Integrated Care Management Support System (ICMSS)

REQUEST FOR QUOTATION For Integrated Care Management Support System (ICMSS)

FOR SWCAA TABLE OF CONTENTS THIS IS ONLY A PARTIAL RFQ DOCUMENT TO ACT AS A PRIMER. TO REQUEST THE FULL RFQ DOCUMENT SEND AN EMAIL TO [email protected] WITH YOUR CONTACT INFORMATION.

1. PART I: OVERVIEW

PROJECT GOAL

The Southwestern Connecticut Agency on Aging (SWCAA), a 501C3 non-profit, is migrating and enhancing its current custom line of business applications that support the Connecticut Home Care Program (CHCP) to the Salesforce platform. The change will promote the following agency goals: 1. Improve access to care by accelerating the on-boarding process. 2. Improve quality of care by fostering more accurate and timely communications to stakeholders 3. Facilitate the provisioning of ‘The right service at the right time’ 4. Improve efficiencies to ensure the needs of clients can be met on a cost effective basis.

PROJECT DESCRIPTION

SWCAA will convert the functionality of its line of business applications and processes into the Salesforce platform and make very substantial improvements and additions to those applications to support the four main project goals. In addition to the conversion and enhancements, SWCAA data will be migrated to the platform and staff will be trained on the use of the new application. SWCAA seeks a qualified service provider (SUPPLIER) to provide Salesforce Development services to support the requirements specified in this Request for Quotation document. SCOPE OF WORK

This RFQ is for procurement of the following services:

Phase 1: Requirement Gathering and Analysis Phase 2: Analysis and Design  Process definition and SFDC application design (UI, Database Schema, Data Flow, and test plan). Phase 3: Develop *  Coding  Testing  Quality Assurance and Development Review  Workflow Optimization  Pilot Testing Phase 4: Implementation  User Training  Application Implementation and Data Migration  User Acceptance Phase 5: Support  Documentation  Maintenance and Support (Recurring Costs)

*A rolling delivery of feature sets if preferable to a monolithic launch.

CURRENT ENVIRONMENT (CURRENT STATE)

ICMSS HIGH LEVEL OVERVIEW

To help facilitate the understanding of the work to be performed we will start by describing the current state of CHCP related systems and processes at SWCAA. SWCAA currently employs a mix of home grown applications and very manual paper based processes to manage the needs its CHCP client population. The applications are mostly created in MS Access with the primary one being The Plan of Care. The following diagram represents the major systems within SWCAA and their touch points to state and provider systems. The Plan of Care is an MS Access based application that represents the heart of SWCAA’s software systems. The application in its current state performs the following functions: 1. Tracks Client Demographic Data and Relevant Details 2. Tracks Client Assessment Data 3. Tracks Service Providers, the services they provide, and information about those services. 4. Tracks all Service Orders issued for all clients with related cost and administrative data 5. Issues service orders to providers via encrypted email 6. Facilitates SWCAA’s billing for its own services 7. Facilitates reporting for internal stakeholders as well as government reporting requirements The Plan of Care allows for a variety of user access levels to promote effective controls and meet HIPAA compliance requirements. The Plan of Care has limitations in that it DOES NOT: 1. Provide any Document Management function 2. Provide any Forms Management ability 3. Allow for the documenting of Goals or related Goal Sheets 4. Meet the reporting requirements of the Agency 5. Allow for any CRM functions related to client interactions or activities performed on behalf of the client 6. Assist staff or management in understanding their workload

The secondary application, RS Import Copay, is actually a set of applications that facilitates billing the State for the services SWCAA provides. The tertiary, but also essential application is the Upload Utility that is the integration point with the State of Connecticut’s Medicaid billing system: HP Medicaid Management Information System (HP MMIS).

PLAN OF CARE USAGE STATISTICS

Plan of Care Statistics (SWCAA):

Software MS Access Users 60 Clients 2,500 current 15,000 including past clients Records: Service Orders 20,000 per year 500,000 total Client Assessments 2,000 per year 40,000 total Notes: Service Orders are modified multiple times. Start/Stop/and sometimes edits during its lifecycle. About 100 get created per work day, but another 100 may get closed and 50 more get modified. Additionally, there are thousands of MS Word documents. These will need to be either linked imported into the new system based on cost.

FUTURE ENVIRONMENT (FUTURE STATE)

The most important concept to understand is that, although the adoption of Salesforce is driven by the needs of the Connecticut Home Care Program contract, the implementation is to be architected to support an agency wide adoption of Salesforce. The vision is to allow for all agency programs to be managed through the Salesforce platform allowing agency staff to have a unified understanding of the clients we assist. In time the Agency will convert other applications and service offering to the Salesforce platform. Before going further into the future state it is important to understand the Care Management Process from a high level.

The Care Management Process can be divided into two phases: 1) Referral and On-Boarding, and 2) Ongoing Monitoring and Support. Post support and off boarding are relatively routine administrative tasks and not called out here. The new system needs to support each of these functions in detail as well as others in such a way that a. Reduces manual entry and time spent on repetitive tasks b. facilitates the collection and flow of information between stakeholders in a HIPAA compliant and effective manner c. Provides a base level of intelligence towards the complex set of rules related to the CHCP THIS IS ONLY A PARTIAL RFQ DOCUMENT TO ACT AS A PRIMER. TO REQUEST THE FULL RFQ DOCUMENT SEND AN EMAIL TO [email protected] WITH YOUR CONTACT INFORMATION.

END PARTIAL RFQ DOCUMENT