Template T-1 Executive Summary and Prospective Contractor Information Response Template
RFP #: SP-18-0034 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-1 –Executive Summary and Prospective Contractor Information
Table of Contents
1.0 Proposal Signature Page ...... 3 2.0 Executive Summary ...... 5 3.0 Prospective Contractor Contact Information ...... 10 3.1 Subcontractor Contact Information (If applicable) ...... 10 4.0 Minimum Mandatory Qualifications ...... 11
2 of 13 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-1 –Executive Summary and Prospective Contractor Information
1.0 Proposal Signature Page The Prospective Contractor must include the following cover sheet provided in this section 1.0, and an individual authorized to legally bind the Prospective Contractor must sign the Cover Sheet in ink and include it in the Proposal copy labeled “Original Proposal.”
Instructions: Provide the following information regarding the person responsible for the completion of the response. This person should also be the person OSP and DHS-ASH will contact for questions and/or clarifications. Type or Print the following information.
PROSPECTIVE CONTRACTOR’S INFORMATION Company: Streamline Healthcare Solutions Address: 510 E Butler Ct Zip City: Kalamazoo State: MI 49007 Code: Business ☐ Individual ☐ Sole Proprietorship ☐ Public Service Corp : Designation ☐ Partnership ☒ Corporation ☐ Nonprofit ☐ Not Applicable Minority ☐ American Indian ☐ Asian American ☐ Woman ☐ Designation: African American ☐ Hispanic American ☐ Pacific Islander American ☐ Service Disabled Veteran See Minority Business Policy Service Disabled Veteran AR Minority Certification #: Certification #:
PROSPECTIVE CONTRACTOR CONTACT INFORMATION Provide contact information to be used for bid solicitation related matters. Contact Kristian Holmberg Title: Sr. Regional Manager Person: Alternate Phone: 734-944-3000 734-646-6125 Phone: Email: [email protected] CONFIRMATION OF REDACTED COPY ☒ YES, a redacted copy of submission documents is enclosed. ☐ NO, a redacted copy of submission documents is not enclosed. I understand a full copy of non-redacted submission documents will be released if requested. Note: If a redacted copy of the submission documents is not provided with Prospective Contractor’s response packet, and neither box is checked, a copy of the non-redacted documents, with the exception of financial data (other than pricing), will be released in response to any request made under the Arkansas Freedom of Information Act (FOIA). See Bid Solicitation for additional information.
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ILLEGAL IMMIGRANT CONFIRMATION By signing and submitting a response to this Bid Solicitation, a Prospective Contractor agrees and certifies that they do not employ or contract with illegal immigrants. If selected, the Prospective Contractor certifies that they will not employ or contract with illegal immigrants during the aggregate term of a contract.
ISRAEL BOYCOTT RESTRICTION CONFIRMATION By checking the box below, a Prospective Contractor agrees and certifies that they do not boycott Israel, and if selected, will not boycott Israel during the aggregate term of the contract. ☒ Prospective Contractor does not and will not boycott Israel.
An official authorized to bind the Prospective Contractor to a resultant contract shall sign below. The signature below signifies agreement that any exception that conflicts with a Requirement of this Bid Solicitation will cause the Prospective Contractor’s proposal to be disqualified.
Authorized Signature: Title: Use Ink Only.
Printed/Typed Name: Date:
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2.0 Executive Summary Instructions: Provide a brief (three [3] to five [5] page) summary of the key aspects of the Technical Proposal. The Executive Summary should include an overview of the Prospective Contractor’s qualifications, approach to deliver the system and services described in the RFP, time frame to deliver the system and services, proposed team and advantage of this Proposal to DHS-ASH.
Overview Streamline Healthcare Solutions delivers web-based software for healthcare organizations to provide and coordinate all service delivery processes. Streamline has been offering software exclusively to the health and human services marketplace for over 14 years. All members of the executive team have over 20 years’ experience in behavioral health and technology. Our goal is to create meaningful technology that enhances, and transforms our customer’s businesses, while improving the quality of care for all stakeholders. Streamline has built and maintains systems for some of the nation’s premier behavioral health organizations using the latest web- based technology. We have developed our software to truly integrate all departments moving to a more holistic service approach. Streamline’s software solutions are well suited for organizations who wish to have one system that can map and incorporate its entire business processes to a single solution and then continue to evolve as business needs develop. The SmartCare™ application is Meaningful Use certified and is deployed in a live environment at all service levels. These include inpatient, outpatient, intensive-outpatient, residential and managed care, as well as functionality for e-prescribing, primary care services, and electronic communication with other providers. We use the most current and flexible web-based tools available today. This provides all user types a common interface that supports all service delivery models for the organization. There are five major categories that set Streamline and our SmartCare™ solution apart from others in the marketplace. We will define these in more detail in the information below. The five major categories include: SmartCare™ Platform Streamline Organization SmartCare™ Client Base Streamline Implementation Process Streamline Support Team/Services
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Streamline SmartCare™ Platform From the ground, up, SmartCare™ has been designed to be the most flexible and user-friendly application on the market. It was created so all users can immediately use SmartCare™ without training. As the health and human services market changes, SmartCare™ will remain flexible. The application is built with an open architecture framework, which allows all organizations the ability to update and build onto SmartCare™ without moving off the core upgrade path. Intuitive Features Include: Fully browser-based Electronic Health Record (no applets, plug-ins or middleware) Stage 2 Meaningful Use Certified (2014) for ambulatory and inpatient settings Stage 3 Certification – December 2017 A hosting infrastructure that maintains training, development and live environments Outpatient, intensive-outpatient, residential, inpatient (including white board and bed board functionality) as well as OE/EMAR functionality Primary Care application that’s integrated into the platform and includes E&M coding SureScripts certified e-prescribing system including EPCS Fully integrated clinical and HIPAA compliant medical billing system Dashboards and alert systems for internal communication Both laboratory and pharmacy interface (HL7) functionality as well as other outside systems such as general ledger and human resource systems Full billing system for Medicaid, Medicare, grants, capitated and commercial plans Full Managed Care Organization functionality to manage, communicate and/or pay external contracted service providers or designated collaborating organizations (DCOs) Integrated point of service (POS) and batch scanning functionality Mobile online/offline application used to track and manage service activities in the community A data warehouse built on the concepts set forth by Kimball and Ross designed to maximize reporting of large date efficiently Open architecture for flexibility to support all forms electronically as well as custom data conversions
Streamline Client Base Our current client base covers twenty-two states and we currently support over 24,000 users. Streamline has over 55 clients nationally with 11 in your neighboring state of Texas. Streamline has grown over the years and now employs approximately 150 staff between three main offices in Kalamazoo, Michigan; Lombard, Illinois and Developers Bangalore, India. Currently, 80 employees are located in the US and 70 employees in India.
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As we’ve grown we have taken special care to take all the knowledge from each new state and incorporate it into our core system. We feel that growing smarter is much better than growing faster. With ongoing changes with Meaningful Use, care coordination, and specific Medicaid rules in each state we want to have the best system for any size organization. 100% of all revenue goes directly back into SmartCare™ development and support. A large amount of our customers provide a variety of different services as they gain consumers based on the changing Medicaid reimbursement strategies of each state. Some of the service lines we currently support include: Inpatient Outpatient Intensive Outpatient Managed Care IDD Services and Management Substance Abuse Primary Care E-Prescribing
Streamline Implementation Process Streamline offers an implementation process that creates a mutually agreed upon project plan that adheres to best practices in healthcare delivery as well as meeting state regulations and federal standards. Our Business Process Analysis (BPA) is key to understanding the organizational requirements fully so we come to a unique project that is specific to your organization. During this process, we meet with front line and subject matter experts across the organization to understand how you do business and to provide guidance throughout the project. Topics/processes include: Intake process – to make uniform across the organization Assessment process – match key assessments required Plan of Care process – universal key planning and outcome milestones Service Delivery (individual and group) – uniform documentation processes Review of progress processes – uniform individual and group note process IP/Crisis/Residential process – key processes and measurements across all facilities Discharge process – key discharge and outcome measures to be tracked by all Transfer process – key metrics and client independence tracking to graduate Billing Requirements - processes for each state and region Reporting / Analytics – key reporting metrics and outcome measures Other service specific processes that are unique to the organization
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This process provides organizational flexibility to meet distinct and varied work flows, business rules, documentation standards and reporting requirements for business intelligence. All in support of future growth and fiscal sustainability. Our 16 steps address the key events, checkpoints and milestones in every project plan and have become part of the successful methodology we utilize in our implementation projects. The Implementation team focuses on all key areas of your organization including but not limited to: Business process Analysis Infrastructure (current and proposed) Data Migration Interface Scope Timelines and milestones for Go Live
Streamline’s implementation team members come directly from the industry either from provider organizations which utilize SmartCare™ or from direct care. The SmartCare™ application is an evolution which is built on previous successes, the team has a variety of solutions to meet any business workflow and documentation process. At Streamline we provide a healthy balance between a “standard or Core” and “custom and configuration” application in support of a smooth and seamless implementation of SmartCare™ for any organization.
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Streamline Support Team/Services The Streamline Support Team is much more than just a help desk that logs issues. Based out of our Kalamazoo, MI administrative office, the support team has direct access to, and works closely with, the Development, Build Release and Product Management teams. Many of our support team members have prior work experience with behavioral healthcare agencies, either as a direct employee or as a contracted consultant prior to joining our team. The department includes: Client Software Specialists (Central Help Desk Intake) Help Desk and Systems Analysts Client Account Managers Q/A Testing Analysts
We are very interested in partnering with the Arkansas State Hospital. We are confident that our SmartCare™ solution can integrate the service lines and business units within your organization, streamline your workflows and provide the assurance that you are in compliance with Arkansas state regulations, HIPAA and Meaningful Use. At Streamline, We believe our customers should be able to deliver quality healthcare to Anyone, Anywhere and Anytime. The five main categories listed above set our organization and our platform apart from others in your evaluation. We look forward to sharing SmartCare™ with you and welcoming you to Streamline.
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3.0 Prospective Contractor Contact Information Instructions: Complete the following information regarding the Prospective Contractor’s headquarters and primary contact for any questions pertaining to the Prospective Contractor’s responses to this RFP. Do not change any of the completed cells. Any changes to the completed cells could lead to the disqualification of the Proposal.
Table 1. Prospective Contractor Contact Information
COMPANY HEADQUARTERS INFORMATION: Company 150 (Total Number of Employees) Size: Annual 10M Revenue: REGIONAL OR LOCAL OFFICE INFORMATION: Company Streamline Healthcare Solutions Name: Address: 510 E Butler Ct City, State & Kalamazoo, Michigan 49007 Zip Code: Primary Kristian Holmberg Contact: Phone: 734-944-3000 Fax: E-mail: [email protected]
3.1 Subcontractor Contact Information (If applicable) Instructions: Complete the following information regarding the subcontractor’s contact information. If more than one subcontractor is proposed, add more Tables as necessary. Do not change any of the completed cells. Any changes to the completed cells could lead to the disqualification of the Proposal.
Table 2. Subcontractor Contact Information
COMPANY INFORMATION: Company N/A Name: Address: City, State &
Zip Code: Company Type Private Public (Check One):
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Company Size: (Total Number of Employees) Annual
Revenue: PRIMARY CONTACT INFORMATION: Name: Title: Address: City, State &
Zip Code: Phone: Fax: E-mail:
4.0 Minimum Mandatory Qualifications The Prospective Contractor must provide clear, compelling justification that it meets all of the Minimum Mandatory Qualifications. The Prospective Contractor is encouraged to provide ample references to information contained in the Proposal that supports its attestation. Bidders that fail to provide clear, sufficient evidence that they meet the Minimum Mandatory Qualifications may be subject to disqualification. OSP and DHS-ASH may ask for additional clarifications relating to the Minimum Mandatory Qualifications prior to determination of compliance. Instructions: Complete the following information regarding the Bidder’s ability to meet the Minimum Mandatory Qualifications. Provide specific references to Proposal locations that support the Prospective Contractor’s assertions that it meets the Minimum Mandatory Qualifications. Do not change any of the completed cells. Any changes to the completed cells could lead to the disqualification of the Proposal.
Table 3. Minimum Mandatory Qualifications DOES THE BIDDER REFERENCE TO MEET PROPOSAL # QUALIFICATION ITEM QUALIFICATION RESPONSE ITEM? SECTION
The Prime Contractor shall have experience implementing the proposed system(s) in an acute psychiatric facility similar in size and scope to ASH. Prime Contractor and any subcontractors (if applicable) shall provide at least three (3) references from 1 previous engagements of similar size and scope to this RFP. At YES NO least one of the references (for Prime Contractor) must be from an acute psychiatric facility. The State strongly prefers references that are currently using the system. (Use Template T-2 to demonstrate this experience)
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DOES THE BIDDER REFERENCE TO MEET PROPOSAL # QUALIFICATION ITEM QUALIFICATION RESPONSE ITEM? SECTION
The Prospective Contractor shall have their EHR System successfully implemented and currently in use at a facility that has either: 1. Passed a Joint Commission survey with the Prospective Contractor’s solution in operation, or 2 YES NO 2. Been Joint Commission certified while the Prospective Contractor’s solution is in operation.
(Use this Template to provide evidence of qualification. Include letter(s) of reference as required in section 2.5.C of the RFP.)
Streamline Healthcare solutions prides itself on providing solutions to organizations that allow them to meet all state, federal and credentialing requirements for their place of operation or specialty. Though an electronic health record itself cannot be credentialed, SmartCare will help organizations meet the requirements of such bodies including Joint Commission. Streamline has XX customers which have passed a Joint Commission survey. Additionally, XX of our customers have been Joint Commission certified while SmartCare was in operation.
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DOES THE BIDDER REFERENCE TO MEET PROPOSAL # QUALIFICATION ITEM QUALIFICATION RESPONSE ITEM? SECTION
The Contractor shall be required to obtain performance and payment bonds when deemed necessary by the State to protect the State's interest. Situations that may warrant a performance bond include, but are not limited to, the following: 1. The State's property or funds are to be provided to the contractor for use in performing the contract.
1 2. Substantial progress payments are made before YES NO delivery of end items is complete 3. The duties of the Contractor, if breach, could expose the State to liabilities (Use this Template to provide evidence of qualification. Include the letter of bondability required by section 2.5.D.3 of the RFP.)
Streamline will adhere to all payment bond requirements as indicated. Please see the letter of bondability attached.
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Template T-2
Prospective Contractor Experience/References
Response Template
RFP #: SP-18-0034 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-2 – Prospective Contractor Experience/References
Table of Contents
1.0 Prospective Contractor Organization Overview ...... 3 1.1 Subcontractor Organization Overview (only if applicable) ...... 4 2.0 Prospective Contractor Corporate Background and Experience ...... 5 2.1 Prospective Contractor’s Corporate Background ...... 5 2.2 Prospective Contractor’s Experience with Acute Psychiatric Facilities ...... 6 2.3 EHR and Billing System Implementations/References ...... 7 2.4 Existing Business Relationships with the State of Arkansas ...... 17 3.0 Financial Stability ...... 18 3.1 Financial Capacity ...... 18
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1.0 Prospective Contractor Organization Overview The Prospective Contractor should include details of their experience in this section. The details should include organization overview; corporate background; understanding of the relevant domain; and experience. Instructions: Provide all relevant information regarding the general profile of the Prospective Contractor. Do not change any of the completed cells. Any changes to the completed cells could lead to the disqualification of the Proposal.
Table 1. Prospective Contractor Organization Profile PROSPECTIVE CONTRACTOR ORGANIZATION PROFILE Company Name Streamline Healthcare Solutions Name of Parent Company Industry (NAICS) 541519 (North American Industry Classification System) Arkansas Economic N/A Development Commission Minority Business Certification Number (if applicable) Minority Business Number (if N/A applicable) Number of Years in Business 14 Number of Years Prospective 14 Contractor has been Providing the Type of System and Services Specified in the RFP Number of Employees Kalamazoo, Michigan: Corporate Headquarters (Implementation and Providing the Type of Work Support Services) Specified in the RFP Lombard, Illinois: (US Based Development, Product Management, Sales & Marketing)
Bangalore, India: Development Team, all PHI stays within the United States
US Remote: we have about 30 staff based all over the US out of home offices.
Headquarters in the USA Kalamazoo, MI Locations in the USA 510 East Butler Court, Kalamazoo, MI 49007 1 Trans Am Plaza Drive, Suite 520, Oakbrook Terrace, IL 60181 Office Servicing this Account 510 East Butler Court, Kalamazoo, MI 49007
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1.1 Subcontractor Organization Overview (only if applicable) The Prospective Contractor should only complete this section if proposing subcontractors as part of the Proposal. Instructions: Provide all relevant information regarding the profile of each subcontractor. This section should be duplicated in its entirety for each subcontractor included. Do not change any of the completed cells. Any changes to the completed cells could lead to the disqualification of the Proposal.
Table 2. Subcontractor Organization Profile SUBCONTRACTOR ORGANIZATION PROFILE Subcontractor Name N/A Type of Legal Entity N/A Headquarters Location N/A Date Founded N/A Services to be Provided N/A Experience of Subcontractor N/A in Performing the Services to be Provided Brief Description and N/A Number of Projects that Prospective Contractor has Partnered with this Subcontractor on Locations Where Work is to N/A be Performed
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2.0 Prospective Contractor Corporate Background and Experience
2.1 Prospective Contractor’s Corporate Background The Prospective Contractor should describe its corporate background to provide context of the organization that will be providing the products and services in this RFP. Instructions: Describe the Prospective Contractor’s corporate background as it relates to projects similar in scope and complexity to the project described in this RFP.
Streamline: Streamline delivers web-based software for a variety healthcare organization’s to provide and coordinate all service delivery processes. Streamline has been offering software in the behavioral health marketplace since 2003. All members of the executive team have over 20 years’ experience in behavioral health and technology. Our goal is to create meaningful technology that enhances, and transforms our customer’s businesses, while improving the quality of care for all stakeholders. Streamline has built and maintains systems for some of the nation’s premier behavioral health organizations using the latest web-based technology. We have developed our software to truly integrate all departments moving to a more holistic service approach. Streamline’s software solutions are well suited for organizations who wish to have one system that can map and incorporate its entire business processes to a single solution and then continue to evolve as business needs develop. SmartCare™, is a web-based enterprise-wide application built for the delivery, management and coordination of behavioral healthcare services. The SmartCare application is Meaningful Use certified (Stage 2 2014 Complete Ambulatory and Inpatient) and is deployed in a live environment at all service levels. These include inpatient, outpatient, intensive-outpatient and residential, as well as core functionality for e-prescribing, primary care, electronic communication with other providers via a standardized Continuity of Care Documents (CCD) the ability to scan in all supporting third-party documentation into the medical record and connect to outside organizations and Health Information Exchanges.
Streamline SmartCare Platform From the ground, up, SmartCare has been designed to be the most flexible and user-friendly application on the market. It was created so all users can immediately use SmartCare without training. As the health and human services market changes, SmartCare will remain flexible. The application is built with an open architecture framework, which allows all organizations the ability to update and build onto SmartCare without moving off the core upgrade path.
Intuitive Features Include: Fully browser-based Electronic Health Record (no applets, plug-ins or middleware) Stage 2 Meaningful Use Certified (2014) for ambulatory and inpatient settings Stage 3 Certification – December 2017 A hosting infrastructure that maintains training, development and live environments Outpatient, intensive-outpatient, residential, inpatient (including white board and bed board functionality) as well as OE/EMAR functionality
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Primary Care application that’s integrated into the platform and includes E&M coding SureScripts certified e-prescribing system including EPCS Fully integrated clinical and HIPAA compliant medical billing system Dashboards and alert systems for internal communication Both laboratory and pharmacy interface (HL7) functionality as well as other outside systems such as general ledger and human resource systems Full billing system for Medicaid, Medicare, grants, capitated and commercial plans Full Managed Care Organization functionality to manage, communicate and/or pay external contracted service providers or designated collaborating organizations (DCOs) Integrated point of service (POS) and batch scanning functionality Mobile online/offline application used to track and manage service activities in the community A data warehouse built on the concepts set forth by Kimball and Ross designed to maximize reporting of large data efficiently Open architecture for flexibility to support all forms electronically as well as custom data conversions
2.2 Prospective Contractor’s Experience with Acute Psychiatric Facilities The Prospective Contractor should describe its experience with implementing systems in acute psychiatric facilities. Instructions: Describe the Prospective Contractor’s experience with implementing systems in acute psychiatric facilities. The Prospective Contractor should provide detailed information regarding past projects, philosophy, and how they can leverage their experience to this project.
Streamline: Streamline Healthcare has worked, and is working, with a number of agencies that have inpatient facilities to provide services in an acute setting for both psychiatric and substance use services. This includes a facility with 145 acute and 140 residential beds in Alabama, 80 acute and 25 extended acute in Pennsylvania and 80 acute beds in Florida. Our experience implementing inpatient facilities includes the following functions – Bed Census White Boards Order Entry/Order Sets Order Rounding Pharmacy Interface MAR Lab Interface Nursing and Shift Notes
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2.3 EHR and Billing System Implementations/References The State has established mandatory qualifications that must be met to submit a proposal as stated in Template T-1 of the RFP. To satisfy the mandatory qualifications, include at least three (3) references of projects which are of similar size, complexity and scope to this engagement. Each reference chosen should clearly demonstrate the Prospective Contractor’s ability to perform the Scope of Work described in the RFP. One of the references (prime contractor) must be from an acute psychiatric facility. The State strongly prefers references that are currently using the system. Instructions: Provide the information requested in the Tables below. The Tables may be replicated if the Prospective Contractor would like to include more than three (3) references. Do not change any of the completed cells. Any changes to the completed cells could lead to the disqualification of the Proposal.
Table 3. Reference 1
PROSPECTIVE CONTRACTOR INFORMATION Name: Philhaven Contact/Name: Lori Nolt, IT Director Project Dates: 4/2015 – 7/2016 Contact Phone: 717-270-2402 CUSTOMER INFORMATION Customer Organization: WellSpan Philhaven Customer Contact Name: Lori Nolt, IT Director
Customer Phone: 717-270-2402
Customer Address: 283 South Butler Road, Mt. Customer Email: [email protected] Gretna, PA 17064 Customer Fax:
PROJECT INFORMATION Total Contractor Staff: Project Objectives: Philhaven when through a long procurement process for a fully web-based electronic health record for OP and IP services.
Project Description: Philhaven is south central Pennsylvania’s most comprehensive behavioral health organization, serving Adams, Dauphin, Lancaster, Lebanon and York counties through 54 programs and 27 care locations. Philhaven offers services for all ages and various levels of care, including hospitalization, residential and day programs, outpatient counseling, and services in the home, school and community.
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Prospective Contractor’s Involvement: Full implementation team
Project Benefits: Fully live electronic health record.
KEY PERSONNEL ASSIGNED TO PROJECT Javed Husain Executive Sponsor
Shami Dugal Project Manager
PROJECT MEASUREMENTS Operating Budget of Organization: # of Employees and External Users:
Initial contract value: Actual contract value:
Reason(s) for Change in contract value:
Estimated Start & Completion Dates From: To: Actual Start & Completion Dates From: To: Reason(s) for Difference Between Estimated and Actual Dates:
If the Prospective Contractor performed the work as a subcontractor, describe the scope of subcontracted activities:
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Reference 2
PROSPECTIVE CONTRACTOR INFORMATION Name: Helen Farabee Centers Contact/Name: Ralph Waite, MIS Director Project Dates: Dec 2015 - April 2017 Contact Phone: (940) 397-3147 CUSTOMER INFORMATION Customer Organization: Helen Farabee Centers Customer Contact Name: Ralph Waite, MIS Director Customer Phone: (940) 397-3147
Customer Address: 1515 North Business 287, Customer Email: [email protected] Decantur, Texas 76234 Customer Fax:
PROJECT INFORMATION Total Contractor Ralph Waite, MIS Director
Staff: Project Objectives: Streamline contracted with a group of six Texas providers to implement a fully meaningful use certified web-based electronic health record. Helen Farabee was the first of these organizations to go live with both the clinical and billing systems.
Project Description: Helen Farabee Centers specialize in providing access to community-based treatment and support services for persons with severe, persistent forms of mental illness, substance abuse and persons with intellectual and developmental disabilities.
The Center operates more than 20 program sites within our 16,655 square mile catchment area. Each month our Centers provide behavioral health and/or intellectual or developmental disability services for more than 10,000 people and, in many cases, their families. Prospective Contractor’s Involvement:
Project Benefits: Provided a full EHR for the organization to complete Texas Medicaid billing and reporting requirements.
KEY PERSONNEL ASSIGNED TO PROJECT Name: Javed Husain Role: Executive Sponsor
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Name: Shami Dugal Role: Project Manager
PROJECT MEASUREMENTS Operating Budget of Organization: # of Employees and External Users: 400
Initial contract value: Actual contract value:
Reason(s) for Change in contract value:
Estimated Start & Completion Dates From: To: Actual Start & Completion Dates From: To: Reason(s) for Difference Between Estimated and Actual Dates:
If the Prospective Contractor performed the work as a subcontractor, describe the scope of subcontracted activities:
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Reference 3
PROSPECTIVE CONTRACTOR INFORMATION Name: Bradford Health Services Contact/Name: Mikal Bierley Project Dates: 3/2015 – 7/2015 Contact Phone: (205) 244-3022 CUSTOMER INFORMATION Customer Organization: Bradford Health Customer Contact Name: Mikal Bierley
Customer Phone: (205) 244-3022
Customer Address: 300 Century Park South Suite Customer Email: [email protected] 100. Birmingham, AL 35226 Customer Fax:
PROJECT INFORMATION Total Contractor Staff: Project Objectives: Bradford needed a full electronic health record installed for billing within 3 months. Streamline completed this project and is now moving to implement the entire health record across all locations.
Project Description: Bradford Health Services offers a well-designed continuum of care approach to treating adults with alcohol and drug dependency. Bradford provides a continuum of care, through a variety of innovative inpatient and outpatient services, with 27 locations.
Prospective Contractor’s Involvement:
Project Benefits: Bradford Health now has a fully web-based meaningful use certified electronic health record for all locations and all levels of care.
KEY PERSONNEL ASSIGNED TO PROJECT Name: (Add more rows as needed) Role: (Add more rows as needed)
Name: (Add more rows as needed) Role: (Add more rows as needed)
PROJECT MEASUREMENTS Operating Budget of Organization: # of Employees and External Users:
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Initial contract value: Actual contract value:
Reason(s) for Change in contract value:
Estimated Start & Completion Dates From: To: Actual Start & Completion Dates From: To: Reason(s) for Difference Between Estimated and Actual Dates:
If the Prospective Contractor performed the work as a subcontractor, describe the scope of subcontracted activities:
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2.3.1 Subcontractor References (If Applicable) If the Proposal includes the use of subcontractor(s), include at least three (3) references from scopes of work equivalent to the scope of work proposed of the subcontractor in the Proposal. Each reference chosen should clearly demonstrate the subcontractor’s ability to perform the relevant portion of work requested in the RFP. Instructions: Provide the information requested in the Tables below. Replicate the Table if more than three (3) references are desired. Do not change any of the completed cells. Any changes to the completed cells could lead to the disqualification of the Proposal.
N/A Table 4. Reference 1 SUBCONTRACTOR INFORMATION Subcontractor Name: Subcontractor Contact/Name: Project Dates: Subcontractor Contact Phone: CUSTOMER INFORMATION Customer Organization: Customer Contact Name:
Customer Phone:
Customer Address: Customer Email:
Customer Fax:
PROJECT INFORMATION Project Objectives:
Project Description:
Subcontractor’s Involvement:
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Project Benefits:
SUBCONTRACTOR KEY PERSONNEL ASSIGNED TO PROJECT Name: (Add more rows as needed) Role: (Add more rows as needed)
Name: (Add more rows as needed) Role: (Add more rows as needed)
PROJECT MEASUREMENTS Operating Budget of Organization: # of Employees and External Users:
Estimated One-time costs: Actual One-time costs:
Reason(s) for Change in One-time cost:
Original Value of Subcontractor’s Contract: Actual Total Contract Value:
Reason(s) for Change in Value:
Estimated Start & Completion Dates: From: To: Actual Start & Completion Dates: From: To: Reason(s) for Difference Between Estimated and Actual Dates:
Reference 2 SUBCONTRACTOR INFORMATION Subcontractor Name: Subcontractor Contact/Name: Project Dates: Subcontractor Contact Phone: CUSTOMER INFORMATION Customer Organization: Customer Contact Name:
Customer Phone:
Customer Address: Customer Email:
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Customer Fax:
PROJECT INFORMATION Project Objectives:
Project Description:
Subcontractor’s Involvement:
Project Benefits:
SUBCONTRACTOR KEY PERSONNEL ASSIGNED TO PROJECT Name: (Add more rows as needed) Role: (Add more rows as needed)
Name: (Add more rows as needed) Role: (Add more rows as needed)
PROJECT MEASUREMENTS Operating Budget of Organization: # of Employees and External Users:
Estimated One-time costs: Actual One-time costs:
Reason(s) for Change in One-time cost:
Original Value of Subcontractor’s Contract: Actual Total Contract Value:
Reason(s) for Change in Value:
Estimated Start & Completion Dates: From: To:
15 of 18 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-2 – Prospective Contractor Experience/References
Actual Start & Completion Dates: From: To: Reason(s) for Difference Between Estimated and Actual Dates:
Reference 3
SUBCONTRACTOR INFORMATION Subcontractor Name: Subcontractor Contact/Name: Project Dates: Subcontractor Contact Phone: CUSTOMER INFORMATION Customer Organization: Customer Contact Name:
Customer Phone:
Customer Address: Customer Email:
Customer Fax:
PROJECT INFORMATION Project Objectives:
Project Description:
Subcontractor’s Involvement:
Project Benefits:
SUBCONTRACTOR KEY PERSONNEL ASSIGNED TO PROJECT Name: (Add more rows as needed) Role: (Add more rows as needed)
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Name: (Add more rows as needed) Role: (Add more rows as needed)
PROJECT MEASUREMENTS Operating Budget of Organization: # of Employees and External Users:
Estimated One-time costs: Actual One-time costs:
Reason(s) for Change in One-time cost:
Original Value of Subcontractor’s Contract: Actual Total Contract Value:
Reason(s) for Change in Value:
Estimated Start & Completion Dates: From: To: Actual Start & Completion Dates: From: To: Reason(s) for Difference Between Estimated and Actual Dates:
2.4 Existing Business Relationships with the State of Arkansas Instructions: Describe any existing or recent (within the last five (5) years) business relationships the Prospective Contractor or any of its affiliates and proposed subcontractors has with the State.
Streamline: Streamline doesn’t have any existing or recent relationships with the State of Arkansas.
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3.0 Financial Stability 3.1 Financial Capacity Prospective Contractor’s should submit an Independent Auditor’s Report and audited financial statements, including any management letters associated with the Auditor’s Report with the applicable notes, OMB A-133 Audit (if conducted) for the last fiscal year (an Audit Receipt Letter from Contract Support for each year is acceptable), balance sheet, statement of income and expense, statement of changes in financial position, cash flows and capital expenditures. Most current financial statements (may be unaudited) should be provided as part of the Technical Proposal. If the Prospective Contractor has not had an audit conducted within the past fiscal year, then the Prospective Contractor should provide the following un-audited financial statements for the last fiscal year: a) State of Financial Position (Balance Sheet) b) Statement of Activities (Income Statement) c) Statement of Cash Flows If the Prospective Contractor is a corporation that is required to report to the Securities and Exchange Commission (SEC), it should submit its most recent SEC Forms 10K, Annual Reports. If any change in ownership is anticipated during the twelve (12) months following the Proposal due date, the Prospective Contractor should describe the circumstances of such change and indicate when the change is likely to occur. Additional information may be requested regarding financial stability for the Prospective Contractor and any subcontractors proposed. Instructions: Supply evidence of financial stability sufficient to demonstrate reasonable stability and solvency appropriate to the requirements of this procurement.
Streamline: Please see our attached financial statements.
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Template T-3
Prospective Contractor Staffing
Response Template
RFP #: SP-18-0034 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-3 – Prospective Contractor Staffing
Table of Contents
1.0 Prospective Contractor Key Personnel ...... 3 1.1 Subcontractor Key Personnel ...... 7 2.0 Staff Experience ...... 9 3.0 Resumes ...... 9 4.0 Staff Retention ...... 11
2 of 12 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-3 – Prospective Contractor Staffing
1.0 Prospective Contractor Key Personnel The Prospective Contractor should identify Key Personnel for the Engagement, as described in the RFP (2.7.13 A-H), including: Name Position in Vendor organization Proposed role on Engagement Focus of work effort % of time for that work effort Experience in the proposed role Qualifications for the proposed role Role in the last project Instructions: Complete the following Table detailing the Key Personnel identified for this Engagement. Add rows as necessary. Do not change any of the completed cells. Any changes to the completed cells could lead to the disqualification of the Proposal.
Table 1.
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Table 2. Prospective Contractor Key Personnel
% OF EXPERIENCE TIME PROPOSED IN POSITION IN FOCUS OF WORK FOR QUALIFICATIONS FOR NAME ROLE ON PROPOSED ROLE IN LAST PROJECT ORGANIZATION EFFORT THAT PROPOSED ROLE ENGAGEMENT ROLE WORK (YEARS) EFFORT Executive Executive 15% Co-CEO of Streamline Sponsor representative from Healthcare. Worked on Executive Sponsor Streamline Behavioral Healthcare Javed Co-CEO responsible for the 7 years Software Husain project. implementations for 20 years
Project Develop, Monitor, 50% Project Manager Manager Update Project Plan; Hold Status 30 years of project Meetings; management Ensure experience, on vendor/customer Information Technology tasks are and EHR projects (10 completed in a years), especially in the timely manner public sector. Managed Shami Implementation 10 years two significant projects Dugal Team Leader Update internal at the State of Iowa – ACE project Department of Human tracking vehicle; Services (6 years) and Issue management Johnson County (2 and resolution; years), installation of an EHR system. “buck stops here” for all project related items; Manage project financials;
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Manage customizations and related statements of work; Ensure contract deliverables and commitments are met; Manage customer expectations Escalate internally as needed; Provide periodic checkpoint presentations Participate in Steering Committee/Working Group as setup for project Follow RACI principles related to project work: Responsible – person who performs an activity or does the work Accountable – Person who is ultimately accountable and has Yes/No/Veto Consulted – Person that needs to feedback and
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contribute to the activity Informed – Person that needs to know of the decision or action
Clinical Admin and Clinical 50% Lead Business Analyst Business (inpatient and 15 years – 9 years of Analyst outpatient) hospital administration document of a state inpatient Cyndi Senior Business requirements, 5 years hospital; 6 years Nail Analyst workflows, testing implementation of EHR scripts, for state and private environment set up sectors. and staff trainings Billing Business Defining, 50% Business Analyst Analyst analyzing and documenting requirements throughout the project life cycle. Travis Business Analysis Provide training, 10 years 15 years Craig (Billing Specialist) support and system expertise for clinical and billing workflows from Kick - off to Go Live.
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1.1 Subcontractor Key Personnel The Prospective Contractor should identify the Subcontractor Key Personnel for the Engagement including: Name Position in subcontractor organization Proposed role on Engagement Focus of work effort % of time for that work effort Experience in the proposed role Qualifications for the proposed role Role in the last project If proposing subcontractors for any Key Personnel positions, the Prospective Contractor should refer to Section 2.7.13 A-H for specific personnel requirements. This section should also detail the past work each listed person has had with the Prospective Contractor or their staff. Instructions: Provide a listing of the Subcontractor Key Personnel. This Table should be replicated for each Subcontractor used. Add rows as necessary. Do not change any of the completed cells. Any changes to the completed cells could lead to the disqualification of the Proposal.
Table 3.
N/A
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Table 4. Subcontractor Key Personnel
% OF FOCUS TIME EXPERIENCE IN ROLE IN POSITION IN PROPOSED ROLE OF FOR QUALIFICATIONS FOR NAME PROPOSED LAST ORGANIZATION ON ENGAGEMENT WORK THAT PROPOSED ROLE ROLE (YEARS) PROJECT EFFORT WORK EFFORT
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2.0 Staff Experience The Prospective Contractor should provide evidence that each of the Key Personnel proposed meet the required years of experience as set forth in Section 2.7.13. Instructions: For each Key Personnel listed, indicate the client name and client contact information, whether the engagement was for a public sector agency, project name, start and end dates the team member performed the role, duration of the experience and an overview of the project scope, focused on how it relates to the scope of this RFP.
Streamline:
Javed Husain: - Executive Sponsor/Co-CEO Javed Husain is a co-founder of Streamline Healthcare Solutions, LLC. Javed has over 20 years of experience in software design and development. Javed was also one of the founders of Askesis Development Group Inc. At Askesis, Javed led the development of multiple software products for the behavioral healthcare market. Javed started his career working with consulting firms in the Chicago area. Javed has a Bachelor of Technology in Production Engineering and Management from National Institute of Technology, India and a Master of Science in Industrial and Systems Engineering from University of Florida.
Bradford Health – March – July 2016 Philhaven/Wellspan – 2013-2015
Shami Dugal: Managing projects at TX agencies – 2016-17: TxACE (Helen Farabee, Gulf Coast, Denton, Pecan Valley, Central Plains, Starcare), Bluebonnet Trails, Andrews Center, Gulf Bend, Texoma. Implementation of Smartcare, tailored to Texas state reporting requirements, with a number of customizations, both self and Streamline hosted environments. Implementation of pharmacy and lab. Significant development of the AIMS state reporting module for a customer in Kansas. 30 years of project management experience, on Information Technology and EHR projects (10 years), especially in the public sector. Managed two significant projects at the State of Iowa – Department of Human Services (6 years) and Johnson County (2 years), installation of an EHR system.
State of Iowa – 2006-2012: 7 centers under the DHS umbrella each managed by a Superintendent, reported to Chief Information Officer (Tom Huisman) and Deputy Director, DHS (Sally Titus); this also represented the Steering Committee for the project. Provided quarterly reports to them. Responsible for the installation of the EHR system along with WORx/Omnicell and Labdac, managed vendor relationships, interface development between the products, migration to Support. Led team of some 30 medical, clinical, billing and administrative staff across DHS. Worked with Asst. AG on contracts. Reference is on LinkedIn, attached.
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Johnson County, KS – 2014-2015: Took over the project management role for the implementation of the EHR system to completion, with numerous customizations and migrated them to Support. Resolved list of some 1,200 requirement items in the RFP by the customer. The scope of the abovementioned projects are consistent with the scope of the RFP, given the size of the organizations and the concurrency of the projects.
Cyndi Nail: Experience in Proposed Role (Years) 5 years Qualifications for proposed role (Years) 15 years
Prior to joining Streamline, Cyndi was a Hospital Administrator at a state inpatient psychiatric hospital working with child, adolescent and adult patients. Some of her duties included administration of a small medical hospital which served psychiatric and IDD patients, and nursing home residents. She has 12 years’ experience with laboratory, radiology and outpatient clinics. Cyndi also worked with two state mental health agencies on projects with a duration of approximately one year each. For the past 1.5 years, she has been working as a Senior Business Analyst at Streamline.
Travis Craig: Experience in Proposed Role (Years) 10 years Qualifications for proposed role (years) 15 years
Prior to joining Streamline, Travis was a Staff Accountant at a psychiatric hospital (IP/OP) for child, adolescent and adults. (3 years). He also worked at a SaaS software company (Behavioral Health EHR) in the following roles, Accountant, Customer Support, Implementation Specialist, Projects Management and Solutions Consultant (Sales) (7 years). For the past 11 months, Travis has been with Streamline as a Business Analyst. Current Projects: Role Business Analyst (Billing specialist) Gulf Bend: MH, OP, IDD services - January 2017 - current Texoma: MH, OP, IDD, Managed Care services - February 2017 - current
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3.0 Resumes The Prospective Contractor should attach professional resumes of all proposed Key Personnel to this section of the Proposal. Each resume should demonstrate experience germane to the position proposed. The resume should include work on projects cited under the Prospective Contractor’s corporate experience, and the specific functions performed on such projects. Instructions: Provide a resume for each proposed Key Personnel.
Please find attached resumes for: Javed Husain Shami Dugal Cyndi Nail Travis Craig
4.0 Staff Retention The Prospective Contractor should provide assurances that it will retain the appropriate level of staff to complete the scope of this engagement throughout the contract period. The Prospective Contractor should describe its approach to staff retention, with specific attention to ensuring staff consistency throughout the duration of the Engagement.
Instructions: Describe Prospective Contractor’s process and methodology for retaining personnel and ensuring that Key Personnel are consistently engaged on this Engagement. The Prospective Contractor should also discuss steps they have/will take to minimize staff turn-over to avoid costly re-training of Engagement resources.
Streamline: Streamline Healthcare Solutions strives to maintain a consistent staff. To this end, we have a clearly defined hiring process in place to ensure that we adequately screen potential employees to provide the highest level of confidence that the most competent selections are made in the hiring process. We look at not only technical job skills but also, value and culture fit. Once hired, employees are extensively trained on the application to ensure appropriate knowledge is attained. Employees are given regular feedback on their performance to ensure that any areas for improvement and/or outstanding performance are recognized immediately. Streamline pays market competitive salaries and provides a competitive, comprehensive benefits package for employees and their dependents. Streamline’s Values drive our business and shape the culture in which employees operate. We have a program that recognizes employees who display these values in their everyday work:
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Customer Focus: Our customers always come first Excellence: We build the right solutions for our customers Quality: If it is worth doing, it is worth doing well Collaboration: We are partners and trusted advisors of our customers Innovation: Our technology platform is the foundation for creative solutions Respect: We respect each other and our customers Integrity: We do the right thing, not the easy thing Accountability: We take responsibility for our actions and our failures Teamwork: We work as a team to deliver the best results
Our work environment is challenging, flexible, rewarding and supportive. Employees are encouraged to participate and grow. All employees have the ability to make suggestions and have an impact on the operations. Individual contribution is valued and recognized.
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Template T-5
Requirements Approach Response Template
RFP #: SP-18-0034 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-5 – Requirements Approach
Table of Contents
1.0 Minimum System Compliance ...... Error! Bookmark not defined. 2.0 System Design ...... 10 2.1 Electronic Health Record ...... 10 2.2 Patient Accounting and Billing ...... 17 3.0 Hardware Requirements ...... 20 4.0 User Management ...... 23 5.0 System Interfaces and Integration ...... 25 6.0 Conversion of Existing Information...... 26 7.0 Ongoing System Maintenance and Updates ...... 29 8.0 Reporting ...... 34 9.0 Privacy and Security ...... 42 10.0 Training and Change Management ...... 43 11.0 Ownership of Data and, Disaster Recovery and Business Continuity ...... 45 12.0 Optional Services (Not Evaluated) ...... 57
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1.0 Minimum System Compliance
Describe your company’s choice of one fully integrated EHR and Patient Billing and Accounts Receivable system or two interfaced EHR and Patient Billing and Accounts Receivable systems. If your company chooses two integrated systems, describe your company’s plan to minimize visible interfaces and provide end users with a seamless, single look and feel.
Streamline: We have developed our software to truly integrate all departments moving to a more holistic service approach. Streamline’s software solutions are well suited for organizations who wish to have one system that can map and incorporate its entire business processes to a single solution and then continue to evolve as business needs develop. Our SmartCare platform has a fully integrated clinical and HIPAA compliant billing system.
Describe and provide evidence of your system’s compliance/certification with Meaningful Use Stage 1 and 2 requirements. Additionally, the Prospective Contractor should provide their plans and a timeline for attaining Stage 3 certification.
Streamline: Streamline has continued to be fully engaged in the process of Meaningful Use Certification. Streamline is currently ONC-ATCB certified as a Complete EHR Stage 2 Ambulatory and Inpatient. And, SmartCare is currently the only fully web-based system for the behavioral healthcare market that is fully certified for both. In addition, ensuring that the system uses the most recently published standard codes such as ICD-9, ICD-10 and DSM V codes are our responsibility at no additional cost. Streamline guarantees our systems will continue to meet Meaningful Use criteria for the modules we provide. Certified EHR Name: SmartCare Certified EHR Version: 4.0 Requirements Edition: 2014 Edition Classification: Complete her Practice Setting: Ambulatory Inpatient Additional SW Required: First DataBank, SmartCareRx First DataBank, SmartCareRx Certification Criteria: §170.314: a1-15, b1-5, b7, c1-3, d1- §170.314: a1-17, b1-7, c1-3, d1-8, 8, e1-3, f1-3, g2-4 e1, f1-4, g2-4 Clinical Quality CMS2, CMS68, CMS69, CMS136, CMS9, CMS26, CMS30, CMS31, Measures: CMS137, CMS138, CMS155, CMS32, CMS55, CMS71, CMS72, CMS161, CMS165, CMS169 CMS91, CMS100, CMS102, CMS104, CMS105, CMS107, CMS111, CMS113 InfoGard Certification #: IG-2585-15-0018 IG-2585-15-0027 Certification Date: May 22, 2015 July 8, 2015
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This Complete EHR is 2014 Edition compliant and has been certified by an ONC-ACB in accordance with the applicable certification criteria adopted by the Secretary of Health and Human Services. This certification does not represent an endorsement by the U.S. Department of Health and Human Services. The public EHR Test Reports are available at: http://www.infogard.com/healthcare_it/ehr_testing_and_certification/ehr_certified_products Streamline is continually reviewing information released by CMS and ONC regarding updates and changes to the Meaningful Use regulations. We will guide our partner organizations on the path towards a seamless interface between providers and the populations they serve. We understand that all of our partners, whether they are receiving incentive payments or not, need to be on a certified system to provide the highest level of care. Streamline is currently in the process of completing Meaningful Use stage 3 certification, which will be done in January 2018.
Describe how your organization will ensure that the system proposed will remain compliant with HIPAA, Joint Commission, CCHIT, CMS, state, and federal rules and regulations.
Streamline: The Streamline application meets all HIPAA security and confidentiality requirements including standards for PHI data.
Streamline has continued to be fully engaged in the process of Meaningful Use Certification. Streamline is currently ONC-ATCB certified as a Complete EHR Stage 2 Ambulatory and Inpatient. And, SmartCare is currently the only fully web-based system for the behavioral healthcare market that is fully certified for both.
In addition, ensuring that the system uses the most recently published standard codes such as ICD-9, ICD-10 and DSM-V codes are our responsibility at no additional cost. Streamline guarantees our systems will continue to meet Meaningful Use criteria for the modules we provide.
Streamline also helps clients maintain certifications such as Joint Commission and CARF. We work very closely with clients to help them meet state and local laws as well. In some cases, such as Colorado and Texas we have worked directly with the state to better accommodate our client’s needs.
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Describe the proposed solution's compliance with MARS-E 2.0 as required by Section 2.6.1 of the RFP. Describe whether or not the proposed solution is FedRamp compliant as preferred in Section 2.6.1 of the RFP. If so, describe how the system meets the preference. If the proposed solution is not currently FedRamp complaint, please describe any steps the Prospective Contractor is currently or planning to take to achieve FedRamp compliance in the future. Describe any other certifications that have been obtained.
All servers and data associated with the Arkansas instance of the Contractor-hosted solution shall reside in the continental United States
Streamline: Yes, all servers and data that are associated with ASH’s hosted solution will reside in the United States.
The State of Arkansas's solution shall be hosted on a private cloud. Streamline: The State of Arkansas’s solution will be hosted with Microsoft Azure.
Contractor’s proposed solution shall be MARS-E 2.0 compliant. It is preferable that the Contractor’s proposed solution be FedRamp compliant. Streamline: This is language taken straight from Microsoft Azure. Currently, there is no formal authorization and accreditation process for MARS-E. However, Microsoft Azure platform services have undergone independent FedRamp audits at the Moderate Impact Level and Azure Government at the High Impact Level, and are authorized according to FedRamp standards. Although these standards do not specifically focus on MARS-E, the MARS-E control requirements and objectives are very closely aligned and serve to protect the confidentiality, integrity and availability of data on Azure.
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Describe how your system(s) allow ASH to export any and all data elements and allow for data portability through industry standard access protocols.
a. Provide a file type of the export be readable in Microsoft Excel unless the volume of data exceeds Excel’s capacity.
Streamline: Our system provides you open access to any and all your data elements, and allows for patient data portability via industry standards such as CDA, CCDs, FHIR APIs.
Describe your incident reporting system and how it can meet, at a minimum, the requirements set forth in the RFP. The discussion may include appropriate screen shots and other descriptive materials in order to fully explain the product.
Streamline: For reporting purposes, there is the ability to document incidents that occur for individuals. The Incident Report and IR list page can be accessed in the My Office tab. There is also a widget available for the dashboard that tracks Incident Reports that need to be reviewed by staff. See screenshots below.
Incident Reports (2)
Recorded By Program Location of Incident Other
From To Last Name First Name
Completed By Recorder Nursing Supervisor Administrator
Date/Time Individual Program Location of Incident Recorded By R05ya/1n6, /Je2f0f1 4 3 : 0 0 p m T 3e4s5t,5 T e s t T h e r a p y T e s t P r o g r a m S e l f 0 4 / 1 6 / 2 0 R14e s i1d:e0n0tPiMal M c Fabben, Stacy System, sAydstmemin , a d m i n P e n d i n g 05/16/2014 5:00pm Test, Test Test Program Residential system, admin
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Sttrreamlliine Healltthcarre Solluttiions |Woods | Userr Fiirrstt/Lastt Name Quick Action Open this client... Create service/note
My Office Client Program Administration Incident Report
Incident
General Individual Doe, John DOB 08/17/1976 ID 1232 Program Date of incident Time of incident Residence Date staff notified Same Time staff notified Location of incident Location details
Details Description of incident (List all individuals and staff involved, what happened before if applicable, what occurred after the incident if applicable)
Actions taken by staff
Witnesses
Staff notified for injury Date Staff Notified Time staff Notified
No medical staff notified Sign Signed By: Name of staff completing this section Date Signed: XX/XX/XXXX
Follow Up of Individual Status
Nurse/staff evaluating Credential/title
Details of injury/illness and treatment provided
Comments
Family/Guardian/Custodian notified? Yes No Date of notification Time of Notification
Staff who completed Notification Name of the family/guardian/custodian notified
Details of Notification
Sign Signed By: Name of staff completing this section Date Signed: XX/XX/XXXX
Supervisor Follow Up
Supervisor name Follow up
Administrator notified Yes No Date of notification Time of Notification Administrator
Family/Guardian/Custodian notified? Yes No Date of notification Time of Notification
Staff who completed Notification Name of the family/guardian/custodian notified
Details of Notification
Type of Incident Aggression - Physical Aggression-Verbal Behavioral/restraint report needed Elopement off campus Elopement on campus Contraband Property damage Property destruction Search/seizure Self-injury Suicide attempt Suicide threat/gesture Outbreak of disease Illness Hospitalization-Medical Hospitalization-Psychiatric Trip to ER Alleged abuse Misuse of funds/property Violation of rights Individual to Individual Injury Injury Injury from restraint Fire Department Involvement Police involvement Choking/ Swallowing Death Drug use/possession Out of program area Sexual incident Other
Sign Signed By: Name of staff completing this section Date Signed: XX/XX/XXXX
Administrator Review
Administrator Administrative review
Filed reportable Incident? Yes No Other Comments 7 of 57
Sign Signed By: Name of staff completing this section Date Signed: XX/XX/XXXX
State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-5 – Requirements Approach
Describe the proposed eMAR/Pharmacy solution. Description should include whether or not the Prospective Contractor will be interfacing with ASH's existing eMAR/Pharmacy solution or proposing an alternative solution (i.e. built in or third party). Prospective Contractor’s proposing an alternative option should also describe their ability to interface with the State's current solution as preferred in Section 2.7.2.E.
Streamline: The SmartCare eMAR can be populated from physician orders or from the e- prescribing module. It is designed to display medication, physician ordered for the patient, and what was dispensed from the inpatient pharmacy in real time. Medication administrations can be documented on the eMAR prior to and after the medication has been dispensed from the pharmacy. If ASH does not have a pharmacy, users will still be able to document against the physician order (i.e. 1000mg of Tylenol instead of 2 500mg tablets of Tylenol). If the medications on your eMAR are patient-supplied outpatient prescriptions, we will develop a method to display outpatient medication prescriptions, but the look, feel, and functionality of the eMAR will remain the same for the end user. Features: Drug-Allergy interaction checking Drug-Drug interaction checking Alerts for giving medications off schedule “Single-Click” Administration for scheduled medications Overdue medication alerts Automatic sorting of PRN medications Sort the eMAR by: o Route o Scheduled time o Order date o Reverse Order date o Alphabetical
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Inpatient ordered medications:
Dispensed medication (or outpatient prescription) that includes medication strength:
Medication Administration Window:
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“Single-Click” Administration(s) allow for documenting current date/time and order dose with one click.
2.0 System Design
2.1 Electronic Health Record
Describe how your product performs the functions listed in Template T-4 Electronic Health Records tab. It is preferable for the discussion to be broken out as follows: 1. Functional Grouping (i.e. Software Capability, Reporting, Medications, etc.) a. Mandatory Requirements – The Prospective Contractor may group mandatory requirements into one discussion. b. Optional Requirements The discussion may include appropriate screen shots and other descriptive materials in order to fully explain the product.
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SmartCareEHR™ SmartCare is a web-based enterprise-wide application built for the delivery, management, coordination and reporting of healthcare services. It is the first completely web-based application that is ONC certified (Ambulatory and Inpatient system) for behavioral health. SmartCare includes functionality for managing third-party providers, e-prescribing, primary care services, point of service/batch scanning and electronic communication with other providers via CCD’s, HL7 interfaces and other non-standard communication methods. SmartCare was developed to integrate all departments moving to a more holistic service approach. It is suited for organizations that wish to have one system that can map and incorporate entire business processes to a single solution and continue to evolve as business needs develop. Within the SmartCare system, a continuum of care can be tracked as well as the services that are provided by the organization. The application is utilized by large organizations over multiple locations, supporting all lines of service delivery, and organizational responsibilities. Dashboard When a clinician logs into the SmartCareEHR application, the dashboard displays all of the critical information that a clinician will need throughout his or her day. Items like Caseload information - assigned, clients not seen in xx days, last year's assigned, Productivity graphs, Documents to do, in progress, to sign and co-sign, Lists of services needing authorization, Services for today along with a variety of messages and alerts that may be helpful for them to be as efficient as possible during their shift.
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SmartCare also incorporates a Supervisor view of dashboard that allows users to monitor the performance of clinicians they supervise. Clinical Documentation SmartCareEHR is designed to make clinical documentation fast and easy. Apart from making the interface intuitive and easy to use by clinicians, we also reduce the amount of data entry required. Some of the standard features SH will enjoy in their use of SmartCare include: Progress Notes, Assessments, Treatment Plans, Periodic Reviews, Discharge Summaries, as well as the integration of data flowing from an assessment to a treatment plan to service. SmartCare also has the ability to add custom documents which can be ever-so important when state demands operate outside of the “standard” system. Scanned documents that are associated with the client's EHR and can also be retrieved as required. SmartCare provides document routing to other clinicians for editing and review, Electronic signatures and co signatures either by password or by signature pad, including the ability for the client to sign. Client viewing mode (client can view his or her record but cannot access other client's information) allowing a patient to have an integrated portal experience with their information.
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Calendar/Scheduling SmartCare’s Calendar is a state of the art planning tool allowing a variety of views by a single clinician or multiple clinicians. SmartCare has a standard "Outlook" like interface. It also has the ability to mark "Available" and "Busy " slots, show services and other appointments and it does all this while also feeding into billing. Group Notes Group notes are easy to use inside of SmartCare. The Group note functionality allows users to quickly distribute documentation responsibility among clinicians and create customizable group and individual client templates. SmartCare also has the efficient ability to copy information from group template to all clients assigned to you with the ability to modify documentation for an individual client and complete and sign documentation for all clients assigned to you all from one screen.
Client Summary SmartCare’s client summary allows the user to take summarized diagnostic information, presenting problem and plan for next visit. SmartCare uses a graphical display of a time line summary with medication changes, services, hospitalization with an overlay of progress/outcome measure. Streamlined Inpatient Functionality SmartCare™ also specifically and seamlessly integrates the entire inpatient care process with clinical management, practice management, medication management, and state specific Medicaid reporting requirements.
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Some remarkable functionality that Arkansas State Hospital would take particular interest in includes the use of: Flow Sheets This functionality allows users of ASH the ability to track vitals (BMI, blood pressure, etc.) with color coded abnormal values. SmartCare also provides the ability to define normal and abnormal ranges in any health data element and gives User-defined flow sheet templates to track both inpatient and residential treatment. Order Entry and Management Our order entry process includes all Medications, labs, radiology, procedures. SmartCare can also be configured to incorporate external lab and pharmacy providers with a Bi-directional lab interface. With sophisticated workflow and technology, clinicians will be able to track lab results (structured, uploads, scans) as well as scan/upload radiology results. Bed Boards Tracking patient location and treatment with the use of bed boards adds additional levels of awareness and efficiently to the floor staff. SmartCare tracks and monitors Beds/ Units/ Client Types, it allows quick documentation of client leave status, lengths of stay as well as all of the flag and alerting functionality that users of SmartCare are familiar with throughout the entire system.
White Board SmartCare utilizes a digital white board to help manage the treatment process, workflow and location of it’s patients. The white board will allow users to see at a glance Unit/ Room, location and Primary Therapist, Attending, and Legal status of their patients.
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Client Clinical Management is front and center with Medication times – allowing users to drill down to EMAR, be reminded of important events through Flags, Alerts, Precautions and ensure the placement to the appropriate level of care. Observation notes can be documented within SmartCare. White Board also contains Date of admission, estimated date of discharge, length of stay. Note taking is also easy from this area with all in one group notes for all attendees and the ability to provide end of shift notes for shift change or diary based observation.
Medication Management/ Administration (EMAR)
Medication Management and Administration is simplified in SmartCare with centralized dashboards and functionality allowing users to not only have Drug-Allergy interaction checking but also Drug-Drug interaction checking as well as Alerts for giving medications off schedule. Additionally, SmartCare allows for "Single-Click"Administration for scheduled medications and Overdue medication alerts. Smartcare EMAR drives the automatic sorting of PRN medications and ultimately, Sort the EMAR by: Route, Scheduled time, Order date, Reverse order date and of course, alphabetical. Business Intelligence
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The Streamline data warehouse was built on the concepts set forth by Kimball and Ross and is designed to maximize reporting of large data over time efficiently. In addition to a nightly process that pulls data from SmartCare™, the data warehouse is architected to allow sourcing of data from any data source. The platform can be used to jump-start creation of an enterprise data warehouse and incorporate information from multiple data sources such as accounting systems, human resources, etc.
Additionally, SmartCare’s integrated functionality includes: SmartCareTM An electronic enterprise-wide clinical and billing application for healthcare providers. SmartCareRXTM Integrated SureScripts certified functionality for e-prescribing. SmartCareIPTM Integrated functionality for an inpatient setting including a bed board, white board, and CPOE / eMAR. SmartCareResidentialTM Integrated functionality for residential/home setting which includes a bed census/tracking module for monitoring and billing.
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SmartCareDayServicesTM Integrated functionality for Day Services which includes check-in and check-out attendance tracking module and bill appropriately. In addition this module provides quick access to the eMAR and other important documentation. SmartCarePrimaryCareTM Integrated functionality for Primary Care Services which includes modules designed specifically for scheduling, progress notes and billing of Primary Care. SmartCareMCOTM Integrated functionality to manage, communicate and/or payment to contracted service providers. SmartCare MobileTM Mobile online/offline application used to track and manage service activities in the community. SmartCareScanningTM Integrated scanning functionality for both Point of Services (POS) and Batch Scanning. SENtTM Streamline Exchange Network (SENt) is Streamline’s electronic exchange network for all MU and other data-interchange processes. StreamlineBITM Built on the concepts set forth by Kimball and Ross, and is designed to efficiently maximize reporting of large data over time (only separate database).
2.2 Patient Accounting and Billing
Describe how your product performs the functions listed in Template T-4 Patient Accounting and Billing tab. It is preferable for the discussion to be broken out as follows: 1. Functional Grouping (i.e. Electronic Billing, Transferring of Charges, Medicare 117 Claims, etc.) a. Mandatory Requirements b. Optional Requirements
The discussion may include appropriate screen shots and other descriptive materials in order to fully explain the product.
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SmartCare™ Billing provides a combination of traditional fee for service billing with commercial payers and Medicare -- and varying requirements for prior authorizations , complex billing routines for Medicaid, Medicaid Waiver and Medicaid MCO's. SmartCare also provides billing functionality for inpatient, residential and community-based IDD programs and primary care services. Full HIPAA Compliant Billing Engine Financial dashboards are delivered to the user finger tips so they can see their most pressing tasks first. Examples of this include incomplete financial records of clients and plans, unbilled claims, unposted payments. SmartCare also fully incorporates the use of real-time alerts and messages so that the user can be made of something in their environment or in the system that needs attention or further investigation . Reception / Registration Everyday, when a front line staff or triage worker roles come in or log in to the system they are provided with a complete list clients scheduled for the day. From their central work page they would be able to Receive payments, Reschedule appointments, Send message and text to
18 of 57 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-5 – Requirements Approach clinician about client's arrival, captures multiple episodes and track a variety of demographic information like guardians, financially responsible and referral information. Service Documentation All service providers within the hospital will have the ability based on user role to records services for a client delivered by a clinician and /or through a program. The system then Validates service entry by clinician/ program / procedure code. SmartCare also validates the following (if required by the payer): if a signed note exists, procedure code specified is on the treatment plan. Reimbursement rules are also checked for all payers so that claims are pre- scrubbed and cleaned before any level of submission. Service Charges In an effort to help improve efficiencies within the workflow a "completed " service becomes a charge. SmartCare quickly handles payer priority and billable procedures and service claims. SmartCare has the ability to create client statements, create paper and HIPAA 837 electronic claims, and configurable invoices as well as drives any needed re-bills, and it’s inherent flexibility helps drive and manage the most complex of collections processes. Service Payments SmartCare allows the billing staff to post payments back to services via electronic remittance. As in other parts of the system, SmartCare has the ability to flag, note denied or underpaid claims. Last but not least, SmartCare is able to smoothly interface to the ASH General Ledger.
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3.0 Hardware Requirements
Describe what hardware your company will use and why this hardware is optimized for the performance of the system. Provide a systems specification that outlines the server, networking, and communications requirement of its solution. Provide the location where the solution will reside. Include information that will ensure your solution meets hosting and hardware requirements as set forth in the RFP.
Web Server (x 2) (100 concurrent connections; Network load balanced) Dual Eight Core x64 @ 2.6GHz CPU 24 GB RAM 240GB disk; Windows Server 2008 or 2012
Database Server (x 1) (100 concurrent connections; Single-node Installation) Four Core x64 @ 2.6 GHz CPU 32 GB RAM 240GB disk; Windows Server 2008 or 2012 (operating system) Disks: Physical high-speed RAID 10 (locally attached) OR SCSI or Fiber connection to shared array or SAN
Session State Server (x 1) Dual Eight Core x64 @ 2.6GHz CPU 24 GB RAM 50 GB Disk
Fax Server (x 1) Physical or virtual server with 8GB of RAM Windows server 2003+ CPU 1.8 GHz or better 50GB Hard drive space
Storage Requirements Drives for Transactional Data (100 - 200 GB) (Solid State Recommended) ~500 GB recommended for document/image database files
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Software Requirements Database: Microsoft SQL Server 2008. Client Operating Systems: Windows 7, Windows Vista, Windows XP. Proprietary Software: Microsoft SQL Server 2008 Equisys Zetafax Dynamsoft WebTwain Microsoft Excel (for exporting data from the application)
Streamline is currently hosting clients with both Secant and Microsoft and will be hosting all new clients with Microsoft Azure https://azure.microsoft.com/en-us/ offering state-of-the-art hosting environments. Azure is backed by the financial strength, security, compliance and a world-class technical team from Microsoft
Azure has a nationwide footprint with high availability, disaster recovery and options for geographic redundancy
Streamline Applications are powered by Microsoft Technology (e.g., Microsoft SQL, Microsoft .NET, IIS, C#.Net) and we want to extend that partnership to hosting services
Azure hosting centers are located in multiple regions and geographically dispersed in the US. This ensures reduced latency between our customers and the Streamline Application. As of today, Azure is hosted in the following States: o Virginia o Iowa o Illinois o Texas o California o Others States (not explicitly stated by Microsoft yet)
Azure allows Streamline complete E2E (End to End) control of virtual machine configurations. Streamline can finely tune servers to match the evolving needs of the application
Customers can host their own services on Azure knowing they will be compatible with Streamline’s chosen technology infrastructure
Azure has integrated monitoring, analytics and 3rd party tools in the Azure Marketplace
Azure provides a true “on demand” infrastructure. In future, Streamline plans to build dynamic and automatic scaling of the hosting resources to match the load/usage from customer
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Describe any optimal or minimal specifications for laptops, desktops, and wireless devices which will serve as workstations.
Streamline: ● Overall Architecture: All applications access data through web application servers which provide data access to the Streamline database. SmartCare customers connect to web application servers using a typical client-side web browser. ● Client OS Requirements: Windows 10, Windows 8/8.1, Windows 7, Android 4.4.2+, IOS 7+ ● Browsers: Internet Explorer 11, Chrome ● Recommended Client Software: Microsoft Excel
Describe how your system(s) accept(s), at a minimum, data input through the following input devices: a. PCs/Laptops b. Wireless devices (tablets, smartphones, etc.) c. document scanners
In addition, describe other input devices that your system(s) can support.
Streamline: SmartCare can be accessed on any device via a web browser and as long as there is Internet connectivity. As far as document scanners, POS/Batch Scanning directly into SmartCare is supported if a client is using TWAIN compliant scanners.
Describe how your company’s solution would run on ASH’s existing workstations, tablets, and other wireless devices.
Streamline: ● Overall Architecture: All applications access data through web application servers which provide data access to the Streamline database. SmartCare customers connect to web application servers using a typical client-side web browser. ● Client OS Requirements: Windows 10, Windows 8/8.1, Windows 7, Android 4.4.2+, IOS 7+ ● Browsers: Internet Explorer 11, Chrome ● Recommended Client Software: Microsoft Excel
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Describe the bandwidth requirements for each individual, networked component (wired and wireless), both the minimum amount to work effectively and the optimal amount for system performance under a Contractor hosted solution.
Streamline: Bandwidth requirements increase with the number of concurrent users accessing SmartCare from the same network endpoint as well as the kinds of activities they are performing. Clients with 250 or more concurrent users use 20Mbps up/down as a start point and they typically have network configurations that allow them to flexibly adjust bandwidth upward as needed. Describe what browsers and browser versions your product supports. Describe any plug-ins that may be required. If the solution requires the use of browser cookies, please explain.
Streamline: ● Overall Architecture: All applications access data through web application servers which provide data access to the Streamline database. SmartCare customers connect to web application servers using a typical client-side web browser. ● Client OS Requirements: Windows 10, Windows 8/8.1, Windows 7, Android 4.4.2+, IOS 7+ ● Browsers: Internet Explorer 11, Chrome ● Recommended Client Software: Microsoft Excel Adobe Acrobat Reader 9.1+ Pop-ups must be enabled Microsoft Reporting Services Active/X control is required Active/X controls for Topaz signature pads and TWAIN scanning are required for workstations that use these devices There is no .Net version requirements on client workstations No registry modifications are required
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4.0 User Management
Describe your system(s) user creation and management process. Please include, at a minimum, how users are added and deleted from the system, a list user types that are currently available out of the box, and how existing user types can be modified or customized to meet the State's needs. Describe any flexibility that is available within the system to create additional user types not available out of the box, but required by the State.
Streamline: The users with “Administrative” permissions in the system (as described below) are allowed to manage the login securities of other users. They can reset a password at anytime to assist with users who cannot remember a password. The Administrator can also set the expiration time frame for when a user is required to change his/her password. This allows flexibility in managing securities to meet an individual organization’s procedure on system securities. The fields where this information is managed is pictured below.
The SmartCare system supports role-based security. IS staff can set up profiles and add permissions to specific screens and functions. IS staff advise members that the user has access based on the Program and/or they are the primary clinician or on the treatment team. Other custom criteria can be developed for assigning members to profiles. Permissions can also be managed at an individual user level. In addition we do have “Break the Glass” functionality as defined by meaningful use criteria.
User ‘types’ are then typically built out of user roles that have been defined by the agency during the BPA (Business process analysis) sessions held during implementation. We can recommend permission setups based on how other customers have implemented, and those roles typically include a; doctor, nurse, clinician, clinician supervisors, billing staff, billing supervisor, nurse, nursing supervisor, & a reception/front desk staff. However, once agencies have configured the roles to their needs, the generic offerings we would suggest have been
24 of 57 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-5 – Requirements Approach made less useful by the customers own setup. Further, based on this model, agencies can create as few or as many user types as they see fit.
5.0 System Interfaces and Integration
Describe your solutions ability to interface with the products identified in Section 2.7.3.A. Include information regarding how the interface works with each product and how your organization ensures that as upgrades are completed (either with your system or the interfaced system) the interface continues to function as designed.
Streamline: We can set up bi-directional interfaces to HIE’s, pharmacies and labs for you, this is a regular request from clients.
Our interfaces support various message types: ADT, DFT, ORM, ORU, RXA, CDA, CCD, and are integrated with Labsoft national clearing house to deliver orders and lab results. We have connectors for medication and insurance eligibility.
Other non-standard interfaces will need to be discussed and evaluated to determine if we can support it and what the fee will be.
Describe your solutions ability to interface with solutions identified in Section 2.7.3.B. Include information regarding how the interface works with each and how your organization ensures that as upgrades are completed (either with your system or the interfaced system) the interface continues to function as designed.
Streamline: Please refer to the above response.
Describe your solutions ability to interface with solutions identified in Section 2.7.3.C. Include information regarding how the interface works with each and how your organization ensures that as upgrades are completed (either with your system or the interfaced system) the interface continues to function as designed.
Streamline: Please refer to the above response.
List and describe any other systems that you integrate with that are similar to those listed in 2.7.3.A.
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Streamline: Streamline does not partner with any other reseller or third-party managed service. We develop our solution internally rather than partnering with third parties so to maintain control and tight integration of the system modules. Like any organization, we do partner with some organizations to provide products and services to enhance our solution. A few of those are: 1. 2014 ONC-ATCB Certified Complete EHR (Ambulatory and Inpatient) 2. First Databank 3. SureScripts 4. Browser Popups enabled for SmartCareRx 5. Microsoft SQL 2008 / 2012 6. Microsoft Excel 7. Microsoft .NET programming language 8. Front End: IE/Chrome, Ajax, JavaScript 9. Topaz SigPlusWeb 10. Client Operating Systems: Windows 7, Windows Vista, Windows XP. 11. Microsoft Active Directory for single single-on 12. Zetafax or FaxCom 13. Dynamsoft Web Twain 14. VMWare 15. Server Monitor - AppDynamics 16. SmartCare supports IE8, IE10, and Chrome 17. Data Dictionary and Schema – Embarcadero ER/Studio 18. HL7 Interfacing 19. Standard state mandated web interfaces required for any state reporting 20. Standard HIPAA transaction sets 21. ACE project (Application Bugs and Project Management)
Describe your overall approach to developing, testing, implementing, and upgrading system interfaces to other third party systems. Describe the process you use to settle disputes over interfaces between your solution and others.
Streamline: We have developed various interfaces with third party vendors. Typically we start with implementation/integration details in a kick-off call. Development starts based on detailed requirement documents developed from implementation/interface guides. Testing scripts are created for various scenarios, and the developed features are setup in Staging or Sandbox environment to run certification scenarios with the third party. The certified changes are pushed
26 of 57 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-5 – Requirements Approach to production system. Changes and upgrade are done in communication with the third party vendor. Disputes or issues are typically resolved in a timely manner by bringing involved parties together to solve the problem. 6.0 Conversion of Existing Information Describe your organization’s approach to providing training and technical support to State resources converting the past 30 days of clinical records from paper to the new system prior to Go-Live. The discussion should follow all requirements set forth in Section 2.7.4.A.1. and 2.7.4.A.3.
Streamline: Streamline has extensive experience migrating data from legacy system. This includes structured clinical and billing data and clinical documents as images or PDFs that are OCR compatible. Our platform and open architecture makes it easy for customer resources to be able to migrate any type of data that can be stored in a Microsoft SQL Server database. Streamline will be able to complete all of the requested items for data conversion.
Describe your organization’s approach to handling data conversion. This discussion should include information about how your organization handles data conversion from a user’s current billing system to the new system.
The discussion should follow all requirements set forth in Section 2.7.4.A.1 and 2.7.4.B.1.
Streamline: Streamline has extensive experience migrating data from legacy system. This includes structured clinical and billing data and clinical documents as images or PDFs that are OCR compatible. Our platform and open architecture makes it easy for customer resources to be able to migrate any type of data that can be stored in a Microsoft SQL Server database. Streamline will be able to complete all of the requested items for data conversion.
Describe your organization’s approach to providing the training and technical support necessary to support State resources who will be scanning medical records older than 30 days at time of Go-Live into the system.
The discussion should follow all requirements set forth in Section 2.7.4.A.2.
Streamline: Streamline offers classroom training for all of our applications and databases including, if desired, technical training on report writing and database administration. All of our trainers are experts with implementation, training, and technical experience. We do recommend
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a Train-the-Trainer model, as it not only creates on-site experts, but it also gets your staff fully committed to the implementation. Super Users are identified for specialized training, and training sessions are scheduled accordingly with the Business Analyst. Training documents will be sent to ASH prior to specific trainings. As part of implementation, Streamline has setup a test environment that is accessible by specific users. The test environment usually contains a copy of production data with no alterations. If the data is hosted by ASH, we’ll provide your IT staff with instructions on how to refresh the test environment from production on-demand. We also setup a training environment with generic logins for training. The training environment is created by taking a copy of production data and then running a program that scrubs the data prior to use. We provide instructions to client’s IT staff so they can setup or refresh the training environment after implementation. In addition to on-site classroom training, we recommend web-accessible recorded trainings as well. This is especially effective for training new staff on an on-going basis. As part of a customer’s implementation process, organization specific training documents and materials are created for the customer organization. Streamline is using the Ryver as a means for creating a customer community forum for discussions and sharing of ideas. It also will be used for the sharing of training materials and information from Streamline to customers. The application also has two additional features that can be used by the organization to provide real-time support and instructions for staff. One is the use of a feature called “Tool Tip”. This allows administrative users with appropriate permissions at the organization to add field level help and instructions throughout the application. Another feature is “Hover Help”. This allows users to select the “Hover Help” icon and doing so opens another URL. This URL can be determined by the customer organization to point to specific training materials or perhaps direct the user to the organization’s help desk. The number of FTE staff that we provide during implementation depends on the varying needs of ASH. We ensure that we will provide enough staff to ensure a seamless implementation. We currently don’t have a specific training department. Streamline’s main training staff resides in Michigan. We can host training sessions in our Kalamazoo office or we can send our staff on- site as well, or complete on-line training sessions. Table 11: Training Modules/Classes Offered Class Intended Optional or Training Module/Class On or Off-Site Days/Hours Audience Required Initial System Training: Setup and 32 On-site IT / System Executive Dynamic Form Architecture Training Admin / Super Users Advanced System Design and SQL 32 On-site IT / System Database training Admin / Super Users Web-based end user training 4 Hour Blocks Off-site End Users Executive sessions Custom Training Sessions 4 Hour Blocks On or Off-Site Custom
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Describe your organization’s approach to handling data conversion. This discussion should include information about how your organization handles data conversion from a user’s current billing system to the new system.
The discussion should follow all requirements set forth in Section 2.7.4.B.1.
Streamline: Streamline has the ability to import all of the stated items into the new system. Our base data migration package includes: Client Demographics Current Insurance Client Contacts Client Aliases Current Diagnosis Program Enrollment Old Services (as non-billable) Scheduled Individual Services
Also, all other clinical data – Treatment Plans, Old Diagnosis, Progress Notes other clinical documents can be imported as PDFs. Billing Data can also be imported but it will increase the cost based on the specific data elements being imported. 7.0 Ongoing System Maintenance and Updates Describe in detail how software maintenance is handled. This should include a discussion regarding the following topics:
. What is included in your maintenance package? . How does you maintenance meet all requirements in Section 2.7.6.A? . Will the state be required to upgrade to the latest version of software as it is released? . What type of user support is available during maintenance periods?
Streamline: User Support - Please refer to the attached Exhibit A from our SLA.
Quality Assurance Streamline releases core and custom builds separately. As common in the industry, a release (core or custom) comprises of new features, bug fixes, or both. Each of the items in a release are tested for completeness and correctness. Below are some highlights: New features – tested for completeness, correctness, and if that impacts any existing functionality Bug-fixes – tested for the fix and any transitive dependencies (to ensure no negative impact)
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In addition to the above, a core release goes through complete regression testing. Every core functionality is tested along with the changes / fixes in that release. A checklist is filled against each functionality that was tested indicating if the scenario passed / failed. If it was a previously working scenario that is failing during testing, the issue is addressed by the development team and retested before the release. While the QA team begins the testing of the core build, we have employed an automated testing component during regression testing to verify if all the banners and screens open up as expected. Over time, Streamline has fortified the testing approach and practices by incorporating new items in the test scripts and checklists prior to release.
1. The Contractor’s system shall be available 99.9% of the time each month, excluding scheduled down-times agreed to by the Contract Monitor.
Streamline’s goal is to maintain a minimum uptime ratio for Application Hosting Services (“AHS”) in any particular month of 99.9%, excluding Scheduled Maintenance. The amount of uptime in a month will be defined as: 365 days per year / 12 months x 24 hours per day x 60 minutes per day = 30.42 days = 730 hours/month = 43,800 minutes/month. Crucial services that are guaranteed for AHS environments as a part of this warranty are network connectivity and the network operating system. A “month” is measured as 30 consecutive days on a rolling basis.
In the event of hosted services failure, Streamline will work to restore system to operational status. Service and data restore is not synonymous with disaster recovery services. If the hosted services failure is not due to any Streamline provided services, assistance restoring system to pre-existing configuration can be requested and scheduled on a time-and- materials basis. Updates will be provided via email to designated contact at ASH every 2 hours until services are restored.
2. The Contractor shall ensure that system changes or system upgrades are accompanied by a System Upgrade Plan which includes a timeline, milestones and adequate testing to be completed prior to implementation. The Contractor shall notify and provide such plans to the Contract Monitor upon request in the timeframe and manner specified by the Contract Monitor. All maintenance or updates to the solution that require scheduled down-time shall occur at scheduled times, with fourteen (14) calendar day written notice being provided to the Contract Monitor and shall only commence after the Contract Monitor’s approval of the requested timeline in the System Upgrade Plan. Approval will not be unreasonably withheld from the Contractor.
3. The Contractor shall ensure that any solution updates or maintenance will not compromise or negatively impact or interrupt any configurations or customizations made by the Contractor to the solution.
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The Streamline support team will push bug patches on a quarterly basis, and major releases/upgrades occur two times per year. As part of the yearly maintenance/support costs, ASH will be provided all updates and application enhancements.
Upgrades typically include changes to database and changes to the application objects. If Streamline is hosting the system then it will be responsible for applying the updates to the system. If the customer is hosting, their IT staff are responsible for applying the updates to the system.
In either case, the updates would first be applied to the customer test environment, followed by the customer going through and testing their processes (and customizations) to make sure that they are working correctly and then Streamline or their IT Staff (if they are hosting the system) to apply it to their production environment. Production environment updates are typically done overnight or over the weekend and require some downtime. Typical post go-live updates can take an hour or two of downtime to allow for updates to the database, replacement of files on the web server and high-level verification of the system. Backups of the current environment always need to be done before applying the new updates. When there is a major upgrade to our system, we generally will maintain support of the prior version of the software for 1-2 years as we transition all customers. After 2 years, we would not support fixes or modifications to the prior version. With that said, a more common occurrence is that a build to the current version is skipped by a customer. We apply builds to customer environments quarterly. We will continue to support customers even if they defer to take a build. Most customers will not go more than one year without applying builds to the current version of the software.
Provide a brief descriptive summary of your software development methodology for product enhancements and include a description of your testing and quality assurance process prior to release.
Streamline: A State of Work (SOW) is developed with your client manager and approved by you before any customization is performed. For ongoing enhancement requests, we have a monthly meeting called the core review meetings where we review all requests from clients and see if we can incorporate into our roadmap. Please see above response for testing and quality assurance processes.
Provide an overview of your major and minor release cycle process. In your discussion please include the following: . What is the frequency for major and minor upgrades? . What is the typical down time required for major and minor upgrades? . How are customizations or configurations maintained during an upgrade? . How are enhancements prioritized (state, federal, Joint Commission)? . What type of user support is available during major and minor upgrades? . Provide one brief case illustrative example of a recent software enhancement to your core product. Please note the development cycle dates from initiation to completion and the testing and release process.
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. What is the frequency for major and minor upgrades?
Streamline: As stated above, the Streamline support team will push bug patches on a quarterly basis, and major releases/upgrades occur two times per year.
. What is the typical down time required for major and minor upgrades?
Streamline: Production environment updates are typically done overnight or over the weekend and require some downtime. Typical post go-live updates can take an hour or two of downtime to allow for updates to the database, replacement of files on the web server and high-level verification of the system. Backups of the current environment always need to be done before applying the new updates.
. How are customizations or configurations maintained during an upgrade?
Streamline: Streamline creates a specific file for the client enhancements that excludes them from being affected by the upgrades.
. How are enhancements prioritized (state, federal, Joint Commission)?
Streamline: Streamline is constantly reviewing both federal and Joint Commission updates to see how they will affect our client base. We provide a yearly road map that will cover all the updates we will be completing as part of our standard support process. Since a large number of our clients also are accredited via either the Joint Commission or CARF we have a good number of our out the box reports and functions that will meet your accreditation needs. As part of our agreement we will review all Arkansas state reporting requirements and make them part of our core support for ASH.
. What type of user support is available during major and minor upgrades?
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Streamline Support Services
Customer Service * Collaboration * Teamwork * Continuous Quality Improvement * Solution Focused
The Streamline Support Team is much more than just a help desk that logs issues. Based out of our Kalamazoo, MI administrative office, the support team has direct access to, and works closely with, the Development, Build Release and Product Management teams. Many of our support team members have prior work experience with behavioral healthcare agencies, either as a direct employee or as a contracted consultant prior to joining our team. The department includes: Client Software Specialists (Central Help Desk Intake) Help Desk and Systems Analysts Client Account Managers Q/A Testing Analysts
Case Handling/Ticketing System: Point of first contact, Client Software Specialist (CSS) Web-based tracking system Direct account access to view and monitor tasks Email notification of receipt CSS troubleshoots and works to resolve issues or requests
Contacting Support and On-Call Services: Unique client Streamline Support email o Application questions, issues/errors, and other new requests Designated email address includes Streamline Support Help Desk staff and assigned Client Account Manager 24/7 designated after hours on-call number
Client Account Management: Regional dedicated Client Account Manager Client relationship building and maintaining Regular meetings, phone calls, and/or in-person meetings based on client preference Liaison between clients and Streamline’s internal teams to ensure quality service and support, timely responses and successful delivery of solutions to effectively meet your needs Project management monthly reports
Streamline National User Group and Client List Serves: Forum for SmartCare users to help other SmartCare Users (Peer-to-peer) National User Group facilitates the formation of State/Regional User Groups as well as topic specific work groups
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Client Connection Database: Client Connection Portal Connect with your peers
Enhanced Support Services: Allows organizations to contract with Streamline for dedicated support and staff time for your specific organizational needs Available via a contract amendment for issues, questions, consultation, tasks, and requests for your organization o Contract for a specific number of hours per month; on-site or off-site
Provide one brief case illustrative example of a recent software enhancement to your core product. Please note the development cycle dates from initiation to completion and the testing and release process. Streamline: Please see the attached companion guide that we provide to customers regarding core changes to the system. It is our Major Changes Companion Guide for Builds recently deployed to Support customer environments. It walks through changes the users can expect to see. In addition to the guide, customers will receive release notes but this is a high level view of the changes.
This past year, we recently released our SmartCare “Go Search” feature in the application. This feature was a customer initiated Engineering Improvement initiative that was created on May 16, 2017 and it was released in a core build on June 30, 2017. This would have been tested initially by our QA team in a QA environment. Once tested and verified, it would have been released to a customer testing site, per our build cycle process, and then further tested by our testers.
Provide a copy of your Quality Assurance Guidelines for testing new software releases (i.e. updates, patches, upgrades).
Streamline: Please see our response above for the guideline.
Describe how your company will provide on-going user support via telephone and email per the requirements set forth in RFP Section 2.7.7. . Discuss what services are available under Standard Users Support and what services are available under 24/7 Emergency Support.
Streamline: Support staff are located in our Kalamazoo, Michigan and Oakbrook Terrace, Illinois offices. We establish a support email unique to ASH. This is to be used to report application questions, issues/errors, and other new requests. This designated e-mail address includes multiple Streamline Support Help Desk staff and assigned Client Account Manager.
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We have divided the common support inquiries into 4 different categories: Request, Error, Question, or Enhancement. It is helpful if you begin your e-mail subject line using the correct category of your support inquiry. This allows us to more efficiently respond to customers and quickly assign tasks to the right resource. Case Handling/Ticketing System: Our Support Team is the point of first contact. The Support Team reviews the request and enters that request into our web-based tracking system (ACE Project Management). Designated customer organization representatives are also provided access to their ACE projects account so they can easily view and monitor tasks. In addition to creating the task in ACE, our Support Team confirms receipt of the e-mail and notifies the customer with the corresponding ACE task number. The Support Team will attempt to immediately replicate, troubleshoot, to resolve the issue or request from the customer. The Support Team will coordinate with Streamline staff is need be and update the ACE tasks accordingly. Our Support Team sends a report monthly from ACE to our primary customer contact. This provides a highlight of current tasks and corresponding status/updates.
Support Request Workflow Diagram
The Help Desk is staffed from 9 AM – 7 PM ET. In addition, customers are provided with a designated After Hours On-Call number to connect with Streamline Support staff 24/7 for urgent situations.
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8.0 Reporting
Describe your solution’s reporting capabilities and how it meets requirements set forth in RFP Section 2.7.9.
Streamline: One of the main features of Streamline systems is its customizability and extensibility. We allow the ability to add any other custom module to the system and integrate it with the existing menu system so it is transparent to the user. Our client can choose from many standard reports that we have built for our existing customers or build their own reports and import them to the application. Reporting services do allow the ability to schedule reports and send them via email or saving the results into Excel or PDF formats. Streamline operates a variety of different reporting options depending on the technical skills of the user. Some of these tools are: List Page Filters and Export – Most users find that the list page filters can capture the information they need and export that to Excel. Out of the Box Reports – Approx. 90 out of the box reports are available for common demographic, clinical and financial reports 3rd-Party Reporting Tools - Reports can be customized by using Microsoft RDL/SSRS and a variety of other 3rd-party reporting tools. This allows IS Staff to create table driven reporting mapped to your custom tables. Streamline’s open architecture allows IS Staff to customize the application extensively based on the level of their familiarity with our system and our development tools. Ad-Hoc Report Builder – A proprietary tool that allows typically users without SQL or report-writing skills to effectively “query” the database to pull and manipulate the information they are looking for. DataWarehouse – A robust DW and BI option is available for quick and easy manipulation of the data against an almost infinite number of variables.
With Microsoft SQL Server Reporting Services and Microsoft SQL Server Business Intelligence Studio, ASH will have the flexibility to look at organizational data in a number of ways. Ability to write custom reports and write and use stored procedures Data-warehouse and data mining capabilities A data dictionary and supporting documentation Ability to save and name report templates Ability to run reports in batches Ability to run reports or report batches at scheduled times Ability to support all state and other externally mandated reporting requirements for authorities and providers Ability to control user access to specific reports or groups of reports Ability to create graphs or charts
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Describe how the reports listed in RFP Section 2.7.9.C can be produced from existing templates, from reports library, or created from the Report Writer feature.
Streamline: As stated above, ASH can choose from many standard reports that we have built for our existing customers or build their own reports and import them to the application. SmartCare also has an ad-hoc report writer that will allow ASH to build their own reports.
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Core Financial Reports Revenue Report – allows filtering by many different data sets including date range, program, and plan in order to provide a list of all charges within the system, the service ID they associate with, the charge amounts, paid amounts, outstanding balance amounts, and any transferred or adjusted amounts. o Filter this by the payer of Client in order to get outstanding client balances. Daily Cash Accounting for Period – allows filtering by date range to provide a daily summary or detail of all payments made. Accounts Receivable Summary – allows filtering by date range and by Date Types to see the data in the date it was billed, posted, etc. The data is a summary by payer of the charges allocated to that payer. Accounts Receivable Summary Detail Report – allows filtering by date range and by Date Types to see the data in the date it was billed, posted, etc. The data is a summary by day of the accounts receivable within each payer. GL Extract report – This report requires mapping of the GL Accounts to the system data values in order for the report to generate the GL Account the service is associated with. The report tracks the Debits and Credits on a service that should be posted to a GL Account. This report is used to close month and year end. Authorization Code to Procedure Code Map – Allows viewing of all authorization codes in the system and the procedure codes in which they are mapped. Mapping of the Authorization Codes to Procedure Codes in the SC system. Billable Clinicians By Coverage Plan – Lists all clinicians that are set up to be billable to coverage plans based on the plan rules set up in the Plans page of the Administration tab. Client Statements – The standard format for the Client Statement that generates from the user interface. Report run from Client Accounts or Client Account of the client balance and a statement that mails to the client. DSM To lCD Map – Displays the mapping done in the database table of DSM codes to the ICD codes. Payment By Payer – Lists payment information by payer for a date range entered. Staff Procedures – Lists the staff filtered for and then the procedure codes filtered for when the report is run to display all staff assigned to specific procedure codes.
Core Clinical Reports Active Clients With No Primary Program – Lists clients that currently are not assigned a primary program in the system. Active Clients Without Diagnosis – Lists clients by assigned primary clinician who are missing a diagnosis in the system.
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Active Pharmacy List – Lists all pharmacies currently available in the system for SmartCare Rx to send prescriptions. Customers Not Seen in XX Days (Previously called Discharge Reports) – Lists all clients not seen based on the filter settings to know the client potentially needs to be closed for services. Documentation Due Dates by Caseload – Provides a list of clients by clinician case load with the due dates for critical documentation such as Assessment, Treatment Plan or Periodic Review. The report also displays the last appointment date and next scheduled appointment information. This requires set up of the documents which should be displayed for due dates and these documents must also be set up to create To Do documents when signed. Fax Transmission Status Report – Tracks the status of faxed prescriptions. Displays failed faxes from Smartcare RX Hospitalization Length Of Stay – Tracks the length of stay for clients based on the hospitalization tab. Mailing Labels – Provides client mailing labels for printing based on program or for all active clients. Medication Management - Fax Success Rate - Used to track the success of faxes sending from SmartCare Rx. This report shows the % of what faxes failed Reminder Call List – List of client with upcoming services and contact information for reminder calls. Client Name, client number, DOB, guardian column Y/N: include guardian info? client id Staff Caseload with Address and Phone No. – Lists clients by primary clinician and provides address, phone number, last date seen and next scheduled appointment information. Staff/Client Access Tracking – Provides monitoring of staff activity in the electronic medical record. The user can filter by staff, client, or date range to see activity of staff in the EMR. Treatment Plan Addendums with no original plan in EHR – Lists all clients where there is a Treatment Plan Addendum document but no Initial/Annual Treatment Plan. This requires set up of the documents that should be used in pulling this report. Upcoming Birthdays – Lists clients with birthdays within the date range entered and where the client age will be the filter age entered. The report provides the client ID, client name, date of birth, phone number and address. Care Management Staff Provider Access report.
Core Management Reports Active Clients With No Primary Clinician - Clients currently marked "active" in the SC system not assigned a primary clinician in the Primary Clinician field of Client Information (Admin). Lists Client Name, Client ID, Treatment Episode Registration Date, Last Date of Service, Last Service Provider, Last Service Status Active Clients With No Primary Program - List of clients marked as Active in the Client Information (Admin) page - General tab that do not have a program assignment in the system. Active Clients Without Diagnosis - Clients currently marked "active" in the SC system not assigned a primary clinician in the Primary Clinician field of Client Information (Admin). Lists Client Name, Client ID, Treatment Episode Registration Date, Last Date of Service, Last Service Provider, Last Service Status
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Auths missing coverage plans - Returns list of authorization documents that return a NULL value for ClientCoveragePlanId Client Assessment List with DLA Details - List of active clients that are not assigned a primary program Client Demographic Breakdown DW – Data Warehouse - report of clients by demographic information. Client Demographic Breakdown SC - SmartCare- report of clients by demographic information. Client Medications by Program - Report by client filtered by program of medications prescribed to a client. Clients Served by Program and Age DW - Lists a count of services provided and a list of client IDs under respective services for services provided between date and age ranges. Clients Served by Program and Age SC - Lists a count of services provided and a list of client IDs under respective services for services provided between date and age ranges Clients with Invalid DSM IV TR Current Diagnosis - Clients in the SC system with invalid diagnosis. Contract Rates By Billing Code - Contract Rates from Care Management Coordination of Care Letters – ‘Letter builder’ form, allows for any type of letter to be created and merged with the appropriate client data needed. Letter ranging from insurance follow ups, excuse letters, to CCD letters are created and maintained in the system. Credentialing Expiration - Providers licenses, liability insurance and accreditations that are due to expire within 30 days Denied Claims - Denied Claims in Care Management Discharge Report - Report of all clients with Episode status of Discharged that have an active coverage plan. Discharged Clients With Active Coverage DSM IV to ICD9 Mapping Report ER File Detail - Returns details on electronic remittance. ER File List - Returns list of ER file details GL Summary - CM - Extract from CM Claims for accounting and reporting purposes. Common only used to connect Care Management to an Accounting System such as Solomon GL Summary - SC - Extract from SC ARLedger to both Accounts Receivable and General Ledger for accounting and reporting purposes. Common only used to connect SmartCare to an Accounting System such as Solomon Initial Intake Summary - Report of intake summary of a client. Inpatient Hospitalization - Reports on Authorization and claims information related to different categories of Hospitalization. MAR Printable Medicaid Eligibility (DEG) - Number of clients who are Medicaid eligible. Most Recent Diagnosis Document by Caseload - Returns diagnoses descending by date by staff. Can also sort by DSM code and team No Shows - Returns Client information, Date of service, and appointment clinician if client was a no show for a service within a date range Paid Claims - Paid Claims from Care Management Procedure Code Rates - Reports the rates associated to each procedure code.
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Productivity Details Report Provider Authorizations Required Authorizations By Coverage Plan - Services in the SmartCare system missing an authorization based on coverage plan associated to the service. Revenue By Payer - Displays Charges, Adjustments, and Payments per payer based on a date range and the ledger entry type Revenue By Primary Payer Revenue Generation Scheduled Services By Caseload - Report of clients with scheduled services organized by the primary clinician assigned to the client. Service Frequency Compared to Authorization Report Service Information Report- Includes Client Address and Client Notes Service Utilization - Returns which services are being utilized by number of clients. Services with Errors by Program Staff Client Access Tracking - Report of the client records that staff are accessing in the system. -Updated 11/12/14 - Now sortable, shows activity type Staff Permissions (Staff Roles and Permissions) - Returns staff permissions and roles within SC system. Unduplicated Clients Served By Date - Report of number of clients served. Unpaid Claims - Care Management Claims in Unpaid status. Unposted Client Payments to Applys
Describe how the System is capable of generating the Hospital Quarterly Discharge Report as described in Section 2.7.9.D.
Streamline: This, and other required reporting, will be discussed and vetted during the implementation process. We understand how important it is to have state and state agency reporting available. State reporting gets critical attention during the BPA - and we will ensure the Hospital Quarterly Discharge report as well as others, are discussed and available to ASH. SmartCare utilizes Microsoft reporting services to develop reports, and we will work with you to ensure that all of the needed data elements of the Discharge report will be available in the system. Thus, when it is run, it is complete and ready to submit.
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9.0 Privacy and Security
Please describe your company’s experience and plan to comply with all applicable State and Federal privacy and security requirements, including but not limited to the specific additional requirements set forth in RFP Section 2.7.10.
Privacy and Security Requirements
The Contractor shall:
At all times comply with the requirements of the Arkansas Personal Information Protection Act and any other State laws, regulations, rules, and policies regarding the privacy and security of information.
Streamline: Streamline will comply with the requirements of the Arkansas Personal Information Protection Act and any other State laws, regulations, rules, and policies regarding the privacy and security of information.
Provide for physical and electronic security of all Protected Health Information generated or acquired by the Contractor in implementation of the Contract, in compliance with HIPAA, and consistent with the Business Associate Agreement executed between the parties (see Attachment B).
Streamline: Yes, we do this for all our customers.
Within thirty (30) days after Contract Award, provide an Information Security Plan for review and approval by the Contract Monitor. Upon approval, the Contractor shall maintain the plan for the entire Contract term.
Streamline: We can provide this as part of implementation.
Make any changes to the information security plan requested by the Contract Monitor and resubmit the plan to the Contract Monitor within five (5) Business Days of the request.
Streamline: Yes, this is something we can do.
On-site security requirement(s):
The Contractor shall:
Provide and complete all necessary paperwork for security access to sign on at the State's site, if requested for any Contractor or Subcontractor employees providing services on site at any State facility.
If requested, conduct and provide to the State and DHS Federal criminal background checks, including fingerprinting, for each individual performing services on site at a State facility.
These checks may be performed by a public or private entity, and if required shall be provided by the Contractor to DHS prior to the employee’s providing on-site services.
Streamline: We will comply with these requirements when visiting the site.
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DHS shall have the right to refuse to allow any individual employee to work on State premises, based upon information provided in a background check. At all times, at any facility, the Contractor’s personnel shall ensure cooperation with State site requirements.
Per the discretion of DHS, the Contractor or Subcontractor employees or agents who enter the premises of a facility under DHS or State jurisdiction shall be searched, fingerprinted (for the purpose of a criminal history background check), photographed, and required to wear an identification card issued by DHS.
The Contractor, its employees and agents, and Subcontractor employees and agents, shall not violate Department of Human Services Policy 1002 (a copy of which is enclosed in the Procurement Library), or other State security regulations or policies about which they may be informed from time to time.
The failure of any of the Contractor’s or Subcontractor’s employees or agents to comply with any security provision of the Contract shall be sufficient grounds for the Department to terminate for default.
Streamline: Streamline will comply with these requirements.
The Contractor shall report all security breaches to the Contract Monitor in writing and by telephone within one business hour of discovery. Streamline: During implementation, reporting will be the responsibility of the Streamline project manager. After go-live, this will be the responsibility of our Streamline support team.
10.0 Training and Change Management
Describe how your company will ensure all training is completed sufficiently in advance of “go- live”.
Streamline: We typically follow the Train the Trainer model. Our implementation process includes Super User Training in 3 stages – 1) Clinical Super Users will be trained clinical functionality prior to testing and user acceptance of clinical documentation. 2) Billing Super Users will be training immediately after Business Process Analysis sign off and prior to start of the Billing Setup. 3) Final Super User Training happens 2 months prior to go live that includes functions outside clinical documents and billing set up e.g. Scheduling, Payment Posting etc. For all of these trainings, Streamline provides documentation that can be used for end user training being provided by Super Users.
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Describe how your company will ensure electronic training sessions such as webinars are available online or through the proposed solution for access by ASH staff and users of the system as set forth in RFP section 2.7.11.B.
Streamline: As part of the implementation, Streamline will work with ASH to identify workflows and modules that require online training and these trainings will be recorded and available for future reference by ASH Staff.
Describe your company's Train the Trainer program for training designated State resources to serve as Trainers and how it will meet the requirements set forth in Section 2.7.11.
Streamline: Please refer to the above response for the Train the Trainer program.
Describe your company's approach to providing on site assistance for the State's Trainers as they train the initial batch of Users prior to Go-Live as set forth in Section 2.7.11.E.4.
Streamline: Streamline will have resources available onsite to help with any technical issues during the training.
Describe how your company will work with ASH to support cultural and behavioral shifts as a part of this change management effort and empower ASH to motivate its employees to embrace the solution.
Streamline: Streamline understands that change management is a big part of the implementation project. The most important thing here for us is listening to and involving the users upfront in the project and making sure that they feel that they have a stake in the project and can have an impact on it. Our implementation methodology is designed to list out and map all of user workflows to the new system, identify and address gaps from the very beginning and making sure that no functions provided by the current system are lost during the transition. Also, involving them in the system testing and acceptance process helps the users understand the advantages of the new system.
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Provide sample training material that has been used in past implementations of similar size and scope to ASH’s requirements.
Streamline: SmartCare Training
Master Training Guide
Date: May 5th, 2016
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Table of Contents 1. Introduction to SmartCare ...... 52 1.1. Logging Into the SmartCare System ...... 52 1.2. System Quick Tips ...... 52 1.3. Overview of the SmartCare System ...... 53 1.3.a. My Office Tab ...... 53 1.3.b. Client Tab ...... 53 1.3.c. Banners ...... 53 1.3.d. SmartCare Dashboard ...... 54 1.3.e. List Pages ...... Error! Bookmark not defined. 1.3.f. Toolbars ...... Error! Bookmark not defined. 1.3.g. Unsaved Changes ...... Error! Bookmark not defined. 1.3.h. Spell Check Tool ...... Error! Bookmark not defined. 1.3.i. My Reports ...... Error! Bookmark not defined. 1.3.j. What to do when an issue occurs ...... Error! Bookmark not defined. 2. Intake Process ...... Error! Bookmark not defined. 2.1. Inquiry ...... Error! Bookmark not defined. 2.1.a. Inquiry for New Client ...... Error! Bookmark not defined. 2.1.b. Completing the Initial Tab of the Inquiry...... Error! Bookmark not defined. 2.1.b.i. Inquirer Information Section ...... Error! Bookmark not defined. 2.1.b.ii. Client Information (Potential) SectionError! Bookmark not defined. 2.1.b.iii. Risk Assessment Section ...... Error! Bookmark not defined. 2.1.b.iv. Emergency Contact Section ...... Error! Bookmark not defined. 2.1.b.v. Referral Resource Section ...... Error! Bookmark not defined. 2.1.b.vi. Inquiry Handled By Section ...... Error! Bookmark not defined. 2.1.b.vii. Provisional Disability Designation SectionError! Bookmark not defined. 2.1.b.viii. Disposition Section ...... Error! Bookmark not defined. 2.1.c. Completing the Insurance Tab ...... Error! Bookmark not defined. 2.1.c.i. Electronic Eligibility Verification SectionError! Bookmark not defined. 2.1.c.ii. Coverage Information Section ...... Error! Bookmark not defined. 2.1.c.iii. Income/Fee Section ...... Error! Bookmark not defined. 2.1.d. Completing the Additional Information Tab ..... Error! Bookmark not defined. 2.1.d.i. Other Demographics section ...... Error! Bookmark not defined. 2.1.d.ii. Education Section ...... Error! Bookmark not defined. 2.1.e. Saving the Inquiry ...... Error! Bookmark not defined. 2.1.f. Create Client ...... Error! Bookmark not defined. 2.1.g. Inquiry on a Current Client ...... Error! Bookmark not defined.
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2.1.h. Finding Previous Inquiries (Non-client or client related)Error! Bookmark not defined. 2.2. Registration ...... Error! Bookmark not defined. 2.2.a. Accessing Registration document ...... Error! Bookmark not defined. 2.2.b. Demographics tab ...... Error! Bookmark not defined. 2.2.c. Client Contacts Tab ...... Error! Bookmark not defined. 2.2.d. Additional Information Tab ...... Error! Bookmark not defined. 2.2.e. Insurance Tab ...... Error! Bookmark not defined. 2.2.f. Episode tab ...... Error! Bookmark not defined. 2.2.g. Program Enrollment tab ...... Error! Bookmark not defined. 2.2.h. Forms and Agreements tab ...... Error! Bookmark not defined. 2.2.i. Completing Document ...... Error! Bookmark not defined. 3. Clinical Training ...... Error! Bookmark not defined. 3.1. Authorizations ...... Error! Bookmark not defined. 3.1.a. Hierarchy of Authorizations and Procedures ... Error! Bookmark not defined. 3.1.b. Definitions of Authorization and Procedure CodesError! Bookmark not defined. 3.1.c. Procedure Code Set Up Considerations ...... Error! Bookmark not defined. 3.1.d. Procedures/Rates List Page ...... Error! Bookmark not defined. 3.1.e. Procedures/Rates Details Page: General Tab Error! Bookmark not defined. 3.1.f. Procedure Code Set Up – Unit Types ...... Error! Bookmark not defined. 3.1.g. Procedures/Rates Details Page: General Tab Error! Bookmark not defined. 3.1.h. Procedure/Rates – Procedure Rules ...... Error! Bookmark not defined. 3.1.i. Procedure/Rates Details Page: Unit Validation Error! Bookmark not defined. 3.1.j. Procedures/Rates Details Page: Rates/Billing Codes TabError! Bookmark not defined. 3.1.k. Procedure/Rates – Rate Fields Defined ...... Error! Bookmark not defined. 3.1.l. Example of Rate Set Up ...... Error! Bookmark not defined. 3.1.l.i. Injection Option 1 ...... Error! Bookmark not defined. 3.1.l.ii. Injection Option 2 ...... Error! Bookmark not defined. 3.1.m. Program/Credential Tab ...... Error! Bookmark not defined. 3.1.n. Authorization Code Set Up ...... Error! Bookmark not defined. 3.1.n.i. Linking to Procedure Codes ...... Error! Bookmark not defined. 3.1.n.ii. Care Management Billing Codes ..... Error! Bookmark not defined. 3.1.o. UM Codes and Levels of Care ...... Error! Bookmark not defined. 3.1.o.i. CustomLOCUMCodes ...... Error! Bookmark not defined. 3.2. Bed Board Inpatient ...... Error! Bookmark not defined. 3.2.a. Purpose ...... Error! Bookmark not defined. 3.2.b. Prerequisites ...... Error! Bookmark not defined. 3.2.c. Navigation to the Bed Board ...... Error! Bookmark not defined. 3.2.d. Bed Board Overview ...... Error! Bookmark not defined.
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3.2.d.i. Filters ...... Error! Bookmark not defined. 3.2.d.ii. Fields on the list page ...... Error! Bookmark not defined. 3.2.e. Admitting a Client ...... Error! Bookmark not defined. 3.2.f. Bed Change ...... Error! Bookmark not defined. 3.2.g. On Leave ...... Error! Bookmark not defined. 3.2.h. Return from Leave ...... Error! Bookmark not defined. 3.2.i. Discharge ...... Error! Bookmark not defined. 3.3. Treatment Plan ...... Error! Bookmark not defined. 3.3.a. Overview ...... Error! Bookmark not defined. 3.3.b. Workflow Diagram ...... Error! Bookmark not defined. 3.3.c. Select Client and Create a Care Plan ...... Error! Bookmark not defined. 3.3.c.i. Step 1: Create a care plan ...... Error! Bookmark not defined. 3.3.c.ii. Step 2: Needs Tab ...... Error! Bookmark not defined. 3.3.c.iii. Step 3: Goals/Objectives tab ...... Error! Bookmark not defined. 3.3.c.iv. Step 4: Interventions Tab ...... Error! Bookmark not defined. 3.3.c.v. Step 5: Diagnosis Tab ...... Error! Bookmark not defined. 3.3.c.vi. Step 6: Supports/Treatment ProgramError! Bookmark not defined. 3.3.c.vii. Step 7: Sign the Document ...... Error! Bookmark not defined. 3.4. Diagnosis Document ...... Error! Bookmark not defined. 3.4.a. Open a Client ...... Error! Bookmark not defined. 3.4.a.i. Client Search ...... Error! Bookmark not defined. 3.4.b. Open The DSM 5 Diagnosis Document ...... Error! Bookmark not defined. 3.4.c. Existing Diagnosis In the System ...... Error! Bookmark not defined. 3.4.d. Diagnosis (Problem) List ...... Error! Bookmark not defined. 3.4.e. Adding a Diagnosis ...... Error! Bookmark not defined. 3.4.f. Search Results ...... Error! Bookmark not defined. 3.4.g. Building Diagnosis List ...... Error! Bookmark not defined. 3.4.h. Diagnosis Added ...... Error! Bookmark not defined. 3.4.i. Psychosocial, Environmental, and Other FactorsError! Bookmark not defined. 3.4.j. Level of Functioning Score ...... Error! Bookmark not defined. 3.4.k. Complete Document ...... Error! Bookmark not defined. 3.4.l. PDF Displays ...... Error! Bookmark not defined. 3.4.m. Print or Send Document ...... Error! Bookmark not defined. 3.5. Service Notes ...... Error! Bookmark not defined. 3.5.a. Creating a Service Note ...... Error! Bookmark not defined. 3.5.b. Service Tab ...... Error! Bookmark not defined. 3.5.c. Completing the Note ...... Error! Bookmark not defined. 3.5.d. Pre Inpatient Screen ...... Error! Bookmark not defined.
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3.5.e. Miscellaneous Service Notes ...... Error! Bookmark not defined. 3.6. Discharge Process ...... Error! Bookmark not defined. 3.6.a. Close a client record ...... Error! Bookmark not defined. 3.6.b. Completing the Discharge Summary ...... Error! Bookmark not defined. 3.6.c. Discharge Summary: Discharge Tab ...... Error! Bookmark not defined. 3.6.d. Discharge Summary: Supports/Recurrence TabError! Bookmark not defined. 3.6.e. Discharge Summary ...... Error! Bookmark not defined. 3.6.f. Ending Programs ...... Error! Bookmark not defined. 3.6.g. Verify No Scheduled Services ...... Error! Bookmark not defined. 3.6.h. Closing the Episode...... Error! Bookmark not defined. 3.6.i. Mark the Client Inactive ...... Error! Bookmark not defined. 4. Billing ...... Error! Bookmark not defined. 4.1. Client Search ...... Error! Bookmark not defined. 4.2. Register a Client ...... Error! Bookmark not defined. 4.3. Review Client Information (Episodes/Contacts) ...... Error! Bookmark not defined. 4.4. Scan a document to client record ...... Error! Bookmark not defined. 4.5. Create flag on a client ...... Error! Bookmark not defined. 4.6. Review flag by categories ...... Error! Bookmark not defined. 4.7. View and Update Client Insurance ...... Error! Bookmark not defined. 4.8. Create an authorization for a client ...... Error! Bookmark not defined. 4.9. Create a Diagnosis Document ...... Error! Bookmark not defined. 4.10. Enter a Service for Client ...... Error! Bookmark not defined. 4.11. View Client Services ...... Error! Bookmark not defined. 4.12. Batch Service Entry ...... Error! Bookmark not defined. 4.13. Create Electronic Claims ...... Error! Bookmark not defined. 4.14. Create Paper Claims ...... Error! Bookmark not defined. 4.15. Create Client Statement ...... Error! Bookmark not defined. 4.16. 835 Import Process ...... Error! Bookmark not defined. 4.17. Enter a Payer Payment...... Error! Bookmark not defined. 4.18. Enter a Client Payment and print a receipt...... Error! Bookmark not defined. 4.19. Create a Refund for client ...... Error! Bookmark not defined. 4.20. Review Client Account ...... Error! Bookmark not defined. 4.21. Post an Adjustment to a client account ...... Error! Bookmark not defined. 4.22. Inpatient Discharge ...... Error! Bookmark not defined. 4.23. IOP Discharge ...... Error! Bookmark not defined. 4.24. Add client to internal collections ...... Error! Bookmark not defined. 4.25. Review Client Collection Status ...... Error! Bookmark not defined. 4.26. Create Client Contact Notes ...... Error! Bookmark not defined.
49 of 57 ate of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-5 – Requirements Approach
4.27. Review flags for a specific use case (My Office) ...... Error! Bookmark not defined. 4.28. Run a Report from My Office ...... Error! Bookmark not defined. 4.29. Run a Report from Client Tab ...... Error! Bookmark not defined. 4.30. Print Client Financial Arrangement (New Report) ...... Error! Bookmark not defined. 4.31. Introduction to Billing Process...... Error! Bookmark not defined. 4.31.a. System Controlled Financial Information ...... Error! Bookmark not defined. 4.31.b. Service Completion Rules ...... Error! Bookmark not defined. 4.31.c. Program & Location Billing Rules ...... Error! Bookmark not defined. 4.32. Client Authorizations ...... Error! Bookmark not defined. 4.32.a. Entering Client Authorizations ...... Error! Bookmark not defined. 4.32.b. Updating Client Authorizations ...... Error! Bookmark not defined. 4.33. Program Enrollment ...... Error! Bookmark not defined. 4.33.a. Enrolling a Client ...... Error! Bookmark not defined. 4.33.b. Modifying a Program ...... Error! Bookmark not defined. 4.33.c. Billing Purposes for Programs ...... Error! Bookmark not defined. 4.33.d. Client Account ...... Error! Bookmark not defined. 4.34. Requirements for Billing ...... Error! Bookmark not defined. 4.34.a. Required Client Fields ...... Error! Bookmark not defined. 4.34.b. Service Notes and Set Up ...... Error! Bookmark not defined. 4.34.c. Completion of a Service ...... Error! Bookmark not defined. 4.35. Service Status ...... Error! Bookmark not defined. 4.36. Service Completion ...... Error! Bookmark not defined. 4.37. Generating Claims ...... Error! Bookmark not defined. 4.38. Accounts Receivable ...... Error! Bookmark not defined. 4.39. Applying Payments ...... Error! Bookmark not defined. 4.40. Corrections to Payments ...... Error! Bookmark not defined. 4.41. Receiving an Electronic Remittance ...... Error! Bookmark not defined. 4.42. Generating Client Statements ...... Error! Bookmark not defined. 4.43. GL Reports ...... Error! Bookmark not defined. 5. Office Management ...... Error! Bookmark not defined. 5.1. Opening the Reception Screen ...... Error! Bookmark not defined. 5.1.a. Reception Filters ...... Error! Bookmark not defined. 5.1.b. Reception Buttons ...... Error! Bookmark not defined. 5.2. Using the Reception Page ...... Error! Bookmark not defined. 5.2.a. Quickly Checking Next Appointment ...... Error! Bookmark not defined. 5.2.b. Scheduling and Reception ...... Error! Bookmark not defined. 5.2.c. Checking in a Client ...... Error! Bookmark not defined. 5.2.d. Rescheduling a Client ...... Error! Bookmark not defined.
50 of 57 ate of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-5 – Requirements Approach
5.2.e. Other Links of the Reception Page ...... Error! Bookmark not defined. 5.2.f. Enter a New Service ...... Error! Bookmark not defined. 5.2.g. Quick view of Notes and Icons for a Client ..... Error! Bookmark not defined. 5.2.h. View Client Balance and Apply a Payment ..... Error! Bookmark not defined. 5.2.i. Add a Comment to a Service ...... Error! Bookmark not defined. 5.2.j. Print the Daily Schedule ...... Error! Bookmark not defined. 5.2.k. Print Client Information ...... Error! Bookmark not defined. 5.2.l. Scan an Insurance Card ...... Error! Bookmark not defined. 5.2.m. Scanning Documents ...... Error! Bookmark not defined. 5.2.n. View a Staff Calendar ...... Error! Bookmark not defined. 5.2.o. Managing Calendar ...... Error! Bookmark not defined.
51 of 57 ate of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-5 – Requirements Approach
1. Introduction to SmartCare
1.1. Logging Into the SmartCare System
Objective: Login to SmartCare Steps: 1. After opening the application via a desktop icon or entering the URL – a login screen will appear. 2. Enter your User Name and Password 3. Click the Login button 4. Security Questions: a. You will set Security Questions and Answers at the first login. b. You may also have to answer a security question c. See the First Time Logging in User Guide for help.
1.2. System Quick Tips
Objective Tips on how to use the system quickly and efficiently: Tips 1. Use the tab or mouse to move through pages, especially detail screens with multiple fields. You will find sometimes pressing tab is faster and sometimes the mouse is faster. 2. Use the Save button before moving off a screen. 3. Use the My Preferences page to set preferences for a. My Office homepage b. Client Tab homepage
52 of 57 ate of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-5 – Requirements Approach
c. Quick Actions – A drop down that allows for quickly accessing parts of the system 4. If the user’s permissions or some other information from the administrative tab has to be modified, you will need to refresh your instance of the application or log out and log back in to see the changes.
1.3. Overview of the SmartCare System
1.3.a. My Office Tab
Objective Contains overall information on all clients records assigned to you based on your permissions 1.3.b. Client Tab
Objective Contains the client record
1.3.c. Banners
1. Banners are on the left side of the page. They are quick buttons to open parts of the system quickly. 2. Banners exist on the My Office Tab, Client Tab, and Administration Tab
53 of 57 ate of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-5 – Requirements Approach
1.3.d. SmartCare Dashboard
Objective 1. The Dashboard is the central page of the system. From the dashboard you can quickly view pertinent information and access the detailed screens of this information. Some of this information is in the form of widgets. 2. Dashboard widgets are controlled by permissions by role or by user. 3. SmartCare Clinical Dashboard Information includes: a. Caseload b. A track of your face to face services c. Documents coming due or in progress d. Services that cannot be billed due to an error e. Messages that are not yet read f. Services scheduled for you today in the SmartCare calendar
54 of 57 ate of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-5 – Requirements Approach
55 of 57 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-5 – Requirements Approach
Ownership of Data and, Disaster Recovery and Business Continuity
Provide the locations of all data centers where the state’s information would be housed per the requirements set forth in section 2.7.12.B.3.
Streamline: Microsoft Azure hosting centers are located in multiple regions and geographically dispersed in the US. This ensures reduced latency between our customers and the Streamline Application. As of today, Azure is hosted in the following States: o Virginia o Iowa o Illinois o Texas o California o Others States (not explicitly stated by Microsoft yet)
Describe your process for transitioning data back to the client or another contractor at the end of a contract. Please identify what format types are available. Streamline: At contract termination/transition, we: Provide the customer a full backup copy of their data in compatible with the version of SQL server that was running the application at the time of termination. Provide PDF copies of all customer documents. Meet with the customer to determine additional data export requirements and processes to ensure business continuity. This may require contract addenda. Provide an option that allows for limited customer access to the application and data on our hosted environment. Provide consulting services to move base application objects to customer-specified servers (rare).
Describe how the system can be backed up and how a system recovery would be accomplished.
Streamline: Please refer to our SLA attached.
Describe the redundancy features that are available in your system.
Streamline: Please refer to our SLA attached.
How is the transfer/disposal of records handled at the end of a contract with a client? How
56 of 57 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-5 – Requirements Approach do you ensure that all information has been destroyed?
Streamline: After we have successfully transmitted all data to the customer, we decommission all virtual drives that contained that data. Since all data drives are encrypted, it is unrecoverable at this point. We send the customer notifications when the data drives have been decommissioned.
11.0 Optional Services (Not Evaluated)
Describe your solution’s ability to manage the cash receipts program referenced in the RFP Section 2.8.A. Include the features and functionality that are available. Streamline: SmartCare includes a full Front Desk functionality to manage clients, update insurance plans, check client eligibility, alert staff of appointments and collect cash payments. SmartCare works as a full IP and Outpatient system for ASH. The implementation collecting cash is included in our core implementation plan.
Describe your company’s plan to convert the remaining historical billing and associated information into the new system per RFP Section 2.8.B. Streamline: At Streamline, we’ve completed many levels of conversion. We’d suggest that historical billing data is left in the old system and reporting is completed joining the two database together via our data warehouse. If historical billing and associated information is needed to be brought over, a full scope review will have to be completed.
Describe your company’s plan to migrate historical billing data and associated information onto State servers and provide a graphical user interface (GUI) for accessing the information per RFP Section 2.8.C. Streamline: At Streamline, we’ve completed many levels of conversion. We’d suggest that historical billing data is left in the old system and reporting is completed joining the two database together via our data warehouse. If historical billing and associated information is needed to be brought over, a full scope review will have to be completed.
57 of 57 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-4 - Functional Requirements
Tab 1: EHR System Requirements
Directions: The table below provides the functional and technical requirements for the solution. Bidders must indicate with an ‘X” in columns A, B, or C whether their solution supports the following requirements. A = Currently Available in the Solution B = Available via Contractor Modification or Development C = Not Available in the Solution (neither A nor B). If C is selected, in the comments please propose an alternative (that meets the needs of the State) or an explanation of why it is acceptable to forego this requirement. A Prospective Contractor may not select C for a Mandatory Requirement.
Mandatory Requirements are noted by an "x" in the Mandatory Requirement column. A failure to satisfy a Mandatory Requirement shall result in the disqualification of a proposal.
High Level Functional Requirements – Electronic Health Records Component
Mandatory Availability Function Requirement? A B C Comments Software Capability to Support Organization Structure and No. Related Reporting The system has the capability to sort all data based on service 1 lines Adults, Adolescents, Forensics, by Guarantors and fields X to be specific. The system has the capability to filter data by payer source, 2 diagnosis, specific medication, provider, referral source, and X other fields to be specific. The system has the capability to allow data look up on specific fields (e.g. name, account number, location, physician, 3 X clinician, social security number, and other fields to be specific, legal status and court orders history by patient). The system must have the capability to apply date and 4 X X timestamps (in military time) for each entry into the record. The system allows the entry of data one time and has the capability to populate all similar fields – write once functionality 5 X that is not forms based. (e.g. dates, times, user name, patient name, vital signs, date of birth and other fields to be specific). The system has flexible signature capabilities (i.e. electronic 6 signature, signature pad, pin number) based on document X type. The system has the capability to capture and save records in 7 X different stages of completion. The system must have the capability to electronically document 8 X X electronic signature with a timestamp in military time. Configurable View
9 Requirement Removed Security Controls
The system must have the capability to support the implementation of administrative and technical safeguards as required under the Health Insurance Portability & Accountability 10 Act of 1996 (HIPAA) regulations, including the following X X technical security service requirements and communication / network controls: access control; audit controls; authorization control; data authentication; entry authentication. The system must be available to certain user types only, and 11 X X with various data access restriction levels based on user type. System must be able to work with anti-virus software. ASH 12 X X currently uses System Center Endpoint Protection. The system must be ANSI X12 Electronic Transaction Compliant, for both inbound and outbound transactions. 13 X X (HIPAA Electronic Data Transactions - Standardization of Clinical Data). The system must have the capability to provide an audit trail that can capture date, timestamp (in military time) and user ID for all data transactions (creation, modification, view, deletion, 14 X X auto log off & printing) with the ability for designated employees to easily access this data in a report format to comply with HIPAA requirements. The system must provide the ability for users to print entire 15 X X patient record. The system must have the ability for records to be locked with 16 read only access for specific users. X X
17 The system provides ability to print Patient ID bands. X The system has the capability to allow users to electronically 18 transmit patient records securely. X The system has the capability to assign clinical codes and 19 credentials. X The system must allow for each staff member to have a unique number identifier for documentation purposes. The number is keyed into the electronic system when charges are 20 keyed. The number is linked to all of the specific staff members X X “billing number” to be defined. When the billing files are created the system will “place/code” in the appropriate information needed for that specific 3rd party provider. Legal The system must have the ability to document and track patient 21 X X legal status & court orders. The system must have the ability to track individual medical 22 records rights in compliance with HIPAA privacy standards. X X The system must have the ability to accept and store 23 electronically transferred data, as well as scanned paper based X X documents. Admissions The system has the capability to assign a minimum 6-digit 24 Medical Record Number (terminal digit) upon patient’s first X admission to ASH. admission, program transfers, and discharge information 25 for each patient, overall and by service line or program. X X This functionality must include all fields specified by The system has the capability to capture Type and Source of 26 X Admission, as well as Discharge Status code. The system allows for users to review and sign notes for own 27 X visits and calls. The system must have bed management and census 28 capabilities. X X The system supports the ability to search for available beds at 29 ASH. X The system must have the ability to gather admission data 30 prior to admission. X X The system must have the ability to create a new admission utilizing set defined data from a patient’s previous admission. 31 X X The system must also assign a new sequential episode of care number related to the current hospital admission The system must capture a full Master Patient Index to be a 32 defined set. X X
The Master Patient Index must have the ability to search and 33 include all past admission and discharge dates as part of the X X current record and display the information in a report format. The system must have the ability to link and cross–file patient Yes, you can pull information info via HIE's, 34 records. X X scanning, and via direct entry. All of this can The system must have a full Intake module, including Demographics, Financial and Guarantor Info, Referral Info, 35 Admission Diagnosis, staff assignments, Alerts, Legal Status X X and Court Orders, and other fields. Scanning Capabilities for Other Record Documents The system must have an administration tool (Document 36 Management) for scanning and indexing non-electronic X X documents. The system has the capability to annotate, index, mark-up, This is all currently available accept doing 37 search, and sign scanned documents. X X Markup on documents, this currently need to The system has the capability to securely email scanned 38 documents in and out of the system. X
Workflow The system must have the capability to be accessed on 39 devices using wireless internet connectivity within the hospital X X and externally. The system must have the capability to provide alerts and 40 notifications for work lists / to do lists / tasks per user. X X The system must have the capability to direct work / charts to 41 others for completion on an “as needed” basis. X X The system must have the capability to document clinical notes 42 for individual, group and family sessions. X X The system must have the capability to document clinical shift 43 notes. X X The system must have the capability to customize templates 44 for standard notes. X X The system must have the capability to create customized 45 forms. X X The system must have the capability to allow for user defined 46 automatic routing of information (messages, lab results, other X X tests, etc.) with override capabilities. The system must provide for a list of providers’ most used Although we currently do not have this exact 47 problems per provider. X X functionality, we can work with you to add They system must have the capability to allow users to create 48 test result letters. X X The system must provide for problem lists and allergy lists, 49 including on-screen indicators of urgent reactions and X X medications that can be updated or edited. The system must have the capability to switch or toggle from 50 one patient record to another quickly and easily. X X The system must have the capability to display a patient summary sheet including patient demographics, problems, 51 medications, allergies, health maintenance, encounter listing, X X patient tasks, recent encounters, patient picture, personal profile. The system must allow for different assessment criteria based 52 on program type (e.g., adolescent assessments, adult X X assessments, etc.). Critical sections of the application do not The system must have the capability to allow multiple users to allow simultaneous access, while other access and edit the same patient record at the same time. The areas of the application allow multiple users 53 system must prevent users from simultaneously editing the X X access to the same chart at the same time. same section of a record. The system must warn or inform all There is no warning as there is no area that users that they are simultaneously viewing the same record. could allow overwriting of data due to The system must have the capability to link internal information 54 sources and send messages and a link to a patient chart to X X additional non-ordering providers re: results, documentation. The system must have the capability to do dual routing (e.g. 55 one set of results are simultaneously sent to multiple users or X X roles). The system must have the capability to customize alerts based 56 on data / decision support rules and sends alerts to specific X X clinical staff by role designation. The system must provide a link to external sources providing 57 medication information, drug interactions, and contraindications X X We work with Surescripts and First Bank to from within a specific patient record (i.e. First Data Bank). provide all of this information.
Order Entry The system has the capability to customize order sets based 58 on individual clinician preference. X The system has the capability to create orders for pre- admission, admission, privileges, restrictions, medications, lab, 59 imaging, restraint and seclusion, dietary, interventions and X medical services. The system has the capability to search orders using key fields 60 and words. X The system has the capability for system users to view all 61 orders on a summary sheet for an individual patient. X The system has the capability to confirm review of orders 62 based on clinical role. X The system has the capability to provide medical necessity and The orders can be setup to not allow 63 duplicate checking per orderable item. X duplicates The system has the capability to connect orders to a result for 64 follow-up and reconciliation. X Assessments The system has the capability for users to easily create a 65 discipline specific template for assessments. (e.g. Interview X formats). The system must have the ability to track date sensitive, program specific assessments and provide reminders to the 66 applicable clinician to complete assessments or X X reassessments. a 3rdparty as required by CMS Meaningful Use Stage 3 using 67 C-CDA capabilities. X X Master Treatment Plans The system contains a treatment plan library of behavioral 68 health specific content. X The system must provide the capability for users to build 69 customized treatment plan templates. X X The system must allow patients and family members to sign 70 electronically for each specific treatment plan. X X The system must have the capability to document all 71 components of the treatment and service plans including X X identified problems and goals for treatment. The system must have the capability for users to modify and 72 update treatment plans with a view of the most current plan X X and an audit trail with previous plans.
The system must have the capability to set automatic 73 reminders for treatment plan modifications (e.g. completion, X X update, review, new medical problems, seclusion and restraint documentation) according to ASH and regulatory requirements. The system must have a progress measurement tool to track 74 progress toward reaching treatment plan objectives over time X X with the ability to present this information in a graphical format. The system must have the capability to easily switch from one 75 patient treatment plan to another. X X Assessment, Treatment, Treatment Progress, Outcome Decisions-Support Tools The system must have a decision tree to facilitate clinical Decision tree support is not in the product 76 decisions and best practice with clinician rated content for X X currently, but we can work with you to adding medical care and behavioral healthcare. it. The system must have the capability for users to utilize an electronic clipboard/device (i.e. iPad) for capturing 77 observations and data such as vital signs, safety checks, X X behavioral checks, and other specific data. The system must have the capability for users to roll 78 information forward from note to note. X X The system must provide the option to carry forward review of 79 systems, problem list, medication etc. from previous X X admission. The system must provide the flexibility to document conditions 80 including expanding details (severity, location, modifiers, etc.) X X for each clinical finding. The system must have the capability to allow clinicians to use 81 nomenclature to build their own templates without X X programming or complex forms. The system must have the capability to add comments and 82 details to each clinical finding. X X The system must provide the users with the capability to 83 document ordered diet, nutritional intake, and supplements. X X The system must provide the users with the ability to document 84 a clinical visit using templates. X X The system must have the capability for users to document 85 Restraint and Seclusion events. X X The system must have the capability to prompt and capture an 86 electronic signature from patient for each specific restraint and X X seclusion event follow-up assessment. The system must provide the users with the ability to insert dictation markers into a note for insertion of transcription. The 87 system must allow providers to build a note with a combination X X of structured data and transcription. The system must have an integrated transcription solution with We currently do not have an out of the box 88 macros, carbon copy and distribution features and full line X X transcription integration, but we can integrate count reporting. with a transcription serivice if needed. The system must have the capability to capture dictation on a 89 mobile device and upload to the system. X X The system must have the capability for users to dictate while We typically see agencies using third party 90 navigating through the chart. X X products to do this, such as Dragon Naturally The system must have a dictation management system with We currently do not have out of the box 91 intelligent routing and tracking of the status of each dictation X X transcription integration, but we can integrate job. with a transcription serivice if needed. Medical Conditions The system has the capability to track medical conditions and 92 X have appropriate alerts and reminders as needed. The system must have a patient education library for medical 93 conditions. X X The system must provide the users with the ability to document education and makes available the specific information given to 94 patient, in the record for review. (e.g. patient given a handout X X We built out an education documentation on diabetes, specific handout is available to link to the system for Meaningful use which allows for documentation). this. The system must provide the users the ability to document We built out an education documentation 95 patient response to education. X X system for Meaningful use which allows for Medications The system must have an education material library for new 96 medications and ability to document patient response X X The system must have an integrated evidence-based We use Surescripts and First Databank to 97 guidelines for medications. X X provide information of this type The system must have the capability to record and monitor 98 medications using drug name, dosage, date range and X X prescribing physician. The system must have the capability for users to document 99 non-medication items on the Electronic Medication X X Administration Record (e.g. dressing change). The system must have the capability for users to schedule 100 medications for future administration. (e.g. medications given X X every 2 weeks or monthly). The system must have the capability for users to document lab We give the ability to jump to those forms 101 results and vital signs within the electronic medication X X X through the eMAR, if that is not satisfactory, administration record. we can look to adding fields which display The system must have the ability to document and graphically 102 trend response to medications, and lab results related to X X medications. The system must provide ability to create and display clinical alerts regarding drug interactions, contraindications, and 103 allergies based on documented information within the X X We work with Surescripts and First electronic medical record. DataBank to provide this information
104 The system must have the ability to read barcode medications. X X The system must have the capability to store patient’s 105 preferred pharmacy phone number, fax number, and address. X X The system must have the capability to provide alerts for drug- Firstdata Bank offers this as a module, but 106 X X disease incompatibility (ex: beta-blocker in asthma). SmartCare currently does not have it The system must have the capability to allow providers to fax 107 prescriptions to pharmacy using patient’s stored pharmacy fax X X number. The system must have a prescription writing feature that 108 records date, prescribing physician, type, dose, frequency, and X X directions. The system must have the capability to provide for plain paper 109 prescription printing so that product is sufficient for patient to X X take to pharmacy. The system must have the capability to electronically send to 110 X X pharmacies using fax and Script standard. The system must have a wireless device solution for 111 X X prescription writing. The system must have the capability to track patients using 112 X X specific medications. The system must provide functionality to customize 113 X X formularies. The system must have the capability to search and report on 114 X X prescribed medications in case of a drug recall. The system must have the capability to perform cost analysis 115 of prescribed medications in comparison to formulary and X X generics. The System must be able to display a list of medications 116 prescribed to a patient, both currently and historically. The X X System must also be able to display by medication name a list The system must have the capability to provide alternative 117 X X suggestions for medications. The system must provide a list of providers’ most prescribed 118 X X medications and dosages. The system must have the capability to perform population queries Our Business Intelligence component helps 119 for decision support. Population refers to all patients of the X you do data analysis to help decision The system must have the capability to create a rule to have 120 X X reminders for staff regarding medication order renewals Group Enrollment and Notes The system must have the capability to add and delete patients from groups, print group schedules, as well as allowing the 121 ability to view a group under the group leader’s name with all X X patients listed and generate/print an outstanding group roster report. The system must provide the ability to users to document all 122 X X group leaders and assistants for each specific group meeting. The system must have the capability to handle progress notes 123 for group therapy services, such that individual notes and X X group notes can be done simultaneously. The system must have the ability to generate a group roster for patients assigned to a specific group, document group 124 X X attendance, and print an attendance roster for each group session. Track and Enforce Documentation Compliance The system must have the capability to create automated tasks 125 to remind clinicians of missing or additional documentation X X required. (e.g. monthly medication updates). The system must support compliance with business rules for components of the electronic medical records (such as 126 X X required fields or forms) to help ensure users comply with organizational requirements. The system must have the capability to set rules to require specific data prior to completing documentation. (e.g. stops to 127 X X not allow finishing a record until specific information is entered). The system must have a Clinical Documentation Improvement (CDI) component capable of providing guidelines and edits for concurrent chart review. It must also identify potential 128 X X compliance risks, frequently missed concepts and issues with Although we currently do not have this working DRGs and ICD9-CM and ICD10-CM codes or have the capability, we can work with you to add this ability to interface with a CDI and encoder software. functionality. Tracking The system must provide users with the capability to look up 129 X X location of active patients, residing unit, attending physician. The system should provide users with the ability to apply business rules to referral services to manage admissions to the 130 organization’s programs. (e.g. whose turn is next to utilize an X available bed, court orders take precedence over some admissions). The system must provide the capability for users to record specific patient family members and other relationships, along 131 X X with their relationship to the patient and multiple contact information. The system must have the capability to track date sensitive, 132 program-specific outcome data. (e.g. group meetings, X X smoking, addiction, and other fields to be specific). The system must have the capability to trend program data 133 X X utilizing a specific date range. The system should have the capability for tracking of patients 134 who are in the community (Act 9-11 program, non-discharge, X leave of absence, court visits, medical center visits). The system has the capability to integrate ASH’s additional databases, such as Patient Tracking for Department of 135 X Disability Services, Aftercare, Group Attendance, and Forensic We have a data warehouse module that Waiting List. assists with this. The system should have the ability to track internal and 136 X external referral sources. The system must have the ability to capture the primary insurer 137 and indicate the primary insured's’ relationship to the patient for X X billing purposes. The system must have the ability to record all assigned care providers and specific date of service. (e.g. primary clinician, 138 temporary clinician, psychologist, social worker, nurse, aide, X X one on one attendant, recreation staff) and be date-of-service sensitive. System Prompts The system must have the capability to easily create prompts 139 for user actions (e.g. incomplete data entry of required fields, X X deletion of data, system log-off warnings). The system must have the capability to easily identify required components / data elements in the EHR and send staff alerts 140 X X for quality indicators (e.g. outcome measures, satisfaction surveys). The system must have the capability to display notification to 141 provider of critical lab and other test results for immediate X X attention with a prioritization alert. Discharge Planning The system must have the capability to list community 142 X X providers and their service area. The system must have the ability to document and track 143 detailed discharge planning activities for discharges to specific X X service providers. The system has the capability to create custom reports based 144 X on discharges to specific service providers. Medical Conditions and Metrics The system must have the capability to link medical metrics and document results within a patient record. (e.g. Assessment 145 X X for involuntary movement scale, weight, blood pressure, body mass index, sugar levels). The system must have the ability to display and manage health 146 maintenance alerts including chronic disease reminders per X X patient. DSM Diagnosis The system has (or provides for) a problem list with most 147 X common problems available for each provider. The system must have the capability to add problems beyond an ICD list to a recognized standard nomenclature (e.g. SNOMED CT a systematically organized computer process 148 X X capable of collecting medical terms providing codes, terms, synonyms and definitions used in clinical documentation and We populate and cross reference SNOMED, reporting.) ICD10 and DSM V The system must have the capability to translate the diagnosis 149 to current ICD codes as required by third-party payers and X X We populate and cross reference SNOMED, state reporting. ICD10 and DSM V The system must have the capability to review current DSM 150 X X codes and make recommendations. The system must have the capability to view all diagnosis on 151 X X one screen as appropriate to a patient. The system must be able to demonstrate the severity of the 152 X X patient symptoms over time. The system must provide the ability to review ICD-9 and ICD- 153 X X 10 codes and make changes as necessary. The system must have the ability to review current DSM codes 154 X X and make changes as necessary. The system must be DSM-V compliant but also have ability to 155 store historical data that includes DSM IV (with Axes), if X X present. Test Systems
156 Testing and Training Environments and Databases must have all X X configurations and functionalites of the Live System. Reports The system must have the capability to easily create custom 157 reports using specific data elements without customized X X programming. The system must have the capability to create standard report 158 X X templates. The system must have the capability to create graphs and 159 X X charts to display data. The system must have the capability to create and distribute 160 reports by user and team to identify incomplete files or X X requirements within the EHR. The system must be able to trend lab data for a specific patient 161 X X over time. The system must be able to draw information from all 162 X X databases maintained by the solution. The system must provide a data dictionary, schema and 163 X X supporting documentation. The system should have a library of common reports available 164 X for use on the first day The system must have the ability to save and name certain 165 report templates generated by the State users for re-use in the X X future. The system must be able to run reports in batches and at 166 X X scheduled times. The system must provide an Admission/Discharge report and a 167 Current Unit Census report. All Census reports should include X X length of stay. The system must have the ability to produce reports on case mix indices (such as viewing patients by Program, Age, 168 X X Guarantor, Suicidal Tendency, 30, 60, 90 days, and other specific fields). State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-4 - Functional Requirements
Tab 2: Patient Billing & Account Receivable System System Requirements
Directions: The table below provides the functional and technical requirements for the solution. Bidders must indicate with an ‘X” in columns A, B, or C whether their solution supports the following requirements. A = Currently Available in the Solution B = Available via Contractor Modification or Development C = Not Available in the Solution (neither A nor B). If C is selected, in the comments please propose an alternative (that meets the needs of the State) or an explanation of why it is acceptable to forego this requirement. A Prospective Contractor may not select C for a Mandatory Requirement.
Mandatory Requirements are noted by an "x" in the Mandatory Requirement column. A failure to satisfy a Mandatory Requirement shall result in the disqualification of a proposal.
High Level Functional Requirements – Patient Accounting and Billing Component
Mandatory Availability Function Requirement? A B C Comments No. Electronic Billing The system must have the ability to produce electronic billing for all major guarantors (Medicare using PPS billing rules, Medicaid, Blue Cross Blue Shield, etc.), plus continued support 1 for all required billing changes (due to Federal requirements, X X etc.). Bill frequency (i.e., weekly, monthly, semi-monthly, admit- thru-discharge, etc.) must be controlled by user and payer preference. At claims generation a minimum of two reports must be generated for each reimbursement - one report listing all 2 patients billed and the second report listing all patients skipped, X X along with the reason why (i.e. bypassed due to PPS rules, missing data in a required field, etc.). The system must have the ability to concurrently bill using ICD- 9, modifiers and ICD-10 diagnosis codes. The system must be 3 X X able to report ICD-9, ICD-10, modifiers and CPT procedure codes as needed for institutional and professional claims. The system must be compliant with the Version 5010 4 X X transaction standard. The system must have the ability to report remarks on the 5 X X electronic claim. 6 The system must have the ability to balance bill and re-bill. X X
7 The system must have the ability to route items through a X X workflow for approval. The system must have the capability to provide an audit trail that can capture date, timestamp (in military time) and user for all data transactions (creation, modification, view, deletion, auto 8 X X log off & printing) with the ability for designated employees to easily access this data in a report format to comply with HIPAA requirements. The system must be able to report certain services as non- We support Medicare professional, 9 X X covered on 111, 112, and 117 bills. institutional, primary and secondary The system must support major billing formats, including but 10 X X not limited to paper HCFA, paper UB, and paper Self Pay. 11 The system must support 837P and 837I transactions. X X Posting of Remittance Advice The system must have the ability to electronically post 12 X X Remittance Advices (RA). The system must provide for RAs and the ability to 13 X X electronically back payments out for all major payers. The system must allow for manual posting of RAs and the 14 X X capability to manually back payments out. Entering / Posting of Charges The system must have the ability to key multiple clients for one 15 X X service on the same screen and to manually post charges. The system must provide immediate notification when a 16 X X duplicate charge is keyed, along with the ability to override. The system must have the capability to handle a large volume 17 X X of charges per patient per day (in excess of 20) The system must provide a flexible editing capability that will allow charges to be posted to accounts immediately after they 18 are confirmed by staff. The confirmation rules will be set by the X X hospital. An example would be for charges to be allowed to be posted without waiting for a diagnosis to be entered. Posting of Adjustments The system must have the ability to do mass adjustment of 19 charges electronically, as well as manual individual X X adjustments. The system must have the ability to handle a large number of 20 X X Pharmacy adjustments. The system must have the ability to produce adjustment 21 reports to be run by Activity Date, Date of Service, Adjustment X X Code, or Period Date to include patient level detail. Transferring of Charges The system must have the ability to electronically transfer a Our retroactive allocation process 22 large volume of charges for one patient and a group of patients X X has the ability to that automatically (multiple years’ / tens of thousands worth). when the coverage of the client The system must have the ability to manually transfer individual 23 X X charges. Billing Modifiers and Codes The system must have the ability to report condition codes, value codes, span codes, occurrence codes and 24 X X corresponding dates, on all claims as needed and as outlined in CMS billing manuals. The system must have the ability to handle Modifiers as 25 X X needed for billing (GP, GO, GN, KX, etc.). The system must have the ability to handle non-payable 26 X X functional G-codes as needed for billing. Medicare 117 Claims The system must have the ability to bill Medicare 117 We support Medicare professional, 27 adjustment claims for long-term patients with the correct A3 X X institutional, primary and secondary benefits exhaust date and condition code. billing and have the ability to The system must also have the ability to report coinsurance 28 X X days and corresponding value codes/amounts. The system must be able to produce 117 adjustment claims 29 that will include dates of service that have already been billed X X and paid. Medicare 110 Claims The system must be able to produce Medicare 110 no-pay 30 X X claims starting on the first non-benefit day. The system must be able to report the correct condition codes, 31 span codes, value codes, occurrence codes and X X corresponding dates on all 110 no-pay claims. 32 A claim must be generated every 60 days or until discharge. X X SmartCare gives you the ability to Self-Pay Statements The system must have the ability to generate a statement 33 X X mailer for Self-Pay patients, as well as an itemized bill. The system must have the ability to run statements by sub- 34 X X facility and/or program. The system must have the ability to Stop/Hold a statement 35 mailer, as well as a method to release the Hold (this can be as X X simple as Hold Statement Y/N?). Billing of Secondary Insurance The system must have the ability to automatically bill paid claims to the next payer after one payer’s payment is closed. 36 This must include Medicaid crossover, Medicare Secondary X X Payer claims, and private insurance when it is secondary to Medicare. Diagnosis Related Groups (DRGS) The system must have the ability to store DRGs assigned by 37 an industry standard Encoder (at a minimum 3M), as well as X X DRGs Medicare assigns. 38 The system must have the ability to produce reports on DRGs. X X Room and Board Charges The system must have the ability to automatically generate 39 X X Room and Board charges from census. Patient Balances The system must have the ability to view all patient 40 X X reimbursements on one screen. Collection Letters The system must have a collection letter system that will generate letters only for discharged patients that have entire 41 remaining balances in self-pay. For patients with insurance, the X X biller must have the ability to set a date to start collection letters after billing is completed. The system must provide the ability to modify the Collection Letter system to meet ASH needs (to bypass patients who 42 have bad addresses, or balances in guarantors other than Self, X X or for whom ASH does not send statements, as well as holding the letter until a specific date). Billing Reports The system must have the ability to run reports, both detailed and summarized, based on Revenue codes and/or program 43 codes and/or sub-facility and/or reimbursement and/or CPT X X code and/or modifiers by activity date or date of service or period date and/or by active and discharged patients. The system must have the capability to generate reports both 44 X X at the patient level and as summaries. The system must have the capability to generate Aged Trial Balance Reports, Cost Report, Quarterly Discharge Report for 45 X X Department of Health, and Monthly Detailed Demographic Report for the Division of Behavioral Health. The system must have the ability to generate Aged Trial 46 X X Balance Reports for active and discharged patients. The system must be capable of running billing reports by 47 X X reimbursement, to include amount billed and amount paid. The system must be able to run reports in batches and at scheduled via Microsoft reporting 48 X X scheduled times. services. Insurance / Guarantor The system must have the capability to rank insurances as 49 X X “Primary, Secondary, Tertiary,” and more. The system must have the capability to allow input of full 50 X X insurance contact information, not just Identification Number. The system must have the capability to store insurance denials 51 X X and provide the ability to run reports against that data. The system must have the capability to enter Prior Authorizations for insurance companies so that the Prior 52 X X Authorizations appear as required on the electronic and/or paper claims as applicable. Service / Charge Master The system must have a Charge Description Master, including 53 X X medications. Closing of Accounting Period The system must have the ability to close the accounting 54 period each month, locking the data so that it can no longer be X X modified. The system Reopening of a Closed Period must require a 55 X X specialized security level. The system must produce monthly closeout reports that will 56 provide charge /adjustment /payment information that can be X X reported to other state agencies. Locking Records The system must have the ability to allow multiple users to access / update a record at the same time. They system must 57 X X prevent users from updating/editing the same section of a record at the same time. Multiple Sessions The system must allow specified users to have multiple 58 X X sessions open at once. Encoders The system must meet industry standards and interface with Interfacing with 3M is certainly 59 X X the Encoder (at a minimum 3M). possilbe, and a cost etimate can be Group Charges The system must have the capability to add and delete patients from groups, print group schedules, as well as allowing the 60 ability to view a group under the group leader’s name with all X X patients listed and generate/print an outstanding group roster report. The system must have the capability to produce a report of 61 X X unconfirmed services for groups. The system must have the capability to automatically remove 62 X X patients from future groups when discharged. Ancillary Billing The system must have the capability to evaluate - patients with Medicare Part B, when Medicare Part A benefits exhaust, the 63 system shall be able to submit identified services as ancillary X X claims to Medicare (i.e. certain lab charges, x-ray charges and therapy charges). Test Systems The system must have the ability to easily copy software programs, customizable configurations / screens, letters, 64 forms, other items to be specified and data from the live X X environment and database into a test, training environment and databases. Other Systems The system must have the capability to incorporate additional Access Databases (such as Patient Tracking for Department 65 of Disability Services, Aftercare, Act 9-11 Program, Forensic X X Waiting List, and Group Attendance).
Template T-6
Requirement Plans
Response Template
RFP #: SP-18-0034
State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-6 – Requirements Plans
Table of Contents
1.0 Implementation Plan ...... 1 2.0 Communications and Issue Resolution Plan ...... 1 3.0 Information Security Plan ...... 2 4.0 Training Plan ...... 3 5.0 Disaster Recovery and Business Continuity Plan ...... 5
i State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-6 – Requirements Plans
1.0 Implementation Plan
Instructions: Provide an Implementation Plan. The Implementation Plan should demonstrate that the Prospective Contractor has a thorough understanding of all activities required to seamlessly implement the system. DHS-ASH wants the Prospective Contractor to provide a schedule with the shortest duration while providing enough time to perform activities required to successfully implement the system. Please refer to Section 2.7.5 of the RFP. The Implementation Plan should show all key elements including details with responsibilities, timelines, durations, milestone dates, deliverables, and Prospective Contractor personnel hours by deliverables during the implementation. The Implementation Plan may be an attachment to the Prospective Contractor’s Technical Proposal and tabbed as such in the submission as well as an electronic soft copy (Microsoft Project ® or equivalent and Adobe ® PDF) version in the Prospective Contractor’s electronic submission of the Technical Proposal. All content should be formatted for effective viewing. Include or attach associated artifacts such as Gantt charts and flowcharts as appropriate.
Please see the attached documents: 1. Arkansas State milestones deliverables 2. Arkansas State project timeline 3. Arkansas State high level plan 4. Arkansas State RFP timeline 5. Arkansas State plan
2.0 Communications and Issue Resolution Plan
Instructions: Provide a Communications and Issue Resolution Plan.
The Communications and Issue Resolution Plan should demonstrate that the Prospective Contractor has a thorough understanding of all activities required to provide effective and efficient communication and resolution. Please refer to Section 2.7.8 of the RFP.
All content should be formatted for effective viewing.
Include or attach associated artifacts as appropriate.
Streamline: Streamline wants to assure open and clear lines of communication are kept during the entire life cycle of the contracting, implementation and support timeline. The following includes the base plan that can be reviewed 30 days prior to contracting. During this process, ASH will have the right to review and comment on all updates, scope changes and/or additions/deletions to the contract. ASH will also approve any scope changes and updates to our agreement to be in full compliance with ASH or the State of Arkansas’s processes. Lead Contract Review: Ted Wright, VP Sales & Marketing, Kristian Holmberg, Sales Director. All
1 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-6 – Requirements Plans
communication will be via email to the assigned purchasing and contract leads. Implementation Process: Javed Husain Co-CEO will be in charge of all communications regarding the time, timeline and frequency of meetings regarding the SmartCare implementation process. Key Members during implementation: Electronic Health Record – Technical: Tom Remisoski, VP Technical Services Electronic Health Record – Billing/Finance: Javed Husain, Co-CEO Contracting Questions: Kristian Holmberg, Sales Director Arkansas
3.0 Information Security Plan
Instructions: Provide an Information Security Plan.
The Information Security Plan should demonstrate that the Prospective Contractor has a thorough understanding of all activities required. Please refer to Section 2.7.10 of the RFP.
All content should be formatted for effective viewing. Include or attach associated artifacts as appropriate.
Privacy and Security Requirements
The Contractor shall:
At all times comply with the requirements of the Arkansas Personal Information Protection Act and any other state laws, regulations, rules, and policies regarding the privacy and security of information.
Streamline: Streamline will comply with the requirements of the Arkansas Personal Information Protection Act and any other State laws, regulations, rules, and policies regarding the privacy and security of information.
Provide for physical and electronic security of all Protected Health Information generated or acquired by the Contractor in implementation of the Contract, in compliance with HIPAA, and consistent with the Business Associate Agreement executed between the parties (see Attachment B).
Streamline: Yes, we do this for all our customers.
Within thirty (30) days after Contract Award, provide an Information Security Plan for review and approval by the Contract Monitor. Upon approval, the Contractor shall maintain the plan for the entire Contract term.
Streamline: We can provide this as part of implementation.
Make any changes to the information security plan requested by the Contract Monitor and resubmit the plan to the Contract Monitor within five (5) Business Days of the request.
Streamline: Yes, this is something we can do and within the timeframe stated above.
On-site security requirement(s):
The Contractor shall:
Provide and complete all necessary paperwork for security access to sign on at the State's site, if requested for any Contractor or Subcontractor employees providing services on site at any State facility.
If requested, conduct and provide to the State and DHS Federal criminal background checks, including fingerprinting, for each individual performing services on site at a State facility.
These checks may be performed by a public or private entity, and if required shall be provided by the 2 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-6 – Requirements Plans
Contractor to DHS prior to the employee’s providing on-site services.
Streamline: We will comply with these requirements when visiting the site.
DHS shall have the right to refuse to allow any individual employee to work on State premises, based upon information provided in a background check. At all times, at any facility, the Contractor’s personnel shall ensure cooperation with State site requirements.
Per the discretion of DHS, the Contractor or Subcontractor employees or agents who enter the premises of a facility under DHS or State jurisdiction shall be searched, fingerprinted (for the purpose of a criminal history background check), photographed, and required to wear an identification card issued by DHS.
The Contractor, its employees and agents, and Subcontractor employees and agents, shall not violate Department of Human Services Policy 1002 (a copy of which is enclosed in the Procurement Library), or other State security regulations or policies about which they may be informed from time to time.
The failure of any of the Contractor’s or Subcontractor’s employees or agents to comply with any security provision of the Contract shall be sufficient grounds for the Department to terminate for default.
Streamline: Streamline will comply with these requirements.
The Contractor shall report all security breaches to the Contract Monitor in writing and by telephone within one business hour of discovery. Streamline: During implementation, reporting will be the responsibility of the Streamline project manager. After go-live, this will be the responsibility of our Streamline support team.
4.0 Training Plan
Instructions: Provide a Training Plan.
The Training Plan should demonstrate that the Prospective Contractor has a thorough understanding of all activities required to effectively train staff on how to use the system. Please refer to Section 2.7.11 of the RFP.
The Training Plan should show all key elements including details with responsibilities, timelines, durations, milestone dates, deliverables, and personnel hours by deliverables during the implementation. All content should be formatted for effective viewing. Include or attach associated artifacts as appropriate.
Streamline: Streamline offers classroom training for all of our applications and databases including, if desired, technical training on report writing and database administration. All of our trainers are experts with implementation, training, and technical experience. We do recommend a Train-the-Trainer model, as it not only creates on-site experts, but it also gets your staff fully committed to the implementation. Super Users are identified for specialized training, and training sessions are scheduled accordingly with the Business Analyst. Training documents will be sent to ASH prior to specific trainings. As part of implementation, Streamline has setup a test environment that is accessible by specific users. The test environment usually contains a copy of production data with no alterations. If the data is hosted by ASH, we’ll provide your IT staff with instructions on how to refresh the test environment from production on-demand.
3 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-6 – Requirements Plans
We also setup a training environment with generic logins for training. The training environment is created by taking a copy of production data and then running a program that scrubs the data prior to use. We provide instructions to client’s IT staff so they can setup or refresh the training environment after implementation. In addition to on-site classroom training, we recommend web-accessible recorded trainings as well. This is especially effective for training new staff on an on-going basis. As part of a customer’s implementation process, organization specific training documents and materials are created for the customer organization. Streamline is using the Ryver as a means for creating a customer community forum for discussions and sharing of ideas. It also will be used for the sharing of training materials and information from Streamline to customers. The application also has two additional features that can be used by the organization to provide real-time support and instructions for staff. One is the use of a feature called “Tool Tip”. This allows administrative users with appropriate permissions at the organization to add field level help and instructions throughout the application. Another feature is “Hover Help”. This allows users to select the “Hover Help” icon and doing so opens another URL. This URL can be determined by the customer organization to point to specific training materials or perhaps direct the user to the organization’s help desk. The number of FTE staff that we provide during implementation depends on the varying needs of ASH. We ensure that we will provide enough staff to ensure a seamless implementation. We currently don’t have a specific training department. Streamline’s main training staff resides in Michigan. We can host training sessions in our Kalamazoo office or we can send our staff on-site as well, or complete on-line training sessions. Table 11: Training Modules/Classes Offered Class Intended Optional or Training Module/Class On or Off-Site Days/Hours Audience Required Initial System Training: Setup and 32 On-site IT / System Executive Dynamic Form Architecture Training Admin / Super Users Advanced System Design and SQL 32 On-site IT / System Database training Admin / Super Users Web-based end user training 4 Hour Blocks Off-site End Users Executive sessions Custom Training Sessions 4 Hour Blocks On or Off-Site Custom
Please see the attached training documents for specific timeline information.
4 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-6 – Requirements Plans
5.0 Disaster Recovery and Business Continuity Plan
Instructions: Provide a Disaster Recovery and Business Continuity Plan.
The Disaster Recovery and Business Continuity Plan should demonstrate that the Prospective Contractor has a thorough understanding of all activities necessary for disaster recovery. Please refer to Section 2.7.12 of the RFP. All content should be formatted for effective viewing.
Include or attach associated artifacts as appropriate.
The State shall retain sole ownership, right, title and interest to all data stored in the Contractor - hosted solution. At the end of the contract the Contractor shall transfer 100% of State-owned data back to the State or to another Contractor at the request of the State. At the end of the contract and after confirmed transfer of 100% of State-owned data back to the State or their designee, the Contractor shall destroy all copies of the State-owned data the Contractor possesses.
Streamline: Yes, ASH is 100% the sole owner of your data.
Disaster Recovery and Business Continuity are important to the State. Prospective Contractor’s should include, in Template T-6, a copy of their proposed Disaster Recovery and Business Continuity Plans (or a consolidated plan addressing both subjects). Sixty (60) calendar days before go-live, the Contractor shall provide to the Contract Monitor a final plan(s) for his or her review and approval. The proposed plans must adhere to the following requirements:
The Contractor shall include backup and recovery procedures which will allow recovery of the system and all data (including but not limited to assessment, screening data, and referrals) up to the moment of the disaster and successfully resume data collection within twenty-four (24) hours of any disaster.
The Contractor shall include the following in the Plan(s):
a. Plan Objectives
b. What situations and conditions are covered by the Plan
c. Technical considerations
d. System fail over plans
e. Roles and responsibilities of Contractor staff
f. How and when to notify the Contract Monitor
g. Recovery procedures
h. Procedures for deactivating the Disaster Recovery Plan
i. End of Contract Transition Plan demonstrating how the Contractor will transfer 100% of State- owned data back to the State or a subsequent Contractor.
Streamline: Please refer to our SLA for the specific plan.
The State requires that the solution frequently and automatically back up its data. All backup servers and backup data associated with the Arkansas instance of the Contractor -hosted solution shall reside in the continental 5 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-6 – Requirements Plans
United States. The Contractor shall include data-back up provisions adhering to the following requirements and principles in their proposed Disaster Recovery and Business Continuity Plan:
j. The System shall backup and completely restore key system data files. Backup media should be common media readable by readily available hardware.
k. If access to backed-up information depends on Contractor -owned hardware that is scheduled for discontinuation or prolonged downtimes, or if for any other reason the Contractor believes that its hardware or software may inhibit the State’s access to backed up information at any point in time, the Contractor must notify the Contract Monitor in writing immediately and present a remedy to the Contract Monitor that the Contractor and Contract Monitor shall mutually agree upon.
l. The Contractor shall maintain a data backup schedule in accordance with the following requirements:
i. A weekly cycle providing a full backup of system information that reflects all project components, configurations, and data at the completion of that week’s cycle, run on Sundays
ii. A daily backup reflecting that day’s processed information, Monday through Sunday
iii. The Contractor shall furnish, to the Contract Monitor, a daily report delineating the completion of that day’s backup, the status, and catalog of items backed up. Such report shall be electronic.
Streamline: All Streamline infrastructural aspects of the technology are supported by fully redundant online failover pairs. For example, power is provided from two (2) fully- independent power grids, fed to the racks from two fully-independent panels/PDUs—and in the case of a loss of power there is battery power fed by two fully-independent large data center UPS devices, and two fully-independent diesel generators. Internal data communication is supported by two online enterprise core switches that operate fully- independently—all devices are dual-homed into both enterprise core switches. External communication (Internet or MPLS) is fed through multiple online independent service providers that aggregate bandwidth into multiple online and fully- independent routers; each router is able to support the full load if the other (or the Internet services associated with that router) becomes unavailable. All servers reside on at least two fully-independent high-end VMware hosts, and VMware Center software automatically makes the secondary instance “active” in the event of hardware failure. The servers always reside on at least two hosts and two SANs. In the case of the relational database environment, the servers are clustered via Microsoft clustering technology—and the clusters are duplicated across Hosts and SANs. The shared disk storage is supported by at least two fully-independent enterprise storage area network (SANs) devices, each capable of supporting the entire load in the event of failure. There is a replicated cluster of servers that perform real-time system monitoring and alerting—watching 7x24x365 for system trends that may indicate a problem. • Power (Online, Nx2) • Internal Data Communication (Online, Nx2) • External Data Communication (Online, Nx2) Shared Server Platforms (Nx2, Plus Clustering) Shared Disk Storage (Nx2) • Monitoring and Alerting (Nx2)
6 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-6 – Requirements Plans
The servers and data are replicated in real-time (as you make changes) to a disk-level backup. This disk- to-disk backup can be used immediately locally to affect a restore in the event of data corruption (or in the unlikely event that an Nx2 system fails). From the disk backups; nightly snapshot backups are copied into weekly backups—and weekly backups are truncated in monthly backups. Backups are kept for one year; and yearly backups (the “year-end”) is held in secure underground storage until you instruct the data center to erase. Multiple data centers are used in the event an entire site is lost.
6.0 Organizational Change Management Plan
Instructions: Provide an Organizational Change Management Plan.
The Organizational Change Management Plan should demonstrate that the Prospective Contractor has a thorough understanding of how to manage organizational change management in order to achieve enterprise-wide buy-in.
All content should be formatted for effective viewing.
Include or attach associated artifacts as appropriate.
Please see the attached pdf with our organizational change management plan.
7
Template T-7
RFP Submission Checklist
RFP #: SP-18-0034
State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-7 – RFP Submission Checklist
Table of Contents
1.0 Prospective Contractor Response Checklist ...... 1 2.0 Forms Due Prior to Contract Award ...... 2 3.0 Attachments ...... 2 4.0 Exceptions ...... 3
List of Tables Table 1. General Requirements ...... 1 Table 2. Package 1 Checklist ...... 1 Table 3. Package 2 Checklist ...... 2 Table 4. Attachment Checklist ...... 3
i State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-7 – RFP Submission Checklist
1.0 Prospective Contractor Response Checklist The Prospective Contractor should complete the following Tables to verify that all the RFP response requirements have been completed as instructed. The Prospective Contractor should provide specific references to Proposal locations (e.g., section and page numbers) for each Template included. During the evaluation process, OSP will perform an initial review of the Proposals to confirm these are included. If the items identified in this checklist are not included, the Proposal may be disqualified. Instructions: Complete the following Table. Do not change any of the completed cells. Any changes to the completed cells could lead to the disqualification of the Proposal.
Table 1. General Requirements COMPLETED AND PROPOSAL RESPONSE ITEM PROVIDED AS INSTRUCTED? Prospective Contractor’s Proposal’s stamped date meets date and time YES NO specified in the RFP Proposal is sealed YES NO Technical Proposal and Cost Proposal are sealed in separate envelopes or boxes within the “Sealed Bid.” Each Proposal should be clearly marked YES NO “Technical Proposal” or “Cost Proposal” Minimum Mandatory Requirements – The Prospective Contractor has documented proof that it meets the minimum mandatory requirements outlined in YES NO the RFP.
Table 2. Package 1 Checklist REFERENCE COMPLETED AND TO SECTION / PROPOSAL RESPONSE ITEM PROVIDED AS PROPOSAL TEMPLATE INSTRUCTED? RESPONSE SECTION T-1 Executive Summary and Prospective Contractor YES NO Information T-2 Prospective Contractor Experience and YES NO References T-3 Prospective Contractor Staffing YES NO T-4 Functional Requirements YES NO T-5 Requirements Approach YES NO T-6 Requirement Plans YES NO T-7 RFP Submission Checklist YES NO
1 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-7 – RFP Submission Checklist
Table 3. Package 2 Checklist REFERENCE COMPLETED AND TO SECTION / PROPOSAL RESPONSE ITEM PROVIDED AS PROPOSAL TEMPLATE INSTRUCTED? RESPONSE SECTION C-1 Cost Workbook YES NO
2.0 Forms Due Prior to Contract Award The table below lists the forms which will be required after proposal submission but before contract award. It is strongly recommended that Prospective Contractor(s) provide these items with proposal submission.
FORM FORM COMMENTS ID NAME
EO- Disclosure A fillable PDF is located on the OSP Website. The form can be found here: 98-04 Form http://www.dfa.arkansas.gov/offices/procurement/Documents/contgrantform.pdf. Copy of See Section 1.20 of the RFP. Prospective Contractor’s Equal Opportunity Policy Voluntary See Section 1.23 of the RFP. VPAT template can be found here: Product https://www.itic.org/policy/accessibility/vpat. Accessibility Template (VPAT) Vendor In order to receive payment under any contract award, Contractor must register Registration with DFA online at https://www.ark.org/vendor/index.html
2 State of Arkansas DHS-ASH EHR and Billing System RFP #: SP-18-0034 Template T-7 – RFP Submission Checklist
Table 4. Attachment Checklist REFERENCE TO ATTACHMENT ATTACHMENT ATTACHMENT NAME PROPOSAL ID PROVIDED? RESPONSE SECTION Technical Arkansas State Milestones Deliverables YES NO T-6 Technical Arkansas State project timeline YES NO T-6 Technical Arkansas State high level plan YES NO T-6 Technical Arkansas State RFP timeline YES NO T-6 Technical Arkansas State plan YES NO T-6 Technical Financial Process Training Breakdown YES NO T-6 Technical Training Modules, descriptions and time T-6 YES NO frames Technical Woods DFA Training Agenda (Sample) YES NO T-6 Technical Streamline Balance Sheet YES NO T-2 Technical Streamline Profit & Loss YES NO T-2 Technical Streamline Statement of Cash Flows YES NO T-2 Technical Streamline SLA + Hosting YES NO T-5 Technical Javed Husain resume YES NO T-3 Technical Shami Dugal resume YES NO T-3 Technical Cyndi Nail resume YES NO T-3 Technical Travis Craig resume YES NO T-3 Technical Letter of Bondability YES NO T-1 Technical Major Changes (Companion Guide) YES NO T-5 Technical Organizational Change Management Plan YES NO T-6
4.0 Exceptions Any requested exceptions to items in this RFP which are NON-mandatory must be declared below or as an attachment to this page. Prospective Contractor must clearly explain the requested exception, and should label the request to reference the specific solicitation item number to which the exception applies.
Exceptions to Requirements shall cause the Prospective Contractor’s proposal to be disqualified.
N/A
3
SOFTWARE LICENSE AND SERVICES AGREEMENT
This Software License and Services Agreement (the “Agreement”) is made and entered into as of the date of the last signature below (“Effective Date”) by and between STREAMLINE HEALTHCARE SOLUTIONS LLC, an Illinois limited liability company whose administrative offices are located at 510 E. Butler Ct., Kalamazoo, MI 49007 (“Licensor”) and, ______a ______[corporation] having a place of business at ______, (“Licensee”).
This Agreement consists of this cover page and the following documents:
Software License and Services Agreement Exhibit A (Maintenance Services Agreement) Exhibit B (Business Associate Agreement) Addendum (Hosting Services and Performance Standards) Order Form (Pricing, Payment Terms, Product Descriptions)
Signing below indicates that you have read and agree to the terms of said documents.
IN WITNESS WHEREOF, the parties hereby indicate their acceptance of the terms of this Agreement by causing their duly authorized officers or representatives to execute this document as of the Effective Date.
______STREAMLINE HEALTHCARE SOLUTIONS LLC
BY: ______BY: ______(Authorized Signature) (Authorized Signature)
______(Name) (Name)
______(Title) (Title)
______(Date) (Date)
STREAMLINE HEALTHCARE SOLUTIONS LLC SLSA – 6-21-17 Page 1 CONFIDENTIAL AND PROPRIETARY -- UNAUTHORIZED REPRODUCTION OR DISTRIBUTION PROHIBITED
Arkansas State Project Milestones & Deliverables
PHASE TIMEFRAME MILESTONE WORK PACKAGE PROJECT KICKOFF Jan. 2018 . Contract signed . Contract . Transition from Sales to Implementation . Project Kickoff . Introductory meeting with Customer/Streamline teams . Provide IDD workflow and confirm it is valid . Set date for BPA BUSINESS PROCESS Mar. 2018 . Target Business . How Smart Care will manage IDD workflow automation, along with ANALYSIS (BPA) Environment supporting banners, screens . Walk through the Smart Care System . Work Flow (current) documented by customer . Data Migration of client data by customer, we provide format . Customer key Team members . Weekly Meeting Schedule . Project Schedule . Customizations – to be determined . Project Schedule until Go Live SYSTEM July 2018 . Customer System Project Team from Streamline does this with customer: CONFIGURATION setup with migrated . Data setup with Global tables (Programs, Locations, Procedure Codes, data etc.) . Data Migration . State Reporting out of the box . Billing (837 files) . Pharmacy, Lab interfaces . Scanning solution . Customer key staff trained in system features/functions SYSTEM Nov. 2018 System Validation of . Pharmacy, Lab interfaces FINALIZATION all features, . Baseline Training, Testing documentation provided functions, . System reviewed by Streamline & Customer customizations
SUPER USER Jan./18 Super User Training . Customer key users trained on site TRAINING CUSTOMER Feb./19 . Final testing by . Final Customer Super Users test system using migrated data TESTING/ Customer ACCEPTANCE CUSTOMER May/19 . Training customer . Super Users train remaining staff (Streamline supports) TRAINING staff
Arkansas State Project Milestones & Deliverables
GO LIVE PREP. May/19 . Go Live Prep . Prepare Production Environment . Final data migration . Final entry of data into system by Customer staff (e.g., Appointments) GO LIVE June/19 . Go Live . Communication protocol for Customer and Streamline staff during Go Live . Onsite support . Track issues, resolutions . Ensure Billing is done SUPPORT Sept./19 . System in Support . Meeting with Support team . Support process presentation, discussion . Ownership of issues or post go live work – Support / Implementation Team . Project in Support
Tasks in red – customer responsibility Arkansas State Project Timeline
Jan/18 Mar/18 July/18 Nov/18 Jan/18 Feb/19 May/19 Jun/19
Business Project Build Final Super User System User GO Process Kickoff Process Validation Training Acceptance Training LIVE!! Analysis
Web On Site Web Web On Site Web Customer On Site
Kickoff Review Scope System Configuration Review configured Train Super Client to Client to Final data Meeting - Contracted items Data Migration system Users who conduct conduct migration, Team - “Out of the box” System Interfaces - Screens will then tests user training Client Data Introduction - Development Custom Development – - Reports train assuring all using both Entry, - Inclusions/Exclusions connect to Razor’s Edge - Widgets remaining contracted lecture and Support Go General “To Be” Model SmartCare Configured - State reporting users functionality practice Live, billing Project - Process flow Review - Client developed Works and state Timeframe - Intake - configured screens items Review Super Users reporting Client - Authorizations - developed reports - Development items schedule for System can do this on-site and Expectations - Clinical - state reporting - Billing testing staff frozen or through Project CSF - Billing/State Provide training, testing Data conversion training and Streamline web Reporting generic documentation Training material acceptance can be meetings as Project Risks - Data Collection Meet with “Super Users” Testing material testing contracted necessary - Customization . Scheduling Initiate Pharmacy, Lab to provide it recommendations . Front office interfaces Data Migration Scope . Clinicians . Billing . Medical Task Name Start Finish 100 State of Arkansas EHR Plan Mon 6/5/17 Wed 8/21/19 300 Project Management Mon 1/1/18 Fri 6/14/19 1000 Kick Off Meeting Mon 1/1/18 Thu 2/8/18 2000 Business Process Analysis Wed 1/17/18 Fri 4/6/18 5000 Build Process Mon 6/5/17 Thu 1/24/19 5100 Establish Working Group Mon 3/26/18 Fri 3/30/18 6000 System Setup Mon 3/26/18 Tue 11/27/18 6100 Active Directory interface with SC Thu 3/29/18 Wed 4/25/18 6200 SS: Programs Thu 3/29/18 Fri 4/20/18 6300 SS: Locations Mon 3/26/18 Tue 4/10/18 6400 SS: Place of Service Wed 4/11/18 Thu 5/3/18 6500 SS: Procedure Codes and Rates Fri 5/4/18 Mon 5/28/18 6600 SS: Authorization Codes Tue 5/29/18 Wed 6/27/18 6700 SS: Plans, Billing Codes, Rules Tue 5/29/18 Wed 7/4/18 6800 SS: Units/Rooms/Beds Mon 4/23/18 Tue 5/1/18 6900 SS: Staff Setup Thu 7/5/18 Fri 7/20/18 7000 SS: Roles and Permissions Mon 7/23/18 Wed 8/22/18 7100 SS: Set Flags Thu 8/23/18 Wed 8/29/18 7200 SS: Set Alerts Thu 8/23/18 Wed 8/29/18 7300 SS: Scan Documents and Flags Thu 8/30/18 Mon 9/10/18 7400 SS: Rx Setup Tue 9/11/18 Mon 10/1/18 7500 SA Set up Fax Server Tue 9/18/18 Tue 11/27/18 8000 Data Migration Mon 3/26/18 Tue 7/24/18 9500 Data Migration - Iteration 2 Wed 7/18/18 Tue 8/28/18 9800 Data Migration - Iteration 3 Wed 8/29/18 Tue 10/9/18 10000 Custom Objects/Clinical Documents (Specify for each object) Mon 1/1/18 Wed 12/26/18 19000 Interfaces Mon 6/5/17 Thu 1/24/19 19100INT: Define Interfaces to be built Tue 9/11/18 Wed 9/12/18 19200 INT: Initiate work on Pharmacy H17 Interface Mon 6/5/17 Fri 8/11/17 19650 INT: Initiate work on 270/271 Thu 9/13/18 Fri 10/26/18 20000 INT: Initiate work on Lab Interface Mon 10/29/18 Thu 1/24/19 21000 Super User Training Fri 1/25/19 Thu 4/4/19 22000 System Acceptance/Final Customer Testing Thu 2/21/19 Fri 4/5/19 23000 User Training Fri 4/5/19 Fri 5/17/19 24000 Go Live Mon 1/1/18 Fri 5/31/19 24100 GL: Production Environment is Built Mon 1/1/18 Fri 1/5/18 24200 GL: Dry Run Mon 5/20/19 Mon 5/27/19 25000GL: Production Environment Built Tue 5/28/19 Fri 5/31/19 25900 Go Live Wed 5/29/19 Tue 6/4/19 26000 PGL: Post Go Live Wed 6/5/19 Mon 7/22/19 28000 MCS: Migrate Customer to Support Mon 1/1/18 Wed 8/21/19
PROJECT PHASES 18 MONTHS Jan Feb Mar Apr May Jun Jul Aug Sep Kickoff BPA Design Development Superuser Training Interim Testing Data Migration Setup/Configuration State Reporting Configuration Billing Formats Configuration Final Testing Training Documents End User Training Go Live/Go Live Support 18 MONTHS Oct Nov Dec JAN/YR2 FEB/YR2 MAR/YR2 APR/YR2 MAY/YR2 JUN/YR2 JULY-YEAR 2+ ID Task Task Name % Duration Start Finish PredecessorsResource Names Mode Complete Feb 12, '17 Apr 9, '17 Jun 4, '17 1 100 State of Arkansas EHR Plan 0% 578 days?Mon 6/5/17Wed 8/21/19 2 300 Project Management 0% 380 days Mon 1/1/18 Fri 6/14/19 3 350 PM: Hold Internal Team Meetings 0% 380 days Mon 1/1/18 Fri 6/14/19 PM 4 400 PM: Hold meetings with client 0% 380 days Mon 1/1/18 Fri 6/14/19 PM 5 450 PM: Report status to internal management 0% 380 days Mon 1/1/18 Fri 6/14/19 PM 6 500 PM: Manage project metrics 0% 380 days Mon 1/1/18 Fri 6/14/19 PM 7 700 PM: Assist on project tasks as needed and provide project oversight 0% 380 days Mon 1/1/18 Fri 6/14/19 PM 8 1000 Kick Off Meeting 0% 29 days Mon 1/1/18 Thu 2/8/18 9 1050 KO: Setup call in time with client 0% 2 days Mon 1/8/18 Tue 1/9/18 PM 10 1100 KO: Inform team, including Client Account Manager 0% 2 days Wed 1/10/18 Thu 1/11/18 9 PM 11 1150 KO: Hold Meeting - all locations 0% 3 days Fri 1/12/18 Tue 1/16/18 10 PM 12 1151 KO: Introduce CAM at meeting 0% 3 days Fri 1/12/18 Tue 1/16/18 10 PM 13 1155 KO: ListServe Information and Link for cusotmer - Welcome and Signup0% 3 days Fri 1/12/18 Tue 1/16/18 10 PM 14 1200 KO: Deliver Work Flow Template to Client 0% 2 days Wed 1/17/18 Thu 1/18/18 11,12,13 PM 15 1250 KO: Meet with client to help them understand how to complete 0% 3 days Wed 1/17/18 Fri 1/19/18 11,12,13 BA current workflow 16 1300 KO: Workflow must be given to SHS at least 1 week before BPA meeting0% 10 days Fri 1/19/18 Thu 2/1/18 14 CUST 17 1350 KO: Meet as team to discuss workflow and how to conduct BPA 0% 3 days Wed 1/17/18 Fri 1/19/18 11,12,13 PM,BA,SA 18 1400 KO: Create agenda for BPA 0% 3 days Mon 1/22/18 Wed 1/24/18 17 PM 19 1450 KO: Send agenda to client - all locations 0% 1 day Thu 1/25/18 Thu 1/25/18 18 PM 20 1500 KO: Book for BPA event 0% 2 days Fri 1/26/18 Mon 1/29/18 19 PM 21 1550 KO: Send a request for off-shore team to create client 0% 3 days Wed 1/17/18 Fri 1/19/18 11 PM environments (EMR, MCO, both to be included as appropriate) - single 22 1600 KO: Environments created 0% 15 days Wed 1/17/18 Tue 2/6/18 11,12,13 DEV 23 1700 KO: Request corrections as needed 0% 5 days Mon 2/12/18 Fri 2/16/18 26 DEV 24 1750 KO: Update Customer Connection Google Doc 0% 2 days Wed 1/17/18 Thu 1/18/18 11,12,13 DEV
Task External Tasks Manual Task Finish-only
Project: Arkansas RFP 120417 V1 Split External Milestone Duration-only Deadline Date: Mon 12/4/17 Milestone Inactive Task Manual Summary Rollup Critical DRAFT PLAN Summary Inactive Milestone Manual Summary Critical Split Project Summary Inactive Summary Start-only Progress
Page 1 ID Task Task Name % Duration Start Finish PredecessorsResource Names Mode Complete Feb 12, '17 Apr 9, '17 Jun 4, '17 25 1720 KO: Create Testing script for the project, using existing materials 0% 5 days Wed 1/17/18 Tue 1/23/18 11,12,13 and updating as appropriate 26 1650 KO: Test environments (by BA) to ensure “happy path” can be 0% 3 days Wed 2/7/18 Fri 2/9/18 22,24 BA performed successfully 27 1800 KO: Ready them for use at BPA 0% 2 days Mon 2/19/18 Tue 2/20/18 23 BA 28 2000 Business Process Analysis 0% 58 days Wed 1/17/18 Fri 4/6/18 29 2050 BPA: Conduct BPA 0% 15 days Wed 2/21/18 Tue 3/13/18 27 BA,PM,SA 30 2051 BPA: Invite CAM to join BPA if convenient for onsite introduction to customer0% 1 day Wed 1/17/18 Wed 1/17/18 12 PM 31 2100 BPA: Drive Billing Decisions 0% 1 day Wed 3/14/18 Wed 3/14/18 29 BA 32 2150 BPA: Drive State Reporting Decisions 0% 1 day Wed 3/14/18 Wed 3/14/18 29 BA 33 2200 BPA: Drive Scanning Decisions 0% 1 day Wed 3/14/18 Wed 3/14/18 29 BA 34 2250 BPA: Inform client of environments and how to use them at BPA 0% 1 day Wed 3/14/18 Wed 3/14/18 29 BA 35 2300 BPA: Define Data Conversion Scope 0% 1 day Wed 3/14/18 Wed 3/14/18 29 SA 36 2350 BPA: Identify Custom Needs Development Decisions 0% 1 day Wed 3/14/18 Wed 3/14/18 29 SA 37 2400 BPA: Reconcile workflow/gap analysis document against contract 0% 2 days Thu 3/15/18 Fri 3/16/18 36 PM 38 2500 BPA: Develop final scope document - for all locations 0% 2 days Mon 3/19/18 Tue 3/20/18 37 PM 39 2600 BPA: Review document with customer 0% 2 days Wed 3/21/18 Thu 3/22/18 38 PM 40 2700 BPA: Obtain client agreement, sign-off on contract amendments as needed0% 1 day Fri 3/23/18 Fri 3/23/18 39 PM 41 3000 Determine Environment Setup 0% 5 days Mon 3/26/18 Fri 3/30/18 42 3100 DE: Banners to be used 0% 2 days Mon 3/26/18 Tue 3/27/18 40 BA 43 3200 DE: Documents to be used 0% 2 days Mon 3/26/18 Tue 3/27/18 40 BA 44 3300 DE: Reports to be used 0% 2 days Mon 3/26/18 Tue 3/27/18 40 BA 45 3400 DE: Workflow updated with environment pieces needed 0% 5 days Mon 3/26/18 Fri 3/30/18 40 BA 46 4000 Firm up Project Plan 0% 5 days Mon 4/2/18 Fri 4/6/18 47 4100 FPP: Request resources for the projectbased on scope from BPA 0% 5 days Mon 4/2/18 Fri 4/6/18 45 PM 48 4200 FPP: Update the project plan with committed dates for all events 0% 5 days Mon 4/2/18 Fri 4/6/18 45 PM
Task External Tasks Manual Task Finish-only
Project: Arkansas RFP 120417 V1 Split External Milestone Duration-only Deadline Date: Mon 12/4/17 Milestone Inactive Task Manual Summary Rollup Critical DRAFT PLAN Summary Inactive Milestone Manual Summary Critical Split Project Summary Inactive Summary Start-only Progress
Page 2 ID Task Task Name % Duration Start Finish PredecessorsResource Names Mode Complete Feb 12, '17 Apr 9, '17 Jun 4, '17 49 5000 Build Process 0% 429 days?Mon 6/5/17 Thu 1/24/19 50 5100 Establish Working Group 0% 5 days Mon 3/26/18 Fri 3/30/18 51 5200Establish a working goup as needed depending on size of 0% 5 days Mon 3/26/18 Fri 3/30/18 40 PM organization and locations 52 5300 Identify individuals/functional roles from each location 0% 2 days Mon 3/26/18 Tue 3/27/18 40 PM 53 5400 Create work-groups by function (Admitting, Clinical, Billing, 0% 2 days Mon 3/26/18 Tue 3/27/18 40 PM State Reporting, etc.) 54 5500 Develop working approach for the project approved by groups, members0% 2 days Mon 3/26/18 Tue 3/27/18 40 PM 55 5600 Obtain management approval for this approach 0% 1 day Wed 3/28/18 Wed 3/28/18 54 PM 56 6000 System Setup 0% 177 daysMon 3/26/18 Tue 11/27/18 57 6100 Active Directory interface with SC 0% 20 days Thu 3/29/18 Wed 4/25/18 55 DEV 58 6200 SS: Programs 0% 17 days Thu 3/29/18 Fri 4/20/18 59 6210 SS:PRG: Train Customer On Screen 0% 5 days Thu 3/29/18 Wed 4/4/18 55 BA 60 6220 SS:PRG: Enter Programs 0% 5 days Thu 4/5/18 Wed 4/11/18 59 CUST 61 6230 SS:PRG: Manual Changes/Tweaks 0% 5 days Thu 4/12/18 Wed 4/18/18 60 CUST 62 6240 SS:PRG: Verification/Sign Off by Customer 0% 2 days Thu 4/19/18 Fri 4/20/18 61 BA 63 6300 SS: Locations 0% 12 days Mon 3/26/18 Tue 4/10/18 64 6310 SS:LOC: Train Customer On Screen 0% 5 days Mon 3/26/18 Fri 3/30/18 40 BA 65 6320 SS:LOC: Enter Locations 0% 5 days Mon 3/26/18 Fri 3/30/18 40 CUST 66 6330 SS:LOC: Manual Changes/Tweaks 0% 5 days Mon 4/2/18 Fri 4/6/18 65 CUST 67 6340 SS:LOC: Verification/Sign Off by Customer 0% 2 days Mon 4/9/18 Tue 4/10/18 66 BA 68 6400 SS: Place of Service 0% 17 days Wed 4/11/18 Thu 5/3/18 69 6410 SS:POS: Train Customer On Screen 0% 5 days Wed 4/11/18 Tue 4/17/18 67 BA 70 6420 SS:POS: Enter Place of Service 0% 5 days Wed 4/18/18 Tue 4/24/18 69 CUST 71 6430 SS:POS: Manual Changes/Tweaks 0% 5 days Wed 4/25/18 Tue 5/1/18 70 CUST 72 6440 SS:POS: Verification/Sign Off by Customer 0% 2 days Wed 5/2/18 Thu 5/3/18 71 BA
Task External Tasks Manual Task Finish-only
Project: Arkansas RFP 120417 V1 Split External Milestone Duration-only Deadline Date: Mon 12/4/17 Milestone Inactive Task Manual Summary Rollup Critical DRAFT PLAN Summary Inactive Milestone Manual Summary Critical Split Project Summary Inactive Summary Start-only Progress
Page 3 ID Task Task Name % Duration Start Finish PredecessorsResource Names Mode Complete Feb 12, '17 Apr 9, '17 Jun 4, '17 73 6500 SS: Procedure Codes and Rates 0% 17 days Fri 5/4/18 Mon 5/28/18 74 6510 SS:PRC: Train Customer On Screen 0% 5 days Fri 5/4/18 Thu 5/10/18 72 BA 75 6520 SS:PRC: Enter Procedure Codes 0% 5 days Fri 5/11/18 Thu 5/17/18 74 CUST 76 6530 SS:PRC: Manual Changes/Tweaks 0% 5 days Fri 5/18/18 Thu 5/24/18 75 CUST 77 6540 SS:PRC: Verification/Sign Off by Customer 0% 2 days Fri 5/25/18 Mon 5/28/18 76 BA 78 6600 SS: Authorization Codes 0% 22 days Tue 5/29/18 Wed 6/27/18 79 6610 SS:AC: Train Customer On Screen 0% 5 days Tue 5/29/18 Mon 6/4/18 77 BA 80 6620 SS:AC: Enter Authorization Codes 0% 5 days Tue 6/12/18 Mon 6/18/18 79,84 CUST 81 6630 SS:AC: Manual Changes/Tweaks 0% 5 days Tue 6/19/18 Mon 6/25/18 80 CUST 82 6640 SS:AC: Verification/Sign Off by Customer 0% 2 days Tue 6/26/18 Wed 6/27/18 81 BA 83 6700 SS: Plans, Billing Codes, Rules 0% 27 days Tue 5/29/18 Wed 7/4/18 84 6710 SS:PCB: Train Customer On Screen 0% 10 days Tue 5/29/18 Mon 6/11/18 77 BA 85 6720 SS:PCB: Enter billing codes, rules 0% 10 days Tue 6/12/18 Mon 6/25/18 84 CUST 86 6730 SS:PCB: Manual Changes/Tweaks 0% 5 days Tue 6/26/18 Mon 7/2/18 85 CUST 87 6740 SS:PCB: Verification/Sign Off by Customer 0% 2 days Tue 7/3/18 Wed 7/4/18 86 BA 88 6800 SS: Units/Rooms/Beds 0% 7 days Mon 4/23/18 Tue 5/1/18 89 6810 SS:URB: Train Customer On Screen 0% 2 days Mon 4/23/18 Tue 4/24/18 62 BA 90 6820 SS:URB: Enter rooms, beds 0% 2 days Wed 4/25/18 Thu 4/26/18 89 CUST 91 6830 SS:URB: Manual changes/tweaks 0% 2 days Fri 4/27/18 Mon 4/30/18 90 CUST 92 6840 SS:URB: Verification/Sign Off by Customer 0% 1 day Tue 5/1/18 Tue 5/1/18 91 BA 93 6900 SS: Staff Setup 0% 104 days Thu 7/5/18 Tue 11/27/18 94 6910 SS: Train customers on screen 0% 2 days Thu 7/5/18 Fri 7/6/18 87 BA 95 6920 SS: Provide spreadsheet for staff import including mapping to 0% 2 days Mon 7/9/18 Tue 7/10/18 94 SA programs and roles 96 6930 SS: Import list 0% 2 days Wed 7/11/18 Thu 7/12/18 95 SA 97 6940 SS: Verify list 0% 2 days Fri 7/13/18 Mon 7/16/18 96 CUST
Task External Tasks Manual Task Finish-only
Project: Arkansas RFP 120417 V1 Split External Milestone Duration-only Deadline Date: Mon 12/4/17 Milestone Inactive Task Manual Summary Rollup Critical DRAFT PLAN Summary Inactive Milestone Manual Summary Critical Split Project Summary Inactive Summary Start-only Progress
Page 4 ID Task Task Name % Duration Start Finish PredecessorsResource Names Mode Complete Feb 12, '17 Apr 9, '17 Jun 4, '17 98 6950 SS: Changes/Fixes 0% 2 days Tue 7/17/18 Wed 7/18/18 97 SA 99 6960 SS: Import final list 0% 1 day Thu 7/19/18 Thu 7/19/18 98 SA 100 6970 SS: Verification and sign off by customer 0% 1 day Fri 7/20/18 Fri 7/20/18 99 BA 101 7000 SS: Roles and Permissions 0% 23 days Mon 7/23/18 Wed 8/22/18 102 7010 SS:RP: Train Customer On Screen 0% 5 days Mon 7/23/18 Fri 7/27/18 100 BA 103 7020 SS:RP: Identify All Roles 0% 5 days Mon 7/30/18 Fri 8/3/18 102 CUST 104 7030 SS:RP: Identify Widgets By Role 0% 5 days Mon 8/6/18 Fri 8/10/18 103 CUST 105 7040 SS:RP: Create Roles/Screens Mapping 0% 5 days Mon 8/6/18 Fri 8/10/18 103 CUST 106 7050 SS:RP: Define Client Access rules by Role 0% 5 days Mon 8/6/18 Fri 8/10/18 103 CUST 107 7060 SS:RP: Manual Changes/Tweaks 0% 5 days Mon 8/13/18 Fri 8/17/18 106 CUST 108 7070 SS:RP: Verification/Sign Off by Customer 0% 3 days Mon 8/20/18 Wed 8/22/18 107 BA 109 7100 SS: Set Flags 0% 5 days Thu 8/23/18 Wed 8/29/18 110 7110 SS:SF: Determine flags to be set 0% 2 days Thu 8/23/18 Fri 8/24/18 108 CUST 111 7120 SS:SF: Set flags 0% 2 days Mon 8/27/18 Tue 8/28/18 110 CUST 112 7130 SS:SF: Verification/Sign Off by Customer 0% 1 day Wed 8/29/18 Wed 8/29/18 111 BA 113 7200 SS: Set Alerts 0% 5 days Thu 8/23/18 Wed 8/29/18 114 7210 SS:SA: Determine Alerts to be set 0% 2 days Thu 8/23/18 Fri 8/24/18 108 CUST 115 7220 SS:SA: Set alerts 0% 2 days Mon 8/27/18 Tue 8/28/18 114 CUST 116 7230 SS:SA: Verification/Sign Off by Customer 0% 1 day Wed 8/29/18 Wed 8/29/18 115 BA 117 7300 SS: Scan Documents and Flags 0% 8 days Thu 8/30/18 Mon 9/10/18 118 7310 SS:SDF: Get List of Scan Documents 0% 2 days Thu 8/30/18 Fri 8/31/18 116 CUST 119 7320 SS:SDF: Setup Scan Documents 0% 2 days Mon 9/3/18 Tue 9/4/18 118 SA 120 7330 SS:SDF: Test Scan Documents 0% 3 days Wed 9/5/18 Fri 9/7/18 119 BA 121 7340 SS:SDF: Verification/Sign Off by Customer 0% 1 day Mon 9/10/18 Mon 9/10/18 120 BA 122 7400 SS: Rx Setup 0% 15 days Tue 9/11/18 Mon 10/1/18 123 7410 SS: Set up environments 0% 5 days Tue 9/11/18 Mon 9/17/18 121 SA
Task External Tasks Manual Task Finish-only
Project: Arkansas RFP 120417 V1 Split External Milestone Duration-only Deadline Date: Mon 12/4/17 Milestone Inactive Task Manual Summary Rollup Critical DRAFT PLAN Summary Inactive Milestone Manual Summary Critical Split Project Summary Inactive Summary Start-only Progress
Page 5 ID Task Task Name % Duration Start Finish PredecessorsResource Names Mode Complete Feb 12, '17 Apr 9, '17 Jun 4, '17 124 7420 SS: Set up Users permissions in Setup (copy to train for trainings)0% 5 days Tue 9/18/18 Mon 9/24/18 123 SA 125 7430 SS: Set non-prescribers as prescriber proxies for prescribers 0% 5 days Tue 9/25/18 Mon 10/1/18 124 SA 126 7500 SA Set up Fax Server 0% 51 days Tue 9/18/18 Tue 11/27/18 127 7510 Get quote from Zeta Fax for customer 0% 5 days Tue 9/18/18 Mon 9/24/18 123 CUST 128 7520 Customer to sign agreement with Zet Fax 0% 5 days Tue 9/25/18 Mon 10/1/18 127 CUST 129 7530 SA to setup Sure Script connectivity on Train environment 0% 30 days Tue 10/2/18 Mon 11/12/18128 SA 130 7540 Test connectivity and verify it is setup 0% 5 days Tue 11/13/18 Mon 11/19/18129 SA 131 7550 Collect Physician Signature Forms for all prescribers 0% 2 days Tue 11/20/18 Wed 11/21/18130 BA 132 7560 Load physician signature forms to Train and Setup 0% 2 days Thu 11/22/18 Fri 11/23/18 131 SA 133 7570 Register physicians with Sure Scripts 0% 2 days Mon 11/26/18Tue 11/27/18 132 BA 134 8000 Data Migration 0% 87 days Mon 3/26/18 Tue 7/24/18 135 8050 DM: Review Process and Scope 0% 2 days Mon 3/26/18 Tue 3/27/18 40 BA 136 8100 DM: Finalize Scope 0% 8 days Wed 3/28/18 Fri 4/6/18 135 BA 137 8150 DM: Provide standard mapping spreadsheets 0% 5 days Wed 3/28/18 Tue 4/3/18 135 SA 138 8200 EHR Migration: Migrate Client Demographic Data 0% 20 days Wed 4/4/18 Tue 5/1/18 137 SA 139 8250 EHR Migration: Migrate Client Programs 0% 10 days Wed 5/2/18 Tue 5/15/18 138 SA 140 8300 EHR Migration: Migrate Client Contacts 0% 10 days Wed 5/16/18 Tue 5/29/18 139 SA 141 8350 EHR Migration: Migrate Client Authorizations 0% 10 days Wed 5/30/18 Tue 6/12/18 140 SA 142 8400 EHR Migration: Client Diagnosis 0% 10 days Wed 6/13/18 Tue 6/26/18 141 SA 143 8450 EHR Migration : Client Coverage Plan 0% 10 days Wed 6/27/18 Tue 7/10/18 142 SA 144 8500 EHR Migration: Client Coverage History 0% 10 days Wed 7/11/18 Tue 7/24/18 143 SA 145 8550 EHR Migration: Staff Assignments 0% 10 days Wed 4/4/18 Tue 4/17/18 137 SA 146 8600 EHR Migration: Staff Information - Set up data 0% 5 days Wed 4/18/18 Tue 4/24/18 145 CUST 147 8650 EHR Migration: Staff Information - Set up data - Create Spreadsheet0% 5 days Wed 4/25/18 Tue 5/1/18 146 CUST 148 8700 EHR Migration: Staff Information - Set up data - 0% 5 days Wed 5/2/18 Tue 5/8/18 147 CUST Complete/Review Spreadsheet
Task External Tasks Manual Task Finish-only
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Page 6 ID Task Task Name % Duration Start Finish PredecessorsResource Names Mode Complete Feb 12, '17 Apr 9, '17 Jun 4, '17 149 8750 EHR Migration: Staff Information - Set up data - Import/Test 0% 5 days Wed 5/9/18 Tue 5/15/18 148 SA Spreadsheet data 150 8800 EHR Migration: Staff Supervisors - Set up data 0% 5 days Wed 5/16/18 Tue 5/22/18 149 CUST 151 8850 EHR Migration: Staff Supervisors- Set up data - Create Spreadsheet 0% 5 days Wed 5/23/18 Tue 5/29/18 150 CUST 152 8950 EHR Migration: Staff Supervisors- Set up data - 0% 5 days Wed 5/30/18 Tue 6/5/18 151 CUST Complete/Review Spreadsheet 153 9000 EHR Migration: Staff Supervisors- Set up data - Import/Test 0% 5 days Wed 6/6/18 Tue 6/12/18 152 SA Spreadsheet data 154 9100 EHR Migration: GL Mapping tables - Set up data 0% 10 days Wed 6/13/18 Tue 6/26/18 153 CUST 155 9200 EHR Migration: GL Mapping tables - Set up data-Create Spreadsheet0% 5 days Wed 6/27/18 Tue 7/3/18 154 CUST 156 9300 EHR Migration: GL Mapping tables - Set up 0% 5 days Wed 7/4/18 Tue 7/10/18 155 CUST data-Complete/Review Spreadsheet 157 9400 EHR Migration: GL Mapping tables - Set up data-Import/Test 0% 5 days Wed 7/11/18 Tue 7/17/18 156 SA Spreadsheet data 158 9500 Data Migration - Iteration 2 0% 30 days Wed 7/18/18 Tue 8/28/18 157 159 Data Migration Iteration 2 0% 30 days Wed 7/18/18 Tue 8/28/18 157 160 9800 Data Migration - Iteration 3 0% 30 days Wed 8/29/18 Tue 10/9/18 161 Data Migration Iteration 3 0% 30 days Wed 8/29/18 Tue 10/9/18 159 162 10000 Custom Objects/Clinical Documents (Specify for each object) 0% 258 days?Mon 1/1/18 Wed 12/26/18 163 10100 COD: Confirm from worksheet what is to be in environment 0% 5 days Mon 3/26/18 Fri 3/30/18 40 SA 164 10200 COD: Get schedule for existing custom objects to be in a build 0% 5 days Mon 4/2/18 Fri 4/6/18 163 SA 165 10300 COD: Gather design requirements for all new custom objects 0% 5 days Mon 4/2/18 Fri 4/6/18 163 BA 166 10400 COD: Complete Design Requirement Document 0% 20 days Mon 4/9/18 Fri 5/4/18 165 BA 167 10500 COD: Complete Design reviews 0% 10 days Mon 5/7/18 Fri 5/18/18 166 BA 168 10550 COD: Begin training document in accompanyment to the design document0% 1 day? Mon 1/1/18 Mon 1/1/18 BA 169 10600 COD: Obtiain customer sign off for each custom object 0% 5 days Mon 5/21/18 Fri 5/25/18 167 BA
Task External Tasks Manual Task Finish-only
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Page 7 ID Task Task Name % Duration Start Finish PredecessorsResource Names Mode Complete Feb 12, '17 Apr 9, '17 Jun 4, '17 170 11000COD: Develop custom objects 0% 60 days Mon 5/28/18 Fri 8/17/18 169 DEV 171 11100COD: Development to create testing script with delivery 0% 20 days Mon 8/20/18 Fri 9/14/18 170 172 11500 COD: Test each custom object 0% 20 days Mon 8/20/18 Fri 9/14/18 170 BA 173 12000 COD: Fixes for each custom object until verified by Streamline 0% 20 days Mon 9/17/18 Fri 10/12/18 172 DEV 174 12500 COD: User Guide wirtten for each custom object 0% 20 days Mon 5/28/18 Fri 6/22/18 169 BA 175 13000 COD: Customer sign off on completion of each custom object 0% 10 days Mon 10/15/18Fri 10/26/18 173,174 BA 176 15000Custom Configurations 0% 258 daysMon 1/1/18 Wed 12/26/18 177 15100CUS: Setup Reports (For each Report) 0% 120 days Mon 3/26/18 Fri 9/7/18 178 15150CUS;SER; Set up standard reports 0% 5 days Mon 4/2/18 Fri 4/6/18 45 SA 179 15200 CUS:SER: Identify Custom Reports in Scope 0% 5 days Mon 3/26/18 Fri 3/30/18 40 BA 180 15250 CUS:SER: Design Custom Reports 0% 20 days Mon 4/2/18 Fri 4/27/18 179 BA 181 15300 CUS:SER: Build Custom Reports 0% 40 days Mon 4/30/18 Fri 6/22/18 180 SA 182 15350 CUS:SER: Set permissiosn to reports 0% 5 days Mon 6/25/18 Fri 6/29/18 181 CUST 183 15400 CUS:SER: Test reports 0% 20 days Mon 7/2/18 Fri 7/27/18 182 BA 184 15450 CUS:SER: Issues/Fixes 0% 20 days Mon 7/30/18 Fri 8/24/18 183 SA 185 15500 CUS:SER: Customer Sign off on Reports 0% 10 days Mon 8/27/18 Fri 9/7/18 184 BA 186 15600 CUS: Setup Service Completion Validation 0% 30 days Mon 7/23/18 Fri 8/31/18 187 15650 CUS:SCV: Demonstrate Functionality to Customer 0% 10 days Mon 7/23/18 Fri 8/3/18 100 BA 188 15700 CUS:SCV: Define Requirements 0% 5 days Mon 7/23/18 Fri 7/27/18 100 BA 189 15750 CUS:SCV: Configure System 0% 5 days Mon 7/30/18 Fri 8/3/18 188 SA 190 15800 CUS:SCV: Test Configuration 0% 5 days Mon 8/6/18 Fri 8/10/18 189 BA 191 15850 CUS:SCV: Customer Testing 0% 5 days Mon 8/13/18 Fri 8/17/18 190 CUST 192 15900 CUS:SCV: Issues/Fixes 0% 5 days Mon 8/20/18 Fri 8/24/18 191 SA 193 15950CUS:SCV: Final Customer Verifcation/Sign Off 0% 5 days Mon 8/27/18 Fri 8/31/18 192 BA 194 16000 CUS: Setup Ready to Bill Process 0% 40 days Tue 9/11/18 Mon 11/5/18 195 16050 CUS:RBP: Demonstrate Functionality to Customer 0% 10 days Tue 9/11/18 Mon 9/24/18 121 BA
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Page 8 ID Task Task Name % Duration Start Finish PredecessorsResource Names Mode Complete Feb 12, '17 Apr 9, '17 Jun 4, '17 196 16100 CUS:RBP: Define Requirements 0% 5 days Tue 9/25/18 Mon 10/1/18 195 BA 197 16150 CUS:RBP: Configure System 0% 5 days Tue 10/2/18 Mon 10/8/18 196 SA 198 16200CUS:RBP: Test Configuration 0% 5 days Tue 10/9/18 Mon 10/15/18197 BA 199 16250 CUS:RBP: Customer Testing 0% 5 days Tue 10/16/18 Mon 10/22/18198 CUST 200 16300 CUS:RBP: Issues/Fixes 0% 5 days Tue 10/23/18 Mon 10/29/18199 SA 201 16400 CUS:RBP: Final Customer Verifcation/Sign Off 0% 5 days Tue 10/30/18 Mon 11/5/18 200 BA 202 16500 CUS: Setup Automatic Adjustment Process 0% 37 days Tue 11/6/18 Wed 12/26/18 203 16550 CUS:AAP: Demonstrate Functionality to Customer 0% 10 days Tue 11/6/18 Mon 11/19/18201 BA 204 16600 CUS:AAP: Define Requirements 0% 5 days Tue 11/20/18 Mon 11/26/18203 BA 205 16650 CUS:AAP: Configure System 0% 5 days Tue 11/27/18 Mon 12/3/18 204 SA 206 16700 CUS:AAP: Test Configuration 0% 5 days Tue 12/4/18 Mon 12/10/18205 BA 207 16750 CUS:AAP: Customer Testing 0% 5 days Tue 12/11/18 Mon 12/17/18206 CUST 208 16800 CUS:AAP: Issues/Fixes 0% 5 days Tue 12/18/18 Mon 12/24/18207 SA 209 16900 CUS:AAP: Final Customer Verifcation/Sign Off 0% 2 days Tue 12/25/18 Wed 12/26/18208 BA 210 17000 CUS: Setup 837/Paper Claim Formats 0% 20 days Tue 11/6/18 Mon 12/3/18 211 17050 CUS:SCF: Determine what formats are needed for which plans0% 3 days Tue 11/6/18 Thu 11/8/18 201 BA 212 17100 CUS:SCF: Setup of formats 0% 5 days Fri 11/9/18 Thu 11/15/18 211 SA 213 17150 CUS:SCF: Testing of formats 0% 5 days Fri 11/16/18 Thu 11/22/18 212 BA 214 17200 CUS:SCF: Corrections of formats 0% 5 days Fri 11/23/18 Thu 11/29/18 213 SA 215 17250 CUS:SCF: Customer sign-off 0% 2 days Fri 11/30/18 Mon 12/3/18 214 BA 216 17300 CUS: Setup 835 uploading 0% 28 days Mon 10/29/18Wed 12/5/18 217 17350 CUS:SEU: Setup 835 uploading standard process 0% 10 days Mon 10/29/18Fri 11/9/18 175 SA 218 17400 CUS:SEU: Explain funcationality to customer 0% 2 days Mon 11/12/18Tue 11/13/18 217 BA 219 17450 CUS:SEU: Provide mapping spreadsheet for adjustments to customer0% 2 days Wed 11/14/18Thu 11/15/18 218 BA 220 17500 CUS:SEU: Upload adjustment spreadsheet 0% 2 days Fri 11/16/18 Mon 11/19/18219 SA 221 17550 CUS:SEU: Test 835 uploading 0% 5 days Tue 11/20/18 Mon 11/26/18220 BA
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Page 9 ID Task Task Name % Duration Start Finish PredecessorsResource Names Mode Complete Feb 12, '17 Apr 9, '17 Jun 4, '17 222 17600 CUS:SEU: Corrections to process 0% 5 days Tue 11/27/18 Mon 12/3/18 221 SA 223 17650 CUS:SEU: Customer sign-off on 835 0% 2 days Tue 12/4/18 Wed 12/5/18 222 BA 224 17700 CUS: State Reporting 0% 105 days Thu 3/29/18 Wed 8/22/18 225 17750 CUS:SR: Determine state reporting requirements 0% 5 days Thu 3/29/18 Wed 4/4/18 55 BA 226 17800 CUS:SR: Determine mapping to file formats needed 0% 30 days Thu 4/5/18 Wed 5/16/18 225 SA 227 17850 CUS:SR: Develop state reports 0% 40 days Thu 5/17/18 Wed 7/11/18 226 BA 228 17900 CUS:SR: Test state reports/files 0% 20 days Thu 7/12/18 Wed 8/8/18 227 SA 229 17950 CUS:SR: Customer sign-off 0% 10 days Thu 8/9/18 Wed 8/22/18 228 BA 230 18000 CUS: Setup Client Statements 0% 24 days Mon 9/10/18 Thu 10/11/18 231 18050 CUS:SCS: Configure system for printing 0% 2 days Mon 9/10/18 Tue 9/11/18 185 SA 232 18100 CUS:SCS: Streamline Testing 0% 5 days Wed 9/12/18 Tue 9/18/18 231 BA 233 18150 CUS:SCS: Review functionality with customer 0% 5 days Wed 9/19/18 Tue 9/25/18 232 BA 234 18200 CUS:SCS: Customer Testing 0% 5 days Wed 9/26/18 Tue 10/2/18 233 CUST 235 18250 CUS:SCS: Issues/Fixes 0% 5 days Wed 10/3/18 Tue 10/9/18 234 SA 236 18300 CUS:SCS: Final customer sign off 0% 2 days Wed 10/10/18Thu 10/11/18 235 BA 237 18350 CUS: Setup GL Export 0% 253 days Mon 1/1/18 Wed 12/19/18 238 18400 CUS:SGE: Review process with customer 0% 10 days Thu 12/6/18 Wed 12/19/18223 BA 239 18450 CUS:SGE: Test reports 0% 10 days Mon 1/1/18 Fri 1/12/18 CUST 240 18500 CUS:SGE: Issues/Fixes 0% 5 days Mon 1/15/18 Fri 1/19/18 239 BA 241 18600 CUS:SGE: Final Customer sign off 0% 5 days Mon 1/22/18 Fri 1/26/18 240 BA 242 18650 CUS: Setup Additional Configurations 0% 25 days Mon 10/29/18Fri 11/30/18 243 19700 CUS:AC: Group Notes setup 0% 10 days Mon 10/29/18Fri 11/9/18 175 BA 244 18750 CUS:AC: Productivity Setup 0% 10 days Mon 10/29/18Fri 11/9/18 175 BA 245 18800 CUS:AC: Staff Supervision Hierarchy Setup 0% 10 days Mon 10/29/18Fri 11/9/18 175 BA 246 18850 CUS:AC: MAR and Rx Configurations 0% 10 days Mon 11/12/18Fri 11/23/18 245,243,244BA 247 18900 CUS:AC: Final Customer Verifcation/Sign Off 0% 5 days Mon 11/26/18Fri 11/30/18 246 BA
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Page 10 ID Task Task Name % Duration Start Finish PredecessorsResource Names Mode Complete Feb 12, '17 Apr 9, '17 Jun 4, '17 248 19000 Interfaces 0% 429 daysMon 6/5/17 Thu 1/24/19 249 19100INT: Define Interfaces to be built 0% 2 days Tue 9/11/18 Wed 9/12/18 121,40,112,116BA 250 19200 INT: Initiate work on Pharmacy H17 Interface 0% 50 days Mon 6/5/17 Fri 8/11/17 SA 251 19250 Review Process with Customer 0% 2 days Thu 9/13/18 Fri 9/14/18 249 BA 252 19300 Define Requirements 0% 3 days Mon 9/17/18 Wed 9/19/18 251 BA 253 19350 Develop Interface 0% 10 days Thu 9/20/18 Wed 10/3/18 252 SA 254 19400 Streamline Testing 0% 5 days Thu 10/4/18 Wed 10/10/18253 SA 255 19450 Customer Testing 0% 5 days Thu 10/11/18 Wed 10/17/18254 CUST 256 19500 Issues/Fixes 0% 5 days Thu 10/18/18 Wed 10/24/18255 SA 257 19600 Final Customer Verification/Sign Off 0% 2 days Thu 10/25/18 Fri 10/26/18 256 BA 258 19650 INT: Initiate work on 270/271 0% 32 days Thu 9/13/18 Fri 10/26/18 SA 259 19700 Review Process with Customer 0% 2 days Thu 9/13/18 Fri 9/14/18 249 SA 260 19750 Develop the interface 0% 10 days Mon 9/17/18 Fri 9/28/18 259 SA 261 19800 Customer initial testing 0% 5 days Mon 10/1/18 Fri 10/5/18 260 CUST 262 19930 Customer Testing 0% 5 days Mon 10/8/18 Fri 10/12/18 261 CUST 263 19960 Issues/Fixes 0% 5 days Mon 10/15/18Fri 10/19/18 262 SA 264 19980 Final Customer sign off 0% 5 days Mon 10/22/18Fri 10/26/18 263 BA 265 20000 INT: Initiate work on Lab Interface 0% 64 days Mon 10/29/18Thu 1/24/19 266 20020 LAB: Setup Kick off meeting 0% 1 day Mon 10/29/18Mon 10/29/18264 kh 267 20040 LAB: Identify scope/team 0% 1 day Tue 10/30/18 Tue 10/30/18 266 kh 268 20060 LAB: Modify task list based on scope 0% 2 days Wed 10/31/18Thu 11/1/18 267 kh 269 20080 LAB: Setup and Host SmartCare Integrated Labsoft Web 0% 5 days Fri 11/2/18 Thu 11/8/18 268 kh Service for communication with Labsoft 270 20100 LAB: Setup Recodes for Category ORDERPRIORITIES, 0% 5 days Fri 11/9/18 Thu 11/15/18 269 kh ORDERSCHEDULES, ORDERFREQUENCIES AND
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Page 11 ID Task Task Name % Duration Start Finish PredecessorsResource Names Mode Complete Feb 12, '17 Apr 9, '17 Jun 4, '17 271 20120 LAB: Configure Labsoft connectivity details, Master Orders 0% 5 days Fri 11/16/18 Thu 11/22/18 270 kh List etc. Tables involved - LabSoftOrganizations , LabSoftOrganizationConfigurations, LabSoftServiceAuthentications 272 20140 LAB@ Setup SQL Jobs for a) Sending Orders b) Receiving 0% 5 days Fri 11/23/18 Thu 11/29/18 271 kh Results c) Weekly Refresh of Master Orders 273 20160 LAB: Setup Configuration Keys as applicable 0% 5 days Fri 11/30/18 Thu 12/6/18 272 kh 274 20180 LAB: Development Testing 0% 5 days Fri 12/7/18 Thu 12/13/18 273 kh 275 20200 LAB: Prepare Training Documentation 0% 5 days Fri 12/14/18 Thu 12/20/18 274 kh 276 20250 LAB: Training 0% 5 days Fri 12/21/18 Thu 12/27/18 275 kh 277 20300 LAB: Kick off meeting with Lab, Customer, and Streamline 0% 5 days Fri 12/28/18 Thu 1/3/19 276 kh 278 20350 LAB: Customer Testing 0% 5 days Fri 1/4/19 Thu 1/10/19 277 kh 279 20400 LAB: Issues/Fixes 0% 5 days Fri 1/11/19 Thu 1/17/19 278 kh 280 20500 LAB: Final Customer sign off 0% 5 days Fri 1/18/19 Thu 1/24/19 279 kh 281 21000 Super User Training 0% 50 days Fri 1/25/19 Thu 4/4/19 282 21100 SUT: Identify Super Users/Testers 0% 2 days Fri 1/25/19 Mon 1/28/19 265 CUST 283 21200 SUT: Identify Training Agendas/Modules 0% 2 days Tue 1/29/19 Wed 1/30/19 282 CUST 284 21300 SUT: Schedule Trainings 0% 2 days Thu 1/31/19 Fri 2/1/19 282,283 BA 285 21400 SUT: DevelopTraining Materials based on Agendas 0% 10 days Thu 1/31/19 Wed 2/13/19 283 BA 286 21410 SA: Add customer to Support build cycle, inform Support Management0% 1 day Thu 4/4/19 Thu 4/4/19 293 BA 287 21420 SA: Notify Support of Super User Training to encourage their attendance0% 1 day Thu 4/4/19 Thu 4/4/19 293 BA 288 21500 SUT: Conduct Super User Training 0% 5 days Thu 2/14/19 Wed 2/20/19 285 BA 289 22000 System Acceptance/Final Customer Testing 0% 32 days Thu 2/21/19 Fri 4/5/19 290 22100 SA: Customer testers identified on workflow document 0% 2 days Thu 2/21/19 Fri 2/22/19 288 CUST 291 22110 SA: Customize the SmartCare testing script and tailor it for the 0% 5 days Thu 2/21/19 Wed 2/27/19 288 BA customer's system 292 22200 SA: Test system 0% 20 days Thu 2/28/19 Wed 3/27/19 291 CUST
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Page 12 ID Task Task Name % Duration Start Finish PredecessorsResource Names Mode Complete Feb 12, '17 Apr 9, '17 Jun 4, '17 293 22300 SA: Correct issues, provide Fixes 0% 5 days Thu 3/28/19 Wed 4/3/19 292 BA,SA 294 22400 SA: Finals Customer Sign Off 0% 2 days Thu 4/4/19 Fri 4/5/19 293 BA 295 22420 SA: Create ACE Support Project Go Live 0% 1 day Thu 4/4/19 Thu 4/4/19 293 BA 296 23000 User Training 0% 31 days Fri 4/5/19 Fri 5/17/19 297 23100 UT: Identify agedas/modules for all staff trainings 0% 2 days Fri 4/5/19 Mon 4/8/19 295 BA,SA 298 23500 UT: Schedule Staff Trainings 0% 2 days Tue 4/9/19 Wed 4/10/19 297 BA,SA 299 23900 UT: Complete Staff Trainings 0% 30 days Mon 4/8/19 Fri 5/17/19 294,295,286,287BA,SA 300 24000 Go Live 0% 370 days?Mon 1/1/18 Fri 5/31/19 301 24100 GL: Production Environment is Built 0% 5 days Mon 1/1/18 Fri 1/5/18 SA,DEV 302 24200 GL: Dry Run 0% 6 days Mon 5/20/19 Mon 5/27/19 303 24300 GL:DR: Run Data Migration 0% 2 days Mon 5/20/19 Tue 5/21/19 299 SA,DEV 304 24400 GL:DR: Streamline Testing 0% 2 days Wed 5/22/19 Thu 5/23/19 303 SA,DEV 305 24500 GL:DR: Customer Testing 0% 2 days Fri 5/24/19 Mon 5/27/19 304 SA,DEV 306 24600 GL:DR: Plan to address issues 0% 2 days Fri 5/24/19 Mon 5/27/19 304 SA,DEV 307 24700 GL: Set up Go Live Issues Tracking Worksheet 0% 2 days Fri 5/24/19 Mon 5/27/19 304 SA,DEV 308 24800 GL: Set up Support Go Live Ace Project 0% 2 days Fri 5/24/19 Mon 5/27/19 304 SA,DEV 309 24800 GL: Set up Support Go Live Ace Project 0% 2 days Fri 5/24/19 Mon 5/27/19 304 SA,DEV 310 25000GL: Production Environment Built 0% 4 days? Tue 5/28/19 Fri 5/31/19 311 25100 GL: Final Data Migration is Run 0% 2 days Tue 5/28/19 Wed 5/29/19 305 SA,DEV 312 25200 GL: Streamline/Customer Final Testing 0% 2 days Thu 5/30/19 Fri 5/31/19 311 SA,DEV 313 25300 GL: Use of designated Streamline email address for clients is in 0% 1 day? Tue 5/28/19 Tue 5/28/19 305 PM place and used prior to Go Live; determine correct staff from implementation are in these email groups 314 25400 GL: Notify Support Team of Go Live date 0% 1 day? Tue 5/28/19 Tue 5/28/19 305 PM 315 25500 GL: Ensure Client Connection spreadsheet is updated with 0% 1 day? Tue 5/28/19 Tue 5/28/19 305 PM access information
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Page 13 ID Task Task Name % Duration Start Finish PredecessorsResource Names Mode Complete Feb 12, '17 Apr 9, '17 Jun 4, '17 316 25600 GL: Process for On Call staff to know who primary contacts for 0% 1 day? Tue 5/28/19 Tue 5/28/19 305 PM client implementation project 317 25700 GL: Provide clients with on call # 0% 1 day? Tue 5/28/19 Tue 5/28/19 305 PM 318 25900 Go Live 0% 5 days Wed 5/29/19 Tue 6/4/19 317 PM,BA,SA 319 26950 GL: On site support 0% 5 days Wed 5/29/19 Tue 6/4/19 317,299 320 26000 PGL: Post Go Live 0% 34 days Wed 6/5/19 Mon 7/22/19 321 26100 PGL: Reassign tasks to Support Go Live as needed 0% 30 days Wed 6/5/19 Tue 7/16/19 319 322 26200 PGL: Identify designated support staff 0% 1 day Wed 7/17/19 Wed 7/17/19 321 323 26300 PGL: Ensure support staff have credentials, VPN to access 0% 1 day Wed 7/17/19 Wed 7/17/19 321 customer environment 324 26400 PGL: Update customer Connection Google documentation 0% 1 day Wed 7/17/19 Wed 7/17/19 321 325 26500 PGL: Upload testing, training and customer documentation to G-Drive0% 1 day Wed 7/17/19 Wed 7/17/19 321 326 26600 PGL: Add customer to CHD Assignment Sheet 0% 1 day Wed 7/17/19 Wed 7/17/19 321 327 26700 PGL: Ensure customer billing is occuring successfully 0% 1 day Wed 6/5/19 Wed 6/5/19 319 328 26800 PGL: Ensure payments are being posted successfully 0% 1 day Wed 6/5/19 Wed 6/5/19 319 329 26900 PGL: Ensure state reporting is occurring successfully 0% 1 day Wed 7/17/19 Wed 7/17/19 321 330 27000 PGL: Meet onsite with customer after 6-8 weeks for 1-2 days 0% 3 days Thu 7/18/19 Mon 7/22/19 329 with BA, CAM to review project 331 27100 PGL: Explain the Support process and plan for migration to Support 0% 3 days Thu 7/18/19 Mon 7/22/19 329 332 28000 MCS: Migrate Customer to Support 0% 428 days?Mon 1/1/18 Wed 8/21/19 333 28100 MCS: Initiate internal meeting with Support Team to begin 0% 10 days Tue 7/23/19 Mon 8/5/19 331 transition discussion 334 28300 MCS: Schedule meeting(s) with customer to begin migration to Support0% 1 day Tue 8/6/19 Tue 8/6/19 333 335 28500 MCS: Determine tasks for completion by project team and 0% 1 day Wed 8/7/19 Wed 8/7/19 334 Support staff following transition to Support 336 29000 MCS: Support takes over the project 0% 10 days Thu 8/8/19 Wed 8/21/19 335
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Page 14 ID Task Task Name % Duration Start Finish PredecessorsResource Names Mode Complete Feb 12, '17 Apr 9, '17 Jun 4, '17 337 338 Tasks led by the Customer are assumed to have support/guidance by BA/SA0% 1 day? Mon 1/1/18 Mon 1/1/18
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Page 30
Major Changes Build Cycle 3, 2017
Highlights: 1. Private Window-Services and Documents 2. Smartcare Go-New search feature 3. EPCS Changes 4. Smartcare Online Help
Changes to User Experience
Release: SCF201705120, SCF201705121
1.1: System Navigation while in a service note/document
This is a new implementation. A new icon ‘Private Window’ has been added to all documents and service notes. When clicking on this icon, the Smartcare application should be opened in a new tab, in a ‘Private Window’ in Internet Explorer or ‘incognito’ mode in ‘Chrome’ browser. This new window should be only read only mode.
This Icon will appear on all documents and service notes toolbar
When this is clicked, the system will pull up a Read Only Browser Pop Up.
The behavior below will be effective on the pop out window: ● Remove All other Tabs other than Client Tab ● Remove Dropdowns in the banner (client search, etc.) ● In Banner, Display “Read Only: Client ID” ● When the user opens the Read Only mode, default the popup to open to whichever screen the logged in user has their client page preference set to. If none set, open to client summary. ● Display all banners in the client record that the user logged in has permission to. ● The whole Pop up is to be read only. Disable all functions that would allow a user to edit/update information. System Configuration Key "EnableReadOnlyInstance" is added to show/hide "Private Window" toolbar icon. This key will need to be enabled to use.
Steps to verify: 1. Login to application. 2. Select any client from client search drop down. 3. Click on documents banner and select any document. 4. As per the requirement, a new icon 'Private Window' is added to all documents. When user clicks on this icon a new session of Smartcare application will be launched in 'In Private Window'.
------SCF20170630
1.1: Banner Search Implementation and Client Search Modifications
NEW SmartCare Features (Smartcare Go)
● “Search OR Open this Client” searchable dropdown ● New Action Templates (predefined) – “Action Template” banner ● Role Definition screen – new feature ● “Go” searchable dropdown
Two features introduced upon login ● “Search OR Open this Client” searchable dropdown ● “Go” searchable dropdown
“Search OR Open this Client” searchable dropdown
● Type Ctrl + Alt + G (Short Key) to focus on ‘Go’ searchable dropdown. ● Clicking on the dropdown arrow will open the caseload clients ● The user can also type the client name or client ID in the dropdown. If the client exists in the staff’s caseload, such client will be listed as bold at the beginning of search-results, followed by other matches which are normal (non-bold) ● As the user scrolls down to the client name using ‘down’ arrow or hovers over the client names listed in the search, there is a list of client based screens that are displayed as sub-menus, which can be selected. This list of screens is based on the mapping of the logged-in staff’s role and corresponding template. The mapping is explained below under the headings New Action Templates (predefined) – “Action Template” banner and Role Definition screen – new feature.
New Action Templates (predefined) – “Action Template” banner This displays predefined associated actions and banners of respective template. And these templates can be set to a specific role in ‘Role Definition’ screen.
Role Definition screen – new feature ● A role can be associated with templates that have respective actions and banners.
“Go” searchable dropdown ● Clicking on the dropdown arrow will show pre-defined preferred actions (new) AND existing screens set in ‘User Preferences’
● However, the user can also type in the “Go” box and search their preferred Actions or Banners or Reports
When the user has selected Quick Actions in My Preferences:
They can simply select the arrow on the Go section to see their quick actions:
● When a keyword is searched in the Go box, the searched results will first show matches that begin with the keyword being searched followed by other matches with ‘contains’ criteria ● In case, the user wants to search / filter the Actions or Banners or Reports, they can do so by typing “A:keyword” or “B:keyword” or “R:keyword”
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EPCS Changes Please see the attached EPCS user guide as well. Although EPCS set up is required in order to utilize EPCS functionality, core changes have been made and are now visible in the Rx application.
Permissions
○ User must have access to the staff list -> prescriber
○ ● License and Degrees ○ User must setup a Primary License DEA number ■ DEA numbers set up in SmartCare will be transferred over to Rx ■ Primary License will be the default DEA number when entering a new prescription.
● Setup NADEA number if applicable
● Staff Hours –staff hours should be recorded in order to monitor for unusual activity.
Changes to Prescription Preview:
Added buttons and functionality: Pharmacy Preview
Please see the provided EPCS guide for additional details.
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SCF201705120, SCF201705121
0.28: SC: Flags set up Note: This is only applicable to customers who utilize the Care Management functionality.
This is a new implementation. As per this requirement, two new Flags are added to the CM Authorization List Page. Conditions: 1. Orange Flag: If Auth Status = Pended AND the date the auth was set to Pended status was 10-12 days from today’s date. 2. Red Flag: If Auth Status = Pended AND the date the auth was set to Pended status was 13 or more days from today’s date. 3. NOTE: There should not be both an Orange and Red Flag at the same time as Red Flag would supersede the Orange Flag on the 13th day. 4. When user hovers over the Flag, the flag should display the following information: Date Auth set to Status of Pended and the user who set it to Pended (see example) a. Pended 1/14/16 by sah ------
SCF201705260
0.60: SC: MCO: Scanning List Page - AllProviders Column in Staff Table Needs to = 'Y' to see Scanned Records
The request was made to implement the following functionality to display the scanned documents as per the below mentioned conditions:
1. Allow Access - 'Y' - Display All Scanned documents which are associated with Providers as well as Clients and scanned by Staff user 2. Allow Access - 'Y' and All Providers = 'Y' - Display All Scanned documents associated with Providers as well as Clients and scanned by Staff user 3. Allow Access - 'N'and All Providers = 'Y' - Display All Scanned documents associated with Providers as well as Clients and scanned by Staff user 4. Allow Access - 'N' and All Providers = 'N' - Display only those scanned documents which are scanned by logged in Staff user 5. Allow Access - 'N' and Some Providers = 'Y' - Display only those scanned documents which are scanned by logged in Staff user and which are associated with Providers
------SCF20170630
0.42: Flow Sheet Changes-MU The request was made to add a new section 'Height/Weight Not Obtained' to the existing 'Meaningful Use/Vitals' health data template to help record the following values in case Height, Weight and BMI information is not available for the Client:
- Height/Weight Not Obtained
- Comments
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0.44: Rx: PROD: SureScripts Prescriptions Requirements Not Being Met
Before this release, here was the behavior. When prescribing a Medication and the Script met the qualifications for Surescripts, the electronic script would not send the Prescriber's License number on the script.
With this release, the Prescriber's License Number can be included with the electronic scripts, when the value of Configuration Key is set to Y. When the value of the Key is set to N, the prescriber’s license number will not be included in the electronic script.
The New Configuration Key added is SurescriptsAlwaysSendPrescriberLicense and gives customers the ability to include the prescriber’s license number on electronic scripts.
------0.13: MCO-Rendering Provider Modifications
Navigation Path 1: ‘Provider‘ tab -- ‘Provider Information’ banner Navigation Path 2: ‘My Office‘ tab – ‘Provider Contracts’ banner Navigation Path 3: ‘Administration ‘ tab – ‘Staff Details’ banner Navigation Path 4: ‘Client‘ tab – ‘Services’ banner Navigation Path 5: ‘Client‘ tab – ‘Services/Notes’ banner
Functionality ‘Before’ and ‘After’ release:
A new Y/N system configuration setting 'Import837CreateAssociatedProvider' has been added to SmartCare. The default value is ‘N’. If this setting is set to ‘Y’, the following will happen during the 837 import process:
1. If a claim or claim line has a rendering/supervising/ordering provider and this provider is not set up in SmartCare, the process will create the provider. The provider will be created as Individual with First and Last Name and one site with last name as the site name and NPI. 2. If claim’s or claim line’s rendering/supervising/ordering provider is not associated with the billing provider in SmartCare, the process will create the association.
With this release, the above-mentioned request has been implemented and is working as expected.
------0.20: SmartCare Online Help
Navigation Path: ‘Help icon all each page ’
Functionality ‘Before’ and ‘After’ release:
When user clicks on ‘Help’ icon on any of the pages mentioned below, then a new tab will be displayed displaying the help details of that particular screen. The screen names are mentioned below:
Education Resources Flags - Admin Flags - Client Flags - My Office Global Codes Health Maintenance, Triggers and Alerts Orders, Order Setup and Order Sets Supervision Hierarchy System Audit Entry
With this release, the help icons are implemented for the above screens and are working as expected.
------Changes to System Performance
0.47: Investigate new DB index maintenance plan
Navigation Path: NA
Functionality ‘Before’ and ‘After’ release: Description: Database Performance Improvement
The project goal is to improve database performance and establish database standards to have consistent, high-performing SmartCare database. The following changes in the initial release are targeting areas where performance gains can be quickly made across all of our customers:
1. Index Changes – We analyzed the indexes on the SC database to look for opportunities improve performance and the changes we made fall into the following categories a. Modified/Created Indexes to improve AR dashboard widget performance – The widget runs consistently slow for many of our customers and we implemented key indexes that improve widget performance on AR aging widget and make it run with a consistent performance. b. Remove overlapping indexes – There were indexes where the same columns were being indexed in 2 different indexes on the same table. The duplicate index was removed. c. Missing Indexes – We looked at the cached query plans to find instances where adding indexes would benefit a number of queries utilizing the table d. Added columns to INCLUDED columns in existing indexed – There were cases where 2 indexes were being utilized in a query to the same table where adding 1 or 2 columns to an existing index resulted in a single index call returning the necessary data. A common example is RecordDeleted column that is used nearly universally in all queries. Having this column in the INCLUDED column allowed query plan to use just one index in many cases and improve performance.
2. DB Maintenance Job - We’ve replaced the existing index maintenance job with a popular, battle tested open source maintenance job - https://ola.hallengren.com/. We found our existing maintenance wasn’t rebuilding indexes and statistics in some cases leading to degraded query performance. The new job has shown to address these issues and we’ve established a standard set of parameters to be used.
3. New maintenance jobs are also implemented perform weekly checks to make sure the database isn’t corrupted. These jobs for the initial release will be targeted to production databases and we’ll implement for non-production database in a subsequent phase.
With this release, the said implementation is working as expected.
December 7, 2017
State of Arkansas Office of State Procurement 1509 West 7th Street, Room 300 Little Rock, AR 72201-4222
Re: Streamline Health Care Solutions, LLC Bid Number: SP-18-0034 - Electronic Health Record & Patient Billing & Accounts Receivable System
To Whom It May Concern:
Through our agency, Streamline Health Care Solutions, LLC, has advised their surety company, Washington International Insurance Company, of their intention to bid the work for the above captioned project.
In the event that Streamline Health Care Solutions, LLC is awarded a contract by your firm, it is the intention of Washington International Insurance Company to provide the performance and payment bond in the amount of 100% of the contract price subject to review of the final contract documents and evidence that 100% of the construction financing is in place.
Our consideration and issuance of bonds is a matter solely between Streamline Health Care Solutions, LLC and ourselves, and we assume no liability to third parties or to you by the issuance of this letter.
If you should have any questions, please feel free to give me a call.
Sincerely
Washington International Insurance Company
Sherene L. Hemler Attorney in Fact
NAS SURETY GROUP NORTH AMERICAN SPECIALTY INSURANCE COMPANY WASHINGTON INTERNATIONAL INSURANCE COMPANY GENERAL POWER OF ATTORNEY KNOW ALL MEN BY THESE PRESENTS, THAT North American Specialty Insurance Company, a corporation duly organized and existing under laws of the State of New Hampshire, and having its principal office in the City of Manchester, New Hampshire, and Washington International Insurance Company, a corporation organized and existing under the laws of the State of New Hampshire and having its principal office in the City of Schaumburg, Illinois, each does hereby make, constitute and appoint: J.S. POHL, ROBERT B. SCHUTZ, JAMES L. SULKOWSKI, CAROL A. DOUGHERTY, SHERENE L. HEMLER, MIKE POHL, MEREDITH H. MIELKE, JOHN E. ADAMS, GERALD C. OLSON, ROBERT W. MIELKE, KIRK LISKIEWITZ and COURTNEY A. FLASKA
JOINTLY OR SEVERALLY
Its true and lawful Attorney(s)-in-Fact, to make, execute, seal and deliver, for and on its behalf and as its act and deed, bonds or other writings obligatory in the nature of a bond on behalf of each of said Companies, as surety, on contracts of suretyship as are or may be required or permitted by law, regulation, contract or otherwise, provided that no bond or undertaking or contract or suretyship executed under this authority shall exceed the amount of: FIFTY MILLION ($50,000,000.00) DOLLARS ______
This Power of Attorney is granted and is signed by facsimile under and by the authority of the following Resolutions adopted by the Boards of Directors of both North American Specialty Insurance Company and Washington International Insurance Company at meetings duly called and held on the th of Ma\, 20: “RESOLVED, that any two of the Presidents, any Managing Director, any Senior Vice President, any Vice President, any Assistant Vice President, the Secretary or any Assistant Secretary be, and each or any of them hereby is authorized to execute a Power of Attorney qualifying the attorney named in the given Power of Attorney to execute on behalf of the Company bonds, undertakings and all contracts of surety, and that each or any of them hereby is authorized to attest to the execution of any such Power of Attorney and to attach therein the seal of the Company; and it is FURTHER RESOLVED, that the signature of such officers and the seal of the Company may be affixed to any such Power of Attorney or to any certificate relating thereto by facsimile, and any such Power of Attorney or certificate bearing such facsimile signatures or facsimile seal shall be binding upon the Company when so affixed and in the future with regard to any bond, undertaking or contract of surety to which it is attached.”
By ______Steven P. Anderson, 6HQLRU9LFHPresident of Washington International Insurance Company & Senior Vice President of North American Specialty Insurance Company
By ______ 0LFKDHO$,WR, 6HQLRUVice President of Washington International Insurance Company & 6HQLRUVice President of North American Specialty Insurance Company
IN WITNESS WHEREOF, North American Specialty Insurance Company and Washington International Insurance Company have caused their official seals to be hereunto affixed, and these presents to be signed by their authorized officers this _____day4th of ______Ap______,ril 20___.17
North American Specialty Insurance Company Washington International Insurance Company State of Illinois County of Cook ss:
On this ____4th day of ______,April 20___,17 before me, a Notary Public personally appeared Steven P. Anderson , 6HQLRU9LFHPresident of Washington International Insurance Company and Senior Vice President of North American Specialty Insurance Company and 0LFKDHO$,WR , 6HQLRU9ice President of Washington International Insurance Company and 6HQLRUVice President of North American Specialty Insurance Company,personally known to me, who being by me duly sworn, acknowledged that they signed the above Power of Attorney as officers of and acknowledged said instrument to be the voluntary act and deed of their respective companies.
I, JHIIUH\*ROGEHUJ , the duly elected Assistant Secretary of North American Specialty Insurance Company and Washington International Insurance Company, do hereby certify that the above and foregoing is a true and correct copy of a Power of Attorney given by said North American Specialty Insurance Company and Washington International Insurance Company, which is still in full force and effect.
IN WITNESS WHEREOF, I have set my hand and affixed the seals of the Companies this ____7th day of ______, December 20____.17
JHIIUH\*ROGEHUJ, Vice President & Assistant Secretary of :DVKLQJWRQ,QWHUQDWLRQDO,QVXUDQFH&RPSDQ\ North American Specialty Insurance Company BUILT FOR INSIGHT DESIGNED TO EVOLVE Streamline Project Implementation Organization Change Management Plan DOCUMENT PURPOSE
This document is intended for use by the Streamline Implementation Team to assist Streamline’s Customers to manage any Organizational Changes during the SmartCare Implementation Phase. It assists in designing, and estimating, the scale of the change effort, mobilizing the will to changing, gaining the buy-in from customer stakeholders, and monitoring the change. This document is designed to be used alongside or can be incorporated into the proper project plan.
@ 2017 Streamline Healthcare Solutions. All Rights Reserved. 2 STREAMLINE 7 STEP APPROACH FOR ORGANIZATIONAL CHANGE MANAGEMENT ► STEP 1: Identify the Change ► STEP 2: Define Current State and Future State ► STEP 3: Risk Assessment ► STEP 4: Change Management Approach ► STEP 5: Change Implementation Strategies ► STEP 6: Ongoing Monitoring and Review ► STEP 7: Post Mortem Analysis
@ 2017 Streamline Healthcare Solutions. All Rights Reserved. 3 STEP 1: IDENTIFY THE CHANGE
• Describe the type of change – Technology Change – Policy Change – Process Change – Management Change – Role & Responsibilities Change • Is it a big change or a small change? • Is it a quick change or a gradual change? • Describe the reason for the change? – New technology i.e., SmartCare – Business benefit – Change in business model • Define Scope of Change – Which departments does it affect? – Does it affect customers, partners, vendors?
@ 2017 Streamline Healthcare Solutions. All Rights Reserved. 4 STEP 2: DEFINE CURRENT STATE AND FUTURE STATE
• Document the current and future state of all changes • Get customer to buy-in and sign-off on the future state
Current State Future State • Describe the situation in the organisation currently • Describe what the future state will bring • Describe the problem • Describe what it will feel like • What is the cause? • Describe what it will look like • Define the context and challenges surrounding • Describe what you will see people doing / saying your initiative • Describe what will be done differently • Describe what roles will be affected in the organisation and how • Describe what will improve
@ 2017 Streamline Healthcare Solutions. All Rights Reserved. 5 STEP 3: RISK ASSESSMENT
Identify and document all the risks associated with each change 1. What is the timeline for the risk: Project Kick-off, Implementation, Go-Live, Support 2. What is the probability of the risk? 3. What is the impact of the risk? 4. What are the mitigation strategies? 5. What is the escalation path if the probability/impact of the risk gets sever? 6. What will be the monitoring methodology?
@ 2017 Streamline Healthcare Solutions. All Rights Reserved. 6 STEP 4: CHANGE MANAGEMENT APPROACH
1. Identify the stakeholders and their roles – Drivers – Advocates – Participants – Resistors 2. Identify barriers of resistance – Identify the root causes in order to plan some of your strategies for implementation. o Identifying the root cause can be carried out in a number of ways. You can identify resistance by employee feedback, supervisor input, project team issues, and compliance audits. 3. Identify a change management team with their roles and responsibilities
@ 2017 Streamline Healthcare Solutions. All Rights Reserved. 7 STEP 5: CHANGE IMPLEMENTATION STRATEGIES
Analysis of the information (from the previous areas) will provide the basis for the development of the following: 1. Action Plan 2. Communication Plan 3. Risk Tracking Plan 4. Stakeholder Resistance Plans 5. Technology Migration Plan
@ 2017 Streamline Healthcare Solutions. All Rights Reserved. 8 STEP 6: ONGOING MONITORING AND REVIEW
Assessing your results, implementing corrective action and celebrating success are all key parts to review the change. Gathering evidence to show the success of the implementation can be carried out by: • Collecting feedback from users – anecdotal or survey • Carrying out compliance audits on new processes, systems and job roles • Reviewing areas of resistance and work with sponsors and direct supervisors to work through any strategies • Identifying areas of success for the project. Make these visible in the organization to reinforce the change
@ 2017 Streamline Healthcare Solutions. All Rights Reserved. 9 ►STEP 7: POST MORTEM ANALYSIS
Performance at the end of the project to learn what went right and wrong. How do we do better next time? • Use quantitative and qualitative measures to assess the outcome of each change • Get feedback from customer and employees • Understand the drivers of change • Document any shortcomings of process • Document any errors/mistakes by team. What did we miss? • Identify recommendations for change • Communicate to Streamline team and customer
@ 2017 Streamline Healthcare Solutions. All Rights Reserved. 10 Environment Training Module Both Access/Intake Meeting
Both Authorization Review Training
Both External Provider Clinical Training
Both IT Staff Training
Both Quality Assurance Training
Both Super User Training
Care Management Contracts Training
Care Management Financial Training - Provider Billing
Care Management Financial Training - Provider Process SmartCare Clinical Training
SmartCare Financial Training - Outbound Billing
SmartCare Financial Training - Administrative
SmartCare Grievance and Appeals
SmartCare Internal Ancillayr Staff Traning
SmartCare Med Clinic Training
SmartCare Office Management Staff Training
SmartCare Transcriptionist Training
SmartCare Primary Care - Reception
SmartCare Primary Care - Staff Training Description Intake process for a client/patient into services Training of staff who will be reviewing authorizations for approval in the system. Process of providing a payer with documentation for claims entered in Care Management
Training of customer IT staff on database model, environment set up, and troubleshooting.
Training staff on monitoring of the system and how to review records in an efficient way. Managing staff overview on compliance and reporting issues.
Training staff on troubleshooting in the system and common staff questions and errors. Entering of contracts into the Care Management system for external providers. The training for staff who will process claims from external providers and then generate payment to providers.
The training for providers on how to bill their claims within the system. Process of clinical paperwork and workflow in the system The trianing for staff who will be billing and managing charges within the SmartCare system for payment from payers. Training of administrative staff on monitoring and month end processes as well as walk throughs of these processes.
Training of staff who will manage the monitoring of Grievance and Appeals processes for data reporting and sending customer nofications. Training internal agency staff who provide ancillary services on their documentation of services within the system. Training med clinic staff on processes and how to use the software within new processes and SmartCare Rx training Training staff on Reception of clients checking in and out, scheduling, scanning, document entry for proxies, and any other suppor process for the customer. Training transcription staff on how to enter in dictation into the system and post for the author to sign. Training staff on Reception of clients checking in and out, scheduling, scanning, document entry for proxies, and any other suppor process for the customer. Training of MA, Nurse and Provider staff on the work flow and software for day to day use of SmartCare. Minimum Time Frame 1 day - 1/2 presentation 1/2 practice
1 day - 1/2 presentation 1/2 practice Half day - 2 hour presentation 2 hour practice
2 day - 1/2 day on database set up and review, 1/2 day on troubleshooting, 1/2 day on environment set up, 1/2 day practice
1 day - 1/2 presentation 1/2 practice 1/2 day -2 hour presentation 2 hour practice (Super users must also go through training for their area of expertise) Half day - 2 hour presentation 2 hour practice Half day - 2 hour presentation 2 hour practice Half day - 2 hour presentation 2 hour practice 1 day - 1/2 presentation 1/2 practice Half day - 2 hour presentation 2 hour practice Half day - 2 hour presentation 2 hour practice
Half day - 2 hour presentation 2 hour practice Half day - 2 hour presentation 2 hour practice 1 day - 1/2 process and documentation 1/2 day on Rx
1 day - 1/2 presentation 1/2 practice
1 hour presentation, 1 hour practice
1 day - 1/2 presentation 1/2 practice
1 day - 1/2 presentation 1/2 practice 1
Woods – DFA Training Agenda
1. Creating DFA Forms a. Table Naming Conventions b. Stored Procedure Naming Conventions c. Creating the fields/Setting up the DFA Form in SmartCare 2. Creating Custom Fields DFA Forms a. Setup the form b. Attach the form to existing screen 3. Creating Document DFA Forms a. Setup the form b. Create Document Code c. Create Screen and Banner Entry 4. RDL for Forms a. Creating or modifying an RDL b. Using RDL for Document Code 5. Process for Committing Custom Work to Streamline for Builds a. How to communicate modifications i. Zip folder using naming convention ii. Email Support Email Group iii. Email by end of the day Wednesday to have the customization included in the next build iv. Streamline Support will email back confirmation b. Woods is responsible for testing customizations built in build process
510 E. Butler Ct. Kalamazoo, MI 49002| Phone - (877) GO-SHS-411 | Fax - (877) GO- SHS42 www.streamlinehealthcare.com
Javed Husain Co-CEO / Executive Sponsor
Experience: 2003 – Present Co-CEO of Streamline Healthcare Solutions, LLC.
Executive Sponsor for Bradford Health: March – July 2016 and, Philhaven/Wellspan – 2013-2015
1993-2003 Co-founder of Askesis Development Group Inc. Led the development of multiple software products for the behavioral healthcare market
Education:
National Institute of Technology, India - Bachelor of Technology in Production Engineering and Management
University of Florida - Master of Science in Industrial and Systems Engineering
SHAMI DUGAL, IMPLEMENTATION TEAM LEAD
S U M M A R Y
Owned and operated two consulting firms, P&L, up to fifty staff, responsible for operations, created the management consulting division Engaged by organizations to lead enterprise, complex and problematic initiatives with a certainty for delivering results. Experience in an array of industries and applications enable an accelerated study of issues and needs while developing confidence with stakeholders. Demonstrated responsible and leadership positions provide the ability to develop, motivate and manage teams of individuals in virtually networked environments. Excellent understanding of public sector, not for profit and private sector organizations and work methods. Adept at supporting business to strategize, rethink and align business functions with technology by streamlining operations. Proficient at leading teams of professional resources both onsite and offshore with a focus on creating and managing project scope, schedules, and deliverables for concurrent projects. Strong analytical and architecture skills, facilitation, functional and data modeling, mentoring staff Authored system development lifecycle methodologies and implemented PMOs Taught courses in Systems Analysis & Design and Project Management in Continuing Education classes
P R O J E C T E X P E R I E N C E
Implementation Team Lead, Streamline Healthcare Solutions July 2016 - Present
Responsible for managing multiple implementation projects
Engagement Leader, Netsmart May 2013 – June 2016
Responsible for managing multiple projects (6-10) concurrently including myAvatar, TIER and myEvolv product families, including client relationships, budgets, staff (Salesforce) Successful completion of projects in Colorado has turned it into a growth market area for the company Turned around projects in difficulties, gained funds from these clients for scope changes demonstrating value and client trust Negotiate funds, contracts, schedules with clients with minimal oversight, coordinate with Practice Director and Client Alignment Executives Developed relationships with Netsmart management and staff in different areas to facilitate project goals and milestones
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Proposed methodology and process efficiencies Recognize unique client and project situations and work outside the box to manage them Mentor and manage staff on projects, provide opportunities to grow their skills and talents
Senior Program/Project Manager, Iowa Department of Human Services (State, Healthcare, PMO) September 2006 – February 2013
04/11 Managed the customization and installation of the RiteTrack 5 product at two State 02/13 detention facilities. Introduced and integrated electronic signatures in product to eliminate manual processes. Provided technical guidance, direction and management for the web based project that was developed in a .Net, Silverlight environment, documentation provided using Microsoft Office, Visio in a SharePoint site. Negotiated contract with vendor, business management and Asst. Attorney General Point of contact for communication with the vendor, project staff, users and senior management. Managed the project risk because of potential non-delivery by the vendor on time and budget was a key issue. 04/07 Turned around $6M integrated web based Behavioral Health project implemented in 6 02/13 State-managed mental health facilities and resource centers. Products included Electronic Medical Records, Pharmacy, Lab, in-house custom-developed Clinician Workstation System (CWS). Primary architect and technical manager for the CWS that was developed in .Net, SQL Server using Agile methods. Primary individual who communicated with the vendors of the products, reported to senior management and ran weekly meetings with staff across the State run health facilities.. This was an enterprise project, used state and federal funds and required risk management, both HIPPA and business. Developed Risk, Disaster/Recovery and numerous documents per PMI standards. 01/10 Developed an Electronic Document Filing System, interface between Child Support and the 02/13 Judicial Branch. Replaced manual filing and receipt of documents between the two agencies with a real time electronic interface and web based document management system. The volume of filings per year is over three hundred thousand, each containing multiple documents. Architect and technical manager for the project developed in .Net, SQL Server and Global 360 Document Management System. Arranged connectivity between the Judicial Branch and DHS for this system including the risk of communication and other types of documentation hand-off issues between the agencies. 03/11 Managed the development of a web based Individual Registry system to retain unique names 06/11 and addresses of State clients using a user defined PIN (vs. SSN) which has been retrofit seamlessly into existing systems. There were risks in not being able to retrofit it in existing systems which were mitigated
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through extensive communication with other system leads, the Attorney General’s office and management. 03/08 Turned around $7M Child Care project by reworking the contract and cost and constructing 12/11 a team of the software vendor, internal staff and trainers. Rolled out system, data migration, training, support across State for 800 staff. Requested by management to evaluate non-delivery by vendor. Assessed the risk of project continuance, developed the case with the Attorney General’s office to remove the vendor. Given technical program and project leadership to carry out the web based project to successful completion. 11/07 Worked with ACS to replace food stamps (SNAP Program) checks with a debit card, 06/08 reducing manual processes and providing funds to recipients faster and with greater consistency. Worked with Wells Fargo on the payments interface. 05/07 Installed a customized system to allow Child Support payment processing staff to process 03/08 child support payments received via EFT along with supporting documents using a client- server system. Installed new hardware, software and automated processes, negotiated half the bid vendor cost, saved the State $800k. Technical and program manager for the State to manage the vendor and project delivery. Project risks involved completion by fiscal year-end from a funding expenditure perspective, and to deal with the floods while keeping the business operational. 09/06 Evaluated CA Clarity ITIL product against Microsoft Project and others for portfolio project 03/07 status for teams and management; delivered a Microsoft Project with SharePoint portal solution. Installed a PMO practice to define lifecycle guidelines and standards for project deliverables 09/06 Technical project manager for the migration of an IBM Mainframe Overpayment & 06/08 Recoupment to a web based .Net using CA GEN. Developed business case for Micro Focus COBOL platform for future migrations and facilitated contract between the State and vendors. 06/08 Complied with the Governor’s mandate to deliver a web based Disaster Emergency Payment 09/08 System in 2 weeks to administer claims for flood victims.
Managing Consultant, Salem Associates (Strategy, Program/Project Management) May 2004 – August 2006
06/08 Online Vehicle Inventory System: Created online system to track inventory and migrated 12/08 operations from ASP to .Net; web based system used by several dealership groups. 03/07 Storm Water Pollution Prevention Plan (SWPPP): Project Manager, client contact for the 12/08 development of SWPPP software web based product for a hosted business model. 10/06 Varel: Project Manager over a team of analysts and developers to support Varel’s initiatives 12/08 for the development of a Bit Record database system. Installed an Intranet customized for collaboration between company management for secure messages, added workflow to the Intranet, generated financial reports and data from enterprise systems for inventory and profitability analysis using Excel Pivot tales, used Kanban techniques.
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Supported CIO on infrastructure and business issues. 03/06 Scholarship America: Invited by Oracle to assist CIO of Scholarship America to migrate 12/07 individually developed scholarship programs for clients to a single model. Developed concept with VP and 20 business leaders for standard a scholarship program and business model which could be offered to clients. Designed technical architecture and mapped over one thousand individual program functions and existing data to target model successfully. Led team of on-shore and off-shore developers to complete a web based system in one year. Mapped data mapping from old programs to the new model to validate no loss of data and functionality.. Main point of contact for vendors, client, on and off shore teams for all communications on the project. 01/06 Wells Fargo: Defined the process flow for the closure processes of mortgage documents 06/06 08/05 Iowa Foundation for Medical care (IFMC): Part of PMO 02/06 Responsible for developing an approach to migrate existing NPI numbers to the new ones for CMS systems managed by IFMC. Defined a web service to perform this in one pass efficiently. 02/05 Winnebago: Project Manager and architect for the development of a “Configurator” that 02/06 allows dealers to work with clients to design a custom Winnebago. Integrated with the Bill of Materials system. Participated in the system security framework. 01/05 CCCD: Managed staff to rewrote intranet applications for Colin County Community College 12/05 in Java 11/04 Proctor Gamble: Won a bid to develop a system to generate marketing Word documents and 02/06 PowerPoint slides based on selection criteria specified by marketing users for physicians and clinics. Project manager and client facing consultant for the project. Developed a method to take linear card data produced by Scarboro Research and create a SQL Server data warehouse for research and for use by this application. Reduced the timeframe for the generation of researched reports from 3 months to less than one hour
IT Partners (Management, Strategy, Infrastructure, K12) November 1995 – April 2004 Managed the company operations and some forty professionals to conduct assessments for clients to develop customized infrastructure and applications to improve productivity. Performed quality assurance for all project plans and evaluate weekly status with a focus on maintaining solid Profit & Loss (P&L). Created teams for each project and prepared training plans and career management for team members.
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Served as Microsoft Advocate for company to establish Gold Partnership practices for infrastructure, e- commerce, and collaboration areas; invited to executive conferences with Microsoft in Redmond and member of Microsoft’s worldwide eCommerce committee.
06/02 Voice over Internet Protocol (VoIP) Launch: Established firm as one of the first companies in 04/04 Dallas to launch VoIP softswitch service. Purchased Telecomm company, integrated infrastructure, clients, and operations. Developed marketing plans, designed website, and prepared collateral to launch services for the SMB market. 02/02 Viral Marketing Web Portals: Created a team and worked with Performance Marketing 12/03 company’s management team to support marketing proposals to AT&T, Cingular, Spring, Nokia, and SafeCo. Composed 18 web portals over 2 years and managed up to 8 concurrent marketing programs with daily maintenance, statistics, and coordination requiring 24/7 hosting. Managed on- shore and off-shore teams. 02/02 TicToc Marketplace Web Portal: Directed team of 4 .Net Architects/Senior Developers to 03/04 create MarketPlace architecture allowing matching of businesses with participating vendors under private label services Gathered client requirements and proposed automated commission calculations to replace two client FTEs. 06/03 Frito-Lay Training System: Led design and development of training program to ensure 11/03 quality assurance staff could recognize product defects Rolled out training program across the country and delivered presentation for yearly training seminar to Frito-Lay employees across the world. 01/00 Auto Loan Sourcing/Processing: Championed management of several projects for Pacific USA, 10/02 to include creating a data warehouse on SQL Server to analyze loan approvals Developed a method to identify data format from a VSAM file and migrate it to SQL Server. This allowed recovery of millions of dollars from poorly authorized loans. Earned several additional contracts over $4Mbased on superior results. 02/99 Staff Scheduling System for Greyhound Lines, Inc. :Awarded project to create and maintain staff 01/01 scheduling within complex travel and ticket sales parameters. Developedscheduling algorithm and obtained approval for system with team of eight resources over one year. 02/96 Richardson ISD: Responsible for implementing infrastructure and application solutions over a 09/99 period of four years. Won contracts for $5M. Developed a Strategic Vision for the CIO; met weekly with his management team for 2 years to deliver the vision. Developed an RFP with detailed business processes for Finance and Administration systems, sent to SAP, Oracle Peoplesoft, not pursued because of budget. Developed an automated budgeting product marketed to K12 in greater DFW.
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Partner, HSL (Strategic Planning, Fixed Cost Projects, Public & Financial Sectors) 01/80 – 09/95 Built Management Consulting and Projects division to expand business revenue; earned significant contracts for the firm and managed numerous concurrent projects with over thirty staff. Key Engagements: . Canadian Tire Corporation, Consulting Manager 10/93 – 09/95 Marketing Planning System (03/94 - 09/95) Advertising Administration System (10/93 - 09/94) Distribution Centre Control System – Mainframe to Oracle Migration (07/94 - 09/95) Real Estate & Construction - Timberline Gold Package (03/95 - 08/95) Depot Replenishment Study (05/95 - 07/95) Same-Store Sales Analysis System (02/93 - 02/94) . Project Advisor: Wheel-Trans Authority 10/93 – 12/94 . Developed IT Methodology & Security Policies, CIBC 10/93 – 12/94 . Project Manager: Graduated Licensing, Min. of Transportation 06/93 – 12/93 . External Auditor: HR Branch Automation, Ontario Government 1991 – 1993 . Data Analyst/JAD Facilitator: HR Branch, Ontario Government 07/92– 12/92 . Strategic Plan, Automation of Case Mgmt. System, Insurance Comm. 06/91–12/92 . Project Manager: World Vision Canada Donor System 06/90 – 11/91 . Project Manager: Automate Registration of Corps. & Partnerships, WCB 01/89 – 07/90 . Strategic Plan, Ministry of Culture & Communications 1989 . Strategic Plan, Automated Operations of Ministry of Labor 1987 - 1988 . Consulting Line Manager: Workers Compensation Board (WCB) 1984 - 1986 . Check Processing: Bulk Filing Study, Bank of Nova Scotia 02-06/84 . Project Manager: Implement WCB Claims System Legislative Changes 1980 – 1983
Senior Manager, Scotiabank 09/73 – 12/79 Developer, project lead, senior manager.Worked on many banking applications. Implemented the CPCS check processing system. Co-authored system lifecycle development methodology for the Bank.
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E D U C A T I O N
SKILLS/TRAINING
Adjunct Instructor – Ryerson University, Toronto, Canada, 1983 to 1987. Course – Systems Analysis & Design
Technical Proficiencies Environments: IBM Mainframe, RISC 6000, AS/400, UNIX, VM, Servers, Switches, Routers, VOIP Operating Systems: MVS, VM, UNIX, VMS, DOS to .NET Databases: SQL Server, Oracle, DB2, IMS, Sybase, SYNON, AS/SET, CICS Languages: Cobol, PL/1, Fortran, Basic, VB, PowerBuilder, Powerhouse, Mantis Tools: Visio, IEW/ADW, Rational Rose, Bachman, Accelerator, MS Office, Sharepoint, BizTalk, MS Project, Project Workbench
EDUCATION Master in Public Administration (MPA) Drake University—Des Moines, Iowa Member, Pi Alpha Alpha Honor Society Honors Co-Op, Bachelor of Mathematics (Operations Research, Computer Science) University of Waterloo—Waterloo, Ontario, Canada
PUBLICATIONS www.patimes.org Monthly column, articles on various topics including project management, public administration, etc. Speaker, UTD, Jindal School of Management Project Orchestration (2013) When Projects Go Wrong (August 2014) Others…
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