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HS Practice v3

1. Total with recommended S W 21 957 Policies Travel Charges 35 per km Provide details relating to all potential travel charges Provide details relating to expenses hotel meals Expense Policy Charged to customer based on actual amount paid out payable on receipt etc Provide details relating to payments l e deposits Payment Policy 1 Terms 15 deposit balance over 12 months 2 Cash Payment prior to installation required terms etc Assumptions Demographics Conversion is from one of the software packages vendors listed in Profile Question 5 2 5b and includes all data from requirement 5 3 1d Training costs are based on profile questions 5 2 5d and 5 2 5e Customer needs to purchase all software hardware DSL circuits DSL Modems and Router VPN appliance will be supplied by others Vendor is required to connect CMS to router Server is scaled to provide for a minimum of 5 years storage of 15 000 patient records Setup for a locum is not required Phone lines required for lab fax etc are excluded Pricing Notes All pricing must include concurrent connections for all client side workstations i e at all times a user will be logged into the workstation and CMS on all workstations All prices exclude taxes n a CMS offering does not support the requirement that would require this component service incl Price is included in another component service provided by the vendor Monthly
2. Page 30 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Data Required Weight Y N d Medication M Y e Dosage M Y f Frequency M Y g Repeats M Y h Quantity M Y i Route W Y j Duration W Y k Long Term Medication Indicator W Y l Notes W Y m Patient Compliance W N 5 4 1 2 5 Laboratory Results History Data Required Weight Y N a Date Time of Test if provided by lab M Y b Laboratory Test Description M Y c Test Result M Y d Unit of measure M Y e Reference Range Normal M Y f Abnormal Indicator M Y g Physician s Notes W Y 5 4 1 2 6 Adverse Reaction History Data Required Weight Y N a Offending Agent W Y b Offending Drug Code W Y c Start Date W Y d Severity W Y e Adverse Reaction Type W Y f Notes W Y Page 31 of 55 Profile Version Date October 30 2003 5 4 1 2 7 Risk Factors Healthscreen Solutions Inc HS Practice v2 Data Required Weight Y N a Risk factor Ww Y b Exposure W Y c Age at Onset W Y d Start Date W Y e End Date W Y f Notes W Y 5 4 1 2 8 Alerts and Special Needs Data Required Weight Y N a Date Active W Y b End Date W Y c Alert Type W Y d Notes W Y 5 4 1 2 9 Family History of Disease Data
3. OntarioMD Product Profile Healthscreen Solutions Inc Component Name amp Version CMS Application HS Practice User Interface Microsoft Windows Database Management System Advantage Database by Extended Systems Server Operating System Microsoft Windows Server Professional Other Required Software First DataBank drug database Components Other Required Environment and Scanner Support Components Health Card reader Training Support for CMS Local Solution Specification Version 1 Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Contents CONTENTS ua danita A a succeves E seduce des2uaueduurzusude o DUDO lane AE 1 1 PURPOSE OF THIS DOCUMENT cccccsseceeesseeeeeeseeeeeenseeeeeeeeneeeseeeneaeseenneaeseenneaeseeesneaeseeseaesensees 2 2 DISCLAIMER caia a a A E A A RRA Ea 2 3 HOW TO READ THIS DOCUMENT cion iii cid 2 A TERMINOLOGY cacon td A tddi 4 5 PROFILES aa a ENEE a a AE rear ion T 5 5 1 E O 5 5 2 Vendor and product requirements ccesecceeeeseceeeeseneeseneneeeeeseneeeesencesenaeseeseseneeseseeseseseeseneeeeeneseneetegs 5 5 3 Functional Requirements ic at aa tain Si ae i chi i Ae ee 10 5 4 Data Requirements menopo ee Se es As 29 5 5 Interface REQUIFEMOENTS isi conocia ponia a e ia 36 5 6 information Technol0Jy oicaarnaia a pr eee eee cdi deen eee 36 6 PRICING SCENARIOS SPREADSHEE
4. Describe any recommended non CMS software to be installed on the server The following should not be entered in this response e DBMS captured under requirement 5 6 1e e Utilities and tools captured under 5 6 3C e Software required to meet CMS requirements such as Ad hoc query captured in 5 6 4b Terminal Services or Citrix for sites requiring remote access c What other tools and utilities e g Systems Management Monitoring Backup Audit Logging etc are required to implement the CMS on the server e All software must be included in the pricing in Section 6 Pricing Scenarios Spreadsheet pcAnywhere is required for additional training support and maintenance Tape backups are included in the hardware pricing scenarios as well as a modem Fax server is part of the Healthscreen program Labs provide their own communication software No other server software required 5 6 4 Client side Software Profile Requirements Vendor s Response a Specify the client operating system on which the certified offering will operate Need to specify all Operating System versions such as MS Windows 98 MS Windows 2000 Professional MS Windows XP Professional Windows 98 or higher Page 40 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Profile Requirements Vendor s Response b Specify any non CMS
5. OHIP claim is assigned by the OHIP following claims payment system W Y Parent Feath Number Accounting is id assigned by CMS or user e Patient name l to a claim e OHIP claim or Accounting Profile Requirements Vendor s Response q Supports recurring billings e g Yes Healthscreen can do this can be done as a batch billing physician sees same group of function patients for weekly visits at nursing home r Describe any other advanced error Items such as expiry date prior to submission DOB and OHIP checking your system provides number are checked s Supports inter provincial billing Yes 5 3 12 System Access Management Requirement Guidelines Weight Y N a CMS must store passwords in an This only applies to password managed by encrypted format CMS must applications Passwords stored and M y transfer passwords over a WAN in an managed by the operating system is encrypted format already considered encrypted and secure b CMS must allow for passwords that include Mixed case passwords M Y Passwords of 8 characters Alphanumerics Special characters Page 26 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Requirement Guidelines Weight Y N This applies to all passwords used by the c CMS must have the following ns CMS eluding ihSteperatna estem and all password management capabilities applications that can be d
6. g Ifa major software upgrade requires Yes generally Upgrades are covered by the annual service and data to be unloaded and reloaded support agreement Typically we have a utility that runs at the into the database will you do this clinic to convert the database if required free of charge for clients h Do you intend to issue routine We provide patches when necessary between upgrades Many maintenance changes or small fixes maintenance items such as Schedule of Benefits updates can be to your product in between major processed by clients without having to call Healthscreen product upgrades i Are routine maintenance changes or Yes if required Patches are generally distributed only to small fixes to your product distributed customers who use the particular functionality to existing customers j Is there an additional charge to No customers to receive routine maintenance changes or small fixes 5 2 4 Support Requirements Requirement Weight Y N a Provides CMS support from 8AM 8PM Monday through Thursday 8AM 5PM M y Friday and 9AM 2PM Saturday Eastern Time Zone b Provides CMS support 7 x 24 x 365 W Y Page 7 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Profile Requirements Vendor s Response c In which areas of Ontario will you Across the entire province We have customers in all corners of offer support for yo
7. 1024MB 73 GG SCSI server Server cannot be used as a workstation as per 5 6 2 Server s Hardware win 2000 5 lic Seagate tapedrive Server includes a backup device UPS is only required for Server s Router VPN UPS Applicance and DSL Modems Modems Fax Lab EDT U S Robotics Lan drops Patch Cables lan drops and patch cables 50 of each Hub Switch Patch Panels NetGear 24 port Subtotal Page 53 of 55 Profile Version Date October 30 2003 Supplied by Vendor Client Side Components Qnty Workstations 17 Monitors Operating System One time Capital Costs 41 148 Monthly Support Costs Description amp Support Offered 17 Zauru Crt monitors VT7500G P4 128MB 40 GB Anti Virus Software 3 600 Norton Health Card Readers 900 Posh MX32 hcv upgradable Scanner Network Printers Standard Laser Printer 1 620 4 350 HP ScanJet 5550C Lexmark Laser Network Printer Prescription Printer 500 Lexmark Inkjet Lab Requisition Printer Local Printers Inkjet 1 915 1 000 Epson LQ570E 24 pin dot matrix Lexmark Inkjet Label Printer Subtotal Supplied Recommended Software Qnty by Vendor Office Productivity Software 1 194 56 227 One time Capital Costs Monthly Support Costs Seiko Smart Label 1 Description amp Support Offered Accounting Software Real time Server Monitoring Et
8. Demographics Conversion 1 Y 1 000 See assumptions below Training 5 hrs Y 2 680 On site training 5 hours per site See assumptions below Subtotal 6 360 Total certified offering 138 051 Total with recommended S W 138 691 Policies Travel Charges 35 per km Provide details relating to all potential travel charges Provide details relating to expenses hotel meals Expense Policy Charged to customer based on actual amount paid out payable on receipt etc Provide details relating to payments l e deposits Payment Policy 1 Terms 15 deposit balance over 12 months 2 Cash Payment prior to installation required terms etc Assumptions Demographics Conversion is from one of the software packages vendors listed in Profile Question 5 2 5b and includes all data from requirement 5 3 1d Training costs are based on profile questions 5 2 5d and 5 2 5e Customer needs to purchase all software hardware DSL circuits DSL Modems and Router VPN appliance will be supplied by others Vendor is required to connect CMS to router Server is scaled to provide for a minimum of 5 years storage of 15 000 patient records Setup for a locum is not required Phone lines required for lab fax etc are excluded Pricing Notes All pricing must include concurrent connections for all client side workstations i e at all times a user will be logged into the workstation and CMS on all workstations All prices exc
9. Page 13 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Requirement Guidelines Weight Y N e Graphically presents lab results and normal reference ranges over time from a user selected test code Graph must show Test code s Test results Normal reference ranges W Y Test Dates e Scales must be appropriate to the data f Ina table format presents lab results over time from a user selected test Ww y code Table must show Test code s Test results Test Dates g Displays as data points user The use of mouse hovering or tool tips does selected patient medications or other not meet the requirement interventions directly on the graph W N identified in requirement e in this section h Prints lab summaries and A lab summary is a printed summary of lab explanations for patients inlanguage results in tabular or graphical format appropriate for patients grouped by test code An explanation can be provided via the X AS physician appending notes through the system or via templates that are specific to the test codes on the lab summary i Prints the demographic information Not required to fill check boxes for test for patient and physician in the requests before printing appropriate fields on the multi part Ontario Lab Requisition form W Y e If supported a Lab Requisition i e impact printer must be included in the pricing scenarios in Section 6 Pricing Scen
10. Required Weight Y N a Start Date W Y b Age at Onset Ww N c Diagnosis problem W Y d Treatment W N e Relationship W Y f Notes W Y 5 4 1 2 10 Attached Files Data Required Weight Y N a File type W Y b Date W Y c Note W Y Page 32 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 5 4 1 2 11 Attending Physicians Data Required Weight Y N a Physician Name W Y b Role Ww Y 5 4 1 2 12 Principal Physician one Data Required Weight Y N a Physician Name WwW Y b Role W Y 5 4 2 Data Management Requirement Guidelines Weight Y N An offering does not need to archive or a Patient Medical Record data need to be retained due to legislative purge data to meet this requirement requirements and retrieved on an as required basis If an offering does archive or purge data the system M Y must be able to retain data as per requirements at CPSO website www cpso on ca policies medicalrec htm b Each record in the EMR will include a Can be visible either on the chart or through date time stamp and userid for the an audit trail M Y update of that record Data do not need to be stored as discrete c Exports electronically the CMS data fields data may be derived into discrete elements as specified in the above fields on export Data Requirements section to a P a a ve This version of the CMS Local Solution prop
11. Safety and Insurance Board Page 4 of 55 Profile Version Date October 30 2003 5 PROFILE Healthscreen Solutions Inc HS Practice v2 5 1 GENERAL INFORMATION Each mandatory and weighted requirement in the CMS Local Solution Specification was evaluated separately 5 2 VENDOR AND PRODUCT REQUIREMENTS 5 2 1 Vendor Information Profile Requirements Vendor s Response What type of business are you e g public company sole proprietorship partnership etc In what year did you start business in the Health Information Technology industry Healthscreen Solutions Inc is a publicly traded company on the TSX venture exchange MDU 1990 In what year did you start to sell the Practice Management PMS component of your CMS offering In what year did you start to sell the Electronic Medical Record EMR component of your CMS offering Practice Management component 1995 Electronic Medical Record 1995 How many full time equivalent staff do you currently employ 16 How many full time equivalent staff currently sell your product How many full time equivalent staff are currently dedicated to supporting e g contact centre training maintenance your product How many full time equivalent staff are currently dedicated to product development or enhancement Page 5 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 P
12. attachments All data files used to meet other CMS Local requirements e g reporting requirements The log must include timestamp user ID application ID and data base operation Anonymous access for services installed and running on the server e g FTP Telnet Web is not allowed If the CMS does not require any additional services this requirement is then met Files created for the deliberate export of data e g 5 4 2c do not need to be audited If the database is encrypted when viewed by any user including administrator using any external tool this would meet the requirement 5 6 11 Encryption Profile Requirements Vendor s Response Does your system encrypt backup and archive files No Page 43 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 5 6 12 Workstation Security Requirement Guidelines Weight Y N a Provides a way to quickly lock a user workstation if left unattended e Must be quick for example a screen saver after 30 minutes is not acceptable e CMS data must not be accessible e Must preserve context when unlocked Entire workstation does not need to be locked Acceptable solutions are e User initiated lock e Screen lock with a timeout period b Ensures security when one User is logged on at multiple workstations e Must be able to log on to CMS through a second workstatio
13. concurrently i e in a single report p Able to search and report on ALL Does not include image data data and text fields in PMS and EMR concurrently i e in a single report w y e Able to search within text fields for partial matches q Can send documents e g referral Cannot use separate email system to send Ww N letters via email directly from CMS files saved from CMS must be integrated r User modifiable report templates for User modifiable can be satisfied by a data Practice Management PMS data filter row selection or adding removing a W Y are provided field column selection s User modifiable report templates for User modifiable can be satisfied by a data Clinical Management EMR data are filter row selection or adding removing a W Y provided field column selection Page 19 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Requirement Guidelines Weight Y N t User modifiable report templates for User modifiable can be satisfied by a data concurrent Clinical and Practice filter row selection or adding removing a W Y Management are provided field column selection u Creates patient letters directly from Letters can be produced in a batch or recall lists described in b to e in this individually section without another patient lookup W Y e Letters must meet requirements shown in 7 1 2 1 i ii and iii Profile Requ
14. notes that are Ww y tied to each document h CMS tracks referrals and providesa Reminder does not have to be on CPP reminder if outstanding Reminders Can be elsewhere on medical record must e Be visually distinct Cannot be only on task list w y e Bein patient record not work queue e Identify referral physician e Be able to be turned off at user discretion 5 3 7 Cumulative Patient Profile CPP Requirements Requirement Guidelines Weight Y N a Displays Cumulative Patient Profile clearly identifying the patient with M Y data from requirements b through f b Displays problem list M Y c Displays family history M Y d Displays allergies and adverse M y reactions e Displays medication summary Can show original or last renewal for M y frequent medications f Displays risk factors e g smoking Risks can appear under problems or alcohol lifestyle social history but need to be visually M Y Page 16 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Requirement Guidelines Weight Y N g CPP summary information can be Physician can select which medications automatically updated from show in CPP encounter data at physician discretion Medication renewals do not add to CPP e Must be able to manage one or more Physician can select which problems are M X sections of the CPP to reduce clutter added to the problem li
15. product Advantage Database Server is required The OS server software software that is required to install or has a built in backup program pcAnywhere in our standard setups operate the client software of your is required for support and some labs Other labs require provide certified offering e g Crystal different modem software Healthscreen has its own fax server Reports Office Automation Lab built in EDT requires no other software than Healthscreen Communication software EDT Communication software MS Access etc e All software must be included in the pricing in Section 6 Pricing Scenarios Spreadsheet c What other software products do you All sites that connect remotely should have anti virus software advise physicians to implement pcAnywhere is used for remote support Other software is not required since Healthscreen has its own word processor and other features are integrated and available within the application d What other software products are As far as we know all Windows based products will work on compatible with your CMS e g computers running Healthscreen Some clients use Dragon s Office suites accounting research Naturally Speaking voice recognition product for program operation analysis etc and data entry Some clients utilize report writers for specialized functions e What other software products do you Healthscreen resells pcAnywhere ADS server software Dragon sell that would be of additional N
16. record Page 20 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Requirement Guidelines Weight Y N f Work queue screens can be e g nursing physicians medical records w N customized for different roles etc g Supports automated generation of The requirement can be met by recall tasks recall tasks and patient follow up other than preventive care such as tasks to a work queue outstanding lab requests outstanding referrals etc The requirement is not met if a user must W N access the medical chart in order to see the task The due date may be scheduled by a physician or system process h Supports classification of task priority Priority can be indicated by Urgent Low W y etc or a priority checkbox i Automatically creates a task for past Running a query to generate tasks on all due targeted health maintenance applicable records is acceptable activities see 7 1 1 and assigns it to w y a work queue The tasks must be generated by the system not created by a user j Supports free form text notes that are W y tied to each task 5 3 10 Scheduling Requirements Requirement Guidelines Weight Y N a Integrates with billing component to The two elements will typically be patient ID avoid duplicate patient data entry and service date e Must transfer at least two of the l gt elements required to complete a billing b Able to open
17. the EMR component Supports direct manual entry of billing transactions Provides aged receivable listing Patient ID service date outstanding amount Includes all billing types not just OHIP Any aging buckets acceptable Can be any report to manage outstanding claims System maintains and uses historical OHIP fee schedule for the prior year Provides lookup of services and diagnoses by their codes and their descriptions Forces reconcilable disposition of all scheduled appointments i e provides a screen or report that lists patient appointments which have no billings User must take some action to remove unbilled appointments from the list Deleting appointments does not meet the requirement Supports direct third party billings with invoices which include at a minimum Physician name patient name or ID payor address service date service itemized amount s and total amount billed Able to be generated on demand Page 25 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Requirement Guidelines Weight Y N 0 Supports direct third party billings Receipts are not sufficient with statements e Physician name patient name or ID payor address service date service W Y itemized amount s amount paid balance e Able to be generated on demand p Supports billing lookup by each of the
18. Code Part of OHN M Y c Last Name M Y d First Name M Y e Second Name W Y f Title W Y g Sex M Y h Birth Date M Y i Language Preference Code W Y j Substitute Decision Maker WwW N k Emergency Contact W Y 5 4 1 1 2 Address Data Required Weight Y N a Address Type e g Business home etc W Y b Street Address M Y c Municipality M Y d Province State M Y e Country W Y f Canadian Postal Code i e A9A 9A9 M Y g Telephone Type e g Business Mobile Pager Fax etc M Y h Telephone Number M Y Page 29 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Data Required Weight Y N i Extension M Y j E Mail Address W Y 5 4 1 2 Patient Medical Data 5 4 1 2 1 Ongoing Health Conditions Data Required Weight Y N a Date of Onset W Y b Diagnosis W Y c Problem W Y d Notes W Y 5 4 1 2 2 Past Medical and Surgical History Data Required Weight Y N a Date of Onset Occurrence Incident W Y b Date Resolved Controlled W Y c Diagnosis problem W Y d Procedure Date W Y e Procedure Intervention W Y f Notes W Y 5 4 1 2 3 Immunization History Data Required Weight Y N a Date Immunized M Y b Date Refused M Y c Immunization Type M Y d Notes M Y 5 4 1 2 4 Medication History Data Required Weight Y N a Start Date M Y b End Date W Y c Prescription Written Date M Y
19. MB 73GB SCSI Server Win2000 Server 5 lic 1 512MB Upgrade Kit 1 73GB SCSI Hard Drv Upgrade 1 Intel Xeon 2 66GHz Upgrade 1 STT220000N Seagate 20 40GB Int Tape Drv 35 Win2000 cal lic 10 Terminal Server Lic 30 VT7500G P4 128MB 40GB Page 38 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Profile Requirements Vendor s Response 31 Azuru 17 Crt Monitors 3 HP ScanJet 5550C Scanner 5 Lexmark E321 Laser Printer 1 Slp100 Seiko Smart Label 1 2 U S Robotics 56K Fax Modem card 1 1MR814N NetGear Internet Router 1 1FS524N NetGear 24 port network switch Network wiring patch cables and UPS not included NetGear router has limited VPN capabilities and max 4 simultaneous remote connections SSH has promised to supply routers and firewalls d Removed Refer to requirement 5 6 1d e Will you sell the hardware required to Yes We can provide all hardware and software including servers run your solution and peripherals f As part of your CMS Local Solution No Customers can purchase their own hardware and networks or will you require customers to buy they can have us supply the entire solution We will assist them hardware from you with specifications if they choose to purchase from another hardware supplier g If you sell hardware yourself will you Yes Healthscreen supports all the hardware that it sells provide manufact
20. Support costs for the CMS Software as per CMS Local Specification l e 8AM 8PM Monday through Thursday 8AM 5PM Friday and 9AM 2PM Saturdays Eastern Time Zone All other support costs are subject to Vendor conditions and limitations Page 49 of 55 Profile Version Date October 30 2003 6 3 FOUR X TWO PHYSICIAN OFFICES Healthscreen Solutions Inc HS Practice v2 Healthscreen HS Practice v2 CMS Local Solution Pricing Matrix 4x2 physician offices 8 physician FHN 4 different geographic locations each with 2 physicians 3 support staff per physician office 4 exam rooms per Qnty Named CMS Software FTE Users Site physician office Physician Nurse Practitioner Nurse Receptionist Lab Interface Additional Software Subtotal CMS Server amp LAN Components Server Software Operating System s Supplied Qnty by Vendor One time Capital Costs 30 400 Monthly Support Costs 960 Description software and software installation 1 200 67 included included included included included included included included 175 31 775 One time Capital Costs 7 394 1 027 Monthly Support Costs pcAnywhere Description amp Support Offered Win2000 Server software lic For win2000 DBMS Database Management System s 6 900 Advantage Database Server software for 10 user lice
21. T cccceseeeceeeseeeeeeeseceeeeeenneeeeenseaeseensnaeseeeseaeseesseaaeseenenes 46 6 1 How to Read TiS Sect ON i a S araara a a a teh Aaaa aaa Sa E iai iea eTR 46 6 2 Solo mA ah AOT EE TA AE ET TE 47 6 3 Four x TWwo Physician Offices sitiada 50 6 4 Ten Physician Clinig icc nen A evens drei 53 Page 1 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 1 PURPOSE OF THIS DOCUMENT The purpose of this document is to provide physicians with a profile of this vendor s offering which has been certified against a set of baseline requirements documented as the CMS Local Solution Specification Version 1 The vendor s offering is a combination of their Clinical Management System application s server operating system user interface and database management system To receive certification a vendor must have 1 Signed the Vendor Representations and Warranties 2 Demonstrated that its offering contains all mandatory requirements and a minimum percent of the weighted requirements of the CMS Local Solution Specification including a minimum of one interface to a community laboratory and an EDT interface to MOHLTC This profile describes this vendor s offering at the point of time of certification and e should only be used to understand if specific functionality requested in the Specification does or does not exist in the offering e refers only to the specified version numbers of the var
22. Use LU codes for medications or DINs for drug interactions b Does your product support structured YES We provide ICD9 CA codes Most clients use ICD for both coding for problems If so provide Problems and Diagnoses In addition some clients use other the name s and version s proprietary systems that we support Healthscreen allows supported customers to add items to create their own customized libraries of Problems Finally Healthscreen allows users to simply enter free text if a diagnosis or problem cannot be found in any list c Does your product support structured YES Most users employ the codes used by the schedule of coding for interventions If so benefits however any other coding system can be entered in the provide the name s and version s field provided supported d Does your product support structured No coding for symptoms If so provide the name s and version s supported e Does your product support structured YES We utilize DIN numbers to support matching with drug coding for allergies If so provide allergies the name s and version s supported f Does your product support structured YES We use DIN numbers for adverse drug reactions coding for adverse reactions If so provide the name s and version s supported g Does your product support structured YES We have merged the ICD list with the Therapeutic coding for immunizations If so classification list to have a comprehensive listing W
23. a patient medical record directly from a scheduled appointment without having to M Y perform another search for the patient c Allows reason for visit to be recorded w y on appointment Page 21 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Requirement Guidelines Weight Y N Supports view of multi doctor schedule Must display two or more physicians per screen Appointment dates and times are synchronized on screen when scrolling Provides ability to flag appointments as critical visually distinct Colour coding is acceptable Supports searching for next available appointment by all of the following physician day of week time of day and appointment type Must be an online function not a report Schedule is printable as day sheet sorted alphabetically by patient name Schedule is printable as day sheet sorted chronologically Schedule is printable as day sheet sorted by chart number Supports pre configuration of schedule slots by physician e g larger blocks for full physicals block times for drop ins etc Supports wave booking i e planned periods of multiple appointments to a single start time Visually distinct Must be preplanned and configured Must be able to search for next available slot OR overbooking occurs only after the wave is full Ad hoc double booking does not meet the re
24. any hours of support staff 2 4 depending on role and level of familiarity with computers training do you recommend 5 2 6 Service Level and Implementation Requirements Matrix ae 2 cL 2 Profile Requirements 3 Su S Vendor s Response wa H G S 2 a Provides CMS support on your X Healthscreen s help desk is available 24 7 365 product from 8AM 8PM Monday through Thursday 8AM 5PM Friday and 9AM 2PM Saturday Eastern Time Zone b Provides CMS support 24 hours day X Healthscreen s help desk is available 24 7 365 7 days week 365 days year Page 8 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 0 o Bef 2 Profile Requirements 3 Sw ES Vendor s Response a e G of 25 c Provides remote support X Most of our support is provided remotely to reduce delay and downtime Help is never further away than a 1 800 phone call d In the future will you offer support for X Depending on the products and services probably SSHA products and services e In the event of a disagreement X between you and your customer will you support the notion of a dispute resolution process involving an independent mediator f Will you offer training to customers X Training is included in our price who acquire your CMS application g Will you offer other non CMS X We will provide training for the operating system
25. application training to your network and for certain 3rd party products such as customers Dragon Voice h Will you assist physicians in X As a part of our general installation we provide preparing a disaster recovery plan in assistance regarding backup and recovery but not the event of the loss of the system for disaster planning sabotage etc i Will you assist physicians in X We have a number of contingency options to preparing a business continuity plan ensure continuity and can assist clients in the event of a system disruption j Will you offer customers any X With proper planning this should not be an issue assurance or commitment to however a guarantee is not possible continuity of business in the event of a system disruption k Will you offer data conversion X For a nominal fee services to customers who already have patient demographic data stored electronically I Will you offer data conversion X We have converted a number of systems with services to customers who already clinical data Depending on the design of the have both patient demographic and system most data can be converted to clinical data stored electronically Healthscreen m Will you have a formal process for X All calls to the help desk are logged and reported managing customer reported incidents The management team reviews calls on a monthly basis The Development team is made aware of this report Page 9 of 55 Profile V
26. arios Spreadsheet j Supports scanning of lab reports into Needed until all lab reports are available the EMR with the ability to indicate electronically the lab reports with abnormal results Ww Y Does not need to populate 5 4 1 2 5 data table k Supports free form text notes that are w y tied to each lab report or lab result Page 14 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Requirement Guidelines Weight Y N l Capable of reconciling lab results Could go to a specific window to see which with orders so that outstanding results are not reconciled results can be identified W N User comparison of requested and received lists on 2 different screens does not meet the requirement 5 3 6 External Document Management Requirement Guidelines Weight Y N a Supports referral letter templates e g different referral templates for different which integrate patient demographics specialties i e name age DOB sex OHN from WwW Y the CMS The letters can be edited to provide letter specific content b Templates can be modified to include e g clinic name physician name contact w y physician letterhead information c Can integrate clinical data from the patient record into letter templates Must be able to include at least one w y of Lab results Progress note encounter notes CPP Consultation notes received d Can integrate ref
27. aturally speaking and server notification software pcAnywhere benefit to a physician office e g version depends on OS and could be 9 or higher ADS server Office suites accounting research depending on OS is Version 5 6 6 2 Dragon Naturally speaking analysis etc is version 6 professional f What other software products do you The Help Desk provides Tier 1 first call support for all software support e g Office suites hardware and networks in our clients offices If we determine that accounting research analysis etc the problem lies in another company s software Healthscreen will assist the client in obtaining appropriate assistance 5 6 5 Local Area Network LAN Profile Requirements Vendor s Response a What are the minimum LAN TCP IP Network Card running 10 100 Ethernet requirements to install your CMS b Do you provide wireless LAN Yes 802 11a borg installations c Does your wireless solution support yes WEP enabled 802 11b ata minimum Page 41 of 55 Profile Version Date October 30 2003 5 6 6 Pen Tablet and PDA Healthscreen Solutions Inc HS Practice v2 Devices Profile Requirements Vendor s Response a Do you support the use of Pen YES Healthscreen has incorporated Pen tablet interfaces and a tablets with your CMS Describe the growing number of physicians use them We continue to CMS features supported investigat
28. be provided to the CMS user at each installation and the media used Help files are available online in the product and updates can be mailed or downloaded via the Internet A printed manual is provided with each installation also Other documentation such as a data dictionary may be available on request Page 42 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 5 6 9 Security Policies and Standards Profile Requirements Vendor s Response SSHA will provide guidelines for systems hardening Will you provide a service to certify that implementations meet those guidelines YES depending on the guidelines 5 6 10 Requirement Auditing and Logging Guidelines Weight Y N Audits and logs the following system events encountered at the CMS server All local and remote logins successful and failed The log must include timestamp user ID application ID originating IP address port accessed or computer name Interactive logins Audits and logs traffic that indicates unauthorized activity encountered at the CMS server The log must include timestamp user ID application ID originating IP address port accessed or computer name Audits and logs access to components of the medical record from outside the CMS including External ODBC connections used to execute SQL queries CMS data stored external to the database such as
29. c HS Practice v2 5 6 14 Media Security Profile Requirements Vendor s Response a Please describe your approach to Computer passwords are setup on the system One would need to securing computer hard drives to get through the password section before the data can be accessed prevent unauthorized access to through the O S The application is further protected by confidential data e g stolen laptop passwords Healthscreen can enforce stringent password controls desktop server such as password length expiration timeouts and special characters 5 6 15 Remote Access Requirement Guidelines Weight Y N a Supports Remote Access through If offering does not support VPN connections internet connections using VPN Must be able to use all CMS functions when connected remotely Pricing for any components needed to support remote access over a VPN must be included in Section 6 Pricing Scenarios Spreadsheet Pricing for establishing the VPN e g firewall routers VPN software does not need to be included in Section 6 Pricing Scenarios Spreadsheet Pricing for home office setup configuration does not need to be included in Section 6 Pricing Scenarios Spreadsheet then you will not be able to offer Remote connections e g access from home A shared server approach for the 4 2 physician office is allowed as all connections will be within the SSHA secure eWAN Page 45 of 55 Profile Versi
30. censes as needed As stated in Profile Question 5 6 1e include all client access licenses as needed Req 5 6 15a is required to allow remote office connections If your offering does not support VPN then enter N A in the pricing columns Req 5 6 13a Provide Anti virus for all servers Server cannot be used as a workstation as per 5 6 2 Server includes a backup device UPS is only required for Server s Router VPN Applicance and DSL Modems Profile Version Date October 30 2003 Client Side Components Workstations 17 Monitors Operating System Anti Virus Software Health Card Readers Scanner Network Printers Standard Laser Printer Prescription Printer Lab Requisition Printer Local Printers Inkjet Label Printer Subtotal Recommended Software Office Productivity Software Accounting Software Real time Server Monitoring Supplied One time Qnty by Vendor Capital Costs Monthly Support Costs Description amp Support Offered 17 Zauru Crt monitors VT7500G P4 128MB 40 GB Healthscreen Solutions Inc HS Practice v2 List specifications for equipment as needed to support your offering List specific versions of software e g Windows XP Professional Include all components from Req 5 6 4 a 8 B 2 exam rooms 1 physician office 1 reception 1 nursing station Note If your offering uses Windows XP user switching to meet req 5 6 12c you must quote only Windows XP Norton Req 5 6 13a P
31. ch as e MS SQL Server Standard Edition e MS SQL Server Enterprise Edition f What is the maximum number of We have not yet reached a limit on our largest site with concurrent users your system can approximately 50 physicians There is no theoretical limit imposed support by the application or database g What is the maximum number of We have not yet reached a limit on our largest site with patient records that your system can approximately 50 physicians There is no theoretical limit imposed support by the application or database h What are the limits to historical We have not yet reached a limit on our largest site with patient records in your system approximately 50 physicians There is no theoretical limit imposed by the application or database i Can your CMS support data Yes We recommend this mirroring j Can your CMS support database Yes Healthscreen will run on RAID type setup clustering k Can your CMS support processor Yes the Healthscreen product will run on this type of OS and failover hardware 1 Can your CMS support load Yes depending on the OS used For example Citrix offers load balancing of multiple processors balancing and we have customers who use Citrix with Healthscreen Raid drives and mirrored drives work with the application m How much downtime is required for System maintenance is generally not required on a routine regular system maintenance and scheduled basis Online Internet backup
32. counter status is visit billed etc upgraded and becomes visually distinctive x When booking warns if patient No already has an existing appointment close to the new appointment Page 23 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 5 3 11 Billing Requirements Requirement Guidelines Weight Y N a Processes concurrent Ontario billings models of FFS shadow partial M y payment billings and FHN bonus codes b Provides basic error checking i e Error checking can occur at the field level or Ontario Health Number in place on a Save operation or by limiting data edits for check digit edits for all entry only to valid values e g Sex M or F mandatory billing fields date of service provider number Health Number Name DOB Sex Fee code fee claimed see interface M Y specification checks all dates are valid dates and in the past e Must warn if duplicate Health Number entered when registering patients c Provides automated reconciliation The reconciliation reports can be either the and claim re submission and prints entire MRO data file or include the following reconciliation reports data fields from each MRO record type a ite he HR1 Total Amount Payable e Automatic reconciliation includes the HR2 Not Required following All paid claims and all HR3 Not Required 0 00 12 claims must be reconciled HR4 Accounting Number H
33. cument prescription refills but not create Nurse included included new prescriptions Requires full access to PMS components registration Receptionist included included billing scheduling only Lab Interface included included One of the lab interfaces from req 5 5 1 Specify all third party software required for the CMS such as MS Access Crystal Reports Lab EDT Additional Software 175 included pcAnywhere communications software Backup software Subtotal 25 020 923 List specifications for equipment as needed to support Monthly your offering CMS Server amp LAN Supplied One time Support List specific versions of software e g SQL Server 2000 Components Qnty byVendor Capital Costs Costs Description amp Support Offered Standard Edition Server Software Operating Win2000 server software included with hardware this price is for As stated in section 5 6 3 include all client access System s 35 win2000 cal lic licenses as needed DBMS Database Management As stated in Profile Question 5 6 1e include all client System s Advantage Databae Server software for 50 user licence access licenses as needed Req 5 6 15a is required to allow remote office Remote Connections e g Home connections If your offering does not support VPN then Office over VPN terminal server lic enter N A in the pricing columns Anti Virus Software Norton Req 5 6 13a Provide Anti virus for all servers Acer G510s U P2600 Xeon 2 66 Ghz
34. date and query their own data fields Healthscreen has additional fields in many of its datalists and records These fields including note fields can store customized information or be modified for user defined use For example Patients can be assigned to categories for research purposes Allergists use a user definable field to define particular reactions 5 4 3 Drug Reference Data Profile Requirements Vendor s Response What is the name of the data supplier to support prescription writing and drug interactions First Data Bank which is the same supplier that the pharmacists use What is the frequency of updates to the data provided to your clients This depends on the plan chosen by the client usually quarterly Describe the process for applying updates to the data e g CD ROM remote download etc CD ROM is most commonly used although downloads are available Page 34 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 5 4 4 Data Coding Standards Profile Requirements Vendor s Response a Does your product support structured YES We supply ICD 9CA with our product If a client wishes to coding for diagnoses If so provide use ICD 10 any version we can install the codes We support the name s and version s ICD 10 we do not provide it We periodically update coding supported systems such as Limited
35. document The Validation Authority did not validate the response The response was published as is Page 2 of 55 Profile Version Date October 30 2003 3 2 Requirement Format Healthscreen Solutions Inc HS Practice v2 Column Heading Explanation Requirement This question forms part of the Product Profile for physician information AND was also used by the Validation Authority for certification Guidelines These provide examples of ways in which a requirement can be met or conditions under which the requirement would not be met and have been included to assist in understanding the requirement Weight M This was a mandatory requirement for certification W This was a weighted requirement Each requirement was either met or failed Partial points were not awarded for a requirement Y N A Y Yes indicates that the Vendor s product meets the stated requirement A N No indicates that the stated requirement was not met or demonstrated to the Validation Authority To be certified a vendor was required to meet all mandatories and a minimum percentage of weighted requirements 3 3 Service Level and Implementation Format Column Heading Profile Question Explanation This question forms part of the Product Profile for physician information but was not used by the Validation Authority for certification Included Or Optional Fo
36. e included in the pricing Support costs for the CMS Software reflect the Mandatory minimum number of hours to be provided to eligible physicians Other aspects of what is or is not included in the support costs should be clarified directly with the vendor Vendors have the right to change pricing and pricing models without notice Detailed specifications for hardware is not required however the vendor should include recommended speed memory and disk capacity Page 46 of 55 Profile Version Date October 30 2003 6 2 SOLO PHYSICIAN Healthscreen HS Practice v2 CMS Local Solution Pricing Matrix solo physician CMS Software Site physician office Physician Nurse Practitioner Nurse Receptionist Lab Interface Additional Software Subtotal CMS Server amp LAN Components Server Software Operating System s DBMS Database Management System s Remote Connections e g Home Office over VPN Anti Virus Software Server s Hardware UPS Modems Fax Lab EDT Lan drops Patch Cables Hub Switch Patch Panels Subtotal Named Users Supplied by Vendor One time Capital Costs Monthly Support Costs Description software and software installation 300 Data Bank drug interaction module included included included included included included included included 175 6 020 One time Capital Costs included 148 Monthly Support Costs pcA
37. e keep track provide the name s and version s of both the immunization description e g Hepatitis A B and the supported Brand Twinrix h Identify other coded data elements Encounter types appointment types locations users providers and their schemes where appropriate in the response sheets and alerts are presented to the user in coded tables These items are modifiable by users Page 35 of 55 Profile Version Date October 30 2003 5 5 5 5 1 Interface Summary Healthscreen Solutions Inc HS Practice v2 INTERFACE REQUIREMENTS Validation of the Interface baseline requirements is the responsibility of the interface owner and the supplier of the service The interface owners e g Ministry of Health and Long Term Care MOHLTC acted as Validation Authorities for the baseline requirements under their jurisdiction Requirement Weight Y N a Claims and Incentive Payments M Y b Health Card Validation on line Mandatory When Available c Community Laboratories i Canadian Medical Laboratories CML w y ii Gamma Dynacare Laboratories w y iii MDS Diagnostic Services w y Profile Requirements Vendor s Response d Health Card Validation OBEC Healthscreen provides this functionality 5 6 INFORMATION TECHNOLOGY 5 6 1 Architecture Requirement Guidelines Weight Y N a CMS supports multiple concurrent Single user systems not accepted physicians throu
38. e new tablets as they become available and we are resellers of the leading products b Does your CMS have a PDA enabled YES component i Any PDA capable of accessing the Internet via a browser can i List PDA s supported have access to the full Healthscreen product To date we have used Compaq and Dell pocket PCs ii Describe the CMS features supported ii The entire Healthscreen product is available via the PDA in real time Connectivity can be via wireless cell WiFi or cable 5 6 7 Availability Management Profile Requirements Vendor s Response a Do you provide remote server Yes Some functions performed add users groups profiles management capabilities Please computers software auditing reviews maintenance and updates of list functions provided the Healthscreen software b How is data recovered after a system Depending on hardware and O S configuration point of failure is hard drive failure To point of recovered failure last backup or other describe c Do you provide tools to manage the No availability of CMS systems Describe functions d Do you provide real time server Sonicwall is available to clients who wish to monitor and be paged monitoring with alerts sent to with problems It is an optional feature yourselves or to clients 5 6 8 User Documentation Profile Requirements Vendor s Response a Provide a list of the documentation Help files and a User manual are provided with each installation that will
39. ealth Number and removed from the A R without Claim Number user intervention HR5 Service Date Service Code Amount M Y Paid Explanatory code ai HR6 Amount Brought Forward ABF Claims Supports resubmission of rejected Adjustment Advances Reductions Other claims without the need to re enter Deductions data HR7 Transaction code Date Amount Message HR8 Message The corresponding sign fields must accompany their respective amount or ABF fields d System is pre loaded with current OHIP fee schedule including FHN M Y codes e Supports reading a Health Card CMS can update other demographic data through a card reader device and from the Health Card such as Name Sex looking up this patient in the DOB application database M y e Must notify of version code discrepancies or automatically update patient record f Supports WSIB billing through MRI M y files Page 24 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Requirement Guidelines Weight Y N Can produce a patient billing record directly from visit information in patient medical record Must transfer patient and at least two other data points Can create a claim directly from a patient encounter Other data points could be physician information service date procedure code diagnosis location hospital number etc Can transfer and translate diagnostic codes for billing purposes from
40. eeora Or PINONG calS MANSEAptIQIS to view clinical details can enter i notes into the EMR W Y Notes entered against PMS data e g appointments would not meet the requirement 5 3 13 Online Services for Patients Not applicable in CMS Local Solution Specification Version 1 5 3 14 Support for languages other than English Profile Requirements Vendor s Response a Does your CMS operate in both official Ontario languages e g screens online help reports No Describe your approach to supporting patients with multiple different language needs Healthscreen can store patient language preference Describe your approach to supporting physicians with multiple different language needs We have support staff who speak both official languages fluently We also have other language capabilities within our organization Page 28 of 55 Profile Version Date October 30 2003 5 4 DATA REQUIREMENTS 5 4 1 Discrete Data Elements Healthscreen Solutions Inc HS Practice v2 A discrete data element is a separate data element included in the offering for storing the specified data A general purpose notes field does nat fulfill the requirement 5 4 1 1 Patient Demographic Data 5 4 1 1 1 Identification Data Required Weight Y N a Health Number The Ontario Health Number OHN M Y b Version
41. eployed based on User PR discretion RE M Y e Ability to set parameters for number of failed login attempts within a certain time period e Ability to set time parameters for password expiry Don t need to share data between d CMS must be able to share patient physically distinct servers offices data among physicians who share the same database M y e Must maintain proper physician identification e The CMS provides the capability to ene AS poles this create roles A role is an abstract method for assigning and managing permissions for a group of one or more users independently of individual user security permissions W N e Need to be able to create new roles e Capable of applying changes to a role to all members of that role f Users can be assigned to roles es if a CMS provides allows 2 or WwW N g The CMS provides different views to Rd rae Se can data for roles e g physician nurse w N practitioners administrative assistants h There are access controls to This means that members of a role cannot funcions based on roles use certain screens or capabilities of the CMS Some simple examples are Receptionists who can process billing W N but not run financial reports Nurses have read only access to Medications This means that members of a role cannot ia MUTE ale ares Contos Tda access certain data even though that role paseon roles can access a function that uses the data It gives control over what the role can access at the ph
42. erral physician name and address into referral letter W Y templates e Able to import external documents Source type and one date must be stored e g consult reports discharge as discrete fields to satisfy requirements in summaries and other 5 4 1 2 10 _ Attached Files correspondence in electronic text format to become part of the EMR Date imported into EMR does not meet Imported documents must be either of the date requirements identified as to W Y Source who created the report Type Classification e g consultation report MSWord RTF Receipt date Date report received Creation date Date document created Page 15 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 distinct Requirement Guidelines Weight Y N f Able to import external documents Source type and one date must be stored e g consult reports discharge as discrete fields to satisfy requirements in summaries and other 5 4 1 2 10 Attached Files correspondence in scanned format to become part of the EMR Date imported into EMR does not meet Imported documents must be either of the date requirements identified as to W Y e Source who created the report e Type Classification e g consultation report tif jpg e Receipt date Date report received e Creation date Date document created g Supports free form text
43. ersion Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 38 2 och a Profile Requirements 3 Su Ss Vendor s Response 282 25 n If you already have a formal process Our guaranteed call back time is 1 hour Support is for managing customer reported provided immediately Over 90 of problems are incidents what is the average age of solved within 1 hour The remaining issues are incidents on your problem log before broken into client requests training issues bugs they are closed and program issues Times for these vary due to nature and complexity 5 3 FUNCTIONAL REQUIREMENTS 5 3 1 Demographics Requirements Requirement Guidelines Weight Y N a Maintains all Mandatory patient demographic data defined in sections M Y 5 4 1 1 1 and 5 4 1 1 2 b Maintains status of Enrolled Patients The definitive roster used for payment is rostered to each FHN Physician kept by the Ministry Claims system in Kingston not by the CMS However the e Patients are rostered to a specific CMS must keep a roster for reconciliation FHN physician not to the FHN as a purposes and FHN Preventive Care bonus whole purposes e FHN physicians will have both This version of the CMS Local Specification M Y rostered and non rostered patients does not require e A historical roster of Enrolled Patients e The CMS to maintain an enrolment or termination date i e a flag for current status meets the baseline req
44. f transcription systems with CMS entry e g encounter notes allow placeholder for inserting transcription later Supports free form text notes that are tied to each encounter Profile Requirements Vendor s Response Provides ability to highlight information in referral letters e g to avoid having to re read entire document Healthscreen s word processor HS Editor has advanced capabilities which permit users to customize their reports and letters Specific sections can be highlighted by bolding italics or color 5 3 4 Medication Management Requirement Guidelines Weight Y N Supports online prescription creation including all mandatory data elements in Section 5 4 1 2 4 Medication History and printing Printed prescription must be able to include name of medication form dosage frequency repeats quantity duration start date notes physician name physician address physician phone number and patient name It is acceptable that prescriptions are printed to a standard 8 5x11 sheet of paper Performs drug to drug interaction checking e Indicating severity e Allowing override e Using an interaction database with Canadian drug codes e Must be included in Section 6 Pricing Scenarios Spreadsheet Page 12 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Requirement Guideline
45. ftware Real time Server Monitoring Ether detect monitor software US SS Subtotal Page 51 of 55 Healthscreen Solutions Inc HS Practice v2 List specifications for equipment as needed to support your offering List specific versions of software e g Windows XP Professional Include all components from Req 5 6 4 a 8 B 16 exam rooms 8 physician offices 8 reception 4 nursing stations Note If your offering uses Windows XP user switching to meet req 5 6 12c you must quote only Windows XP Req 5 6 13a Provide Anti virus for all workstations Req 5 3 11e If req 5 3 5j or 5 3 6f is Yes Req 5 3 4a If Req 5 3 5i is Yes Support for label on demand List all recommended software that an office should purchase which is not included with your CMS offering Refer to Req 5 6 4 c e Req 5 6 7 State which version of the office suite is recommended Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Monthly Supplied One time Support Implementation Qnty byVendor Capital Costs Costs Description amp Support Offered Delivery unpacking and setup of all equipment at Hardware delivery and setup physician site All configuration required to implement the CMS as demonstrated during execution week e g creating User accounts security configuration a single lab connection System Configuration 4 y 1 000 printer setup audit logging etc
46. gh application O S M Y and database b CMS supports a minimum of 15 000 Vendor must provide substantiation that patient records databases with inherent limitations such as MSDE or MS Access are capable of e Must allow for up to 10 years of data meeting this requirement M Y for 15 000 patients without the need to upgrade DBMS OS or other software components c CMS provides a complete system Backup can be full or incremental etc applications and data backup and M y recovery process Recovery can be to last backup point of failure etc Page 36 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Profile Requirements Vendor s Response e Minimum requirements Intel processor ID controller d Specify the server s on which the i certified offering will operate Need to 128 meg RAM 40 gig hard drive tape drive indicate hardware platform e g Intel 120V15AMP Isolated ground Process RAID Level 5 Electrical e standard HVAC voltage watts HVAC Physical e typical desktop or rack able physical footprint footprint Minimum UPS to ensure 700VA 450Watt minimum UPS orderly shutdown in a power outage e Specify which DBMS s are required Advantage Database by Extended Systems Version depends on for the certified version of the the OS It could be version 5 6 6 2 offering Need to specify all DBMS versions su
47. harge to the client 5 2 2 Product Software Information Replaced by Section 6 Pricing Scenarios Spreadsheet Page 6 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 5 2 3 Product Maintenance and Upgrade Information Profile Requirements Vendor s Response a How often have you made a major Approximately every 6 months a significant upgrade with enhanced software upgrade to your product functionality is completed b Are major software upgrades to your Yes Customers can download upgrades themselves install from product distributed to your existing a CD or have Healthscreen staff complete the install either on site customers or remotely c Is there an additional charge to No Upgrades are covered by the annual support and service customers to receive a major change agreement to your software d Will you supply release notes to Yes Notes regarding general enhancements and features are existing customers for major software provided and the Help files are modified accordingly and made upgrades available on our website e Will you supply free training to Yes generally Most features are easily understood Detailed existing customers for major software training to take advantage of functionality that was not previously upgrades used by the clinic staff is extra f Do you provide software updates Yes remotely to clients
48. has not been used with backups hours per week our system n Does your CMS archive patient files No We have a number of extremely large sites i e 25 50 Describe Archiving is the removal of data from the production database to off line media physicians and over a number years there has been no reason to archive data Page 37 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 5 6 2 Hardware Information Profile Requirements Vendor s Response a Describe the recommended 4 workstations 1 exam room will act as server assume no remote hardware configuration required to access during office hours Internet router NetGear will handle run your solution for the following max 4 workstations WinXP pro on all machines 1 scanner 1 laser scenario printer 1 label printer tape backup 2 modems fax amp edi Single physician office 2 support staff 4 VT7500G P4 128MB 40GB 2 exam rooms 4 Azuru 17 Crt Monitors Include any assumptions that you 1 SG034037 Seagate 10 20GB Int Tape Drv are making 1 HP ScanJet 5550C Scanner 1 Lexmark E321 Laser Printer 1 Slp100 Seiko Smart Label 1 2 U S Robotics 56K Fax Modem card 1 1MR814N NetGear Internet Router Network wiring patch cables and UPS not included b Describe the recommended Required per each geographic location hardware configuration required to run your solution for the following 7 work
49. her detect monitor software SIII SISSI SIS Subtotal Page 54 of 55 Healthscreen Solutions Inc HS Practice v2 List specifications for equipment as needed to support your offering List specific versions of software e g Windows XP Professional Include all components from Req 5 6 4 a amp B 20 exam rooms 10 physician offices 6 reception 4 nursing stations Note If your offering uses Windows XP user switching to meet req 5 6 12c you must quote only Windows XP Req 5 6 13a Provide Anti virus for all workstations Req 5 3 11e If req 5 3 5j or 5 3 6f is Yes Req 5 3 4a If Req 5 3 5i is Yes Support for label on demand List all recommended software that an office should purchase which is not included with your CMS offering Refer to Req 5 6 4 c e Req 5 6 7 State which version of the office suite is recommended Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Monthly Supplied One time Support Implementation Qnty byVendor Capital Costs Costs Description amp Support Offered Delivery unpacking and setup of all equipment at Hardware delivery and setup physician site All configuration required to implement the CMS as demonstrated during execution week e g creating User accounts security configuration a single lab connection System Configuration 500 printer setup audit logging etc Demographics Conversion 2 500 See as
50. ious components of the offering e does not measure or evaluate overall quality performance or usability Physicians are encouraged to contact the vendor directly for any clarifications 2 DISCLAIMER Certification of a CMS Local Solution does not constitute a warranty or other assurance that the offering is suitable for all physician groups that it will perform in all physicians offices or that it is considered usable works in a way as to be effective for an individual by all physicians In addition the offerings have not been system tested tested to confirm that there are no system errors by the Validation Authority it is a vendor s responsibility to ensure their offering contains no system bugs Neither the OMAeS nor any of its affiliates are responsible for any damages or other losses suffered from the use of a CMS Local Solution 3 HOW TO READ THIS DOCUMENT Vendors were requested to respond to the CMS Local Solution baseline requirements in a variety of formats depending on what best suited the requirement These formats are explained in this section 3 1 Profile Format Column Explanation Heading Profile Question This question forms part of the Product Profile for physician information but was not used by the Validation Authority for certification Vendor s Response The Vendor s Authorized Representative was required to certify that the answer is accurate by signing the Representations and Warranties
51. irement Guidelines Weight Y N c Generates patient recall list for Mammograms as per FHN agreements see Appendix 1 and 7 1 1 2 specifically Must contain rostering physician patient name and patient ID age sex and contact information phone number for phone calls address for letters Generates patient recall list for Influenza Vaccines as per FHN agreements see Appendix 1 and specifically 7 1 1 3 Must contain rostering physician patient name and patient ID age and contact information phone number for phone calls address for letters Generates patient recall list for Immunizations as per FHN agreements see Appendix 1 and specifically 7 1 1 4 Must contain rostering physician patient name and patient ID age and contact information guardian name and phone number for phone calls guardian name and address for letters Guardian name can be part of address information e g care of Do not need to maintain a separate address for guardian Generates report s which determine the percentages needed to submit billings for Cumulative Preventive Care Management Service Enhancement Codes as detailed in 7 1 3 1 7 1 3 2 7 1 3 3 and 7 1 3 4 Shows rostering physician and only targeted patients Shows percentage compliant or numbers to calculate percentage Contains supporting audit information including compliance status patient name or patient ID Ineligible patients i e histor
52. irements Vendor s Response v Describe your support for a computer Healthscreen has developed a sophisticated HS Fax Server with fax interface capabilities to receive and send faxes automatically Inbound faxes can be quickly sorted reviewed approved and attached to the relevant portion of the patient s chart This capability relieves an enormous amount of staff time and adds greatly to office efficiency w Describe other predefined reports Healthscreen has an extensive set of pre defined reports that that come with your system cover all aspects of clinical records health maintenance preventive care practice management billing and practice analysis 5 3 9 Work Queue Requirements Requirement Guidelines Weight Y N a Supports creation of new ad hoc tasks and their assignment to other W Y users b Supports creation of new ad hoc e g any nurse any receptionist etc tasks and their assignment to others W Y by role c Task assignments are fully integrated across Practice Management and Clinical Management functions i e W Y can create a task anywhere in the product and view it anywhere in the product d Tasks can be linked to patient record May go through intermediate steps to get to i e can open patient record from patient record w y task without having to perform another search for the patient e Can store selected work queue tasks and status as part of a patient s W Y medical
53. lude taxes n a CMS offering does not support the requirement that would require this component service incl Price is included in another component service provided by the vendor Monthly Support costs for the CMS Software as per CMS Local Specification l e 8AM 8PM Monday through Thursday 8AM 5PM Friday and 9AM 2PM Saturdays Eastern Time Zone All other support costs are subject to Vendor conditions and limitations Page 52 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 6 4 TEN PHYSICIAN CLINIC Healthscreen HS Practice v2 CMS Local Solution Pricing Matrix 10 physician clinic 10 physician FHN all located in 1 clinic physician office 10 support staff 20 exam rooms Instructions Explanatory Notes Monthly Qnty Named One time Support Extended pricing for all components for mandatory and CMS Software FTE Users Capital Costs Costs Description rated requirements must be included Site physician office 24 545 840 software and software installation Includes all site licensed software included in your CMS Requires full access to all components of the CMS Physician 300 83 Data bank drug interaction module includes licensing for drug databases Requires full access to all components of the CMS Nurse Practitioner included included includes licensing for drug databases Requires access to all CMS components including the ability to do
54. n 5 4 1 2 1 Ongoing Health Conditions Maintains Family Medical History at least one data element described in 5 4 1 2 9 Family History of Disease Maintains Medical Alerts and Special Needs at least one data element described in 5 4 1 2 8 Alerts and Special Needs Maintains Immunizations Screening data all mandatory data elements described in 5 4 1 2 3 Immunization History Maintains record of Preventive Care activities i e procedures and dates performed Additional fields such as due dates notes etc are allowed Supports free form text notes as part of Patient Medical Record Can appear anywhere on EMR Preventive Care activities on the Patient Medical Record automatically become visually distinct when past due Cannot be a work queue item Must be visible within the chart Can be for any health maintenance activity Page 11 of 55 Profile Version Date October 30 2003 5 3 3 Encounter Documentation Healthscreen Solutions Inc HS Practice v2 Requirement Guidelines Weight Y N Provides user modifiable pre built forms or templates for common encounters W The system automatically includes a user identifier in each part of the encounter note to support shared creation of encounter documentation e g started by nurse completed by physician Manual entry of initials would not meet the requirement Supports the integration o
55. n with the same user credentials without logging out of the first workstation c Ensures security when several Users use the same workstation in quick succession to access a a single patient record or b multiple patient records e Must be able to log on to CMS with a second set of user credentials without logging out the first user e Second user cannot see first user s data and vice versa If offering uses operating system features e g Windows XP fast user switching to meet this requirement only versions of OS that provide this feature can be specified in requirement 5 6 4a Profile Requirements Vendor s Response d Workstation should disconnect or challenge Users when a timeout period is exceeded Describe how you support this Healthscreen enforces a defined timeout that will challenge users to show workstation activity or the system will automatically exit Healthscreen on that workstation The workstation remains available 5 6 13 Security Services Profile Requirements Vendor s Response a Do you provide anti virus software List vendor s product s supported Healthscreen sells and installs anti virus software We also provide advice regarding proper maintenance and upgrading of this important feature Customers typically use Norton or McAfee which function well with Healthscreen Page 44 of 55 Profile Version Date October 30 2003 Healthscreen Solutions In
56. nce per site Remote Connections e g Home Office over VPN 3 000 Terminal Server Lic Anti Virus Software 90 Norton Server s Hardware 12 830 G301 U N2400 Pr 256MB NDRV with Seagate tape Drive UPS 680 Modems Fax Lab EDT 648 U S Robotics Lan drops Patch Cables 3 960 lan drops and patch cables 39 of each Hub Switch Patch Panels Subtotal 834 36 336 Netgear 8 port network switch and NetGear Internet router Page 50 of 55 Instructions Explanatory Notes Extended pricing for all components for mandatory and rated requirements must be included Includes all site licensed software included in your CMS Requires full access to all components of the CMS includes licensing for drug databases Requires full access to all components of the CMS includes licensing for drug databases Requires access to all CMS components including the ability to document prescription refills but not create new prescriptions Requires full access to PMS components registration billing scheduling only One of the lab interfaces from req 5 5 1c Specify all third party software required for the CMS such as MS Access Crystal Reports Lab EDT communications software Backup software List specifications for equipment as needed to support your offering List specific versions of software e g SQL Server 2000 Standard Edition As stated in secti
57. nywhere Description 8 Support Offered xp pro on Server handles up to 10 clients 1 725 Advantage Database Server software for 10 licence user 150 90 Norton 2 202 WinXP Pro Vt7600G P4 512MB 80 GB Seagate tape drive 170 162 U S Robotics 770 lan drops and patch cables 7 of each 208 5 477 Netgear 8 port switch and NetGear Internet Router Page 47 of 55 Healthscreen Solutions Inc HS Practice v2 Instructions Explanatory Notes Extended pricing for all components for mandatory and rated requirements must be included Includes all site licensed software included in your CMS Requires full access to all components of the CMS includes licensing for drug databases Requires full access to all components of the CMS includes licensing for drug databases Requires access to all CMS components including the ability to document prescription refills but not create new prescriptions Requires full access to PMS components registration billing scheduling only One of the lab interfaces from req 5 5 1c Specify all third party software required for the CMS such as MS Access Crystal Reports Lab EDT communications software Backup software List specifications for equipment as needed to support your offering List specific versions of software e g SQL Server 2000 Standard Edition As stated in section 5 6 3 include all client access li
58. o do is Right click on the patient s name in directly from schedule the schedule and they can go directly to the patient s demographics screen s Supports pre configuration of Scheduling Templates can be quickly created and repeated across schedule slots which vary by month a day a week or several months e g different configuration through summer months t Supports recurring appointments i e Yes Recurring appointments can be set up across weeks or booking a series of appointments months into predetermined time slots through a single action u Stores appointment preferences by Patient appointment preferences can be stored in the patient s patient demographic notes Every time an appointment for that person is booked any notes including patient preferences will be displayed to the person booking the appointment v Provides short cut keys for moving in A jump ahead arrow is available to move forward in user defined schedule by day week and month intervals Cursor keys will move ahead a day or a user at a time The Home and End keys will move ahead a user determined interval The mouse will also provide simple navigation forward or backward w Supports patient flow tracking from Yes The Status of every patient can be tracked User defined the schedule e g in waiting room statuses support a great deal of flexibility for tracking through assigned examination room number special rooms or treatments Once billed the en
59. on 5 6 3 include all client access licenses as needed As stated in Profile Question 5 6 1e include all client access licenses as needed Req 5 6 15a is required to allow remote office connections If your offering does not support VPN then enter N A in the pricing columns Req 5 6 13a Provide Anti virus for all servers Server cannot be used as a workstation as per 5 6 2 Server includes a backup device UPS is only required for Server s Router VPN Applicance and DSL Modems Profile Version Date October 30 2003 Supplied by Vendor Client Side Components Qnty Workstations 17 Monitors Operating System One time Capital Costs 49 176 Monthly Support Costs Description amp Support Offered 17 Zauru Crt monitors VT7500G P4 128MB 40 GB Anti Virus Software 3 240 Norton Health Card Readers 1 200 Posh MX32 hcv upgradable Scanner Network Printers Standard Laser Printer 2 160 3 480 HP ScanJet 5550C Lexmark Laser Network printer Prescription Printer 400 Lexmark Inkjet Lab Requisition Printer Local Printers Inkjet 1 532 800 Epson LQ570E 24 pin dot matrix Lexmark Inkjet Label Printer Subtotal Supplied Recommended Software Qnty by Vendor Office Productivity Software 1 592 63 580 One time Capital Costs Monthly Support Costs Seiko Smart Label 1 Description amp Support Offered Accounting So
60. on Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 6 PRICING SCENARIOS SPREADSHEET 6 1 How TO READ THIS SECTION The pricing scenarios and configurations are intended to allow physicians to easily compare pricing for different aspects of the CMS The intent of the pricing scenarios supplied is not to in any way limit a vendor s offering Vendors completed all sections of the three worksheets in full during the week of Oct 15 21 2003 Note lf a vendor does not supply specific components such as hardware cabling they provided an estimated price and removed the check mark from the Vendor Supplied column Please read the instructions column as well as the Assumptions and Pricing Notes section for each worksheet to ensure that you understand the complete response In addition please note the following 1 2 3 4 5 6 7 Prices should be read as list prices Physicians will negotiate their actual price based on individual needs these prices could be lower than the list prices The scenarios use a fixed workstation in each exam room model Therefore the pricing for a specific office will vary depending on the technology ultimately selected by the customer Prices for the CMS Software include all components required by the offering to meet the Mandatory and Weighted requirements for the certified solution Products and Services referenced in the Profile Responses may not b
61. quirement Supports ad hoc double booking Visually distinct Show on printed schedule Ability to book an appointment with the same starting time as another appointment without needing to configure the schedule Supports schedule viewing both with and without personal patient data showing User must be able to switch views dynamically Acceptable to show patient name on without screen Cannot display patient data when hovering over appointments Page 22 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Requirement Guidelines Weight Y N n Supports drag and drop rescheduling Can be cut and paste or any other means of rescheduling without a delete and add W Y process 0 Supports free form text notes that are tied to each appointment w y e Separate from the Reason field Profile Requirements Vendor s Response p Supports classification of Yes by status The table of statuses can be modified by users appointments as cancelled no show Reports can be generated to display cancelled no shows or rescheduled and retains in the rescheduled etc appointments CMS q Supports daily weekly and monthly Yes Healthscreen s Calendar can be configured to display day summary views week or monthly views of the schedule for 1 or more users r Can view patient demographics Yes All the user has t
62. r a Fee Or Not Available An X in one of the three columns indicates if this support item is standard optional or unavailable Vendor s Response An additional response was not required in this section The vendor was given the option to add additional explanation to assist physicians in understanding their service level and implementation support The Validation Authority did not validate the response The response was published as is Page 3 of 55 Profile Version Date October 30 2003 4 TERMINOLOGY Healthscreen Solutions Inc HS Practice v2 CDR CDS EmHR CML CMS CPP CPSO DBMS DOB EMR FFS FHN HVAC MOHLTC OBEC OHIP OHN OLIS PCRG PDA PMS SSHA UPS VPN WEP WSIB Core Data Repository Core Data Set Emergency Health Record Canadian Medical Laboratories Clinical Management System Cumulative Patient Profile College of Physicians and Surgeons of Ontario Database Management System Date of Birth Electronic Medical Record Fee For Service Family Health Network Heating Ventilation and Air conditioning Ministry of Health and Long Term Care Overnight Batch Eligibility Checking Ontario Health Insurance Plan Ontario Health Number Ontario Laboratory Information System Primary Care Reform Group Personal Digital Assistant Practice Management System Smart Systems for Health Agency Uninterrupted Power Supply Virtual Private Network Wired Equivalent Privacy Workplace
63. require this component service incl Price is included in another component service provided by the vendor Monthly Support costs for the CMS Software as per CMS Local Specification l e 8AM 8PM Monday through Thursday 8AM 5PM Friday and 9AM 2PM Saturdays Eastern Time Zone All other support costs are subject to Vendor conditions and limitations Page 55 of 55 Profile Version Date October 30 2003
64. rofile Requirements How many physicians worldwide currently use e g chartless office or a majority of encounters recorded electronically your electronic medical record product 1000 approx Vendor s Response How many physicians in Ontario currently use e g chartless office or a majority of encounters recorded electronically your electronic medical record product 1000 approx How many physician offices clinics worldwide currently use e g chartless office or a majority of encounters recorded electronically your electronic medical record product How many physician offices clinics in Ontario currently use e g chartless office or a majority of encounters recorded electronically your electronic medical record product 250 approx 250 approx Do you organize and host regular User Groups so that your customers may provide you with input into your product development Yes Describe how you prioritize user enhancement requests and incorporate them into future product releases User requests are categorized as Fixes Enhancements or Customization Fixes are completed and released as patches as soon as possible Enhancements are shipped with the next major release or upgrade Customization is slotted into our development schedule depending on customer urgency Customization requests that will be generally helpful to the product might be categorized as Enhancements and completed at no c
65. rovide Anti virus for all workstations Posh MX32 hcv upgradable Req 5 3 11e HP ScanJet 5550C Lexmark Laser Network printer If req 5 3 5j or 5 3 6f is Yes Lexmark inkjet Rea 5 3 4a Epson LQ570E 24 pin dot matrix Lexmark Inkjet If Reg 5 3 5i is Yes Supplied One time Qnty by Vendor Capital Costs Seiko Smart Label 1 Support for label on demand Monthly Support Costs Description amp Support Offered List all recommended software that an office should purchase which is not included with your CMS offering Refer to Req 5 6 4 c e Req 5 6 7 State which version of the office suite is recommended Ether detect monitor software SN NINN IN Subtotal Page 48 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Monthly Supplied One time Support Implementation Qnty by Vendor Capital Costs Costs Description amp Support Offered Delivery unpacking and setup of all equipment at Hardware delivery and setup physician site All configuration required to implement the CMS as demonstrated during execution week e g creating User accounts security configuration a single lab connection System Configuration 250 printer setup audit logging etc Demographics Conversion 250 See assumptions below 5 Training hours 670 See assumptions below Subtotal 1 590 Total certified offering 21 797
66. s Weight Y N Maintains complete list of patient medications including e Externally ordered drugs entered manually e Over the counter medications including herbal and nutritional supplements e Past and current prescriptions Shows active and inactive status drug name Rx date etc Performs drug to allergy interaction checking e Indicating severity e Allowing override e Using an interaction database with Canadian drug codes e Must be included in Section 6 Pricing Scenarios Spreadsheet Supports creation of limited lists of favourite drugs e g based on physician or condition Performs expanded Drug Interaction Review i e one or more of drug condition interactions best dosing therapeutic alternatives contraindications Supports free form text notes that are tied to each prescription 5 3 5 Lab Test Management Requirement Guidelines Weight Y N Provides a visually distinct method of alerting the ordering physician or delegate to new lab reports through an in basket or task list Sorts or highlights abnormal lab reports to bring them to the physician s attention Need to see the abnormal flag without opening the actual result Clearly identifies which lab result s within a lab report are abnormal Records lab result values and normative range values as separate data fields refer to Section 5 4 1 2 5
67. st Physician can choose which data from encounter notes are shown on the CPP h Shows status for each problem e g active resolved chronic inactive etc can be communicated via notes W Y Resolved problems may be removed from CPP i Displays medical alerts and special W Y needs j Summary screen customizable by user e g by specialty or user W Y preference k Supports free form text notes which Notes can be for the section or individual are tied to each of sections b entries within the section W Y through f and i above of the CPP 1 CPP can be printed to a single sheet Can exceed one sheet for a fully populated W y as a single operation CPP 5 3 8 Reporting Query and Communications Requirements Requirement Guidelines Weight Y N a All CMS data must be able to be Does not have to be printed in a single produced in a hardcopy format so function that individual patient records as well as practice management records can M y be properly filed as per CPSO guidelines This function must be able to be invoked at the user s control b Generates patient recall list for Pap Smears as per FHN agreements see Appendix 1 and 7 1 1 1 specifically Must contain rostering physician M y patient name and patient ID age sex and contact information phone number for phone calls address for letters Page 17 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Requ
68. stations 1 P4 server assume multiply remote access during scenario office hours Internet router NetGear 8 port switch Win2000 za server WinXP pro on all WS 1 scanner 1 laser printer 1 label i A O printer tape backup 2 modems fax amp edt locations physician offices 1 G801 U N2400 P4 256MB NDRV each with 2 physicians 1 256MB Upgrade 3 support staff per physician 2 60GB ATA4 7200rpm HD office 1 Win2000 Svr cw CDs 4 exam rooms per physician 10 Win2000 cal lic office 5 Terminal Server Lic Include any assumptions that you 1 STT220000N Seagate 20 40GB Int Tape Drv are making 7 VT7500G P4 128MB 40GB 8 Azuru 17 Crt Monitors 1 HP ScanJet 5550C Scanner 1 Lexmark E321 Laser Printer 1 Slp100 Seiko Smart Label 1 2 U S Robotics 56K Fax Modem card 1 1MR814N NetGear Internet Router 1 1FS108N NetGear 8 port network switch Network wiring patch cables and UPS not included c Describe the recommended 30 workstations 1 Dual Xeon server assume 10 remote access hardware configuration required to run your solution for the following scenario 10 physician FHN all located in 1 clinic physician office 10 support staff 20 exam rooms Include any assumptions that you are making during office hours Internet router Netgear Win2000 server WinXP pro on all WS 3 scanner 5 laser printers 1 label printer tape backup 2 modems fax amp edt 1 Acer G510s U P2600 Xeon 2 66Ghz 512
69. sumptions below 5 Training hours 2 625 See assumptions below Subtotal 6 465 Total certified offering 110 608 Total with recommended S W 110 768 Policies Travel Charges 0 35 per km Provide details relating to all potential travel charges Provide details relating to expenses hotel meals Expense Policy Charged to customer based on actual amount paid out payable on receipt etc Provide details relating to payments l e deposits Payment Policy 1 Terms 15 deposit balance over 12 months 2 Cash Payment prior to installation required terms etc Assumptions Demographics Conversion is from one of the software packages vendors listed in Profile Question 5 2 5b and includes all data from requirement 5 3 1d Training costs are based on profile questions 5 2 5d and 5 2 5e Customer needs to purchase all software hardware DSL circuits DSL Modems and Router VPN appliance will be supplied by others Vendor is required to connect CMS to router Server is scaled to provide for a minimum of 5 years storage of 15 000 patient records Setup for a locum is not required Phone lines required for lab fax etc are excluded Pricing Notes All pricing must include concurrent connections for all client side workstations i e at all times a user will be logged into the workstation and CMS on all workstations All prices exclude taxes n a CMS offering does not support the requirement that would
70. uirement c Maintains alternate patient contact e g guardian spouse relative friend information Can store contact name nature of contact W Y e Must have distinct field s designated means of contact could be in a single text for storing contact information field d Supports loading of patient master list demographics from text file including all Mandatory patient W Y demographic data defined in sections 5 4 1 1 1 and 5 4 1 1 2 e Supports merging of duplicate patient Merging of patients can be a manual records or provides an automated process w y method of identifying duplicate patient records No requirement to undo merge Page 10 of 55 Profile Version Date October 30 2003 5 3 2 Electronic Medical Record Requirements Healthscreen Solutions Inc HS Practice v2 Requirement Guidelines Weight Y N Maintains Medical and Surgical data at least one data element described in 5 4 1 2 2 Past Medical and Surgical History Maintains Allergy data i e allergen dates and or age at onset reactions and severity Maintains Adverse Reaction data at least one data element described in 5 4 1 2 6 Adverse Reaction History Offending Drug Code can be DIN Drug Database Identifier etc Maintains Problem List at least one data element described in 5 4 1 2 1 Ongoing Health Conditions Maintains Diagnosis List at least one data element described i
71. ur product the province d Do you take support requests via Yes info healthscreen com email 5 2 5 Implementation Information Requirement Weight Y N a Offers CMS training M Y Profile Requirements Vendor s Response b List the products from whom you ABEL AMCS Centaur CSL Full Payment Helpmed MD4000 have successfully converted demographic data in the past MD5000 Medeasy Medhelp Medtex MedZ MacMedical Medas Online OZIP P amp P Promed RJN YorkMed c Describe the standard Yes Healthscreen has a process for CMS implementation that implementation plan used for includes Determination of specific clinic requirements based on implementing the CMS practice type and physical configuration of the clinic environment such as exam room size administrative layout staff deployment etc Data conversion from previous system with a check process to ensure that data has been accurately converted a Training Plan that suits the clinic Hardware analysis Healthscreen can either supply hardware or work with the clinic s chosen vendor Network setup and testing Healthscreen can setup the network or work with the clinic s network manager and Initial startup we assign a staff person to check closely with the clinic during the first few days to flatten any startup problems d How many hours of physician training 2 4 depending on level of familiarity with computers do you recommend e How m
72. urer s warranty Manufacturer s warranty is handled by the manufacturer The client Describe any additional service can purchase additional service and support for hardware provided to support the hardware in a physician office h If you do not sell the hardware No yourself will you support the hardware your customer obtains i Do you allow your product to be Yes installed on client hardware that is not brand new assuming that it meets your recommended hardware specification j Is your application designed to work Yes over a wide area network k Will you deploy your CMS in a thin Yes within a physician office We already do this at a few sites client implementation within a physician office or clinic Will you deploy your CMS in a thin client implementation when using a shared server environment State the technology used in each case e g Citrix Web browsers etc with excellent performance Citrix and Terminal services are used Not in a shared server environment due to security issues Page 39 of 55 Profile Version Date October 30 2003 5 6 3 Server Software Healthscreen Solutions Inc HS Practice v2 Profile Requirements Vendor s Response a Specify the server operating system on which the certified offering will operate Need to specify all Operating System versions such as MS Windows 2000 Server Standard Edition MS Windows XP Professional Windows 2000 server b
73. y of clinical breast disease mastectomy or hysterectomy are optional on audit report Ad hoc query and report writer provided Ad hoc query facility supports Boolean Search capabilities e g find all patient records where sex is female AND age is greater than 50 Page 18 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Requirement Guidelines Weight Y N i Assists physicians in consistent data Spell checker is not sufficient entry to facilitate effective data WwW Y extraction e g coding schemes drop down lists j Able to search and report on ALL Text fields include any free form text or text fields in EMR notes fields W Y e Able to search within text fields for partial matches k Able to search and report on ALL Does not include image data w y data fields in EMR l Able to search and report on ALL Text fields include any free form text or text fields in PMS notes fields W Y e Able to search within text fields for partial matches m Able to search and report on ALL Does not include image data w y data fields in PMS n Able to search and report on ALL Text fields include any free form text or text fields in PMS and EMR notes fields concurrently i e in a single report w y e Able to search within text fields for partial matches 0 Able to search and report on ALL Does not include image data data fields in PMS and EMR W Y
74. y specification does not specify a field layout ae W Y e User initiated no vendor intervention required Export can be a batch process for all e Must export all mandatory data patients or on a patient by patient basis elements from Section 5 4 1 Discrete Data Elements as discrete fields d CMS must retain billing transaction W y details for at least 7 years Page 33 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Requirement Guidelines Weight Y N e CMS maintains a complete audit trail of all activity i e data viewed updated deleted against health records i e EMR data maintained by the CMS Data must not be deleted just marked as deleted Audit trail includes who and when viewed updated deleted Updated information retains original data entry as well The CMS application must have audit trail capability for all add change delete operations on all CMS data including permission metadata Data must not be deleted just marked as deleted Audit trail includes who and when updated deleted Updated information retains original data entry as well Profile Requirements Vendor s Response A physician in a FHN may want to define particular data fields to meet that FHN s specific needs Please describe your solution s support for User defined data fields i e a capability that allows Users to define up
75. ysical or logical record level Some simple examples are W N Nurse Practitioners are not permitted to view psychiatric encounter notes for any patients Physicians can only update patient records where they are the principal physician Page 27 of 55 Profile Version Date October 30 2003 Healthscreen Solutions Inc HS Practice v2 Requirement Guidelines Weight Y N This means that a user cannot use certain 1 There are access controls to screens or capabilities of the CMS Some functions based on user simple examples are A receptionist who can process billing W Y but not run financial reports A nurse who can browse encounter data but not update it k There are access controls to data This means that a user cannot access certain data even though that user can parecio ases access a function that uses the data It gives control over what the user can access at the physical or logical record level wW y Some simple examples are Anurse who cannot see his ex wife s medical records A physician who can only update her own patients E E e g once an encounter is complete once a I The system supports a sign off lab report has been reviewed function to indicate data that becomes Part of the permanent Sign off time is not required to be visible patient medical record wW y e Sign off date and reviewer identity must be visible on the patient medical record m Clerical staff who have no permission Ra

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