attachment 23 – requirements traceability matrix – 71 pages web viewthe solution shall...
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NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
TABLE OF CONTENTS
1. INTRODUCTION................................................................................................................................. 22. BUSINESS REQUIREMENT TRACEABILITY MATRIX.....................................................................3
2.1 Admissions Functionality.............................................................................................................4
2.1.1 Admissions........................................................................................................................... 42.1.2 Appointment Management...................................................................................................92.1.3 Consent Management........................................................................................................102.1.4 Assessments......................................................................................................................13
2.2 Clinical Documentation Functionality.........................................................................................16
2.2.1 Clinical Documentation......................................................................................................162.2.2 Individual Treatment Plan..................................................................................................20
2.3 Billing Functionality.................................................................................................................... 21
2.3.1 Billing................................................................................................................................. 212.3.2 Financial Eligibility..............................................................................................................252.3.3 Managed Care...................................................................................................................26
2.4 Medical Functionality.................................................................................................................28
2.4.1 e-Prescribe.........................................................................................................................282.4.2 Laboratory.......................................................................................................................... 37
2.5 Administrative Functionality.......................................................................................................39
2.5.1 Analytics and Reporting.....................................................................................................392.5.2 Record Retention...............................................................................................................41
3. TECHNICAL REQUIREMENT TRACEABILITY MATRIX.................................................................43
3.1 Meaningful Use Criteria for Electronic Health Records..............................................................443.2 Security...................................................................................................................................... 453.3 System Interoperability..............................................................................................................47
3.3.1 System Interoperability Standards and Functions..............................................................473.3.2 Interfaces........................................................................................................................... 493.3.3 Usability............................................................................................................................. 513.3.4 Workflows and Alerts.........................................................................................................533.3.5 Reporting........................................................................................................................... 543.3.6 Data Entry and Editing.......................................................................................................553.3.7 General System Technology..............................................................................................56
3.4 System Performance and Reliability..........................................................................................57
4. SERVICE REQUIREMENTS VERIFICATION MATRIX....................................................................59
4.1 Project Initiation and Planning....................................................................................................594.2 Analysis..................................................................................................................................... 604.3 Solution Design and Development.............................................................................................604.4 Data Conversion........................................................................................................................624.5 Test and Implementation............................................................................................................624.6 Training...................................................................................................................................... 64
Attachment 23 - 1
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
4.7 Change Management................................................................................................................654.8 Ongoing Services....................................................................................................................... 654.9 Security Services.......................................................................................................................67
5. OPTIONAL REQUIREMENT TRACEABILITY MATRIX...................................................................69
5.1 Telemedicine.............................................................................................................................. 695.2 1st Level Help Desk Support......................................................................................................70
1. INTRODUCTIONThis Requirements Traceability Matrix (RTM) is to be used to identify how the Solution and Service Requirements are addressed in the Bidder’s proposal.
Attachment 23 - 2
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
2. BUSINESS REQUIREMENT TRACEABILITY MATRIXThis section defines the detailed EHR business requirements. contains the EHR Business Requirements and contains the following columns:
Column 1, ID. Indicates a unique requirement identifier assigned by a Requirements Management tool. Column 2, Section. Indicates the requirement Section. The Section shall not be modified in a proposal. Column 3, Business Requirement. The Business Requirement should not be modified in a proposal. Column 4, Notes. The Notes column shall not be modified in a proposal. Column 5, Required/Desired. Contains an indication of whether the requirement is Required or Desired. This column shall not be
modified in a proposal. Column 6, Response Code. This column should be updated for each requirement to indicate if the capability currently exists within the
proposed solution. Enter a response code from the list below.
Response Code Description
Existing Proposed solution satisfies the requirement
Configuration Proposed solution will require configuration to satisfy the requirement
Customization Proposed solution will require customization to satisfy the requirement
Column 7, Comments. For requirements with a Response Code of Configuration or Customization, this column should be updated to indicate where in the Bidder’s proposal that a description of how the Bidder proposes to satisfy this requirement is provided. This column may include clarifying comments.
Bidders are expected to provide an updated version of Attachment 23 containing the response code for each of the requirements in as part of their proposal.
Attachment 23 - 3
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
Table 1, Business Requirement Traceability MatrixID Section Business Requirement Notes Require
d/Desired
Response Code
Comments
1 n/a 2.1 ADMISSIONS FUNCTIONALITY n/a
2 n/a 2.1.1 Admissions n/a
833 Admissions The solution shall enable users to record, by uploading output from the Level of Care for Alcohol and Drug Treatment Referral (LOCADTR) system, (i.e. CSV) if a patient is eligible for treatment at an Addiction Treatment Center (ATC) using the following criteria:1: The patient meets OASAS LOCADTR-3 criteria for level of care.2: The patient meets OASAS admission criteria to participate in the program.
Required
3 Admissions The solution shall enable users to create a new patient admission when the patient is determined to be eligible for services.
Required
4 Admissions The solution shall enable users to provide all the data for extract to the Client Data System (CDS) for a patient as defined by federal and state regulatory bodies, with the ability to add custom fields for collection of other desired demographics.
Required
7 Admissions The solution shall enable users to update demographics upon a patient's arrival or check-in, based on a scheduled appointment or walk-in.
Required
8 Admissions The solution shall prompt the user performing patient registration for incomplete/missing data.
Required
10 Admissions The solution shall autofill required demographic data and service history for any patients who have been served in the past, regardless of the amount of time that has expired since the last treatment episode.
Required
449 Admissions The solution shall enable users to record the reason for a denial when a patient is not admitted to an OASAS treatment program, including, but not limited to:
Required
Attachment 23 - 4
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
Referred to another agency Refused admission/referral Lost contact after 30 days
448 Admissions The solution shall enable users to provide a referral to a more appropriate treatment center or program.
Required
450 Admissions The solution shall enable users to record the referral to a more appropriate treatment center or program.
Required
795 Admissions The solution shall enable users to create a referral to an ATC, or other facility.
Required
782 Admissions The solution shall enable users to place an applicant on a waiting list if the applicant is currently in treatment in another program and awaiting transfer to a different level of care that is available at this program.
Required
13 Admissions The solution shall forward all pre-admission or application/enrollment information to the EHR registration automatically if the individual becomes an active patient.
Required
14 Admissions The solution shall permit staff to assign patients to counselors and/or specialized groups.
Required
15 Admissions The solution shall permit authorized staff to print or display language-specific (at a minimum, English, Haitian-Creole, Italian, Korean, Russian, Spanish, and Traditional Chinese), enrollment letters, provider change letters, or other letters as identified.
Required
29 Admissions The solution shall, upon a patient's arrival, capture or update patient information, applying a timestamp to updated data for reporting purposes.
Required
30 Admissions The solution shall enable users to record a patient's acceptance into a facility for treatment and allow the patient to acknowledge their treatment plan using an electronic signature.
Required
31 Admissions As the patient is admitted for service, the solution shall enable users to support the collection of data appropriate to a patient's diagnosis, age, and service
Required
Attachment 23 - 5
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
setting, as a minimum.
32 Admissions The solution shall enable users to support a patient's admission to an ATC through an admission order or form.
Required
826 Admissions Upon patient admission, the solution shall enable users to collect the following information regarding any children that will need to stay in the residence:
Any information required to complete the PAS-91 report
Name Any special needs (medical, diet, etc.)
Example report and instructions are available at https://apps.oasas.ny.gov/
Required
33 Admissions The solution shall enable authorized users to enter a patient's Advanced Directive and Physician Orders for Life-Sustaining Treatment (POLST) into the electronic record upon admission.
Required
34 Admissions The solution shall provide authorized users with a patient admission status dashboard capability that enables users to view the following:
Patient clinical admission status Patient administrative admission status Patient consent status Patient form status Patient financial eligibility status Bed availability and assignment Managed Care Eligibility Authorization
Status 48-hour Notification of Admission to
Insurance Company
Required
35 Admissions The solution shall alert a designated staff member when a specific admission activity involving them is due.
Required
36 Admissions The solution shall enable users to document all property and effects that a patient has on their person
Required
Attachment 23 - 6
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
or in their possession upon admission to the facility, including a notation of the location of each article (e.g., in the room, on the unit, in a locker).
37 Admissions The solution shall enable users to capture and track information on patient valuables that are held on each unit of an inpatient or residential facility. At discharge or transfer, the solution shall enable users to document all property and effects that a patient had on their person or in their possession upon admission have been returned to them to ensure that the patient leaves with all his or her own personal effects.
Required
42 Admissions The solution shall re-start billing when a patient returns to a facility.
Required
43 Admissions The solution shall enable users to record a temporary change in patient location, internally or externally, within the same patient episode of care. Examples of temporary changes in patient location include emergency room visits, external doctor or other provider visits.
Required
44 Admissions The solution shall enable authorized users to transfer an admission from one ATC to another.
Required
46 Admissions The solution shall enable users to track all the care provided to an individual within a given service program.
Required
820 Admissions The solution shall enable users to track outpatient care provided to an individual, including, but not limited to: provider contact info, appointment date, time, diagnoses, and treatment recommendations. This information will be input by ATC staff.
Required
51 Admissions The solution shall enable users to track the availability of beds in the ATCs.
Required
780 Admissions The solution shall enable users to calculate bed utilization rates based on the following, as a minimum:
Assigned type
Required
Attachment 23 - 7
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
ATC Program Unit
52 Admissions The solution shall enable users to generate rosters by facility and unit.
Required
55 Admissions The solution shall provide a consolidated history of a patient's movement (transfers, leaves, bed exchanges, etc.) throughout his or her stay, including reasons for movement.
Required
56 Admissions The solution shall track admission and discharge dates of each patient movement.
Required
57 Admissions The solution shall track total length of stay for each patient (number of days), counting day entering placement but not day of discharge.
Required
58 Admissions The solution shall provide a count of the number of active patients in a specific program or setting as of a pre-determined day/date/time, based on a pre-determined frequency.
Required
59 Admissions The solution shall capture and track census for patients in Inpatient, Residential, Detoxification, and Part 820 programs by ATC.
Required
61 Admissions The solution shall provide a count of in-patients by unit, room and bed.
Required
62 Admissions The solution shall support access to current patient bed assignments for electronic documentation of routine safety/bed checks.
Required
63 Admissions The solution shall enable users to generate Facility Alphabetical Rosters showing (at a minimum) patient name, location within facility, provider(s), insurance, and phone number.
Required
64 Admissions The solution shall enable authorized users to define the capacity for each program and unit.
Required
Attachment 23 - 8
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
768 Admissions The solution shall enable authorized users to define the program and the service code for a bed.
Required
452 Admissions The solution shall enable authorized users to temporarily reclassify a bed (M/F) or a bed’s billing code based on program needs.
Required
821 Admissions ATC’s have a certified capacity, with the ability to exceed that capacity when needed. The solution shall calculate the bed utilization rates based on the certified capacity, not total potential capacity.
Required
65 Admissions The solution shall enable users to track census changes, including admissions, discharges, leaves, transfers, and elopements by in-patient unit, and residential unit (Part 820).
Required
67 Admissions The solution shall provide users with a count of patient days (i.e., days residing at a facility, not including days on leave).
Required
68 Admissions The solution shall provide users with a list of filled and vacant beds indicating type of bed and billing rate.
Required
69 Admissions The solution shall enable users to assign patients to a unit and to a bed.
Required
70 Admissions The solution shall enable users to reassign patients to a different unit or a different bed.
Required
785 Admissions The solution shall enable users to generate a Consultation Request Form to be used when referring a patient to another medical facility.
Required
73 n/a 2.1.2 Appointment Management n/a
74 Appointment Management
The solution shall enable users to create appointments for individuals.
Required
75 Appointment Management
The solution shall enable users to create an appointment for a future date, while maintaining data on past appointments.
Required
76 Appointment The solution shall enable users to edit appointment Required
Attachment 23 - 9
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
Management information for pending appointments.
77 Appointment Management
The solution shall enable users to only change the 'status of an appointment' that is past due.
Required
83 Appointment Management
The solution shall enable users to only cancel, re-schedule or postpone pending appointments.
Required
84 Appointment Management
The solution shall require users to select a reason from a list before cancelling an appointment.
Required
93 Appointment Management
The solution shall provide assigned program staff with an alert on the appointment alert start date.
Required
94 Appointment Management
When an appointment or a pre-appointment is edited, the solution shall provide an alert to the creator and all the staff assigned to that appointment or pre-appointment.
Required
97 Appointment Management
The solution shall enable users to enter provider data into an appointment.
Required
100 Appointment Management
The solution shall enable authorized users to edit individual or provider information.
Required
105 Appointment Management
The solution shall enable users to maintain their prioritized appointment list.
Required
109 Appointment Management
The solution shall, upon cancellation of an appointment, alert users of other patients who may want to take the cancelled slot.
Required
110 Appointment Management
The solution shall prompt a user with suggestions for the next available appointment, based on the master schedule and appointment parameters.
Required
138 n/a 2.1.3 Consent Management n/a
148 Consent Management
The solution shall enable users to obtain, record and track consents for medical treatment.
Required
153 Consent Management
The solution shall enable users to obtain, record and track consents for photographs, audio recording, and video recording.
Required
Attachment 23 - 10
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
154 Consent Management
The solution shall enable users to obtain, record and track consents for release of records.
Required
155 Consent Management
The solution shall enable users to obtain, record and track consents for release of HIV/AIDS information.
Required
159 Consent Management
The solution shall enable users to obtain, record and track general consents deemed necessary by the clinician or treatment team.
Required
160 Consent Management
The solution shall track when notifications are made to a consent giver following the disclosure of information in an emergency situation without consent.
Required
162 Consent Management
The solution shall provide an alert when a consent is needed or withdrawn.
Required
163 Consent Management
The solution shall enable users to capture who provided a consent.
Required
165 Consent Management
The solution shall enable users to capture the date(s) when consents are obtained.
Required
166 Consent Management
The solution shall capture the date and time when consent is withdrawn.
Required
172 Consent Management
The solution shall enable users to indicate that information was provided to the individual, that they are free to withdraw consent at any time without prejudice, and directions on how to withdraw consent.
Required
174 Consent Management
The solution shall enable users to indicate that consent needs to include the signature of the consent giver.
Required
175 Consent Management
The solution shall enable users to record the withdrawal of a consent; and optionally, record a comment regarding the withdrawal.
Required
176 Consent Management
The solution shall enable users to obtain and record consent to use/release records, including date of the request for records and date the records were released.
Required
Attachment 23 - 11
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
177 Consent Management
The solution shall enable users to record consent for services and treatment.
Required
180 Consent Management
The solution shall enable users to customize additional consents.
Required
181 Consent Management
The solution shall permit e-signature of consents. Required
182 Consent Management
The solution shall provide users with alerts for missing consents.
Required
183 Consent Management
The solution shall restrict the release of data that does not have the applicable authorizing consent.
Required
184 Consent Management
The solution shall have the ability to define one or more versions of a "Health Record" for disclosure purposes.
Required
185 Consent Management
The solution shall provide staff with the ability to print an individual's health record, in its entirety, without requiring staff to print the record screen-by-screen or form-by-form.
Required
186 Consent Management
The solution shall assemble and combine an individual's health record so that users can print it efficiently.
Required
187 Consent Management
The solution shall provide staff with the ability to select sections of an individual's health record and print the selected sections.
Required
188 Consent Management
The solution shall have the ability to maintain and track requests and releases of health record information and PHI in accordance with Federal rules (42 CFR Part 2 and HIPAA).
Required
189 Consent Management
The solution shall provide staff with a means to release, or track the releases of, health record information to the following entities:
Court via subpoena Attorneys involved in litigation
Required
Attachment 23 - 12
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
Investigators involved in litigation Attorneys involved in litigation holds Investigators involved in litigation holds Individual Disability/Social Security Administration
(SSA) Department of Social Services Health Insurance Company Provider/practitioner Law Enforcement Other entity designated by the individual
190 Consent Management
The solution shall enable a user to lock the entire health record, from a specified date back through admission, for the purpose of a litigation hold.
Required
191 Consent Management
The solution shall enable users to record cost and payment information related to the release of the health record.
Required
192 Consent Management
The solution shall restrict the release of data that does not have the applicable authorizing consent.
Required
193 Consent Management
The solution shall enable authorized users to restrict access to sections of a Patient Record based on user role.
Required
194 Consent Management
The solution shall enable authorized users to lock all or a portion of a Patient Record.
Required
788 Consent Management
The solution shall send applicable consent information to third-party insurance companies.
Required
789 Consent Management
The solution shall enable users to complete the existing consent forms in use by OASAS ATCs available at: https://oasas.ny.gov/mis/forms/trs/index.cfm.
Required
831 Consent Management
The solution shall require consent to be obtained when exchanging patient data between the EHR solution and providers whenever a Business Associate
Required
Attachment 23 - 13
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
Agreement between OASAS and the provider does not exist.
196 n/a 2.1.4 Assessments n/a
197 Assessments The solution shall enable users to create new patient assessments.
Required
198 Assessments The solution shall enable users to reference previous assessment records when completing a new treatment plan or comprehensive assessment.
Required
199 Assessments The solution shall restrict users from copying data from previous assessments into a new assessment.
Required
648 Assessments The solution shall enable users to record progress notes in a patient's record.
Required
200 Assessments The solution shall enable users to record and track progress notes by:
Program Location Service Type
Required
201 Assessments The solution shall enable users to record relevant medical history/diagnosis for an individual.
Required
202 Assessments The solution shall enable users to record an individual's progress toward a goal, as defined in the individual's Individual Treatment Plan.
Required
203 Assessments The solution shall enable users to utilize DSM-5, ICD-10, and ICD-10-CM criteria and coding for diagnoses.
Required
204 Assessments The solution shall enable users to record primary and secondary diagnoses, track multiple diagnoses, and track when the diagnoses were provided (date) or discontinued (date).
Required
205 Assessments The solution shall enable users to maintain a log of both current and historical diagnoses.
Required
206 Assessments The solution shall enable users to create alerts that will Required
Attachment 23 - 14
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
be posted for a designated time and can be communicated to providers using the EHR.
211 Assessments The solution shall enable users to record information provided by the referral source, including source of the individual referral.
Required
213 Assessments The solution shall enable users to generate and display an individual summary or 'face sheet' that includes the person's demographics, communication needs, list of problems, current prescribed medications, allergies, immunizations, encounter listings, individual's photo, and personal profile.
Required
214 Assessments The solution shall enable users to enter treatment plans that are personalized based on the individual's health and nursing needs.
Required
215 Assessments The solution shall enable a physician to sign a diet order electronically or a community physician to sign the diet order manually.
Required
216 Assessments The solution shall enable users to initiate secure electronic exchange of key clinical information (e.g., discharge summary, procedures, problem list, medication list, medication allergies, diagnostic test results, complete medical record), among providers of care and authorized entities.
Required
217 Assessments The solution shall enable users to capture required data elements from the Comprehensive Assessment tool for a patient, including the following as a minimum: 48-hour Initial Treatment Plan Additional Considerations Admission risks Resources
Required
218 Assessments The solution shall enable users to capture required data elements from the Level of Care for Alcohol and Drug Treatment Referral (LOCADTR) web-based tool for a patient.
See https://www.oasas.ny.gov/treatment/health/locadtr/index.cfm for more
Required
Attachment 23 - 15
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
information.
802 Assessments The solution shall enable users to define an initial care determination for a patient.
Required
634 Assessments The solution shall enable users to record the results of a pre-admission assessment for a patient.
Required
635 Assessments The solution shall enable users to record the results of a medical assessment for a patient.
Required
636 Assessments The solution shall enable users to record the results of a nursing assessment for a patient.
Required
800 Assessments The solution shall enable users to record the results of a mental health mini-assessment for a patient.
Similar to psychiatric assessment
Required
637 Assessments The solution shall enable users to record the results of a psychiatric assessment for a patient.
Required
786 Assessments The solution shall enable users to record the results of a comprehensive psycho-social assessment for a patient, including the following as a minimum: Living Situation Family Information Family History and Relationships
Required
638 Assessments The solution shall enable users to record the results of a comprehensive assessment for a patient.
Required
646 Assessments The solution shall enable users to record the results of a gambling assessment for a patient.
Required
649 Assessments The solution shall enable users to record the results of a financial availability assessment for a patient.
Required
799 Assessments The solution shall enable users to perform a Clinical Withdrawal Assessment (CWA) for a patient.
Required
803 Assessments The solution shall enable users to perform a HELPS Brain Injury Screening Tool for a patient.
Required
809 Assessments The solution shall enable users to record the patient smoking habits.
Required.
Attachment 23 - 16
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
195 n/a 2.2 CLINICAL DOCUMENTATION FUNCTIONALITY
n/a
455 n/a 2.2.1 Clinical Documentation n/a
612 Clinical Documentation
The solution shall enable users to maintain a single record for each patient.
Required
613 Clinical Documentation
The solution shall enable users to record and maintain patient demographic information.
The patient demographic information should be clinically relevant, reportable and trackable over time.
Required
614 Clinical Documentation
The solution shall enable users to initiate interactions with other systems, applications, and modules to enable the maintenance of updated demographic information.
Required
615 Clinical Documentation
The solution shall enable users to create and maintain patient-specific problem lists.
Required
616 Clinical Documentation
The solution shall enable users to create and maintain patient-specific medication lists.
Required
617 Clinical Documentation
The solution shall enable users to capture, review, and manage medical procedural/surgical, social and family history; including the capture of pertinent positive and negative histories, patient-reported or externally available patient clinical history.
Required
618 Clinical Documentation
The solution shall enable users to create, addend, correct, authenticate and close (as needed) transcribed or directly entered clinical documentation and notes.
Required
811 Clinical Documentation
The solution shall enable users to define and maintain note templates.
Required
619 Clinical Documentation
The solution shall enable users to capture external clinical documents and incorporate them into a patient’s record.
Required
620 Clinical The solution shall present organizational guidelines Required
Attachment 23 - 17
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
Documentation (care plans, guidelines and protocols) for patient care as appropriate to support order entry and clinical documentation.
621 Clinical Documentation
The solution shall enable users to manage guidelines, protocols and patient-specific care plans.
Required
622 Clinical Documentation
The solution shall enable authorized users to build and maintain care plan templates, define guidelines, and define protocols for use during patient care planning and care.
Required
623 Clinical Documentation
The solution shall enable users to generate and record patient-specific instructions, pre- and post-treatment, and post-discharge requirements.
Required
624 Clinical Documentation
The solution shall enable users to track orders based on input from specific care providers.
Required
626 Clinical Documentation
The solution shall enable users to manage practitioner/patient relationships, by identifying relationships among providers treating a single patient, and provide the ability to manage patient lists assigned to a particular provider.
Required
627 Clinical Documentation
The solution shall provide users with rules-based clinical coding assistance to support coding of diagnoses, procedures, and outcomes.
ICD-10 or above Required
628 Clinical Documentation
The solution shall enable users to assign, delegate, and/or transmit tasks to the appropriate parties.
Required
629 Clinical Documentation
The solution shall enable users to link tasks to patients and/or a relevant part of the electronic health record.
Required
630 Clinical Documentation
The solution shall enable users to track assigned tasks to determine if each task has been carried out and completed.
Required
631 Clinical Documentation
The solution shall enable users to generate reports on timeliness of task completion.
Required
632 Clinical Documentation
The solution shall enable users to send and receive patient-related secure electronic communication
Required
Attachment 23 - 18
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
(inbound and outbound) between providers to trigger or respond to pertinent actions in the care process (including referral).
633 Clinical Documentation
The solution shall enable users to document patient-related non-electronic communication (phone calls, correspondence, or other encounters) and generate paper message artifacts where appropriate.
Required
639 Clinical Documentation
The solution shall enable users to generate a discharge summary.
Required
640 Clinical Documentation
The solution shall enable users to develop a discharge plan consisting of the following:
identification of continuing chemical dependence services and any other treatment, rehabilitation, self-help and vocational, educational and employment services the patient will need after discharge
identification of the type of residence, if any, the patient will need after discharge
identification of specific providers of these needed services
specific referrals and initial appointments for these needed services
prescriptions and prescription instructions
Required
642 Clinical Documentation
The solution shall enable users to capture a patient’s signature on their discharge plan.
Required
38 Clinical Documentation
The solution shall enable users to record an acknowledgement in the system that the patient has been released from the facility, transferred to a different level of care after discharge, or transfer order is completed and processed.
Required
39 Clinical Documentation
The solution shall enable users to indicate when a patient leaves a facility.
Required
Attachment 23 - 19
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
40 Clinical Documentation
The solution shall enable users to indicate when a patient returns to a facility.
Required
45 Clinical Documentation
The solution shall enable users to maintain mandatory in-patient data, including but not limited to date of admission, referring provider, inpatient sponsor, outpatient authorization type, outpatient case manager, date of discharge, admit and discharge diagnosis, and legal status.
Required
53 Clinical Documentation
The solution shall maintain accurate and up-to-date status of occupied beds relative to total available bed capacity.
Required
819 Clinical Documentation
The solution shall enable users to track children in the residence.
Required
745 n/a 2.2.2 Individual Treatment Plan Required
746 Individual Treatment Plan
The solution shall provide a template-based, configurable treatment plan capability.
Required
747 Individual Treatment Plan
The solution shall provide and maintain a treatment plan for each individual.
Required
748 Individual Treatment Plan
The solution shall enable users to link services provided to the treatment plan.
Required
645 Individual Treatment Plan
The solution shall enable users to enter the patient’s strengths, abilities and preferences in their treatment plan.
Required
749 Individual Treatment Plan
The solution shall enable users to create a customized treatment plan that allows for the documentation of the problems, goals, objectives, valued outcomes and interventions/services that will be provided.
Required
750 Individual Treatment Plan
The solution shall enable users to customize an individual's treatment plan for unique conditions.
Required
751 Individual Treatment Plan
The solution shall enable users to access evidence-based guidelines at the point of care to improve treatment and deliver more personalized information and services to individuals.
Required
Attachment 23 - 20
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
752 Individual Treatment Plan
The solution shall enable users to create an individual's treatment plan that contains measurable long- and short-term treatment goals and objectives.
Required
753 Individual Treatment Plan
The solution shall enable users to provide the rationale for defined measurable goals, objectives, and the individual's desired personal outcomes.
Required
755 Individual Treatment Plan
The solution shall enable users to define a treatment or intervention for each long- and/or short-term goal and objective.
Required
756 Individual Treatment Plan
The solution shall enable users to customize the treatment plan to meet the individual's unique needs, such as: English is not their primary language problems with alcohol and substance abuse, legal history, legal involvement, or visual/hearing impairment.
Required
757 Individual Treatment Plan
The solution shall enable users to document when a goal is achieved, discontinued, or deferred.
Required
758 Individual Treatment Plan
The solution shall enable users to capture whether the individual, or their circle of support, believes the services and support they receive contribute to their unique and personal goals, overall well-being and desired outcomes.
Required
759 Individual Treatment Plan
The solution shall enable users to schedule a periodic review of an individual's progress.
Required
761 Individual Treatment Plan
The solution shall enable users to make changes to the treatment plan.
Required
762 Individual Treatment Plan
The solution shall provide users with reminders or alerts when treatment plan updates are due.
Required
48 n/a 2.3 BILLING FUNCTIONALITY n/a
111 n/a 2.3.1 Billing n/a
834 Billing The solution shall initiate billing after a patient has been admitted for services.
Required
Attachment 23 - 21
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
112 Billing The solution shall enable users to submit an X12 837i institutional electronic claim form or produce a paper UB-04 claim form that can be sent to an insurance provider. The claim form would be generated from data entered into the EHR by OASAS staff.
See format details at: https://www.emedny.org/HIPAA/5010/transactions/index.aspx
Required
72 Billing The solution shall enable users to specify and manage the OASAS billing rates, including the following, as a minimum:
From Part 820
Stabilization (Upstate) Stabilization (Downstate) Rehabilitation (Upstate) Rehabilitation (Downstate) Community Integration
From Part 816
Detoxification
From Part 818
Daily Rate
Alternative Stay
Required
454 Billing The solution shall enable users to manage the billing rate for every bed.
Required
643 Billing Wherever possible, the solution shall provide ICD-10 codes on billing claims.
Required
114 Billing The solution shall enable users to send monthly statements to self-payers that include information regarding balance owed, payment amount, and payment date.
Required
115 Billing The solution shall enable users to keep track of payments made.
Required
118 Billing The solution shall enable users to access an individual's identification and demographic information
Required
Attachment 23 - 22
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
needed for billing purposes.
119 Billing The solution shall provide system controls such that all days for a billing period are billed or otherwise accounted for.
Required
120 Billing The solution shall enable users to maintain an open item account for each individual.
Required
121 Billing The solution shall enable users to provide near real-time billing updates and notifications (e.g., changes to insurance, situational-data elements and special billing features).
Required
122 Billing The solution shall enable users to create the following accounts receivable reports: accounts receivable ledger, aged accounts receivable report, uncollectible and bad debt write-off report, payment posting report.
Required
123 Billing The solution shall enable users to define automated tasks to remind state employees of missing charges.
Required
124 Billing The solution shall enable users to generate electronic bills in HIPAA ANSI X12 835I format, based on individual days and other account information maintained in the automated billing system.
See format details at: https://www.emedny.org/HIPAA/5010/transactions/index.aspx
Required
125 Billing The solution shall enable users to generate hard-copy bills to payers (including health insurance and other third parties, private payers) that will not accept electronic format.
Required
126 Billing The solution shall enable users to correct billing data rejected by a payor upon initial submission, and the subsequent re-submission of the bill for full or adjusted payment.
Required
127 Billing The solution shall enable users to maintain complete account receivable ledgers, reflecting payments made and balances outstanding as of the end of the billing period.
Required
128 Billing The solution shall enable users to display account balances outstanding for 60 days, 90 days, 120 days
Required
Attachment 23 - 23
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
and more than 120 days.
129 Billing The solution shall enable users to write-off uncollectible accounts and bad debts, as appropriate, and produce individual and summary reports on screen and in hard copy.
Required
130 Billing The solution shall enable users to generate full-cost bills for submission to primary and secondary third-party payers, including health insurance and managed care providers.
Required
131 Billing The solution shall enable users to ensure that the billing to secondary insurers is not sent before being settled with the primary insurer and indicates that the primary insurer has paid the maximum benefit for its coverage.
Required
132 Billing The solution shall enable users to generate third-party bills that display the full cost, self-pays, and anticipated payment amounts on the accounts receivable record.
Required
133 Billing The solution shall enable users to adjust, or write-off, a patient's remaining balance after contracted payments have been received, and processed.
Required
134 Billing The solution shall enable users to hold open any accounts with discrepancies until such discrepancies are resolved.
Required
135 Billing For self-payers, the solution shall enable users to set daily rate charge individually, up to full rate.
Required
818 Billing The solution shall enable authorized users to define and maintain negotiated billing rates for individual insurance companies.
Required
776 Billing For self-payers, the solution shall enable users to carry forward unpaid balances until paid, determined uncollectible, or written off.
Required
775 Billing For self-payers, the solution shall enable users to generate a report that lists uncollectible amounts and bad debt write-offs and the reason for each such write-
Required
Attachment 23 - 24
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
off.
774 Billing For self-payers, the solution shall enable users to be able to credit private party payers with third party payments received, with the credited amount displayed on the bill and the net amount reflected on the accounts receivable record.
Required
136 Billing The solution shall enable users to credit all third-party and private-party payments received to the individual's Medicaid account, with the credited amount displayed on the bill and the net amount billed reflected on the accounts receivable record.
Required
794 Billing The solution shall enable users to assign a single daily billing rate to a patient for each day that starts at midnight.
Required
796 Billing The solution shall accept electronic remittances in HIPAA ANSI X12 835 electronic remittance advice format.
See format details at: https://www.emedny.org/HIPAA/5010/transactions/index.aspx
Required
773 n/a 2.3.2 Financial Eligibility n/a
797 Financial Eligibility The solution shall enable users to send an X12 270 Health Care Eligibility Benefit Inquiry electronic transaction to the patient’s insurance company to determine patient insurance eligibility.
See format details at: https://www.emedny.org/HIPAA/5010/transactions/index.aspx
Required
798 Financial Eligibility The solution shall enable users to receive and view an X12 271 Health Care Eligibility Benefit Response electronic transaction that provides an insurance eligibility determination from the patient's insurance company.
See format details at: https://www.emedny.org/HIPAA/5010/transactions/index.aspx
Required
18 Financial Eligibility The solution shall enable users to indicate whether patient has provided proof of income and the type of the proof.
Required
19 Financial Eligibility The solution shall enable users to support eligibility determinations for payers to include Medicaid, Medicaid Expansion, and commercial and private
Required
Attachment 23 - 25
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
insurances.
25 Financial Eligibility The solution shall enable users to print selected forms to give to the patient at the conclusion of the eligibility/financial assessment (e.g., the Advanced Beneficiary Notices.)
Required
116 Financial Eligibility The solution shall enable users to gather data during a financial eligibility interview as to potential sources of payment.
Required
117 Financial Eligibility The solution shall prompt users when financial eligibility is not determined within two days of admission.
Required
137 Financial Eligibility The solution shall provide users with critical future dates for Medicaid eligibility to permit recertification of Medicaid eligibility.
Required
23 Financial Eligibility The solution shall enable users to define alerts to staff and other appropriate parties of Medicaid eligibility status changes, either prospective or retrospectively.
Required
24 Financial Eligibility The solution shall identify patients who have lost their insurance coverage.
Required
336 n/a 2.3.3 Managed Care n/a
337 Managed Care The solution shall enable users to record electronic authorization decisions, based on medical necessity documented by the Qualified Provider.
Required
338 Managed Care The solution shall enable users to support authorizations for treatments and services based on pre-defined rules captured in the clinical document.
Required
339 Managed Care The solution shall enable users to support authorizations for all levels of care.
Required
340 Managed Care The solution shall enable users to maintain and track service authorizations according to patient funding, including Medicaid and Third Party Insurers.
Required
341 Managed Care The solution shall enable users to capture patient Required
Attachment 23 - 26
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
financial eligibility at the time of authorization.
342 Managed Care The solution shall enable users to issue authorizations, generate letters and track authorizations.
Required
343 Managed Care The solution shall enable users to define service limits for each type of authorization including, but not limited to, number of visits or days, number of patient or provider service hours and number of days or weeks.
Required
770 Managed Care The solution shall enable users to define specific service codes for each type of authorization.
Required
771 Managed Care The solution shall enable users to define multiple billing codes for each type of authorization.
Required
345 Managed Care The solution shall compare documented services provided to authorized amounts and notify providers and utilization managers of remaining balances and impending authorization expirations.
Required
347 Managed Care The solution shall permit authorized staff to override lockouts, and provide a reason for the override.
Required
348 Managed Care The solution shall permit authorized staff to add, change, or delete services within an individual authorization.
Required
350 Managed Care The solution shall provide users with a list of services that can and cannot be reauthorized.
Required
351 Managed Care The solution shall provide users with a list of services for which the patient is authorized.
Required
353 Managed Care The solution shall enable users to update a patient record and authorize additional services or treatment when required for qualified patients.
Required
354 Managed Care The solution shall track authorizations issued for Contracted Service, Fee for Service, and Third-Party Payer Service.
Required
832 Managed Care The solution shall enable users to view the number of service days or visits used and the number of service
Required
Attachment 23 - 27
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
days or visits authorized for a patient.
355 Managed Care When authorized services are nearing depletion for a patient, the solution shall automatically alert the appropriate users (e.g., the authorizing agent, network provider).
Required
356 Managed Care The solution shall enable authorized users to suspend authorization of services based on internal pre-set rules and/or Medicaid rules.
Required
357 Managed Care The solution shall enable users to exchange data with service providers via a secure interface.
Required
358 Managed Care The solution shall enable users to perform financial reporting for OASAS.
Required
359 Managed Care The solution shall enable users to capture, track and link services delivered to a managed care patient by OASAS.
Required
360 Managed Care The solution shall enable users to view and track cases by staff member assigned.
Required
361 Managed Care The solution shall enable users to perform financial reporting with service providers for contract providers, other contract service providers, and staff.
Required
362 Managed Care The solution shall enable users to send referrals electronically via a secure interface.
Required
363 Managed Care The solution shall receive electronic referral packets. Required
647 Managed Care The solution shall enable users to generate a managed care form.
Required
219 n/a 2.4 MEDICAL FUNCTIONALITY n/a
221 n/a 2.4.1 e-Prescribe n/a
222 e-Prescribe The capability shall provide support for polypharmacy management.
Required
223 e-Prescribe The solution shall be e-Prescribing Controlled Substances (EPCS) Certified.
Required
Attachment 23 - 28
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
224 e-Prescribe The solution shall enable users to integrate Surescripts formulary lists.
Required
226 e-Prescribe The solution shall enable users to perform e-Prescribing for an individual.
Required
227 e-Prescribe The solution shall enable users to perform e-Prescribing using any iOS, Android or other mobile device.
Required
233 e-Prescribe The solution shall enable users to view a list of all current, expired, and historical prescriptions prescribed to the individual as allowed by 42 CFR Part 2 and HIPAA.
Required
229 e-Prescribe The solution shall provide a formulary notification functionality that provides an indication to users whether or not medications are covered by insurance.
Required
230 e-Prescribe The solution shall provide a formulary notification functionality that enables users to request pre-approval for medications that are not covered by insurance.
Required
231 e-Prescribe The solution shall provide users with prescription reference tools, including:
providing reference information about drugs and diseases
diagnostic tools conversion tables differential diagnoses dosage recommendations based on
patient-specific conditions and characteristics
Required
232 e-Prescribe The solution shall enable users to access the National Drug Code (NDC) database
https://www.accessdata.fda.gov/scripts/cder/ndc/
Required
234 e-Prescribe The solution shall enable authorized users to define prescriptions for individuals, including:
Required
Attachment 23 - 29
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
Medication Name Dose Route Time(s) to be administered Start Date Stop Date MD/NP who prescribed medication All of patient's known allergies (food,
drug, environment)
235 e-Prescribe The solution shall identify potential alternative medications to users when they select a medication.
Required
236 e-Prescribe The solution shall enable users to indicate when Nursing should give something to patient to be self-administered.
Required
237 e-Prescribe The solution shall enable users to enter non-prescription medications, including over the counter and complementary medications such as vitamins, herbs, and supplements.
Required
238 e-Prescribe The solution shall provide users with dosage warnings when a prescription dosage is outside of the manufacturer's recommended dosage range.
Required
239 e-Prescribe The solution shall enable users to perform medication advanced search by name, alias, or free text.
Required
608 e-Prescribe The solution shall enable users to provide a prescription specification by use of free text with name and dosage.
Required
609 e-Prescribe The solution shall enable users to designate their medication favorites.
Required
240 e-Prescribe The solution shall enable users to select a Tapering dosage, where a prescription should start with a high dosage and reduce the dosage over time.
Required
241 e-Prescribe The solution shall enable users to select a Titration dosage, where a prescription should start with a low
Required
Attachment 23 - 30
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
dosage and increase the dosage over time.
242 e-Prescribe The solution shall enable users to indicate that the dosage for a medication is Dispense As Written (DAW).
Required
243 e-Prescribe The solution shall provide a Structured Sigs capability. Required
244 e-Prescribe The solution shall provide a Custom Sig builder functionality to build out specific prescriptions.
Required
245 e-Prescribe The solution shall provide an updated prescription library containing current prescriptions and prescription information, as well as historical prescription information.
Required
246 e-Prescribe The solution shall provide a real-time medication interaction checking capability that includes the following:
Drug-allergy checking Drug-drug interaction checking (both
prescription and non-prescription) Drug-food checking Any and all other interactions identified
by the manufacturer
Required
247 e-Prescribe The solution shall enable OASAS users to add medication interaction warnings.
Required
248 e-Prescribe The solution shall provide an electronic patient discharge prescription prior authorization capability.
Required
249 e-Prescribe The solution shall provide an Electronic Refill Ordering capability enabling users to reorder a prescription without reentering previous data. (e.g., administration, schedule, quantity).
Required
250 e-Prescribe The solution shall provide a system alert for providers when it is time to renew a prescription for a patient.
Required
251 e-Prescribe The solution shall enable users to discontinue prescriptions for a specific time range.
Required
Attachment 23 - 31
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
252 e-Prescribe The solution shall support reconciliation on admission by enabling users to enter an existing medication name, dosage, route, frequency and MD order.
Required
253 e-Prescribe The solution shall support reconciliation on admission by enabling users to specify patient-owned medication to include quantity and patient verification by electronic signature.
Required
254 e-Prescribe The solution shall support reconciliation on discharge by enabling users to return patient medication to the patient with patient verification by electronic signature.
Required
255 e-Prescribe The solution shall enable users to designate medication and non-medication orders during discharge.
Required
256 e-Prescribe The solution shall enable users to enter non-prescription medications, including over the counter and complementary medications such as vitamins, herbs and supplements.
Required
257 e-Prescribe The solution shall enable users to enter free-form, non-medication instructions to be included as part of an order.
Required
258 e-Prescribe The solution shall enable users to define selectable favorite drop-down lists.
Required
259 e-Prescribe The solution shall enable users to enter non-medication orders in the Medication Administration Record (MAR).
Required
261 e-Prescribe The solution shall comply with the current applicable Commission on Accreditation of Rehabilitation Facilities (CARF) Requirements.
Required
262 e-Prescribe The solution shall support reconciliation on discharge by enabling users to print discharge medication instructions for the patient.
Required
263 e-Prescribe The solution shall support reconciliation on discharge by enabling users to record the providing of discharge medications to the patient.
Required
Attachment 23 - 32
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
264 e-Prescribe The solution shall support reconciliation on discharge by enabling users to obtain an electronic patient signature acknowledging receipt of discharge medications and instructions.
Required
266 e-Prescribe The solution shall enable users to submit the following information to a pharmacy for a patient:
Name Date of Birth Prescription Order Medication Allergy History
Required
267 e-Prescribe The solution shall enable authorized users to receive verbal prescription orders from a physician and prepare prescription orders for controlled or non-controlled substances.
Required
268 e-Prescribe The solution shall support reconciliation on discharge by enabling users to submit discharge medication prescriptions to the patient's desired pharmacy.
Required
269 e-Prescribe The solution shall enable users to submit prescriptions orders to any pharmacy.
Required
270 e-Prescribe The solution shall provide users with a visual indication of a successful prescription transmission and a received receipt from the pharmacy.
Required
271 e-Prescribe The solution shall provide users with alerts of unsuccessful prescription transmissions where a pharmacy receipt for a submitted prescription has not been received.
Required
272 e-Prescribe The solution shall enable users to re-submit unsuccessful prescription transmissions.
Required
610 e-Prescribe The solution shall enable users to record prescriptions that were ordered outside of the solution.
Required
273 e-Prescribe The solution shall enable users to generate a report of successful and unsuccessful prescription submissions.
Required
Attachment 23 - 33
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
274 e-Prescribe The solution shall enable authorized users to connect an ATC user to any pharmacy in the United States.
Required
275 e-Prescribe The solution shall enable users to obtain a consent to send a prescription to the patient-selected pharmacy.
Required
276 e-Prescribe The solution shall enable users to perform weight-based dosing based on the manufacturer’s recommended weight-based dosing range.
Required
277 e-Prescribe The solution shall enable users to document non-medication orders that do not need to be sent to an outside pharmacy.
Required
279 e-Prescribe The solution shall provide an electronic MAR capability that allows for users to track the administration of medication and any other necessary data associated with the medication administration instantly, such as users needing to enter blood pressure on the MAR, as well as the medication administration.
Required
280 e-Prescribe The solution shall enable users to record the time, date and user identification when a medication is administered.
Required
281 e-Prescribe The solution shall enable users to utilize a photo to verify, before administering medication(s), that the individual to whom a medication is to be administered is the individual to whom the medication should be administered.
Required
282 e-Prescribe The solution shall enable users to verify that the medication to be administered matches the medication ordered for the individual before administering medication(s).
Required
283 e-Prescribe The solution shall enable users to verify that the dose of the medication to be administered matches the dose of the medication ordered for the individual before administering medication(s).
Required
284 e-Prescribe The solution shall enable users to verify that the route of medication delivery matches the route specified in
Required
Attachment 23 - 34
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
the medication order before administering medication(s).
285 e-Prescribe The solution shall enable users to verify that the time the medication was ordered to be administered corresponds to the current time before administering medication(s).
Required
815 e-Prescribe The solution shall enable users to provide notes regarding prescription administration.
Required
769 e-Prescribe The solution shall provide users with all standardized medication coding during medication administration.
Required
286 e-Prescribe The solution shall allow for medication to be administered in the manner prescribed by the physician, including:
Multiple times a day Daily Every other day Several times per week Once per week Monthly Other user-specified time interval
Required
287 e-Prescribe The solution shall alert staff when a medication is overdue for administration.
Required
288 e-Prescribe The solution shall enable users to start or end a medication administration by time and date.
Required
289 e-Prescribe The solution shall enable users to display medication administration for all patients per shift on one page.
Required
290 e-Prescribe The solution shall enable users to document medication administration for all patients per shift on one page without having to open each patient's individual record.
Required
611 e-Prescribe The solution shall populate an individual patient's medication administration record automatically when the administration was entered on a group page.
Required
Attachment 23 - 35
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
291 e-Prescribe The solution shall enable users to indicate not administering a medication for the following reasons:
Drug not in formulary Hold Medication/treatment refused On leave Patient unavailable Self-administered Other (explain in notes)
Required
292 e-Prescribe The solution shall enable users to indicate that patient education was performed for each medication in the MAR.
Required
293 e-Prescribe The solution shall enable users to identify medications ordered for a specific time range.
Required
294 e-Prescribe The solution shall enable users to track non-medication medical supplies, including knee braces, special dressings, treatments, etc.
Required
295 e-Prescribe The solution shall enable users to generate a Medication Reconciliation Report for each shift that provides an indication of medications that are not indicated as dispensed in the MAR.
Required
296 e-Prescribe The solution shall enable users to generate a report by drug name, for psychotropic and non-psychotropic medication, that can be aggregated across the state and drill down to individual and physician.
Required
297 e-Prescribe The solution shall enable users to generate a report, by class of medication, that can be aggregated by region and can be drilled down to individual medication and physician.
Required
298 e-Prescribe The solution shall enable users to generate a report on percentages of individuals taking one or more antipsychotic or other class of medications, such as antidepressants, benzodiazepines, antiepileptic medications, or addiction medications.
Required
Attachment 23 - 36
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
299 e-Prescribe The solution shall enable users to generate a report by PRN, prescribing, and actual administration by drug name and class of medications that can be aggregated by region, facility, individual and prescriber.
Required
300 e-Prescribe The solution shall enable users to generate a report, by STAT use, of medications separated by behavioral and medical use aggregated by region, facility, individual and prescriber.
Required
301 e-Prescribe The solution shall enable users to generate a report that tracks adverse drug reactions by symptoms and medication, by individuals and totals statewide.
Required
302 e-Prescribe The solution shall enable users to generate a report that tracks medication errors by facility and region, with dashboard metrics to category of error.
Required
303 e-Prescribe The solution shall enable users to generate a Diagnosis Comparison to the Medication Use report.
Diagnosis needs to be easily available and visible
Required
304 e-Prescribe The solution shall enable users to include the MAR when entire patient records are sent to insurance companies.
Required
305 e-Prescribe The solution shall be registered with the New York State Department of Health, Bureau of Narcotic Enforcement 'Electronic Prescribing' in accordance with NY State regulations.
Additional information can be found at http://www.health.ny.gov/professionals/narcotic/electronic_prescribing/
Required
307 n/a 2.4.2 Laboratory n/a
309 Laboratory The solution shall enable users to include and allow for order submission/tracking for laboratory tests.
Required
310 Laboratory The solution shall enable users to send laboratory orders to participating providers.
Required
311 Laboratory The solution shall associate laboratory test results with the applicable laboratory order in the individual's service record.
Required
Attachment 23 - 37
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
313 Laboratory The EHR shall interface to laboratories utilizing the Health-Level 7 (HL7) Version 2 Messaging Standard.
Required
314 Laboratory The solution shall enable users to define and maintain the laboratory tests that can be requested, which labs that can perform the test, and the average time that the test should take to be performed.
Required
315 Laboratory The solution shall enable users to submit appropriate diagnostic test orders to the selected laboratory via electronic interface.
Required
316 Laboratory The solution shall enable users to request Hepatitis C Reflex testing.
Required
317 Laboratory The solution shall enable users to select tests or order test sets of related tests.
Required
318 Laboratory The solution shall enable users to maintain OASAS protocols of recommended laboratory tests based on a patient's condition.
Required
319 Laboratory The solution shall provide a suggestion of laboratory test orders, based on the patient’s condition, required to satisfy OASAS protocols.
Required
320 Laboratory The solution shall enable users to define their own 'Most Common List' of laboratory tests.
Required
321 Laboratory The solution shall alert users of the required specimen collection, based on the user-selected test(s).
Required
322 Laboratory The solution shall enable users to facilitate the routing of specimens to the laboratory.
Required
323 Laboratory The solution shall provide billing information in laboratory test requests.
Required
324 Laboratory The solution shall enable users to cancel laboratory test requests.
Required
325 Laboratory The solution shall provide tracking of testing that has been requested.
Required
326 Laboratory The solution shall provide users with notifications of Required
Attachment 23 - 38
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
tests not completed within a specified time frame.
327 Laboratory The solution shall be able to associate received electronic laboratory test results with the Patient Record.
Required
328 Laboratory The solution shall enable users to generate ad hoc reports based on test results.
Required
329 Laboratory The solution shall enable users to acknowledge, via electronic signature, that laboratory results were reviewed.
Required
330 Laboratory The solution shall provide users with trending and graphing of laboratory test result data.
Required
331 Laboratory The solution shall provide users with trending and graphing of laboratory test results to medications and other clinical data.
Required
332 Laboratory The solution shall enable users to enter test results that are performed by OASAS.
Required
333 Laboratory The solution shall enable users to define normal and abnormal test result ranges.
Required
334 Laboratory The solution shall alert users to abnormal test results. Required
335 Laboratory The solution shall enable users to resubmit orders when an acknowledgement has not been received from the designated laboratory.
Required
365 n/a 2.5 ADMINISTRATIVE FUNCTIONALITY
n/a
366 n/a 2.5.1 Analytics and Reporting n/a
369 Analytics and Reporting
The solution shall enable users to conduct a utilization review to assist the agency in determining whether treatment and services are cost effective and beneficial.
Required
209 Analytics and Reporting
The solution shall enable users to generate ad hoc queries on any patient information in the solution.
Required
Attachment 23 - 39
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
790 Analytics and Reporting
The solution shall enable users to generate ad hoc queries with user specified sorting.
Required.
382 Analytics and Reporting
The solution shall enable users to print or export the entire health record for an individual in accordance with 42 CFR Part 2 and HIPAA.
Required
383 Analytics and Reporting
The solution shall enable users to perform redaction of selected patient information in a patient record prior to printing or exporting.
Required
384 Analytics and Reporting
The solution shall enable users to export or print complete patient records or selected portions of patient records in the following user-selected formats: Paper, Fax, Encrypted fax (e-Fax), Encrypted e-mail, Electronic.
Required
644 Analytics and Reporting
The solution shall enable users to generate a vital signs report for a selected patient.
Required
451 Analytics and Reporting
The solution shall enable users to generate a report containing types of beds and billing rates for a user specified ATC.
Required
783 Analytics and Reporting
The solution shall enable users to generate a Monthly Service Delivery Report Form - Crisis Services Programs (PAS-48NC) utilizing calculated fields and user entered information.
Example report and instructions are available at https://apps.oasas.ny.gov/
Required
835 Analytics and Reporting
The solution shall enable users to generate a Monthly Service Delivery Report Form - Programs Reporting Patient Days (PAS-48N Days) utilizing calculated fields and user entered information.
Example report and instructions are available at https://apps.oasas.ny.gov/
Required
836 Analytics and Reporting
The solution shall enable users to partially generate a Monthly Service Delivery Report Form - Part 820 Programs (PAS-48N) utilizing calculated fields and user entered information.
Example report and instructions are available at https://apps.oasas.ny.gov/
Required
784 Analytics and The solution shall enable users to generate a Waiting Example report and Required
Attachment 23 - 40
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
Reporting List Applicant Data Report (PAS-51N). instructions are available at
https://apps.oasas.ny.gov/
787 Analytics and Reporting
The solution shall enable authorized users to extract de-identified patient information.
Required
791 Analytics and Reporting
The solution shall enable authorized users to generate a bed utilization report by unit or ATC.
Required
792 Analytics and Reporting
The solution shall enable authorized users to generate an intake show and no-show report by unit or ATC.
Required
113 Analytics and Reporting
The solution shall enable users to produce billing reports for a variety of data (e.g., by guarantor, insurance company, month, quarter, fiscal year).
Required
810 Analytics and Reporting
The solution shall enable users to generate a Patient Admission Form (PAS-44N) using DSM-5 and ICD-10 codes wherever possible.
Example report and instructions are available at https://apps.oasas.ny.gov/
Required
812 Analytics and Reporting
The solution shall enable users to generate a Financial Availability Report, that includes the following:
Number of approved days of care for the patients individually, and in aggregate, by insurance company
Number of outstanding claims not paid by individual, and in aggregate, by insurance company
Number of claims in appeal by individual, and in aggregate, by insurance company
Required
814 Analytics and Reporting
The solution shall enable users to generate a completed Patient Discharge Form (PAS-45N) using DSM-5 and ICD-10 codes wherever possible.
Example report and instructions are available at
Required
Attachment 23 - 41
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
https://apps.oasas.ny.gov/
816 Analytics and Reporting
The solution shall enable users to generate a completed Element Transition Form (PAS-125).
Example report and instructions are available at
https://apps.oasas.ny.gov/
Required
827 Analytics and Reporting
The solution shall enable users to generate a Child in Residence Report (PAS-91).
Example report and instructions are available at
https://apps.oasas.ny.gov/
Required
385 n/a 2.5.2 Record Retention n/a
386 Record Retention The solution shall enable users to archive individual records and maintain them for a user-defined period.
Required
387 Record Retention The solution shall enable users to print selected portions of a patient record upon request.
Required
388 Record Retention The solution shall enable users to record and track an individual's record requests.
Required
389 Record Retention The solution shall enable users to extract archived files upon demand, by Year, Patient, or Provider.
Required
390 Record Retention The solution shall enable users to extract archived records based on date range, episode closure, or record closure.
Required
391 Record Retention The solution shall enable users to close patient episodes.
Required
392 Record Retention The solution shall enable users to note reasons for discharges through PAS-45N defined codes and descriptions.
PAS-45N is available at https://apps.oasas.ny.gov/
Required
393 Record Retention The solution shall provide role-based access to sections of a Patient Record.
Required
Attachment 23 - 42
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Business Requirement Notes Required/
Desired
Response Code
Comments
394 Record Retention The solution shall enable authorized users to lock all or portions of a Patient Record.
Required
447 Record Retention When record retention guidelines are not specified in this requirements traceability matrix, the solution shall retain records according to the NYS General Retention and Disposition Schedule for New York State Government Records requirements.
http://www.archives.nysed.gov/common/archives/files/mr_pub_genschedule.pdf
Required
Attachment 23 - 43
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
3. TECHNICAL REQUIREMENT TRACEABILITY MATRIXThis section defines the detailed EHR Technical Requirements. Table 2 contains the EHR Technical Requirements and contains the following columns:
Column 1, ID. Indicates a unique requirement identifier assigned by a Requirements Management tool. Column 2, Section. Indicates the requirement Section. The Section shall not be modified in a proposal. Column 3, Technical Requirement. The Technical Requirement shall not be modified in a proposal. Column 4, Notes. The Notes column shall not be modified in a proposal. Column 5, Required/Desired. Contains an indication of whether the requirement is Required or Desired. This column shall not be
modified in a proposal. Column 6, Response Code. This column should be updated for each requirement to indicate if the capability currently exists within the
proposed solution. Enter a response code from the list below.
Response Code Description
Existing Proposed solution satisfies the requirement
Configuration Proposed solution will require configuration to satisfy the requirement
Customization Proposed solution will require customization to satisfy the requirement
Column 7, Comments. For requirements with a Response Code of Configuration or Customization, this column should be updated to indicate where in the Bidder’s proposal that a description of how the Bidder proposes to satisfy this requirement is provided. This column may include clarifying comments.
Bidders are expected to provide an updated version of Attachment 23 containing the response code for each of the requirements in Table 2,Technical Requirement Traceability Matrix, as part of their proposal.
Attachment 23 - 44
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
Table 2, Technical Requirement Traceability MatrixID Section Technical Requirement Notes Require
d/Desired
Response Code
Comments
457 n/a 3.1 MEANINGFUL USE CRITERIA FOR ELECTRONIC HEALTH RECORDS
n/a
458 Meaningful Use The solution shall satisfy the Medicare and Medicaid Programs’ Electronic Health Record Incentive Program, Stage 1 Federal Meaningful Use rules.
Required
459 Meaningful Use The solution shall satisfy the Medicare and Medicaid Programs’ Electronic Health Record Incentive Program, Stage 2 Federal Meaningful Use rules.
Required
460 Meaningful Use No later than 12/31/2017, the solution shall satisfy the Medicare and Medicaid Programs’ Electronic Health Record Incentive Program, Stage 3 Federal Meaningful Use rules.
Required
461 Meaningful Use The solution shall satisfy the Federal Meaningful Use requirement for encrypting and decrypting electronic health information.
https://www.cms.gov/Regulations-and-Guidance/Legislation/EHRIncentivePrograms/downloads/Stage2_EPCore_9_ProtectElectronicHealthInfo.pdf
Required
462 Meaningful Use The solution shall satisfy the Federal Meaningful Use requirements for maintaining and generating audit logs.
https://www.cms.gov/Regulations-and-Guidance/Legislation/EHRIncentivePrograms/downloads/Stage2_EPCore_9_ProtectElectronicHealthInfo.pdf
Required
Attachment 23 - 45
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Technical Requirement Notes Required/
Desired
Response Code
Comments
463 Meaningful Use The solution shall satisfy the Federal Meaningful Use requirements for end-user devices.
https://www.cms.gov/Regulations-and-Guidance/Legislation/EHRIncentivePrograms/downloads/Stage2_EPCore_9_ProtectElectronicHealthInfo.pdf
Required
464 Meaningful Use The solution shall satisfy the Federal Meaningful Use requirements enabling user-created audit reports for a specific time period and to sort data entries in the audit log.
https://www.cms.gov/Regulations-and-Guidance/Legislation/EHRIncentivePrograms/downloads/Stage2_EPCore_9_ProtectElectronicHealthInfo.pdf
Required
465 Meaningful Use The solution shall satisfy the Federal Meaningful Use requirements for recording disclosures made for treatment, payment and healthcare operations.
https://www.cms.gov/Regulations-and-Guidance/Legislation/EHRIncentivePrograms/downloads/Stage2_EPCore_9_ProtectElectronicHealthInfo.pdf
Required
466 n/a 3.2 SECURITY n/a
467 Security Any cloud-based solution components shall have attained a Federal Risk and Authorization Management Program (FedRAMP) Authorization To Operate (ATO) at a Federal Information Security Management Act (FISMA) Moderate level. at a minimum.
https://www.fedramp.gov/
Required
Attachment 23 - 46
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Technical Requirement Notes Required/
Desired
Response Code
Comments
817 Security Any non-cloud-based solution components shall either comply with the Federal Information Security Management Act (FISMA) moderate level at a minimum (per National Institute of Standards and Technology (NIST) SP 800-53 rev 4) OR comply with the American Institute of Certified Public Accountants (AICPA) Statement on Standards for Attestation Engagements (SSAE) No. 16, Service Organization Control (SOC) 2 standard.
http://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-53r4.pdf
Required
468 Security The solution shall comply with the Health Information Technology for Economic and Clinical Health (HITECH) Act.
http://www.healthit.gov/policy-researchers-implementers/health-it-legislation
Required
469 Security The solution shall meet or exceed federal substance use disorder confidentiality requirements of 42 CFR Part 2.
https://www.ecfr.gov/cgi-bin/text-idx?rgn=div5;node=42%3A1.0.1.1.2
Required
470 Security The solution shall comply with the authentication credentialing requirements as included in the U.S. Drug Enforcement Administration (DEA) Interim Final Rule, and applicable NYS authentication and identity assurances standards.
https://www.deadiversion.usdoj.gov/fed_regs/rules/2010/fr0331.htm and https://its.ny.gov/eiso/policies/security
Required
471 Security The solution shall require users to satisfy multi-factor authentication technology certified by the DEA, compliant with NIST 800-63 Authenticator Assurance Level 3, prior to accessing data.
Required
472 Security The solution shall comply with the NYS Enterprise Information Security Office, ITS Information Security Policies and Standards.
https://its.ny.gov/eiso/policies/security
Required
473 Security The solution shall leverage Security Assertion Markup Language (SAML) authentication to support integration with NYS authentication and authorization services.
Required
Attachment 23 - 47
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Technical Requirement Notes Required/
Desired
Response Code
Comments
474 Security The solution shall enable authorized OASAS users to lock non-administrative access to system components in the event of a suspect incident or security breach.
Required
476 Security The solution shall provide a customizable User Access Management capability that enables authorized users to assign user access by role, region, and/or location.
Required
478 Security The solution shall ensure that audit logs are never altered.
Required
479 Security The solution shall store audit logs on a server separate from the system that generates the log.
Required
483 Security The solution shall provide the ability for all modules the end-user is authorized to use to be accessed through one sign-on into the system.
Required
487 Security The solution shall enable individuals and guardians to request to amend their record in the EHR in accordance with applicable HIPAA requirements and applicable Federal rules established by the Department of Health and Human Services.
Required
488 Security The solution shall enable users to document a provider's response to an individual's record amendment request in accordance with applicable HIPAA requirements and applicable Federal rules established by the Department of Health and Human Services.
Required
490 Security The solution shall comply with Federal HIPAA security standards.
Required
491 Security The solution shall comply with Federal HIPAA privacy standards.
Required
492 Security The solution shall comply with the Statewide Health Information Network for New York (SHIN-NY) Security and Privacy Policies.
https://www.health.ny.gov/technology/regulations/shin-ny/
Required
493 n/a 3.3 SYSTEM INTEROPERABILITY n/a
Attachment 23 - 48
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Technical Requirement Notes Required/
Desired
Response Code
Comments
494 n/a 3.3.1 System Interoperability Standards and Functions
n/a
495 System Interoperability - Standards and Functions
The solution shall support Health-Level Seven (HL7) Primary Standards.
Required
496 System Interoperability - Standards and Functions
The solution shall support HL7 Foundation Standards. Required
497 System Interoperability - Standards and Functions
The solution shall support HL7 Clinical and Administrative Domains.
Required
498 System Interoperability - Standards and Functions
The solution shall support HL7 EHR Profiles. Required
499 System Interoperability - Standards and Functions
The solution shall support HL7 Rules and Reference Standards.
Required
502 System Interoperability - Standards and Functions
The solution shall support ICD-9-CM diagnoses and coding.
Required
503 System Interoperability - Standards and Functions
The solution shall support ICD-10 and ICD-10-CM diagnoses and coding.
Required
504 System Interoperability - Standards and Functions
The solution shall support Diagnostic and Statistical Manual of Mental Disorders, Fifth Edition (DSM-5) codes.
Required
Attachment 23 - 49
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Technical Requirement Notes Required/
Desired
Response Code
Comments
505 System Interoperability - Standards and Functions
The solution shall support Diagnostic Related Groups (DRG) codes.
Required
506 System Interoperability - Standards and Functions
The solution shall support Logical Observation Identifiers Names and Codes (LOINC) for laboratory and clinical results.
Required
507 System Interoperability - Standards and Functions
The solution shall support Systematized Nomenclature of Medicine - Clinical Terms (SNOMED CT) (11 and 111).
Required
508 System Interoperability - Standards and Functions
The solution shall support Health Common Procedure Coding System/Current Procedural Terminology (HCPCS/CPT) (4 and 5) codes.
Required
509 System Interoperability - Standards and Functions
The solution shall support National Drug Codes (NDC).
Required
510 System Interoperability - Standards and Functions
The solution shall support RXNorm Medications Standards.
Required
512 System Interoperability - Standards and Functions
The solution shall support Ambulatory Patient Group (APG) billing codes.
Required
514 System Interoperability - Standards and Functions
The solution shall provide automated code translation between:
DSM-5 and ICD-9 SNOMED-CT to ICD-10
Required
Attachment 23 - 50
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Technical Requirement Notes Required/
Desired
Response Code
Comments
515 System Interoperability - Standards and Functions
The solution shall provide Evaluation and Management (E&M) coding advice to providers based on provided documentation.
Required
847 System Interoperability - Standards and Functions
The solution shall be compatible with Consent2Share. http://www.feisystems.com/what-we-do/health-it-application-development/consent2share/
Required
516 n/a 3.3.2 Interfaces n/a
518 System Interoperability - Interfaces
The solution shall enable users to send and receive faxes (for referrals, discharge summaries, etc.).
Required
519 System Interoperability - Interfaces
The solution shall support industry accepted import/export web service and SFTP interface standards.
Required
830 System Interoperability - Interfaces
The solution shall enable users to import or export Comma-Separated Value (CSV) formatted files.
Required
520 n/a 3.3.2.1 Managed Care Organizations (MCOs) n/a
521 System Interoperability - Interfaces
The solution shall enable users to exchange an individual’s medical data with other Managed Care Organizations (MCOs).
Required
522 n/a 3.3.2.2 Regional Health Information Organizations (RHIO) or Qualified Entities
n/a
523 System Interoperability - Interfaces
The solution shall enable users to exchange an individual’s medical data with other health providers via New York State’s Health Information Exchange, the Statewide Health Information Network for New York (SHIN-NY).
http://www.health.ny.gov/technology/technical_infrastructure.htm
Required
Attachment 23 - 51
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Technical Requirement Notes Required/
Desired
Response Code
Comments
524 System Interoperability - Interfaces
The solution shall enable users to connect to and download medication history from Regional Health Information Organizations (RHIOs).
Required
650 n/a 3.3.2.3 Client Data System (CDS) n/a
659 System Interoperability - Interfaces
The solution shall validate admission and discharge data upon completion of the information and prior to submitting data to the CDS.
Refer to Batch Process File Specification located at https://apps.oasas.ny.gov/
Required
658 System Interoperability - Interfaces
The solution shall enable users to resolve admission and discharge data errors received from the CDS.
Refer to Batch Process File Specification located at https://apps.oasas.ny.gov/
Required
660 System Interoperability - Interfaces
The solution shall enable users to provide an indication to the CDS of verified valid EHR data that the CDS has flagged as invalid.
Refer to Batch Process File Specification located at https://apps.oasas.ny.gov/
Required
651 System Interoperability - Interfaces
The solution shall transmit completed Client Admission Forms (PAS-44N) in batch mode to the CDS.
Refer to Batch Process File Specification located at https://apps.oasas.ny.gov/
Required
657 System Interoperability - Interfaces
The solution shall transmit completed Patient Discharge Forms (PAS-45N) in batch mode to the CDS.
Refer to Batch Process File Specification located at https://apps.oasas.ny.gov/
Required
825 n/a 3.3.2.4 Secure Messaging n/a
584 System Interoperability - Interfaces
The solution shall provide users the ability to send secure messages/alerts to other authorized users of the system, as allowed by 42 CFR Part 2 and HIPAA.
Required
Attachment 23 - 52
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Technical Requirement Notes Required/
Desired
Response Code
Comments
822 System Interoperability - Interfaces
The solution secure messaging capability shall interact with external providers and organizations, including primary care, behavioral health, social services, health homes and payer plans, as allowed by 42 CFR Part 2 and HIPAA.
Required
823 System Interoperability - Interfaces
The solution secure messaging capability shall support the exchange of patient clinical data, including Consolidated-Clinical Document Architectures (C-CDAs), clinical assessments, and progress notes, as allowed by 42 CFR Part 2 and HIPAA.
Required
824 System Interoperability - Interfaces
The solution direct messaging capability shall support National Health Information Network (NHIN) Direct Messaging, as a minimum, in adherence with Federal and State privacy policy standards, as allowed by 42 CFR Part 2 and HIPAA.
Required
525 n/a 3.3.3 Usability n/a
526 System Interoperability - Usability
The solution shall conform to the New York State Accessibility Standards.
https://executiveorder38.ny.gov/sites/default/files/NYS-P08-005.pdf
Required
529 System Interoperability – Usability
The solution shall enable authorized users to grant or remove user access in response to OASAS needs.
Required
530 System Interoperability - Usability
The solution shall track (date/time) when a user was granted access, when user access was modified, or when user access was revoked.
Required
531 System Interoperability - Usability
The solution shall enable users to "attach" documents (PDFs, Documents, Spreadsheets, Images, etc.) to an individual's record. The ability to attach documents may not replace the functionality of the EHR. The EHR is expected to automate health and care coordination to the extent possible; therefore, documents should be appended to the record only when necessary.
Required
Attachment 23 - 53
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Technical Requirement Notes Required/
Desired
Response Code
Comments
532 System Interoperability - Usability
The solution shall enable users to search attachments containing narrative.
Required
533 System Interoperability - Usability
The solution shall enable users to store attachments in user-defined document management categories/groups for ease of access.
Required
534 System Interoperability - Usability
The solution shall enable authorized users to define document management categories/groups.
Required
535 System Interoperability - Usability
The solution shall require users to provide e-signatures on forms when necessary and according to billing rules.
Required
536 System Interoperability - Usability
The solution e-signature capability shall comply with HIPAA, HITECH, Meaningful Use standards, CMS requirements, and the NYS Electronic Signatures and Records Act (ESRA) Regulation.
https://its.ny.gov/Policy/ESRARegs
Required
537 System Interoperability - Usability
The solution shall provide users a "Contact Us" link so they can message/email OASAS "Super Users" with any technical questions or concerns.
Required
538 System Interoperability - Usability
The solution shall interface with OASAS-provided scanners.
Required
539 System Interoperability - Usability
The solution shall provide an Optical Character Recognition (OCR) capability.
Required
540 System Interoperability - Usability
The solution shall provide a scanned document indexing capability.
Required
541 System Interoperability - Usability
The solution shall interface with OASAS-provided signature pads.
Required
Attachment 23 - 54
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Technical Requirement Notes Required/
Desired
Response Code
Comments
542 System Interoperability - Usability
The solution shall provide users with information in the following languages: English, Haitian-Creole, Italian, Korean, Russian, Spanish, and Traditional Chinese.
http://www.governor.ny.gov/news/no-26-statewide-language-access-policy
Required
543 n/a 3.3.4 Workflows and Alerts n/a
544 System Interoperability - Workflow
The solution shall enable authorized users to define and customize workflow processes and work queues.
Required
545 System Interoperability - Workflow
The solution shall assist users with completing pre-defined work steps.
Required
546 System Interoperability - Workflow
The solution shall enable users to view all chart activity for a patient since they last worked on the chart.
Required
547 System Interoperability - Workflow
The solution shall enable multiple users to simultaneously/concurrently view an individual’s record.
Required
548 System Interoperability - Workflow
The solution shall enable users to simultaneously/concurrently view multiple individuals’ records.
Required
549 System Interoperability - Workflow
The solution shall provide a workflow capability that includes an inbox for users.
Required
550 System Interoperability - Workflow
The solution shall enable users to assign a priority to messages/alerts (High Importance, Low Importance, etc.).
Required
551 System Interoperability - Workflow
The solution shall enable users to create personal to-do lists based on their job roles.
Required
552 System Interoperability - Workflow
The solution shall enable users to schedule an individual's appointment time.
Required
553 n/a 3.3.5 Reporting n/a
Attachment 23 - 55
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Technical Requirement Notes Required/
Desired
Response Code
Comments
554 System Interoperability - Reporting
The solution shall provide a dashboard capability that provides functionality at multiple user levels.
Required
555 System Interoperability - Reporting
The solution shall enable users to save forms or screens to PDF files.
Required
556 System Interoperability - Reporting
The solution shall enable users to generate ad hoc reports.
Required
557 System Interoperability - Reporting
The solution shall enable users to store user-defined report specifications in a central report repository.
Required
558 System Interoperability - Reporting
The solution shall enable users to select data fields on which they want to report/query.
Required
559 System Interoperability - Reporting
The solution shall enable users to export query results to the following file formats: Microsoft Word, Microsoft Excel, and Text.
Required
560 System Interoperability - Reporting
The solution print capability shall provide page-formatting features.
Required
561 System Interoperability - Reporting
The solution print capability shall enable users to perform a minimum of two (2) levels of sorting in ascending and descending order.
Required
562 System Interoperability - Reporting
The solution print capability shall enable users to include the following in report page headers: report title, time run, date run and page numbers.
Required
563 System Interoperability - Reporting
The solution shall enable users to direct reports to a user-selected printer.
Required
564 System Interoperability - Reporting
The solution shall enable users to preview reports. Required
Attachment 23 - 56
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Technical Requirement Notes Required/
Desired
Response Code
Comments
565 System Interoperability - Reporting
The solution shall enable users to "print what you see" from the web browser.
Required
566 System Interoperability - Reporting
The solution shall enable users to print the entire health record for an individual.
Required
567 n/a 3.3.6 Data Entry and Editing n/a
568 System Interoperability - Data Entry
The solution shall provide users with word processing capabilities when editing text fields.
Required
569 System Interoperability - Data Entry
The solution shall provide spell check functionality in text fields.
Required
570 System Interoperability - Data Entry
Once data is entered into the solution, the solution shall populate the data in and across all modules to reduce the need for duplicate data entry. Data fields that carry over to multiple templates, forms, or screens should only be changed on the originating source document or form as applicable.
Required
571 System Interoperability - Data Entry
The solution shall detect missing required data on forms and alert the user.
Required
572 System Interoperability - Data Entry
The solution shall enable users to correct errors while retaining information about the correction(s).
Required
573 System Interoperability - Data Entry
The solution shall enable users to disable copy and paste functionality.
Required
574 System Interoperability - Data Entry
The solution shall enable users to create and save draft documents.
Required
575 System Interoperability - Data Entry
The solution shall provide a document management functionality that enables users to manage the creation, storage/retention, and control of documents.
Required
Attachment 23 - 57
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Technical Requirement Notes Required/
Desired
Response Code
Comments
576 System Interoperability - Data Entry
The solution shall enable authorized users to remove a document from an individual’s record if the document was erroneously attached to the record.
Required
577 System Interoperability - Data Entry
The solution shall enable users to query text included in image files.
Required
578 System Interoperability - Data Entry
The solution shall provide speech recognition capability that converts oral language to written text form that can be saved, accessed and reviewed, edited, emailed, or transmitted with command and control features.
Required
579 System Interoperability - Data Entry
The solution shall have the ability to capture dictation on a mobile device in an online or offline mode.
Required
580 System Interoperability - Data Entry
The solution shall have an option to dictate while navigating through an individual record.
Required
581 System Interoperability - Data Entry
The solution shall have a dictation management system with intelligent routing and tracking of the status of each dictation job.
Required
846 System Interoperability - Data Entry
The solution shall record the user name, date, and time for any changes to any record within the solution.
Required
582 n/a 3.3.7 General System Technology n/a
583 System Interoperability - General
The solution shall enable users to customize screen layout and views based on user preferences.
Required
585 System Interoperability - General
The solution shall enable authorized users to track training modules completed for each user.
Required
586 System Interoperability - General
The solution shall provide an online tutorial and/or help documentation on how to access and use the solution.
Required
Attachment 23 - 58
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Technical Requirement Notes Required/
Desired
Response Code
Comments
104 System Interoperability - General
The solution shall enable authorized users to maintain users.
Required
482 System Interoperability - General
The solution shall provide an offline function (functions on a PC/device during an internet outage with subsequent uploading of data) that enables users to complete whatever forms they are filling out and provides the capability to save it locally in their PC/device and subsequently upload and synchronize the information to the EHR once internet connectivity is restored.
Infrastructure for internet and network is a NYS responsibility
Required
587 n/a 3.4 SYSTEM PERFORMANCE AND RELIABILITY
n/a
588 System Performance and Reliability
The solution shall support a minimum of 200 concurrent users.
Required
590 System Performance and Reliability
The solution e-Prescribe capability shall allow for a minimum of 200 concurrent users.
Required
591 System Performance and Reliability
The solution shall be available to end users 24 hours per day, 7 days per week and 365 days per year.
Required
592 System Performance and Reliability
The solution shall achieve a system availability uptime of 99.7 percent 24 x 7 x 365 for service other than downtime for scheduled maintenance.
Required
593 System Performance and Reliability
The solution downtime shall not exceed four hours within a 24-hour period.
Required
Attachment 23 - 59
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
4. SERVICE REQUIREMENTS VERIFICATION MATRIXThe OASAS EHR RFP identifies the RFP Service Requirements. Table 3 provides the Service Requirements and contains the following columns:
Column 1, ID. Indicates a unique requirement identifier assigned by a Requirements Management tool. Column 2, Section. Indicates the requirement Section. The Section shall not be modified in a proposal. Column 3, Service Requirement. The Service Requirement shall not be modified in a proposal. Column 4, Notes. The Notes column shall not be modified in a proposal. Column 5, Required/Desired. Contains an indication of whether the requirement is Required or Desired. This column shall not be
modified in a proposal. Column 6, Bidder Acknowledgement (Y/N). This column should be updated for each requirement to indicate that the Bidder
acknowledges the requirement will need to be satisfied while under contract. Column 7, Comments. This column may include clarifying comments.
Bidders are expected to provide an updated version of Attachment 23 as part of their proposal indicating acknowledgement they will need to satisfy each service requirement stated in Table 3, Service Requirement Verification Matrix, when they are under contract.
Table 3, Service Requirement Verification MatrixID Section Service Requirement Notes Require
d/Desired
Acknowledgement
Comments
661 n/a 4.1 PROJECT INITIATION AND PLANNING
n/a
662 Project Initiation and Planning
The Contractor shall provide an initial Startup Schedule.
Required
663 Project Initiation and Planning
The Contractor shall provide a Project Implementation Plan.
Required
664 Project Initiation and Planning
The Contractor shall provide a Detailed Project Schedule.
Required
665 Project Initiation and Planning
The Contractor shall provide a Weekly Status Report Format.
Required
Attachment 23 - 60
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Service Requirement Notes Required/
Desired
Acknowledgement
Comments
666 Project Initiation and Planning
The Contractor shall provide a Project Management Plan, including the following:
Detailed Microsoft Project Plan and Schedule
Communication Plan Risk Management Plan Issue Management Plan Action Item Management Plan Requirements Management Plan Requirement Traceability Matrix
(RTM) Change Management Plan Quality Management Plan Staffing Plan
Required
667 Project Initiation and Planning
The Contractor shall provide security-related documentation and artifacts as requested.
Required
668 Project Initiation and Planning
The Contractor shall obtain approval from OASAS on the Project Management Plan prior to the consultant starting any work.
Required
669 n/a 4.2 ANALYSIS n/a
670 Analysis The Contractor shall provide a gap analysis of the desired EHR functionality to the existing COTS capabilities.
Required
671 n/a 4.3 SOLUTION DESIGN AND DEVELOPMENT
n/a
Attachment 23 - 61
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Service Requirement Notes Required/
Desired
Acknowledgement
Comments
672 Solution Design and Development
The Contractor shall provide a Design Specification Document that includes the following:
Specifications on the implementation of each requirement
Screen changes/mockups User stories or use cases Functional and non-functional
requirements changes Data dictionary changes Security impacts/changes Analysis of any effects that changes
could have on other areas of the EHR or other related systems, including how the change may affect staff workload, resources, or efficiency
Required
673 Solution Design and Development
The Contractor shall obtain approval from OASAS on the Design Specification Document prior to the consultant starting any work.
Required
674 Solution Design and Development
The Contractor shall provide a Technical Specification Document that includes the following:
End user devices and requirements Connectivity requirements Data flow diagram End-to-end interface configurations Transport mechanisms and protocols Network system configuration
(including recommended bandwidth requirements)
System performance capacities
Required
675 Solution Design and Development
The Contractor shall provide a Site and System Security Plan.
Required
Attachment 23 - 62
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Service Requirement Notes Required/
Desired
Acknowledgement
Comments
676 Solution Design and Development
The Contractor shall provide an Information Security Plan that follows the NYS Secure Systems Development Lifecycle (SSDLC). The SSDLC defines security requirements and tasks that must be considered and addressed within every system, project, or application that is created or updated to address a business need. The SSDLC is used to ensure that security is adequately considered and built into each phase of every system development lifecycle (SDLC).
https://its.ny.gov/secure-system-development-life-cycle-standard
Required
678 n/a 4.4 DATA CONVERSION n/a
679 Data Conversion The Contractor shall provide a Data Migration Plan that defines and maps the data to be migrated.
Required
680 Data Conversion The Contractor shall obtain OASAS and ITS sign-off on the Data Migration Plan prior to the consultant starting any data migration efforts.
Required
849 Data Conversion The Contractor shall perform data migration testing prior to the final migration of patient data.
Required
681 Data Conversion The Contractor shall migrate OASAS data as defined in the Data Migration Plan.
Required
682 Data Conversion The Contractor shall provide Data Migration Reports (Test Results and Exception Reports).
Required
683 Data Conversion The Contractor shall provide a Data Mapping of the source data locations and the destination data locations.
Required
684 Data Conversion The Contractor shall provide a Data Dictionary. Required
844 Data Conversion The Contractor shall perform data gap analysis, data cleansing, and provide recommendations for resolution of the data gaps, where applicable.
Required
685 n/a 4.5 TEST AND IMPLEMENTATION
n/a
Attachment 23 - 63
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Service Requirement Notes Required/
Desired
Acknowledgement
Comments
686 Test and Implementation
OASAS and ITS sign-off on the Implementation Plan shall be obtained prior to the Contractor starting any implementation efforts.
Required
687 Test and Implementation
The Contractor shall maintain multiple simultaneous separate application instances (i.e. development, test, quality assurance, production, and training).
Required
688 Test and Implementation
The Contractor shall successfully demonstrate that full system testing has been performed before changes are moved to production.
Required
689 Test and Implementation
The Contractor shall provide a Test Strategy. Required
690 Test and Implementation
The Contractor shall provide a Test Plan. Required
691 Test and Implementation
The Contractor shall provide Test Cases. Required
692 Test and Implementation
The Contractor shall provide Test Scripts. Required
693 Test and Implementation
The Contractor shall provide Test Results. Required
694 Test and Implementation
The Contractor shall provide a Bug Fix/Remediation plan.
Required
695 Test and Implementation
The Contractor shall provide updated Test Cases for Pilot Testing.
Required
696 Test and Implementation
The Contractor shall provide updated Test Scripts for Pilot Testing.
Required
697 Test and Implementation
The Contractor shall provide updated Test Results for Pilot Testing.
Required
698 Test and Implementation
The Contractor shall provide a Release Management Plan for Pilot Testing that follows the Information Technology Infrastructure Library (ITIL) Release Management processes.
Required
Attachment 23 - 64
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Service Requirement Notes Required/
Desired
Acknowledgement
Comments
699 Test and Implementation
The Contractor shall provide a Release Management Plan for Full Rollout for Statewide Implementation that follows the Information Technology Infrastructure Library (ITIL) Release Management processes.
Required
702 Test and Implementation
The Contractor shall perform solution upgrades through an established version control process.
Required
848 Test and Implementation
The Contractor shall provide staff onsite at OASAS throughout the User Acceptance Test (UAT).
Required
706 n/a 4.6 TRAINING n/a
707 Training The Contractor shall provide a Training Plan. Required
708 Training The Contractor shall provide a Training Schedule. Required
709 Training The Contractor shall provide Training Materials for class-room based training.
Required
710 Training The Training Plan shall address Pilot Testing. Required
711 Training The Training Plan shall address Full Rollout for Statewide Implementation.
Required
712 Training The Contractor shall provide online self-service tutorials for all training types.
Required
713 Training The online training modules shall be customized to address system customizations made to the solution for OASAS.
Required
714 Training The Contractor shall provide class-room based end-user training using a 'train the trainer' approach for up to thirty-six (36) OASAS staff trainers.
Required
804 Training The OASAS staff trainers shall be trained at three locations across the state (Rochester, Albany and New York City).
Required
805 Training The Contractor shall provide class-room based on-site administrator training for approximately six (6) OASAS staff.
Required
Attachment 23 - 65
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Service Requirement Notes Required/
Desired
Acknowledgement
Comments
806 Training The administrator training shall be conducted in Albany, New York.
Required
807 Training The Contractor shall provide annual class-room based “train the trainer” refresher training for approximately three (3) OASAS staff.
Required
808 Training The Contractor shall provide annual class-room based administrator refresher training shall be conducted for approximately one (1) OASAS staff.
Required
828 Training The refresher trainings shall typically be conducted in Albany, New York but the potential exists for these trainings to be conducted remotely.
Required
837 Training The Contractor shall provide web conference training for makeup sessions, refresher sessions, added functionality, solution updates, and new employee training, when necessary.
Required
720 Training The Contractor shall update training materials for any solution upgrades implemented through the version control process.
Required
721 n/a 4.7 CHANGE MANAGEMENT n/a
722 Change Management
The Contractor shall provide Change Requests for any changes.
Required
723 n/a 4.8 ONGOING SERVICES n/a
Attachment 23 - 66
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Service Requirement Notes Required/
Desired
Acknowledgement
Comments
724 Ongoing Services The Contractor shall provide Monthly Operational Status Reports detailing the operation of the EHR solution, including:
Detailed audit trails Lists of problems Results and actions taken to rectify
any errors or problems detected Contractor’s staff activities and time
expended Future action steps and potential
problems or issues and steps necessary to overcome and resolve any potential problems or issues
Maintenance/enhancement projects report
Required
741 Ongoing Services The Contractor shall update the solution annually to incorporate any applicable CARF changes.
Required
725 Ongoing Services The Contractor shall export all data from the EHR to an OASAS-selected format upon the end of the contract.
Required
726 Ongoing Services The Contractor shall destroy all data in the EHR solution only when directed by OASAS.
Required
700 Ongoing Services The Contractor-provided 2nd and 3rd Level Help Desk shall respond to calls within 15 minutes.
Refer to RFP Section 3.4.8.1 Technical Support and Help Desk Services
Required
701 Ongoing Services The Contractor-provided 2nd and 3rd Level Help Desk shall respond to calls 24x7x365.
Refer to RFP Section 3.4.8.1 Technical Support and Help Desk Services
Required
717 Ongoing Services The Contractor shall provide 24-hour 2nd and 3rd Level Help Desk support for technical problems.
Refer to RFP Section 3.4.8.1 Technical Support and Help Desk Services
Required
Attachment 23 - 67
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Service Requirement Notes Required/
Desired
Acknowledgement
Comments
718 Ongoing Services The Contractor shall provide 24-hour 2nd and 3rd Level technical support via the web.
Refer to RFP Section 3.4.8.1 Technical Support and Help Desk Services
Required
719 Ongoing Services The Contractor shall provide 2nd and 3rd Level e-mail technical support.
Refer to RFP Section 3.4.8.1 Technical Support and Help Desk Services
Required
727 n/a 4.9 SECURITY SERVICES n/a
728 Security Services The Contractor shall fully cooperate with OASAS, ITS and OASAS-contracted vendors to complete a vulnerability assessment.
Required
729 Security Services The Contractor shall be expected to subcontract with an industry-recognized security firm (agreeable to OASAS/ITS) to subject the solution (and the environment in which it is maintained and operated) to an independent third-party assessment to verify that it achieves either FISMA Moderate level or SOC II.
Required
730 Security Services The Contractor shall provide notification to NYS within two hours of any suspected breach of security involving an individual’s personal or health information.
https://its.ny.gov/eiso/breach-notification
Required
731 Security Services The Contractor shall fully comply with all current and future updates of the security procedures of OASAS, as well as with all applicable State and Federal requirements, in performance of this contract.
Required
733 Security Services The Contractor shall comply with Federal HIPAA security standards.
Required
734 Security Services The Contractor shall comply with Federal HIPAA privacy standards.
Required
Attachment 23 - 68
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Service Requirement Notes Required/
Desired
Acknowledgement
Comments
735 Security Services The Contractor shall comply with the NYS Enterprise Information Security Office, ITS Information Security Policies and Standards.
https://its.ny.gov/eiso/policies/security
Required
737 Security Services The Contractor shall comply with the Health Information Technology for Economic and Clinical Health (HITECH) Act.
http://www.healthit.gov/policy-researchers-implementers/health-it-legislation
Required
739 Security Services The Contractor shall schedule annual third-party security assessments that address the EHR security solution and consultant services according to the following:
NYS ITS Security Policies and Standards
HIPAA HITECH FedRAMP
Required
703 Security Services The Contractor shall provide backup and recovery routines for both programs and data.
Required
705 Security Services The Contractor shall provide an off-site disaster-recovery location.
Required
Attachment 23 - 69
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
5. OPTIONAL REQUIREMENT TRACEABILITY MATRIX Column 1, ID. Indicates a unique requirement identifier assigned by a Requirements Management tool. Column 2, Section. Indicates the requirement Section. The Section shall not be modified in a proposal. Column 3, Optional Requirement. The Optional Requirement shall not be modified in a proposal. Column 4, Notes. The Notes column shall not be modified in a proposal. Column 5, Required/Desired. Contains an indication of whether the requirement is Required or Desired. This column shall not be
modified in a proposal. Column 6, Response Code. This column should be updated for each requirement to indicate if the capability currently exists within the
proposed solution. Enter a response code from the list below.
Response Code Description
Existing Proposed solution satisfies the requirement
Configuration Proposed solution will require configuration to satisfy the requirement
Customization Proposed solution will require customization to satisfy the requirement
Column 7, Comments. For requirements with a Response Code of Configuration or Customization, this column should be updated to indicate where in the Bidder’s proposal that a description of how the Bidder proposes to satisfy this requirement is provided. This column may include clarifying comments.
Bidders are expected to provide an updated version of Attachment 23 containing the response code for each of the requirements in Table 4,Optional Requirement Traceability Matrix, as part of their proposal.
Table 4, Optional Requirement Traceability MatrixID Section Optional Requirement Notes Require
d/Desired
Response Code
Comments
435 n/a 5.1 TELEMEDICINE n/a
436 Telemedicine The solution’s telemedicine capability shall meet the standards set forth under HIPAA and HITECH policies.
Desired
437 Telemedicine The solution’s telemedicine capability shall meet OASAS guidelines on the practice of telemedicine.
OASAS Telemedicine guidelines are being
Desired
Attachment 23 - 70
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Optional Requirement Notes Required/
Desired
Response Code
Comments
developed and will be provided to the selected Bidder.
438 Telemedicine The solution’s telemedicine capability shall meet the requirements defined by the American Telemedicine Association (ATA).
http://hub.americantelemed.org/home
Desired
439 Telemedicine The solution’s telemedicine capability shall enable practitioners to connect with individuals via a secure audio and video session.
Desired
440 Telemedicine The solution’s telemedicine capability shall enable practitioners to document any services, including service codes, provided to an individual in the EHR.
Desired
441 Telemedicine The solution’s telemedicine capability shall record the following data for each session:
Start time End time Date Location where the individual (spoke
site) attended the session Location where the practitioner (hub
site) attended the session How the session was ended (hub site,
spoke site, connection loss, other)
Desired
442 Telemedicine The solution’s telemedicine capability shall restrict users from sharing session information via any form of social media.
Desired
443 Telemedicine The solution’s telemedicine capability shall enable providers to bill for services provided.
Desired
444 Telemedicine The solution’s telemedicine capability shall enable users to choose to record or not record sessions.
Desired
445 Telemedicine The solution’s telemedicine capability shall enable users to manage sessions.
Desired
Attachment 23 - 71
NYS Office of Alcoholism and Substance Abuse Services Request for Proposals EHR for State-Operated Addiction
Treatment Centers RFP #17109
ID Section Optional Requirement Notes Required/
Desired
Response Code
Comments
446 Telemedicine The solution’s telemedicine capability shall enable users to monitor sessions.
Desired
838 n/a 5.2 1ST LEVEL HELP DESK SUPPORT
n/a
839 1st Level Help Desk Support
The Contractor -provided 1st Level Help Desk shall respond to calls within 15 minutes.
Refer to RFP Section 3.4.8.1 Technical Support and Help Desk Services
Desired
840 1st Level Help Desk Support
The Contractor-provided 1st Level Help Desk shall respond to calls 24x7x365.
Refer to RFP Section 3.4.8.1 Technical Support and Help Desk Services
Desired
841 1st Level Help Desk Support
The Contractor shall provide 24-hour 1st Level Help Desk support for technical problems.
Refer to RFP Section 3.4.8.1 Technical Support and Help Desk Services
Desired
842 1st Level Help Desk Support
The Contractor shall provide 24-hour 1st Level technical support via the web.
Refer to RFP Section 3.4.8.1 Technical Support and Help Desk Services
Desired
843 1st Level Help Desk Support
The Contractor shall provide 1st Level e-mail technical support.
Refer to RFP Section 3.4.8.1 Technical Support and Help Desk Services
Desired
Attachment 23 - 72