Largesse Urban Hospital (LUHC) Web

Site RFPGordon Bleil, MDMichael Hunt, MD

Bonnie Livingston, RNWendy MacLeod, MD

LUHC Web Site Development

• Description, Purpose and Objectives of the Website

• Background of LUHC• Audience• Vendor Requirements and Instructions• Tools and Functionalities• Reporting Needs• Site Specifications• Available Technology/Resources/Integration

Issues• LUHC Staff Resources• Proposed Timeline• Format for Proposals• Minimum Terms and Conditions

Description• A new website is desired that can be

embraced by the user as a centralized portal for their healthcare.

• Highly competitive market • Nearly 3200 employees • Employee turnover large enough to justify

internet recruiting. • Our current website is little more than a

commercial, lacking the capability for interactivity or data capture.

• Steady decline in the number of hits to our current site in the past year, implying that people attain little from it.

Purpose• Improve LUHC market share from

4th-5th in our community • Provide more consumer-oriented

health information to attract new consumers

• Provide more online services to physicians and patients

• Attract highly qualified nurses and clinicians.

Objectives• Appointment scheduling • Medication ordering and tracking• Access to diagnostic results • PHR availability to patients• On-line forms and similar tasks • Decreased need for travel, phone

calls, or paper mailings. • On-line recruitment services

Background of LUHC• Metropolitan, tertiary level healthcare

facility with 352 licensed beds • Extensive outpatient clinics • Serving our portion of the city for over

80 years• Annual gross revenues of $751M (60%

inpatient and 40% outpatient).• Over 700 physicians and advanced

health care practitioners

Background of LUHC• Full range of primary health care

services for local and regional residents• Wide variety of technologies serving

patients through diagnostic studies. • Full time/full scope emergency

department• Medical offices in 3 surrounding

communities• Inner City Health and Wellness Center

with medically-based rehab programs• The Center is a health club option for

the community

AudienceStakeholder/Audience

Group Description Site Features Security Level

Patients Established individuals registered with a practice or the hospital

Only records specific to individual – vetted results, portal

Very limited, patient specific privileges

Professional Credentialed providers registered with the hospital

Patient, consult and order identified access, Peer review, Scheduling, portal, discussion board,

Provider access, record specific

C-level Administration

C-Level, Chief Informaticist, discussion board

Financial, human resources, general management

Administrative global – no patient specific data

General Administration

administrative staff with designated need, discussion board

Departmental access

Departmental – no patient specific data

General Staff employed individuals, discussion board

Departmental access

Departmental, patient access

General Public Any individual No secure access, SSL to Human resources

SSL for specific aspects

IT (only via VPN from ‘inside’)

System administrators

Access to all aspects System Administrator

Tools & Functionalities• Website must provide the tools needed

to accomplish the established goals• Defined by focus groups of anticipated

users• Focus groups brainstormed ideas,

clarified their scope to limit overlap, and prioritized them utilizing the Delphi method.

• Vendor will complete the Availability column, and the Comments column as needed.

• Spreadsheet Functionalities.xls

Tools & Functionalities• Availability will be defined as:•  Y – available out of the box• R – Available through Reporting tools• M – Modification possible• F – Future development planned (< 1

year)• T - third party functionality• N – Not available

Tools & Functionalities• Priority defined as :• H – high priority, mission critical• M – medium priority, not mission critical

but will likely adversely affect organizational performance if not available

• L - low priority, considered likely to improve performance but will not decrease current performance if unavailable

Functionalities.xls

Functionalities.xls

Functionalities.xls

Functionalities.xls

Reporting Needs►Number of visitors to website/click patterns

► Number of patients using site for: PHR, bill pay, accessing records, ordering meds, asking providers questions, making appointments, research, viewing quality results, surveys

► Number of providers accessing site for: research, quality results, view patient satisfaction, correspond with patients

► Number of job seekers accessing site to: search jobs, ask questions, apply

Site Specifications/Integration• High quality, consist graphics/language

• Adaptable to different browser types• Apache• E-commerce• EMR/Financial system interfacing• Compliance –

• section 508 (accessibility)• FTC (emails, advertising, consumer

privacy)• Controlled Substances Act – online

pharmacy

Staff Resources• LUHC

• Leadership• Steering Committee

• CEO, CMO, CNO, COO, CFO, Chairman of the Board

• Validate vendor selection• Chief Information Officer

• Chief Informaticist

Staff Resources• LUHC

• Enterprise Project Team• Core Team

• Dedicated subject matter experts• IT• Clinical

• Responsible for internal knowledge of technology

• Review Team• Representative co-workers from every clinical

and technical department• Validates functionality by end-user

perspective

Staff Resources• Vendor

• Project management and technical expertise

• Implementation Team• Technical Support• Website design• Website portal/interface development• Search tool for LUHC system services

Timeline

Proposal Format and Required Elements

• Vendor Biography• History• Leadership• Technical expertise

Proposal Format and Required Elements

• Website development process• Key milestones respecting proposed

phased implementation• Define technology to support the

website• Utilize legacy systems to augment the

website

Proposal Format and Required Elements

• Test and examine usability of functionality

• Training• Core Team• End users

• Detailed budget analysis

Budget• Budget is based upon improved market share

for LUHC, estimated up to 3M increased revenue.

• Vendor initial development costs phased in over the first year is limited to 0.5 - 1 M dollars.

• Ongoing maintenance charges will be budgeted separately.

•  Proposals should separately detail costs for each phase of the project

• Proposals should detail components which cannot be provided directly through the vendor but will require either a subcontractor, a separate vendor, or in-house development.  

Budget• Respondents are encouraged to

submit estimates of increased web traffic based upon their past experience with website development.

• Any proposals with a budget outside of the listed range are required to submit such information.

Terms and Conditions• Contract duration minimum of 6 mo• Vendor responsible for costs of RFP

preparation and demos• Vendor selection will be based upon RFP

responses as submitted – these constitute their ‘bid’

• Selection criteria determined by LUHC at its sole discretion

• Elements of the proposal will be incorporated into the contract, including performance standards

• Disclosure of third party relationships

Terms and Conditions (cont.)

• Adequate staffing, subject to LUHC approval• Appropriate corporate and EE insurance• Contractual liability/indemnity• Include quote for hardware, operating system,

infrastructure, and specific configuration• All information confidential and proprietary• Implementation methodology and Technology

transfer• Data mapping outline and documentation• Data integrity and audit

Terms and Conditions (cont.)

• Project management services• Resource identification including staffing and

dedicated employees• Define technology platforms• Provide detailed system requirements• Invoicing• Price protection• Software pricing

Attachments• Appendix A: Instructions to the Vendor

– RFPresponse.xls• Appendix B: Detailed system

requirements - Functionalities.xls • Appendix C: Vendor Questionnaire • Appendix D: Binder and Supplemental

Materials Instructions• Appendix E : Curriculum Vitae of

anticipated Project Manager and Staff

Questions?