Cloud-based Electronic Oral Health Record (EOHR)

Job: Cloud-based Electronic Oral Health Record (EOHR)

Location : Public Health Dental Program (PHDP) 2585 Merchants Row Blvd. Tallahassee Florida 32399

Client : State of FL Public Health Dental Program (PHDP)

CONTRACTOR/STAFF The Contractor must possess the following minimum qualifications and experience:

5.1. Contractor has a minimum of five years of verifiable experience maintaining electronic oral health record solutions as specified in Section 4.4 of Attachment A Scope of Work

5.2. Contractors employees/contractors have at least six years cumulative experience in Healthcare data standards such as Health Level Seven (HL7) Fast Healthcare Interoperability Resources (FHIR) or Clinical Document Architecture (CDA)

5.3. Contractors employees/contractors have at least six years cumulative experience in Health information privacy laws such as the Health Insurance Portability and Accountability Act (HIPAA)

5.4. Contractors employees/contractors have at least six years cumulative experience

in Application Programming Interfaces (APIs)

SERVICE TASKS: Contractor will perform the following tasks in the time and manner specified:

6.1.1 Provide a Cloud-based EOHR that provides at a minimum the following:

6.1.1.1 Patient demographics insurance information medical history dental charting periodontal charting x-rays intraoral photos documentation progress notes current conditions services to be provided treatment plan creation with patient signature and services completed.

6.1.1.2 Provide and generate operational financial compliance and customizable reports as required by the Department.

6.1.1.3 Automated text messaging and email reminders to clients based on scheduled appointments in compliance with HIPAA requirements and requirements as specified by the Department. Ensure the automated text messages and email reminders provide clients the ability to opt in and opt out. Ensure the clinic or appointment type is not disclosed.

6.1.1.4 Provide messaging report of responses for the automated text messaging and email reminders.

6.1.1.5 Provide user interface that enables the electronic ordering renewal and cancellation of medications including controlled substances 24 hours a day 365 days a year.

6.1.1.5.1 Maintain an active certification for the electronic prescribing of controlled substances as detailed in the Final Rule Electronic Prescribing for Controlled Substances Docket No. DEA-218 RIN 1117-AA61 as published in the Federal Register.

6.1.1.6 Integrates with existing CHD sensors phosphoretic plate processors and intraoral cameras as specified by the Department.

6.1.2 Within 60 calendar days of issuance of the purchase order with a Dental Location (as identified on Exhibit A) install the Cloud-based EOHR solution at that Dental Location. Ensure each Dental Locations sensors phosphoretic plate scanners and intraoral cameras are connected to the Cloud-based EOHR solution upon installation of the Cloud-based EOHR solution. Maintain the Cloud-based EOHR at that Dental Location throughout the Purchase Order term.

Within 30 calendar days of written request by the county health departments program manager of the Dental Location (as identified in Exhibit A) perform a migration of all existing patient records within CHD dental software applications to the Cloud-based EOHR as requested by the Department.

6.1.4. Conduct an online training for each Dental Location within ten business days of the installation of the Cloud-based EOHR. Online training may be provided to more than one Dental Location at a time.

6.1.5. Within ten business days of installation of the Cloud-based EOHR provide a recorded training to that Dental Location. Ensure the recorded training covers all aspects including troubleshooting of the Cloud-based EOHR.

6.1.6. Within ten business days of installation of the Cloud-based EOHR provide written instructions to that Dental Location. Ensure the written instructions covers all aspects including troubleshooting of the Cloud-based EOHR.

6.1.7. Provide the Dental Location access to the Cloud-based EOHR system within 10 business of installation of the Cloud-based EOHR.

6.1.8. Maintain an application uptime of 99.9% per month.

6.1.8.1. Response to system outage of business-critical impact within one hour of notification.

6.1.8.2. Response to system malfunction impacting users within four business hours of notification.

6.1.8.3. Response to non-urgent technical issues within 24 business hours of notification.

6.1.8.4. Response to general informational inquiries within 48 business hours of notification.

6.1.8.5. Resolution of system outage of business-critical impact within four hours of notification.

6.1.8.6. Resolution of system malfunction impacting users within one business day of notification.

6.1.8.7. Resolution of non-urgent technical issues within three business days of notification.

6.1.8.8. Resolution of general inquiries within seven business days of notification.

6.1.9. Provide customer support for the cloud-based EORH upon request via phone and online from 8:00 a.m. to 6:00 p.m. Eastern Standard Time Monday-Friday except state of Florida holidays. Ensure all customer support is provided from the continental United States. If the problem is unable to be resolved via phone or online provide in person onsite technical assistance as directed by the Department.

6.1.10. Develop and launch a Patient Upload Application Programming Interface (API) as follows:

6.1.10.1. As part of the Cloud-based EOHR develop standard messaging using RESTful API (HL7 v2.5.1 payload) to support the transfer of inbound client demographic data from the Departments HMS to the EOHR client chart.

6.1.10.2. Ensure the API has the ability to receive all demographic fields from the Department. Demographic fields include but are not limited to the following: first middle and last name preferred name date of birth HMS medical record number addresses (residence and mailing) telephone number communication preference billing consent direct messaging email HIPAA on file date HIPAA was signed.

6.1.10.3. Ensure the API has the ability to accept a standard HL7 merge message from HMS.

6.1.10.4 Coordinate with the Departments Office of Information Technology to conduct testing of the API as directed by the Department.

6.1.10.5. Coordinate with the Departments Office of Information Technology to conduct trouble shooting to the API as directed by the Department.

6.1.10.6. Launch the patient demographic API no later than May 31 2027.

6.1.11. Provide a statewide training for the API as directed by the Department.

6.1.12. Provide external (online or by telephone) technical assistance for the API as requested by the Department. Ensure all technical assistance is provided from the continental United States. If the problem is unable to be resolved externally provide technical assistance onsite and in person as directed by the Department.

6.1.13. Develop and launch standard messaging using RESTful API (HL7 v2.5.1 payload) that will support outbound client service information from the EOHR to the Departments HMS as follows:

6.1.13.1. Develop messaging to involve the Departments API to transmit service information from EOHR into the HMS with fields identified in Task 6.1.10.2 and including but not limited to program component CDT codes tooth numbers (including primary teeth permanent teeth and supernumerary teeth) service description and details (arch quadrant surface) service date service site per service service provider billing provider billing provider NPI client oral health status maternity status special health care needs appointment types and referral information.

6.1.13.2. Coordinate with the Departments Office of Information Technology to conduct testing of the API messaging as directed by the Department.

6.1.13.3. Coordinate with the Departments Office of Information Technology to conduct trouble shooting to the messaging as directed by the Department.

6.1.13.4. Launch the API messaging in 6.1.13.1 no later than August 31 2027.

6.1.14. Provide a statewide training for the API messaging as directed by the Department.

6.1.15. Provide external (online or by telephone) technical assistance for the API outbound messaging from the EOHR to HMS as requested by the Department. Ensure all technical assistance is provided from the continental United States If the problem is unable to be resolved externally provide technical assistance onsite and in person as directed by the Department.