OCHD Information Management System RFI
OCEAN COUNTY HEALTH
DEPARTMENT
Request for Information
on the
Procurement and Implementation of an
Information Management System,
Electronic Medical Record, and Revenue
Cycle Management
For Clinic Patient Services and
Third Party Billing
OCHD Information Management System RFI
I. Introduction
The Ocean County Health Department (OCHD) is a local governmental organization based
in Ocean County, New Jersey and is the largest shared service health department in the State
of New Jersey. We are dedicated to advocate for and provide leadership in assuring
financially responsible, accessible, and high quality healthcare in our community.
OCHD has been a leader in the County successfully implementing public health programs for
County residents since 1978. The OCHD provides a wide array of ambulatory clinical
services to members of the public in Ocean County, the information management system for
which is fragmented, antiquated, and resides to a significant degree within a paper format.
Many of the clinical interventions provided are now eligible for third party insurance
reimbursement, for which a billing mechanism does not currently exist within the clinic
services operational system.
The OCHD’s Public Health Nursing Services department is seeking companies and
technologies that provide an information management system inclusive of an electronic
medical record and revenue cycle management encompassing the full scope of OCHD’s
ambulatory clinical services. These services currently include:
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Adult Immunization Clinics
Cancer Education and Early Detection
Clinic
Child Lead Poisoning Case Management
Eye Screening
HIV/AIDS Care and Treatment
Influenza/Pneumonia Immunization Clinics
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Senior Wellness Clinic
Sexually Transmitted Disease Clinic
Tuberculosis (TB) Care and
Treatment
Tuberculosis (TB) Screening
Special Child Health Services
HIV Counseling, Testing and Referral
After the OCHD receives and reviews the information provided in response to this Request
for Information (RFI), it may request additional information or clarification from some or all
of the responders. The OCHD may then meet with some or all of the responders. At that
point, the OCHD will make a decision whether to proceed further. If the process proceeds
beyond the RFI, the OCHD will issue a more specific procurement document to develop a
project or projects at the OCHD.
This RFI is being issued as a means of technical discovery and information gathering. It is
for planning purposes and should not be construed as a solicitation or an obligation on the
part of the OCHD to make any purchases or enter into any contracts. The OCHD reserves
the right to use the results of this RFI to prepare specification for the competitive process.
II.
General Information
A. Issuing Office and Point of Contact
Kathleen Lardiere, Director of Public Health Nursing is the OCHD contact and can be
reached at: E-mail:
klardiere@ochd.org
Phone:
732-341-9700, Ext. 7301
OCHD Information Management System RFI
FAX:
732-831-6484
Mailing Address:
PO Box 2191, Toms River, NJ 08754
Street Address:
175 Sunset Ave., Toms River, NJ 08754
B. Limits of Liability
The OCHD assumes no liability for any cost incurred by proposers in responding to this RFI
or in responding to any further request for interviews, additional information, etc. prior to
the issuance of a written Agreement in the event the OCHD decides to proceed.
Participation in this RFA is voluntary and the OCHD will not pay for the preparation of: (1)
any information submitted by a respondent; or (2) the OCHD’s use of that information. Any
information submitted in response to the RFI shall be considered the property of the OCHD
and may be used by it for any purpose it deems appropriate.
C. Target Dates
The following schedule shows the target dates for responses to this RFI:
Event
RFI Issued
Questions Due
Responses Due
Date
1/21/2016
2/10/2016
3/2/2016
Time
4:00
4:00
D. Response Format
There is no restriction to length of responses; however, vendors are encouraged to provide all
relevant information on their technologies and how they may be applied to meet the needs of
OCHD’s ambulatory clinical services for an information management system inclusive of an
electronic medical record and revenue cycle management. Responses should be as succinct
and detailed as possible. All responses should include:
1. Responses shall be submitted via email only. Confirmation will be sent upon
receipt of submittals. If confirmation of receipt is not received by the vendor, it is
the responsibility of the vendor to confirm their submittal has been received by
the OCHD.
2. Qualifications: The vendor shall submit the following information to demonstrate
their qualifications to install their system on a commercial scale and meet the
requirements described in this RFI:
i. All pertinent company information including Name, Business Address,
Type of Organization, Authorized Representative(s), contact information,
as well as:
 Number of years experience in the field of EMR and/or RCB (Revenue
Cycle Billing)
 Accredidations
 Industry awards
 References
OCHD Information Management System RFI
3. Technology Information: The vendor shall include both an executive summary
and detailed specification information on the technology being proposed. This
information shall at a minimum include:
i. Comparable agencies or organizations utilizing the information
management system proposed
ii. Information on the operational scope of those facilities regarding
implementation of different components of the information management
system (i.e. electronic medical record, revenue cycle management, diverse
program interfacing)
iii. Primary sections or tabs delineating patient information collected by a
proposed system
iv. Existing interfaces established for one-time and ongoing data conversion
and sharing for seamless integration into new proposals/applications (i.e.
Microsoft Access, CareWare, LeadTrax, NJIIS, CDRSS, Quest
Diagnostics, LabCorp, PACS, SureScripts, Dragon)
v. Server and technological device requirements needed for the end user
4. Meetings: For the purposes of this RFI the OCHD may meet with vendors for
clarification regarding both their technology and preliminary business proposals.
5. Evaluation Criteria: This RFI is for information gathering purposes only, and no
contract shall be awarded as a result. However, the OCHD shall be evaluating all
information and proposals submitted based on their potential as a future project.
Each vendor is responsible for reviewing technical submittals and proposal
requirements and preparing their responses in a clearly organized submittal.
Technical proposals shall consider and be reflective of all federal, state, and local
laws, statutes, ordinances, regulations, and other applicable laws that may affect
cost, progress, or performance of the project including, but not limited to…
6. Clarification of the Responses:
After the submission of information, unless requested by the OCHD, there will be
no vendor contact permitted. After reviewing the submittals, the evaluation
committee may ask one, some or all of the vendors to clarify certain aspects of
their submittal. A request for clarification may be made in order to resolve minor
ambiguities, irregularities, informalities or clerical errors.
7. After the evaluation has been completed:
All materials are kept on file at the OCHD.
OCHD Information Management System RFI
The evaluation committee makes a formal recommendation to the OCHD
executive staff and authorized personnel as to whether to proceed further in a
procurement process.
8. Examination of Existing Operation, Information and Questions
Questions must be in writing and addressed to Kathleen Lardiere before 4:00 p.m.
on February 10, 2016. A site visit may be planned at the discretion of the OCHD,
on a date and time to be determined.
III. Project Description
A. Project Goals
The OCHD is seeking information to assist it in developing a new procurement document
for an information management system. The procurement document will solicit
responses from qualified vendors for the purpose of identifying a system that is fully
integrated for electronic medical records, revenue cycle management and third party
billing, real-time insurance eligibility confirmation, concise data management, with
existing capability for mobile data access and input, easily customizable reports,
customizable field names and forms, effective patient registration and tracking
capabilities, include substantial data quality controls, and meet HIPAA and HL7 data
requirements and comply with any and all applicable State and Federal Regulations. The
system should also contain built in security mechanisms and provide for audit trail
capabilities of system transaction activity.
Insurance billing, data conversion and integration, customizability, and ease of use for
end users are primary considerations for the OCHD. Any proposed project shall make
these considerations a priority.
B. Eligible Technologies
The OCHD shall consider various existing and emerging electronic medical record/
electronic health record technologies. Proposals for systems must be able to track:
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Patient Registration and Tracking
Electronic Medical Records/
Electronic Health Records
Scheduling
Immunization tracking
Laboratory results
Radiology results
Legal, mandated, and other reporting
functionality and deadlines
Creation of existing, requisite form
reproduction
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Management of report deadlines
and electronic submission
Outbreak and disease investigation
tracking
Patient account management
Third Party Billing capabilities
Point of care insurance verification
function
OCHD Information Management System RFI
Other system functionality must at a minimum include:
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Revenue Cycle Management including, but not limited to, insurance claim scrubbing,
claim submission, claim billing, billing reconciliation
Inventory management
Remote connectivity
Compatibility on any personal computer or mobile device
Point of Care Insurance verification
Data conversion and integration consisting of:
 One-time historical data conversion of all existing Clinic Services electronic
records from Microsoft Access, CareWare, and LeadTrax
 Ongoing, real-time or regular batch data conversion of contracted EMR data to
CareWare, LeadTrax, NJIIS, and CDRSS
 Integration with national and local laboratories (LabCorp, Quest, ARUP, etc) for
laboratory results
 Integration with national and local pharmacies using an e-prescription network
(i.e. SureScripts) for prescribing and medication reconciliation
 Integration with local radiology service providers and PACS
C. Existing Departmental Structure and Information Databases
The OCHD Public Health Nursing Services (PHNS) – Clinic Services division
encompasses a broad range of activities focused on improving and maintaining the health
of Ocean County residents.
PHNS Clinic Services processes a combined total of approximately 12,000 patient visits
each year. The influenza/pneumonia immunization clinics include an additional 3,500
patient encounters annually. The proposed system must allow for document storage
expansion to accommodate 5% growth for a period of at least 5 years.
We anticipate 22 unique users representing 14.5 full-time equivalents (FTEs). Intended
users include 7 medical doctors and advanced nurse practitioners (0.5 FTEs), 6 nurses (6
FTEs), 2 supervisory staff (2 FTEs), 2 FTE programmatic staff, and 4 additional FTE
clerical staff assigned to Clinic Services.
OCHD Information Management System RFI
Table 1 Current Programs and Primary User Group
Database
Primary User Group
Microsoft Access
Adult Immunization Clinics
Microsoft Access
Cancer Education and Early Detection Clinic
LeadTrax
Child Lead Poisoning Case Management
Microsoft Access
Eye Screening
Microsoft Access, CareWare
HIV/AIDS Care and Treatment
Microsoft Access
Influenza/Pneumonia Immunization Clinics
Microsoft Access
Senior Wellness Clinic
Microsoft Access
Sexually Transmitted Disease Clinic
Microsoft Access
Tuberculosis (TB) Care and Treatment
Microsoft Access
Tuberculosis (TB) Screening
Microsoft Excel
HIV Counseling, Testing, and Referral
Each database ranges in complexity and size. If a vendor requires a specific type of
output, a vendor must indicate what type of output format that they require for data to be
converted (i.e. comma delimited) and what type of what output media they require for the
data to be transferred (i.e. CD, DVD, hard drive) and the anticipated time for a data
conversion effort.
D. Information System Layout
The OCHD operates in a Windows Server environment on HP servers with Windows
Server operating system. The network follows TCP/IP protocols for data transmission to
workstations using the Windows 7 Professional operating system. All printing
capabilities are provided through networked Hewlett-Packard and or Ricoh Multifunction
printers.
The OCHD uses a network utilizing IEEE 802.2/802.3/Ethernet 100/1000 LAN and it
relies on workstation access to a multi-user, multitasking, high-speed database server
across a LAN utilizing TCP/IP communication protocol.
The OCHD regularly backs up all system and data files on their servers using Barracuda
Networks.
E. Project Site
The project will be located primarily at the OCHD’s main campus at 175 Sunset Avenue,
Toms River, New Jersey.
F. Responsibilities of Responders/ Scope of Response
For the purposes of this RFI responders shall be responsible to provide all pertinent
information as previously described.
OCHD Information Management System RFI
G. Licenses and Certifications
Vendors must show evidence of the ability of their system to function within a Microsoft
Windows operating environment.
IV. State Purchasing Law Requirements (Applicable to a Successful Contractor as part of a
Future Possible Procurement Process)
A. Vendors are required to comply with the requirements of N.J.S.A. 10:5-31 et seq.
and N.J.A.C.17:27. The mandatory equal employment opportunity language
includes the following:
Goods, Professional Services and General Service Contracts
During the performance of any contract resulting in the future from this RFI, the
contractor agrees as follows:
The contractor or subcontractor, where applicable, will not discriminate against any
employee or applicant for employment because of age, race, creed, color, national origin,
ancestry, marital status, affectional or sexual orientation, gender identity or expression,
disability, nationality or sex. Except with respect to affectional or sexual orientation and
gender identity or expression, the contractor will ensure that equal employment
opportunity is afforded to such applicants in recruitment and employment, and that
employees are treated during employment, without regard to their age, race, creed, color,
national origin, ancestry, marital status, affectional or sexual orientation, gender identity
or expression, disability, nationality or sex.
Such equal employment opportunity shall include, but not limited to the following:
employment, upgrading, demotion, or transfer; recruitment or recruitment advertising;
layoff or termination; rates of pay or other forms of compensation; and selection for
training, including apprenticeship. The contractor agrees to post in conspicuous places,
available to employees and applicants for employment, notices to be provided by the
Public Agency Compliance Officer setting forth provisions of this nondiscrimination
clause.
The contractor or subcontractor, where applicable will, in all solicitations or
advertisements for employees placed by or on behalf of the contractor, state that all
qualified applicants will receive consideration for employment without regard to age,
race, creed, color, national origin, ancestry, marital status, affectional or sexual
orientation, gender identity or expression, disability, nationality or sex.
The contractor or subcontractor, where applicable, will send to each labor union or
representative or workers with which it has a collective bargaining agreement or other
contract or understanding, a notice, to be provided by the agency contracting officer
advising the labor union or workers’ representative of the contractor’s commitments
under this act and shall post copies of the notice in conspicuous places available to
employees and applicants for employment. The contractor or subcontractor where
applicable, agrees to comply with any regulations promulgated by the Treasurer pursuant
OCHD Information Management System RFI
to N.J.S.A. 10:5-31 et seq. as amended and supplemented from time to time and the
American and Disabilities Act.
The contractor or subcontractor agrees to make good faith efforts to afford equal
employment opportunities to minority and women workers consistent with Good faith
efforts to meet targeted county employment goals established in accordance with
N.J.A.C. 17:27-5.2, or Good faith efforts to meet targeted county employment goals
determined by the Division, pursuant to N.J.A.C. 17:27-5.2
B. Business Registration
Note that all parties responding to a possible future procurement process must comply
with the Business Registration requirements of the New Jersey Department of
Community Affairs in accordance with N.J.S.A. 25:32-44. Firms must submit prior to
the award of a contract a copy of their New Jersey Business Registration Certificate.
Failure to do so will be cause for rejection of the firm’s Proposal.
C. New Jersey Pay to Play Regulations
Any contract awarded in the future as a result a procurement process will be subject to
New Jersey Pay to Play regulations. Upon receipt of the current Candidate Committee
List from the Atlantic County Clerk, the Authority will provide to the Contractor and the
Contractor as soon as is reasonably possible will complete and submit a Business Entity
Disclosure Certification which will certify that the Contractor has not made any
reportable contributions to a political or candidate committee in the County of Atlantic
(1) in the previous one year; (2) and from January, 2013 to the date of award; (3) that the
contract will prohibit the Contractor from making any reportable contributions through
the term of the contract.
D. Disclosure of Investment Activities in Iran
Pursuant to Public Law 2012, c.25, any person, or entity that submits a response to a
future procurement process must complete the Disclosure of Investment Activities in Iran
Form contained herein.
E. General Insurance and Indemnity Requirements
Will be included in final procurement document.
OCHD Information Management System RFI
F. Corporate Disclosure
Pursuant to the requirements of N.J.S.A. 52:25-24.2 and N.J.S.A. 40A:11- 23.2, every
vendor responding to this RFI shall include with their written response a written
statement setting forth the names and addresses of all stockholders in the corporation or
partnership who own 10% or more of its stock, of any class or of all individual partners in
the partnership who own a 10% or greater interest therein, as the case may be. If one or
more such stockholder or partner is itself a corporation or partnership, the stockholders
holding 10% or more of that corporation's stock, or the individual partners owning 10%
or greater interest in that partnership, as the case may be, shall also be listed. The
disclosure shall be continued until names and addresses of every noncorporate
stockholder, and individual partner, exceeding the 10% ownership criteria, has been
listed.
G. List of Subcontractors
Pursuant to the requirements of N.J.S.A. 40A:11-16 and N.J.S.A. 40A:11-23.2, every
vendor responding to this RFI shall include a listing of any proposed subcontractors that
the responding vendor intends to use for the project in the future.