LifePath Systems EHR Request for Proposals RFP Vendor Q&A

Transcription

1 Vendor a. 1. Is the ability to access the software through a mobile app both connected and disconnected from the internet a requirement? It is highly desirable but not a requirement. 2. You have listed a total of approximately 350 users of those 350 are any part-time employees working 15 hours or less? If so, how many? Of the 350 users of the workforce approximately 15 work less than 15 hours per week. 3. How many prescribers do you currently have? Of those, how many prescribers for controlled substances? We have 44 licensed prescribers. All 44 are licensed to prescribe controlled substances. 4. Do you provide residential services? If so, how may beds? Yes. We have 22 beds in Crisis Respite and 24 beds in IDD. 5. How many different forms does LifePath anticipate using with a new software? We estimate approximately 500 forms. Vendor b. 6. Is LifePath an IDD Provider and Authority? Yes. LifePath is an IDD Provider and Authority. 7. Do you currently have a Data Warehouse? Yes. We currently run SQL Server 2008 R2 Enterprise Database server. 8. Do you currently use a Business Intelligence tool such as Tableau? No. We do not currently have any BI tools implemented. 9. Do you currently provide any Primary Care services? No. We do not currently provide any Primary Care Services. However, it is very likely that we will in the future. 10. Can you please provide an approximate number of people that would need a disconnected option? This is for folks that are in the field and consistently have instances where they do not have internet access. Approximately 50 staff in BH will provide some type of field based service (direct service provision and/or auditing). We have approximately 35 field based users in IDD. We have approximately 95 field based users in ECS. It is unknown how many of these will have issues with connectivity or frequency.

2 11. Are you attesting for Meaningful Use? No. We are not currently attesting for Meaningful Use. LifePath Systems 12. Do you currently use a Clearinghouse for 270/271 s? If so, which one? No. We use the BECA program purchased from Tejas Health Solutions to run a 270/271 file to TMHP Medicaid. However, we will consider a clearinghouse going forward. 13. What labs would you like to send orders to and receive results electronically from? We would like to receive lab results from CPL, Quest and Lab Corp. 14. How many Prescribers do you have? We have 44 licensed prescribers. All 44 are licensed to prescribe controlled substances. 15. Do you use the DLA-20 and if so, do you use it for Adults and Youth? No. We do not use DLA-20. Vendor c. 16. Your RFP states 175 concurrent users but our EHR software is priced per provider. How many providers does your group have? Number of physicians, PAs, NPs, etc.- We have 12 physicians and 1 ANP. However, we have other providers who will access our ehr as contractors, utilization managers, subject matter experts, etc. An exact number is not available. 17. Please clarify: At the present time we do not anticipate changing vendors for Early Childhood Services (ECS). However, I also found the requirements below for the software. Please clarify if this section still applies since no change is planned for ECS. We currently have a stand-alone ehr for ECS. It would be desirable to have all operating divisions on a single ehr platform. 18. What are some of the key reasons why you are changing EHR software packages? Our current vendor is transitioning to a new cloud based platform. Given the magnitude of the change we believe it is prudent to consider alternative vendors. We have been with our current vendor 20 years. 19. Please clarify: Ability for report information to be exported to CSV, Excel, Text, PDF, VPE, to screen for preview, and to a printer. Are you referring to Photoshop files? No, we are not referring to Photoshop files. We need to download in commercially available formats in order to prepare various cost reports, key performance measurements, etc. 20. Are we to assume when you ask for an interface that the other party has already committed to providing one? N/A

3 21. Does LifePath currently own the rights to the assessments included in the RFP or are we to provide the copyrights? Vendors should assume that they will not have to provide copyrights for assessments. 22. Business 015 Do you currently text the patient when the provider is ready? Clarification on what you want here please. Is it like a restaurant -- your-table-is-ready system? No, we do not currently text patients when the provider is ready. 23. We typically suggest a train the trainer program to save your group on training costs. Is this program acceptable or do you want our team to train all users? We are willing to consider both train the trainer and full workforce training alternatives. 24. What is the name and version of your current Practice Management (PM) software that you want us to interface to? Cerner Community Health Vendor d. Vendor e. Vendor f. NO QUESTIONS NO QUESTIONS 25. What is your established budget range? We are currently in the budgeting process and numbers are not yet available. 26. Do you employ Primary Care Providers and/or integrate with Primary Care providers? This is related to BILL-020-Support billing for primary care and behavioral health, and injectables and the ability to bill based on the diagnosis associated with the service provided and IC 004-Coding and billing that supports primary health care. We anticipate adding primary care providers in the near future. 27. How many Mental Health doctors will be documenting services that require E&M coding? We have 12 physicians and 1 ANP. 28. Do you currently connect with an HIE, if yes please provide details/name. No. We do not currently connect with an HIE.

4 29. Would you provide a list of your 1115 waiver metrics? Our 1115 metrics are: Steward Name NQF 0028 Tobacco Use & Screening NQF 0097 Medication Reconciliation NQF 0421/ 2828 BMI Adults NQF 0576 Follow-Up After Hospitalization for Mental Illness Schizo PCP Risk Assessment Psychosocial Schizo Housing Schizo ILS NQF 1365 Suicide C/A NQF 2152 Alcohol Use NQF 0104 Suicide Adult SAMHSA/CCBHC Time to Eval SAMHSA/ CCBHC Time to Eval - Average NQF 2803 Tobacco Adolescents 30. Number of prescribers and support staff for prescribers? We have 44 licensed prescribers and 35 clinical support staff. 31. Number of claims processed per month? We process approximately 8,000 claims per month. 32. How many staff will need to access the system offline, while in the field? Approximately 50 staff in BH will provide some type of field based service (direct service provision and/or auditing). We have approximately 35 field based users in IDD. We have approximately 95 field based users in ECS. 33. Please describe your current Telehealth process and how you want the system to support it? We currently use Telehealth in both clinic locations and our Crisis Center. We anticipate expanding Telehealth into some field based service delivery. 34. Has your revenue changed from 26.5 million per your 2016 annual report? Yes. Fiscal year 2019 revenue is anticipated to be approximately $40 million. Vendor g. LifePath Systems Information and Clinical Process 35. Is the total needed named users 356? Yes. That is the assumption you should use for your proposal.

5 36. How many eprescribers will LifePath Systems need to access the new EHR? We have 44 licensed prescribers. All 44 are licensed to prescribe controlled substances. 37. How many active clients does LifePath Systems serve? How many services are provided monthly? We currently serve approximately 3,200 per month in BH, 1,600 per month in IDD, and 1,000 per month in ECS. 38. List of clinical programs and services provided/billed to clients Please refer to the attachment at the end of this document for a description of services and programs. 39. Does LifePath Systems anticipate data needing to be migrated only from its current system or from other sources, such as the internally developed databases? Only from our current ehr. 40. Related to the list of assessments beginning on page 15, if a stock system component/screen can substantially meet the same documentation requirements for assessment instruments, is this approach acceptable as a substitute for custom building certain documents/assessments? Some modification may be acceptable. It will depend on the form and the amount of modification. 41. Related to BH-028, does this requirement reference the list of assessments beginning on page 15, or additional assessments not included in the list beginning on page 15? While it specifically refers to assessments identified in the RFP, we also anticipate adding new and improved assessments over time. 42. Related to ECS-002, regarding Battelle Developmental Inventory and other standard assessment instruments, are all desired instruments in the public domain? No 43. Related to BH-018, which lab providers does LifePath have contracts with? We would like to receive lab results from CPL, Quest and Lab Corp. 44. Related to BH-019 and FUNC-020, what is the volume of scanned documents anticipated on a perclient basis, either on a per-month/year basis or per-client total? We are unable to provide an accurate calculation on this basis. 45. Related to BILL-005, can additional information be provided relating to the cards and available card readers? Is LifePath currently using card readers and scanning insurance cards into its current system? If so, what information is currently read from the card? We currently scan for complete insurance information.

6 Billing and Financial LifePath Systems 46. Who are LifePath Systems primary payers, contracts and funding sources? Our funding is primarily by the Texas HHSC and Medicaid. We also receive funds from Collin County and other third party payers including insurance companies. 47. Description of current invoicing including paper invoices, standard EDI, proprietary electronic formats or other means. We are currently paper based but hope to significantly improve process going forward. 48. Related to BILL-024, is LifePath able to provide the number of direct submit 837s it currently transmits to its payers? Yes, through a clearinghouse. 49. Related to BILL-035, is it acceptable to utilize our integrated clearinghouse, Change Healthcare/Emdeon? It will depend on the fees charged. EHR Implementation Process 50. Desired implementation length and Go Live date We anticipate implementation will begin on or before January 1, 2019 with a go-live date of September 1, Do you have defined implementation goals or implementation deliverables? Implementation goals are to meet the dates listed above. Implementation deliverables will be determined based on the vendor selected. 52. Do you have a desired roll-out plan? Pilot project, phased roll-out, all at once, etc.? We are agreeable to considering various alternatives. 53. Have you defined your project team and members (e.g., project manager, clinical, billing, QA, IT)? Yes. 54. Training issues - end user vs train the trainer The training may be either end user or train the trainer. This decision will be a function of the training curriculum offered and the quality of the training materials.

7 Interfaces and Other Requirements LifePath Systems 55. Related to ECS-009, can additional information and/or specifications be provided regarding the structure/format and method of data exchange with the T-KIDS system? As the local Authority for BH and IDD, and a provider of services for BH, IDD and ECS, we are required to provide various data feeds to Texas HHSC. EHR vendors who are not familiar with the Data Use Agreement (DUA) and authorization process required by Texas HHSC should contact HHSC for details. 56. Related to TECH-012, does LifePath require an interface with a HIE and if so, which one(s)? Yes. Although we do not currently feed data to an HIE we require the ability to do so in the future. 57. Are you planning on using our EHR to obtain Meaningful Use incentive funds? No. We are not currently attesting for Meaningful Use. However, it will be used for 1115 waiver measures and MIPS. 58. Related to FUNC-020/021, does LifePath anticipate migrating existing scanned documents (nontable data) into the new EHR? If so, can more information be provided regarding how this data is currently stored and the volume of existing data to be migrated into the new system? Volume per client varies; however, current storage is approximately 150GB (275,000 documents) plus 1.75GB (10,800 client photos). 59. Related to TECH-013, can additional information/requirements be provided about specific integrations with third-party systems which the vendor will be required to support during the implementation? As the local Authority for BH and IDD, and a provider of services for BH, IDD and ECS, we are required to provide various data feeds to Texas HHSC. EHR vendors who are not familiar with the data use agreement and authorization process required by HHSC should contact HHSC for details. 60. Can you provide a clear list of all interfaces required to interface with either internal or external information systems? Is information available on the data structure and/or method of data exchange with these systems? As the local Authority for BH and IDD, and a provider of services for BH, IDD and ECS, we are required to provide various data feeds to Texas HHSC. EHR vendors who are not familiar with the data use agreement and authorization process required by HHSC should contact HHSC for details. Purchasing Process 61. Can you describe your purchasing and approval process? Who are the decision makers for purchasing an EHR? A recommendation by staff will be given to the Technology Committee of the Board of Trustees. The Board of Trustees will make the final decision.

8 62. Do you have a budget/ funding approved/allocated for this project? We are currently in the budgeting process for our fiscal year beginning September 1, Final numbers are not yet available. Interfaces and Other Requirements 63. Does LifePath Systems have any state-specific reporting requirements? Yes. As the local authority for both IDD and BH services, and as a provider of services funded through the State we have numerous state-specific reporting requirements. 64. Can you share which EHR vendors received your RFP? The RFP was published and we have no ability to track how many vendors ultimately received the RFP. Vendor h. NO QUESTIONS

9 Plano Outpatient Clinic 7308 Alma Drive Plano, TX Collin County MHMR (created in 1986) dba LifePath Systems (since 1999) Mission To serve individuals and families impacted by behavioral health, intellectual or developmental challenges, resulting in stronger communities. McKinney Outpatient Clinic 1515 Heritage Drive McKinney, TX Member Board of Trustees Non-Profit, Unit of local govern. One of 39 similar community centers in Texas Contracts with variety of govern. and private sources for funding Intellectual & Developmental Disabilities (IDD) - Offers a variety of supports to individuals with intellectual disabilities Early Childhood Services (ECI) - Helps babies and toddlers, birth to 3, with disabilities or delays in their development. Behavioral Health Services (BH) - Provides services for individuals aged 3 and up with mental health &/or substance abuse conditions What is Changing in Collin County? LPS chosen as BH Authority Current authority for ECI and IDD Funding for Medicaid to MCO Funding for Indigent to LBHA First Priority - Crisis Services - 24 Hour Crisis Hotline 1(877) EFFECTIVE January 1 st, Calls answered 24 hours a day / 7 days a week - Must be Accredited by the American Association of Suicidology - Goal is to deescalate the caller while collecting information in order to immediately activate and coordinate the mental health crisis response system. - Mobile Crisis Outreach Team EFFECTIVE January 1 st, Goals: prompt assessment in the community, stabilization in least restrictive environment, reduction of inpatient & law enforcement interventions - 5 Teams will be available during peak hours can be dispatched as a team or separately on call afterhours - Crisis Center EOU & CRU - Hospital Alternative - Requires MCOT assessment for Admission into EOU & CRU - Extended Observation Unit (EOU) - Crisis Respite Unit (CRU) - 8 bed locked unit - 14 beds - Capable of accepting APOWWs - Voluntary unit hour stay - Up to 7 day stay - After Hour Crisis Clinic - Crisis alternative to higher level of care (if not imminently dangerous); Individual may walk in at least one hour prior to closing of clinic. - Monday through Friday 6pm to 9pm Now Open! - Saturdays 12pm to 5pm Location: 7308 Alma Drive; Plano, TX How Will This Model Help? - Reduce the total number of crises & calls to law enforcement - Increased BH outpatient services - Offer less expensive alternatives to hospitalization - Priority on rapid BH interventions in Collin County Current BH Outpatient Services MH Services: - Psych Evals and Med Management - Psychotropic Meds - Counseling (incl play thrpy, CBT) - Psychosocial Rehabilitation - Skills Training - ACT - OCR - PASRR - Integrated Primary Care Services - Jail Diversion - Peer Supports SA Services: - Assessments - Counseling - Drug Screens - IOP - SOP Mental Health First Aid (8 Hour Training) Military Veterans Peer Network (MVPN) Local Authority Responsibilities - Open Access for Collin County: - Financial Eligibility - Client Benefits Program - OSAR Outreach, Screening, Assessment and Referral for SUD Services - Intake with a Licensed Counselor - YES Waiver Services - The Youth Empowerment Services (YES) Waiver provides comprehensive home and community-based mental health services to youth (ages 3-19th birth day) at risk of institutionalization and/or out-of-home placement due to a serious emotional disturbance (SED). The program provides flexibility in the funding of intensive community-based services and supports for youth and their families. - Planning and Network Advisory Committee (PNAC) Board of Trustee appointed advisory volunteer committee and is composed of consumers, family members, providers and interested citizens. The PNAC serves as a resource to LPS Board and provides formal recommendations regarding LPS s service delivery system and Provider Network, in the following areas - Needs & priorities for the County; Planning, budget, & contract issues; Processes for implementation of plans & contracts; & Provider Network development, design, management, & evaluation processes. - Implementation of a program for Texas Correctional Office on Offenders with Medical or Mental Impairments (TCOOMMI) - Continuity of Care - Contracting with Providers & establishing MOU s - Consolidated Local Service Plan (CLSP) includes all of the service planning requirements for LBHAs - Local Provider Network Development (LPND) Plan - includes a baseline data about services, contracts, provider availability and PNAC involvement and public comment. Active in a variety of Community Collaboration: - Collin County Courts - MH Court & Docket, Drug Court, Teen Court, Veterans Court - Collin County Sheriff - Local Police Department - Local Fire Dept. - Local Hospitals - Local MH and SA Providers - Collin County Probation - Independent School Districts - Various Community Stakeholders For more information contact Parimal Pete Kabira, Assistant Director for Behavioral Health Authority pkabira@lifepathsystems.org