example, extensive testing is conducted relating to Spaceflight Associated Neuro-ocular Syndrome, space radiation exposure, and other unique occupational hazards astronauts face. This drives a heavy reliance on customizable forms. Additionally, astronaut health data is collected throughout the astronaut's lifetime, being utilized to support primary care, lifetime health surveillance, and a wide variety of research. a. Explain how your company helps clients analyze, incorporate, and integrate niche requirements into an EHR. Please provide examples. b. What is your process for maintaining access control restrictions in new features and functionality? NASA has a unique requirement that during identified spaceflight operations certain NASA software systems, including the EHR, enter a - flight freeze where software is frozen with no updates, patches, etc., allowed until the flight freeze is lifted. c. Can your EHR product support a flight freeze of up to 30 days upon customer request and how much lead time do you need for this? 2. Flexibility in Customization: JSC's unique patient population is relatively small with a significant amount of focus on astronaut health and lifetime health surveillance. Given the patient population size and length of care and observation, our healthcare services require unique workflows, interfaces, and forms. a. How is your EHR product customizable to meet the unique needs of JSC's small, long duration patient populations? b. What are your capabilities for customizing workflows and forms and are they standard in your EHR? c. What levels of customization can we as the customer perform? d. What are your capabilities for interfacing with medical devices, internal and external partners, laboratory information systems, external databases, and other third-party applications? e. What is the process for managing system hot fixes, updates, and upgrade processes for clients running customized versions of your system? 3. Budget Management: a. What capabilities/modules are included with your basic EHR product and what is an add on with additional cost? b. What is a competitive price range for an EHR system that meets appropriate federal standards (FEDRAMP, etc., as applicable), allows customization, and has a similar size and scope to ours? Consider implementation, licensing, training, etc. when providing feedback. c. Can your product be purchased on a multi-year contract, i.e. up to a five year contract? d. Does your company require payment for the EHR software license fee prior to implementation and are there payment milestones during the implementation phase up to go-live? 4. Implementation Timeframe: The timely delivery of services by the JSC Clinic is critical to NASA's ongoing missions and mission support activities. Minimizing and managing downtime is essential. a. What is the typical timeframe for transitioning EHR systems based on our size and scope? b. Provide statistics and commentary on delivering on-time implementations. c. What is required of JSC to ensure planning, configuration, launch, and stabilization go as smoothly and quickly as possible? d. Are there specific plans, processes, and procedures that are effectively utilized to minimize EHR downtime during system go live? e. What process bottlenecks exist that could place implementation timelines at risk? (ex. Can other work be completed while awaiting a port opening and port forwarding approval and completion.) 5. Training and Support: NASA prefers to utilize our information technology staff and system analysts for support. a. Do you support on-site training requirements throughout the transition process, especially around go-live? b. What is an appropriate training timeline for different types of users (ex. Clinic staff, IT analysts, system administrators, EHR - super users, and other support personnel)? c. For times when a higher level of support is required, what are your options for ongoing support, including troubleshooting, knowledge base articles, artificial intelligence-powered support, and others? 6. Technical Focus: Concerning the transition from JSC's existing EHR to a new EHR system, given the information available: a. What is your process for data migration, validation, and integration using external or internal software tools and what is an estimated timeline? b. What are your cost, speed, and quality assurance options when migrating data and custom forms from our current EHR to the new one? c. List and describe any specialized hardware requirements for your EHR, including infrastructure and interfacing, that may present compatibility issues that must be resolved. d. If your EHR includes storing images in a cloud environment, what options, tools, and techniques are utilized to reduce transfer times to acceptable levels? e. How are Single Sign-On, Multi-Factor Authentication (MFA), and role-based and incremental access control supported in your EHR? f. Do your native EHR interface engines have direct interface capabilities with internal and external data sources? g. What are the file size and character count limits in your secure messaging capability? h. How does your EHR protect and secure data throughout its lifetime within our environment, from inception through disposal? (Data at Rest, Data in Transit) i. What Transport Layer Security (TLS) versions are supported by your product and how is compatibility managed as this and other standards change? We invite vendors to respond to these questions in detail, considering the unique requirements and mission-critical nature of the JSC Clinic's EHR replacement project.