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Wolf Medical Suite v5.2

1. Total with recommended S W 117 350 2 470 Policies Travel Charges Not Included Travel Expenses will be charged at cost no charge for travel time Provide details relating to all potential travel charges Provide details relating to expenses hotel meals Expense Policy Not Included Additional Expenses charged at cost etc 15 deposit is required before training remainder is due within 30 days after completion of training Hardware and network Provide details relating to payments l e deposits Payment Policy costs require a 25 deposit at the time of order remainder is due upon delivery 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 offe
2. Date imported into EMR does not meet either of the date requirements Supports free form text notes that are tied to each document CMS tracks referrals and provides a reminder if outstanding Reminders must Be visually distinct Be in patient record not work queue Identify referral physician Be able to be turned off at user discretion Reminder does not have to be on CPP Can be elsewhere on medical record Cannot be only on task list 5 3 7 Cumulative Patient Profile CPP Requirements Requirement Guidelines Weight Y N b Displays Cumulative Patient Profile clearly identifying the patient with data from requirements b through f Displays problem list c Displays family history Page 18 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Requirement Guidelines Weight Y N 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 distinct 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 no
3. Se i HR1 Total Amount Payable e Automatic reconciliation includes the HR2 Not Required following All paid claims and all HR3 Not Required 0 00 I2 claims must be reconciled HR4 Accounting Number Health 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 ppor ee 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 g Can produce a patient billing record Can create a claim directly from a patient directly from visit information in encounter patient medical record w y Other data points could be physician e Must transfer patient and at least information service date procedure code two other data points diagnosis location hospital number etc h Can transfer and translate diagnost
4. Level II An individual Wolf program does not function e Standard Response immediate e Resolution Time Goal within 4 hours Level III An important function within the Wolf programs no longer functions properly there is no workaround e Standard Response immediate e Resolution Time Goal within 24 hours Level IV An important function within the Wolf programs no longer functions properly there is a workaround e Standard Response immediate the Help Desk will direct the clinic to the workaround e Resolution Time Goal within 48 hours Level V A minor function within the Wolf programs no longer functions properly there is a workaround e Standard Response immediate the Help Desk will direct the clinic to the workaround e Resolution Time Goal within 5 days Level VI Clinic requests program enhancement e Standard Response immediate the Help Desk will record the issue into the support database as a program enhancement e Resolution Time Goal with the next quarterly release Will you offer data conversion services to customers who already have patient demographic data stored electronically Data conversion from known file sources is included as part of the purchase price Page 10 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 1 W
5. OntarioMD Product Profile Wolf Medical Systems Corporation Component Name amp Version CMS Application Wolf Medical Suite 5 2 User Interface Microsoft Windows Database Management System Microsoft Access 97 or MS SQL Server Server Operating System Microsoft Windows Server Other Required Software Veritas Backup Exec Components Cerner Multum drug database Other Requirement Environment Scanner and Support Components Health Card reader Training Support for CMS Local Solution Specification Version 1 Version Date March 31 2004 Revised August 1 2007 Change of Application Name Only Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Contents CONTENTS iaa aana A a succeves E seduce des2uaueduurzusude cuguddcdas2adued un suadctarsadctusstsocaersugdcser2eve 1 1 PURPOSE OF THIS DOCUMENT cccccssseceeeseeeeeeeseeeeeenseeeeeeennnaeseenseaeseenseaeseenneaeseeeeneaeseeesaesennees 2 2 DISCLAIMERS ee 2 3 HOW TO READ THIS DOCUMENT geesde see Eege ee 2 A TERMINOLOGY i acsccccceisecceecisceseveeesceucuieeseuessecseucuecis SEENEN EEN EEGENEN KEREN 4 To PROFLE EE 5 5 1 Ge netalinf rmation issiron ed aata i aa eaa a ein aia a 5 5 2 Vendor and product requirements eeccceceeseeeeeeneeeeeeneeeeeeeaeeeeeeaeeeeeeaeeeseeaeeeeseaeeeeeenaeeeeeeaaeseneeseneneeeeees 5 5 3 Functional CEET CEET 12 5 4 Data Requirements menpe A
6. 256MB 40GB HD LAN CDRW Win XP 17 Monitor Keyboard Mouse APC Surge Protector 26 Thin client stations 20 in exam rooms 6 placed for support staff EVO T20 Thin Client 17 Monitor Keyboard Mouse APC Surge Protector Miscellaneous 48 port 10 100 Switched Hub with single 1000 Mb port Okidata SL200 Label Printers HP Scanjet 8250 network scanner 15 page per minute w ADF Network Printer Cables Assumes the clinic requires only 3 main printers strategically placed and each MD wants an office with a full PC Removed Refer to requirement 5 6 1d Will you sell the hardware required to run your solution Wolf does not currently sell or support hardware We can recommend Wolf Certified hardware vendors and support companies to sell and support hardware or can work with hardware support staff selected by the clinic Page 43 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Profile Requirements Vendor s Response As part of your CMS Local Solution will you require customers to buy hardware from you Users can purchase their hardware from anywhere they would like g If you sell hardware yourself will you Wolf does not sell or support hardware we work with provide manufacturer s warranty hardware network integrators as partners Describe any additional service provided to support the hardware
7. Must be able to include at least one w y of Lab results Progress note encounter notes CPP Consultation notes received d Can integrate referral physician name and address into referral letter Ww Y templates Page 17 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Requirement Guidelines Weight Y N Able to import external documents e g consult reports discharge summaries and other correspondence in electronic text format to become part of the EMR Imported documents must be identified as to Source who created the report Type Classification e g consultation report MSWord RTF Receipt date Date report received Creation date Date document created Source type and one date must be stored as discrete fields to satisfy requirements in 5 4 1 2 10 Attached Files Date imported into EMR does not meet either of the date requirements Able to import external documents e g consult reports discharge summaries and other correspondence in scanned format to become part of the EMR Imported documents must be identified as to Source who created the report Type Classification e g consultation report tif jog Receipt date Date report received Creation date Date document created Source type and one date must be stored as discrete fields to satisfy requirements in 5 4 1 2 10 Attached Files
8. d Severity W Y e Adverse Reaction Type W Y f Notes WwW Y Page 34 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 5 4 1 2 7 Risk Factors Data Required Weight Y N a Risk factor WwW 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 Required Weight Y N a Start Date WwW N b Age at Onset Ww Y 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 35 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 5 4 1 2 11 Attending Physicians Data Required Weight Y N a Physician Name WwW Y b Role WwW Y 5 4 1 2 12 Principal Physician one Data Required Weight Y N a Physician Name WwW Y b Role WwW Y 5 4 2 Data Management Requirement Guidelines Weight Y N a Patient Medical Record data need to ene ing aoe nel need to ae hape purge data to meet this requirement be retained due to legislative requirements and retrieved on
9. e HP Laserjet 1012 Printer 15ppm 8mb 150 Sheet input USB e HP Scanjet 8250 network scanner 15 page per minute w ADF e APC Surge Protector 2 Thin Clients For Exam Rooms Each Thin Client Station Includes EVO T20 Thin Client 17 Monitor Keyboard Mouse APC Surge Protector ech Miscellaneous e 8 port Hub e Network Printer Cables Assumes the clinic only requires one front office computer for both support staff and MD does not want terminal in his her office Can easily add workstations and or thin clients to suit clinic needs Page 41 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Profile Requirements Vendor s Response b Describe the recommended 1 Server Server Includes hardware configuration required to run your solution for the following e DM X225 2 0GHz 512 48X scenario e Second CPU e 2GB RAM 8 physician FHN e Raid5 A different geographic e 80GB Drives CS SE e 100Mb Ethernet Adaptor e Keyboard d SEH staff per physician Mouse 4exam rooms per physician e EE office e Tape Drive Include any assumptions that you APC Smart UPS 1000 1000VA are making e External Modem 4 Office Locations Each Location uses 16 port 10 100 Hub HP LaserJet 4200N Okidata SL200 Label Printer HP Scanjet 8250 network scanner 15 page per minute w ADF Network Cables 8 Workstation PCs 2 per office Each Workstation PC includes e HP Co
10. forms or templates for common W Y encounters b The system automatically includes a e g started by nurse completed by user identifier in each part of the physician encounter note to support shared W N creation of encounter documentation Manual entry of initials would not meet the requirement c Supports the integration of e g encounter notes allow placeholder for Sa SC W Y transcription systems with CMS entry inserting transcription later d Supports free form text notes that are W Y tied to each encounter Profile Requirements Vendor s Response e Provides ability to highlight Information from referral letters can be selected from scanned information in referral letters e g to avoid having to re read entire document documents and highlighted within the EMR Page 14 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 5 3 4 Medication Management Requirement Guidelines Weight Y N a Supports online prescription creation It is acceptable that prescriptions are including all mandatory data printed to a standard 8 5x11 sheet of paper elements in Section 5 4 1 2 4 Medication History and printing Printed prescription must be able to M Y include name of medication form dosage frequency repeats quantity duration start date notes physician name physician address physician phone number and patient name b Performs drug to drug interacti
11. Profile Question This question forms part of the Product Profile for physician information but was not used by the Validation Authority for certification Included Or Optional For 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 60 Profile Version Date March 31 2004 4 TERMINOLOGY Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 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 Ca
12. Specification Le 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 54 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 6 3 FOUR X TWO PHYSICIAN OFFICES Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 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 physician office Monthly Qnty Named One time Support Extended pricing for all components for mandatory and CMS Software FTE Users Capital Costs Costs Description weighted requirements must be included Site physician office incl W olf does not have any site fees Includes all site licensed software included in your CMS 4414 per site cost for a two doctor office Price could be negotiated if training were to be done at one location Monthly Requires full access to all components of the CMS Physician 1 720 support cost of 430 per site includes licensing for drug databases Requires full access to all components of the CMS Nurse Practitioner includes licensing for drug databases Requires access to all CMS components including the ability to document prescription refills but not create Nurse new prescriptions Requires ful
13. Weight Y N 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 N e f supported a Lab Requisition i e impact printer must be included in the pricing scenarios in Section 6 Pricing Scenarios 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 W 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 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 wW 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 W 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
14. 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 Ee ng This version of the CMS Local Solution prop y specification does not specify a field layout SC 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 wW y details for at least 7 years Page 36 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 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
15. 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 wW 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 record 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 Y 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
16. as cancelled no show or rescheduled and retains in the e User defined appointment priorities CMS e System defined cancels lt 24 hrs gt 24hrs no shows e All of the above shows in appointment history modules q Supports daily weekly and monthly Wolf has all three Monthly view is updateable summary views Can view patient demographics directly from schedule Yes 3 methods e double click patient with mouse e single click with mouse and press F9 e single click with mouse and select View patient maintenance from menu Page 25 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Profile Requirements Vendor s Response s Supports pre configuration of schedule slots which vary by month e g different configuration through summer months Yes all schedules can be pre configured All schedule configurations are date driven this allows you to vary the schedule throughout the year t Supports recurring appointments i e booking a series of appointments through a single action No however the copy appointment is very easy u Stores appointment preferences by patient Yes in a special note that pops up when an appointment is being booked v Provides short cut keys for moving in schedule by day week and month Yes w Supports patient flow tracking from the schedule e g in waiting room assigned exa
17. automatically Application Upgrades require all users to remain out of the system for as much as 20 minutes Updates can be scheduled outside normal clinic hours Page 40 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Profile Requirements Vendor s Response n Does your CMS archive patient files Yes you have the ability to archive patient paid billing records Describe These records will remain online in another directory All demographic data remains active Patient Demographic or Clinical e Archiving is the removal of data from data is not archived Archiving of billing data is a user option and is the production database to off line not required media 5 6 2 Hardware Information Profile Requirements Vendor s Response a Describe the recommended 1 Server Server includes hardware configuration required to run your solution for the following scenario Single physician office 2 support staff 2 exam rooms Include any assumptions that you are making HP ProLiant ML330 G3 Xeon 2 8 GHz 1 5 GB RAM Raid Controler 40GB Hard Drives 100Mb Ethernet Adaptor Keyboard Mouse Monitor Tape Drive APC Smart UPS 1000 1000VA External Modem Front Office PC PC includes HP Compaq D220 P4 2 4GHz 256MB 40GB HD LAN CDRW Win XP 17 Monitor Keyboard Mouse Seiko Label Printer for Windows Thermal 7 5 pages per minute
18. certified offering e g Crystal Reports Office Automation Lab Communication software EDT Communication software MS Access etc e All software must be included in the pricing in Section 6 Pricing Scenarios Spreadsheet Windows and Apple Workstations e Remote Desktop Client Microsoft Free Download Non Windows or Apple Workstations e Client for Terminal Services RDP 5 1 Page 45 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Profile Requirements Vendor s Response c What other software products do you e MS Word optional for Send To Word feature advise physicians to implement e OmniPage 12 Scanning Workstation recommended d What other software products are The Wolf applications have the ability to interact with MS Word via compatible with your CMS e g the Send to Word feature We can also produce documents that Office suites accounting research can be opened in any editor that supports RTF files analysis etc e What other software products do you Microsoft Office OmniPage 12 Crystal Reports Adobe Acrobat sell that would be of additional WinZip benefit to a physician office e g Office suites accounting research analysis etc f What other software products do you We do not currently support software from other vendors though support e g Office suites our support team i
19. document prescription refills but not create Nurse incl incl new prescriptions Requires full access to PMS components registration Receptionist incl incl billing scheduling only Lab Interface inc incl One of the lab interfaces from req 5 5 1 Specify all third party software required for the CMS Veritas Back up exec v9 1 for Windows 2000 2003 server license such as MS Access Crystal Reports Lab EDT Additional Software 1 405 incl 635 and media kit 45 Open File Back Up 725 communications software Backup software Subtotal 23 773 2 190 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 by Vendor Capital Costs Costs Description amp Support Offered Standard Edition MS Windows 2003 Server OLP License 972 22 MS Windows 2003 Server CALS 38 89 eachx41 1 594 49 MS Windows Server Software Operating 2003 Terminal Services CALS 107 78 eachx41 4 418 98 MS As stated in section 5 6 3 include all client access System s 1 7 021 Windows 2003 Server Media 35 56 licenses as needed DBMS Database Management As stated in Profile Question 5 6 1e include all client System s M incl inclIMS Access Jet 3 5 access licenses as needed Req 5 6 15a is required to allow remote office Remote Connections e g Home connections If your offe
20. documentation that will be provided to the CMS user at each installation and the media used 5 6 9 Security Policies and Standards Profile Requirements Vendor s Response a SSHA will provide guidelines for Wolf will be willing to provide these services when they become systems hardening Will you provide available a service to certify that implementations meet those guidelines Page 47 of 60 Profile Version Date March 31 2004 5 6 10 Auditing and Logging Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Requirement 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 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 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 ext
21. for partial matches Text fields include any free form text or notes fields Able to search and report on ALL data fields in PMS and EMR concurrently i e in a single report Does not include image data Able to search and report on ALL data and text fields in PMS and EMR concurrently i e in a single report Able to search within text fields for partial matches Does not include image data Can send documents e g referral letters via email directly from CMS Cannot use separate email system to send files saved from CMS must be integrated User modifiable report templates for Practice Management PMS data are provided User modifiable can be satisfied by a data filter row selection or adding removing a field column selection Page 21 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Requirement Guidelines Weight Y N 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 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 o
22. language needs None at this time Page 31 of 60 Profile Version Date March 31 2004 5 4 DATA REQUIREMENTS 5 4 1 Discrete Data Elements Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 A discrete data element is a separate data element included in the offering for storing the specified data A general purpose notes field does not 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 Code Part of OHN M y c Last Name M x d First Name M y e Second Name WwW y f Title W X g Sex M x h Birth Date M X i Language Preference Code W i j Substitute Decision Maker WwW H k Emergency Contact WwW x 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 Ww 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 32 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 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
23. 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 update and query their own data fields Wolf allows the user to define up to 20 new patient demographic fields These fields are physically added to the database table and may be queried reported like any other field 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 Multum Cerner Vantage Rx Canadian Drug Interaction Database What is the frequency of updates to the data provided to your clients The Drug Database will be updated quarterly with the regular program updates Clinics can request updates more frequently if applicable for both the application and the drug data Describe the process for applying updates to the data e g CD ROM remote download etc Up
24. price of our who acquire your CMS application software g Will you offer other non CMS Y Other training is available but not included with the application training to your Wolf training this training includes Windows customers basic training MS Office MS Outlook and Internet Explorer training There is an additional cost for this training h Will you assist physicians in Y Wolf provides templates for physicians for disaster preparing a disaster recovery plan in recovery the event of the loss of the system i Will you assist physicians in Y Wolf provides templates for physicians for preparing a business continuity plan business continuity in the event of a system disruption j Will you offer customers any Y Wolf is committed to the following support assurance or commitment to resolution standards continuity of business in the event of a system disruption Level System down all Wolf programs do not function e Standard Response immediate e Resolution Time Goal within 60 minutes Level issues are often hardware network issues Page 9 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Profile Requirements Included For a Fee Not available Optional Vendor s Response that may be beyond the ability scope of the help desk to resolve Our help desk will coordinate the appropriate response from your hardware network support team
25. several Users If offering uses operating system features use the same workstation in quick e g Windows XP fast user switching to succession to access a a single meet this requirement only versions of OS patient record or b multiple patient that provide this feature can be specified in records requirement 5 6 4a Ww y 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 Profile Requirements Vendor s Response d Workstation should disconnect or Terminal Services can be configured to disconnect sessions that challenge Users when a timeout sit idle for more than a certain amount of time This forces users to period is exceeded present login credentials for the server to regain access to their previous session Describe how you support this 5 6 13 Security Services Profile Requirements Vendor s Response a Do you provide anti virus software Wolf recommends Symantec Antivirus but leaves the final decision List vendor s product s supported to the clinic with the consultation of their hardware network support team Page 49 of 60 Profile Version Date March 31 2004 5 6 14 Media Security Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Profile Requirements Vendor s Response a Please describe your approach to All data resides on the server Stealing a Workstation does n
26. 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 Subtotal 40 620 Monthly Supplied One time Support Recommended Software Qnty byVendor Capital Costs Costs Description amp Support Offered Office Productivity Software 4 916 OPTIONAL MS Office Basic 2003 OEM Word Excel Outlook Accounting Software 1 129 UP Omnipage 14 129 optional Real time Server Monitoring Subtotal 1 045 0 Page 56 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Monthly Supplied One time Support Implementation Qnty by Vendor Capital Costs Costs Description amp Support Offered Installation and setup of server Wolf s w MS Windows 2003 Delivery unpacking and setup of all equipment at Hardware delivery and setup Server amp all hardware mentioned above 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 i i printer setup audit logging etc either from your current vendor or the provincial database if Demographics Conversion inc inc available See assumptions below Training inc inc 50 hours of onsite training included See assumptions below Subtotal 11 000 700 Total certified offering 116 305 2 470
27. 0 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 Support costs for the CMS Software as per CMS Local Specification Le 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 60 of 60 Profile Version Date March 31 2004
28. 3 1 7 1 3 2 7 1 3 3 and 7 1 3 4 e Shows rostering physician and only targeted patients e Shows percentage compliant or numbers to calculate percentage e Contains supporting audit information including compliance status patient name or patient ID g Ad hoc query and report writer provided ge a Page 20 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Requirement Guidelines Weight Y N h Ad hoc query facility supports Boolean Search capabilities e g find all patient records where sex is female AND age is greater than 50 W Assists physicians in consistent data entry to facilitate effective data extraction e g coding schemes drop down lists Spell checker is not sufficient Able to search and report on ALL text fields in EMR Able to search within text fields for partial matches Text fields include any free form text or notes fields Able to search and report on ALL data fields in EMR Able to search and report on ALL text fields in PMS Able to search within text fields for partial matches Does not include image data Text fields include any free form text or notes fields Able to search and report on ALL data fields in PMS Does not include image data Able to search and report on ALL text fields in PMS and EMR concurrently i e in a single report Able to search within text fields
29. A physician who can only update her own patients k There are access controls to data based on user Page 30 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Requirement Guidelines Weight Y N Ke i e g once an encounter is complete once a Tne 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 W Y e Sign off date and reviewer identity must be visible on the patient medical record m Clerical staff who have no permission a records of phone calls transcriptions to view clinical details can enter i notes nto nes EM Notes entered against PMS data e g K V 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 b Describe your approach to supporting patients with multiple different language needs Language preference can be set in patient maintenance If it is not English a message is displayed during Appointment Arrival c Describe your approach to supporting physicians with multiple different
30. 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 in 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 Page 13 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Requirement Guidelines Weight Y N i Maintains record of Preventive Care Additional fields such as due dates notes activities i e procedures and dates etc are allowed M Y performed j Supports free form text notes as part Can appear anywhere on EMR M y of Patient Medical Record k Preventive Care activities on the Cannot be a work queue item Must be Patient Medical Record automatically visible within the chart Se W Y become visually distinct when past due Can be for any health maintenance activity 5 3 3 Encounter Documentation Requirement Guidelines Weight Y N a Provides user modifiable pre built
31. TION TECHNOLOGY 5 6 1 Architecture Requirement Guidelines Weight Y N a CMS supports multiple concurrent Single user systems not accepted physicians through 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 39 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Profile Requirements Vendor s Response d Specify the server s on which the SE Servar Lei e Dual CPU for 3 FTE Physicians certified offering will operate Need to a indicate hardware platform e g Intel Quad CPU for gt 10 FTE Physicians Process RAID Level 5 Electrical e Raid 1 or better voltage watts HVAC Physical e Standard North American 120V AC Electrical Outlet on footprint Minimum UPS to ensure Dedicated 20W circuit for UPS orderly shutdown in a power outage 1000 VA UPS e Physical Dimensions dependant upon chosen server e Ventilation fan to circula
32. Ww 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 Page 23 of 60 Profile Version Date March 31 2004 5 3 10 Scheduling Requirements Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Requirement Guidelines Weight Y N Integrates with billing component to avoid duplicate patient data entry Must transfer at least two of the elements required to complete a billing The two elements will typically be patient ID and service date Able to open a patient medical record directly from a scheduled appointment without having to perform another search for the patient Allows reason for visit to be recorded on appointment 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 w y 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 c
33. XA 33 66gb Tape Drive Verbatim 33 66GB VXA tape cartridges SOHO 6 DSL Cable Router with Firewall for internet access amp external email more details available please ask APC Smart UPS 1000 1000VA with Powerchute Auto Shut Down SW Modems Fax Lab EDT US Robotics 56K v 92 External Modem Lan drops Patch Cables Cable runs 150 00 each patch cable included Hub Switch Patch Panels Subtotal Linksys Cisco 16 port switch 149 Page 52 of 60 As stated in section 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 support must include the cost of updates to virus definitions 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 Appliance and DSL Modems Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 List specifications for equipment as needed to support Monthly your offering Supplied One time Support List specific versions of software e g Windows XP Client Side Components Qnty by Vendor Capital Costs Costs Description amp Support Offered Professional e A d Include all components fr
34. ae A EA 32 5 5 Interface REQUIFEMOENTS isi lt ssces sec codes hee cesta ch EEN i he ova Ee EES Ee SE cp raae dE EEN EEN 39 5 6 Juttel Eegen le ele VE 39 6 PRICING SCENARIOS SPREADSHEET ccccesseeceeeeeeeeeeeseaeeeeneeeaeseenenaeeeenseaeseenseaeeeenseaaeeeensnes 51 6 1 How to Read RRE EE 51 6 2 ellen Ela le EE 52 6 3 Four x TWO Physician Offices vi 02 060 end vi chaen ieee e cele ance ed st 55 6 4 Ten Physician Rei ich ne lin eee ase els le i i a es 58 Page 1 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 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 onl
35. age 5 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Profile Requirements Vendor s Response How many physicians worldwide currently use e g chartless office or a majority of encounters recorded electronically your electronic medical record product 400 How many physicians in Ontario currently use e g chartless office or a majority of encounters recorded electronically your electronic medical record product How many physician offices clinics worldwide currently use e g chartless office or a majority of encounters recorded electronically your electronic medical record product 180 clinics 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 Do you organize and host regular User Groups so that your customers may provide you with input into your product development Yes Wolf has both local User Group Meetings as well as an Online User Forum Describe how you prioritize user enhancement requests and incorporate them into future product releases User enhancement requests are logged in our support database as change requests when a program update is planned all items from the change request list are examined and given internal development costs and priorities This prioritized list is reviewed int
36. certification Vendor s Response The Vendor s Authorized Representative was required to certify that the answer is accurate by signing the Representations and Warranties document The Validation Authority did not validate the response The response was published as is Page 2 of 60 Profile Version Date March 31 2004 3 2 3 3 Requirement Format Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 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 Service Level and Implementation Format Column Heading Explanation
37. dates can be automated by the Wolf Update Program with downloads of updated drug data from our Internet Server Page 37 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 5 4 4 Data Coding Standards Profile Requirements Vendor s Response Does your product support structured coding for diagnoses If so provide the name s and version s supported ICD9 ICD10 compatible with Snomed UMLS ICPC Does your product support structured coding for problems If so provide the name s and version s supported ICD9 ICD10 compatible with Snomed UMLS ICPC Does your product support structured coding for interventions If so provide the name s and version s supported UMLS compatible with Snomed ICPC Does your product support structured coding for symptoms If so provide the name s and version s supported Wolf supports structured entry of symptoms but these symptoms are not linked to a public coding system at present compatible with Snomed UMLS ICPC Does your product support structured coding for allergies If so provide the name s and version s supported Multum Allergy coding and UMLS Does your product support structured coding for adverse reactions If so provide the name s and version s supported Multum Medication coding and UMLS Does your product support structured coding for immunizations If so p
38. each x36 5580 Or optional 15 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 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 16 exam rooms 8 physician offices 8 reception 4 nursing stations Note If your offering uses Windows XP user switching Flat LCD 429 00 Each APC SurgeArrest 16 each x36 576 to meet req 5 6 12c you must quote only Windows XP Anti Virus Software incl included in server side anti virus component Req 5 6 13a Provide Anti virus for all workstations support must include the cost of updates to virus definitions Health Card Readers 2 000 250 each Req 5 3 11e Scanner Network Printers Standard Laser Printer 5 012 3 188 HP Scanjet 8250 scanner 15 page per minute w ADF connected to HP Desktop D220 HP Laserjet 1300n printer b w laser 20ppm If req 5 3 5j or 5 3 6f is Yes Prescription Printer 3 188 same as above could use one machine for all three functions depends on the lay out of the office Req 5 3 4a Lab Requisition Printer Local Printers Inkjet n a 1 192 HP Deskjet 5150 19ppm Colour inkjet printer If Req 5 3 5i is Yes Label Printer 1 752 DYMO 320 Label Printer Support for label on demand List all recommended software that an office
39. em Configuration inc inc printer setup audit logging etc either from your current vendor or the provincial database if Demographics Conversion inc incjavailable See assumptions below Training inc inc 75 hours of onsite training included See assumptions below Subtotal 5 356 250 Total certified offering 99 113 2 465 Total with recommended S W 99 472 2 465 Policies Travel Charges Not Included Travel Expenses will be charged at cost no charge for travel time Provide details relating to all potential travel charges Provide details relating to expenses hotel meals Expense Policy Not Included Additional Expenses charged at cost etc 15 deposit is required before training remainder is due within 30 days after completion of training Hardware and network Provide details relating to payments l e deposits Payment Policy costs require a 25 deposit at the time of order remainder is due upon delivery 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 00
40. ents see Appendix 1 and 7 1 1 1 specifically Must contain rostering physician patient name and patient ID age sex and contact information phone number for phone calls address for letters 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 d Generates patient recall list for Influenza Vaccines as per FHN agreements see Appendix 1 and specifically 7 1 1 3 Must contain M rostering physician patient name and patient ID age and contact information phone number for phone calls address for letters e Generates patient recall list for Guardian name can be part of address Immunizations as per FHN information e g care of agreements see Appendix 1 and specifically 7 1 1 4 Must contain Do not need to maintain a separate address rostering physician patient name for guardian M Y and patient ID age and contact information guardian name and phone number for phone calls guardian name and address for letters f Generates report s which determine Ineligible patients i e history of clinical the percentages needed to submit breast disease mastectomy or billings for Cumulative Preventive hysterectomy are optional on audit report Care Management Service Enhancement Codes as detailed in 7 1
41. ents Qnty 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 Qnty Office Productivity Software One time Capital Costs Supplied by Vendor 25 432 Monthly Support Costs Description amp Support Offered 37 x Capio Thin Clients 32MB DRAM 445 00 each LG Studioworks 700SK display CRT 17 monitor 155 00 Or optional 15 Flat LCD 429 00 Each And 3 x HP D220 Desktops 709 00 each SurgeArrest 16 each x 40 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 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 0 Included with Server Req 5 6 13a Provide Anti virus for all workstations support must include the cost of updates to virus definitions 1 500 6 x 250 Req 5 3 11e 3 849 3 985 HP Scanjet 8250 scanner 15 page per minute w ADF 1 283 00 each connected to HP Desktop D220 HP Laserjet 1300n printer b w laser 20ppm If req 5 3 5j or 5 3 6f is Ye
42. ernal to the database such as 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 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 Respons e Does your system encrypt backup and archive files Backup files are made using Veritas Back Up Exec This software supports encryption Page 48 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 5 6 12 Workstation Security Requirement Guidelines Weight Y N a Provides a way to quickly lock a Entire workstation does not need to be user workstation if left unattended locked e Must be quick for example a screen saver after 30 minutes is not EE WwW Y acceptable Reeg e CMS data must not be accessible oe EES ER i EE Context WHEN 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 WwW Y through a second workstation with the same user credentials without logging out of the first workstation c Ensures security when
43. ernally first by the development team then support Once the final internal prioritized list is finalized then we publish this list to our Online User Forum for feedback After 4 weeks we review the feedback and reassign the priorities depending on the feedback At this point a list of changes for the next release is produced The development team reviews this list and produces detailed specs and time estimates per change The final list and estimated time of the release is produced from this list 5 2 2 Product Software Information Replaced by Section 6 Pricing Scenarios Spreadsheet Page 6 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 5 2 3 Product Maintenance and Upgrade Information Profile Requirements Vendor s Response a How often have you made a major Wolf does minor releases every quarter and major releases every software upgrade to your product 12 18 months b Are major software upgrades to your Yes product distributed to your existing customers c Is there an additional charge to No customers to receive a major change to your software d Will you supply release notes to Yes they are included with the application and viewable by each existing customers for major software user at start up upgrades e Will you supply free training to Yes existing customers for major software upgrades f Do you provide s
44. g physician nurse w N practitioners administrative assistants This means that members of a role cannot use certain screens or capabilities of the CMS Some simple examples are Receptionists who can process billing W Y but not run financial reports Nurses have read only access to Medications h There are access controls to functions based on roles This means that members of a role cannot access certain data even though that role can access a function that uses the data It gives control over what the role can access at the physical or logical record level Some simple examples are 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 i There are access controls to data based on roles This means that a user cannot use certain screens or capabilities of the CMS Some simple examples are A receptionist who can process billing VW Y but not run financial reports A nurse who can browse encounter data but not update it j There are access controls to functions based on user This means that a user cannot access certain data even though that user can access a function that uses the data It gives control over what the user can access at the physical or logical record level Some simple examples are A nurse who cannot see his ex wife s medical records
45. hin the Wolf programs no longer functions properly there is a workaround e Standard Response immediate the Help Desk will direct the clinic to the workaround e Resolution Time Goal within 48 hours Level V A minor function within the Wolf programs no longer functions properly there is a workaround Profile Version Date March 31 2004 workaround enhancement quarterly release Standard Response immediate the Help Desk will direct the clinic to the e Resolution Time Goal within 5 days Level VI Clinic requests program enhancement e Standard Response immediate the Help Desk will record the issue into the support database as a program e Resolution Time Goal with the next Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 5 3 FUNCTIONAL REQUIREMENTS 5 3 1 Demographics Requirements 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 no
46. ic codes for billing purposes from the WwW Y EMR component i Supports direct manual entry of Ww y billing transactions Page 27 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Requirement Guidelines Weight Y N 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 Kaes 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 Supports direct third party billings with statements Physician name patient name or ID payor address service date service itemized amount s amount paid balance Able to be generated on demand Receipts are not sufficient Support
47. ill you offer data conversion Y Data conversion from known file sources is services to customers who already included as part of the purchase price have both patient demographic and clinical data stored electronically m Will you have a formal process for Y Customer reported incidents are handled through managing customer reported our help desk and prioritized according to severity incidents Each level of issue has clear support resolution standards Any issue that is not resolved within the standard time is escalated to management n If you already have a formal process Wolf Medical Systems has met the following for managing customer reported incidents what is the average age of incidents on your problem log before they are closed Page 11 of 60 Support Resolution goals in the last time period before ON Validation testing January 2004 Prior to January 2004 we used a different support resolution approach Level System down all Wolf programs do not function e Standard Response immediate e Resolution Time Goal within 60 minutes Level II An individual Wolf program does not function e Standard Response immediate e Resolution Time Goal within 4 hours Level III An important function within the Wolf programs no longer functions properly there is no workaround e Standard Response immediate e Resolution Time Goal within 24 hours Level IV An important function wit
48. implementation plan used for support team to make sure that everything is being done to get implementing the CMS the clinic ready for training 2 Hardware Implementation The clinic s hardware support team receives configures and installs hardware network for clinic 3 General Software Install Any additional software required by the clinic is installed by the clinic s hardware support team This includes backup software antiviral software and scanning software 4 Wolf Software Install The clinic s hardware support team installs the Wolf application from the provided Install CD 5 Server Test and Final Configuration Wolf checks the server to make sure that key elements have been configured correctly and that the software is working correctly The Wolf team does final configuration 6 Training and Going Live The clinic staff is trained to use the application and once ready begins to use the Wolf software d How many hours of physician training Wolf trains onsite for at least 4 days the actual number of hours do you recommend spent with the physicians and with the staff will vary depending on the clinic set up and the agreed upon training plan Training plans are agreed upon and signed off on by the Clinic and Wolf s Director of Training e How many hours of support staff Wolf trains onsite for at least 4 days the actual number of hours training do you recommend spent with the physicians and with the staff
49. in a physician office h If you do not sell the hardware Wolf is willing to act as a single contact point for a clinic relaying yourself will you support the technical problems on to the customer s hardware support team hardware your customer obtains but Wolf itself does not offer hardware network support at this time 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 Through a secure channel our application can be accessed across over a wide area network a wide area network with connection speeds as low as 28 8kB s k Will you deploy your CMS in a thin Our application can be accessed from any appliance workstation client implementation within a that can connect to a MS Terminal Server One or more full physician office or clinic Will you workstations may be required for some features Scanning deploy your CMS in a thin client Printing Voice Dictation etc implementation when using a shared server environment State the technology used in each case e g Citrix Web browsers etc 5 6 3 Server Software Profile Requirements Vendor s Response a Specify the server operating system e Microsoft Windows 2000 Server 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 Professi
50. l access to PMS components registration Receptionist billing scheduling only Lab Interface One of the lab interfaces from req 5 5 1 Veritas Back up exec v 90 for Windows 2000 2003 server license Specify all third party software required for the CMS 635 56 and media kit 45 X 4 locations Open File Backup such as MS Access Crystal Reports Lab EDT Additional Software 6 011 incl 725 x 4 communications software Backup software Subtotal 23 667 1 720 Instructions Explanatory Notes 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 by Vendor Capital Costs Costs Description amp Support Offered Standard Edition MS Windows 2003 Server OLP License 972 22each x4 3888 88 MS Windows 2003 Server CALS 38 89 each x40 1555 60 MS Windows 2003 Terminal Services CALS 107 78 Server Software Operating each x 40 4311 20 MS Windows 2003 Server Media As stated in section 5 6 3 include all client access System s 35 56each x4 142 24 licenses as needed DBMS Database Management As stated in Profile Question 5 6 1e include all client System s MS Access Jet 3 5 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 enter N A in the
51. mination room number visit billed etc Yes includes user defined rooms x When booking warns if patient already has an existing appointment close to the new appointment Yes displays all future appointments for that patient and allows a future appointment delete without changing the current calendar date 5 3 11 Billing Requirements Requirement Guidelines Weight Y N a Processes concurrent Ontario billings models of FFS shadow partial payment billings and FHN bonus codes M Y b Provides basic error checking i e Ontario Health Number in place edits for check digit edits for all mandatory billing fields date of service provider number Health Number Name DOB Sex Fee code fee claimed see interface specification checks all dates are valid dates and in the past e Must warn if duplicate Health Number entered when registering patients Error checking can occur at the field level or on a Save operation or by limiting data entry only to valid values e g Sex M or F Page 26 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Requirement Guidelines Weight Y N 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
52. mpaq D220 P4 2 4GHz 256MB 40GB HD LAN CDRW Win XP 17 Monitor Keyboard Mouse APC Surge Protector 16 Exam Room Thin client stations 4 per office EVO T20 Thin Client 17 Monitor Keyboard Mouse APC Surge Protector Assumes the clinic only requires two workstations for support staff and MD s do not want terminals in their own offices Can easily add workstations and or thin client stations to suit clinic needs Also assumes the server will be installed in one of the offices so that someone can change the tapes for backup Page 42 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Profile Requirements Vendor s Response c Describe the recommended 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 1 Server Server Includes HP ProLiant ML570 G2 with 4 2 8GHz Processors 6GB Ram 100GB Drives Configured for RAID 5 1000 Mb Ethernet Adaptor Keyboard Mouse Monitor Tape Drive APC Smart UPS 1000 1000VA External Modem 3 Support Staff PCs Each PC includes e HP Compaq D220 P4 2 4GHz 256MB 40GB HD LAN CDRW Win XP HP LaserJet 4200N 17 Monitor Keyboard Mouse APC Surge Protector 10 Physician Office PCs Each PC includes e HP Compaq D220 P4 2 4GHz
53. n 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 requirement 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 Page 12 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Requirement Guidelines Weight Y N d Supports loading of patient master list demographics from text file including all Mandatory patient demographic data defined in sections 5 4 1 1 1 and 5 4 1 1 2 Supports merging of duplicate patient records or provides an automated method of identifying duplicate patient records Merging of patients can be a manual process No requirement to undo merge 5 3 2 Electronic Medical Record Requirements 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
54. ntial travel charges Provide details relating to expenses hotel meals Expense Policy Not Included Additional Expenses charged at cost etc 15 deposit is required before training remainder is due within 30 days after completion of training Hardware and network Provide details relating to payments l e deposits Payment Policy costs require a 25 deposit at the time of order remainder is due upon delivery 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 Support costs for the CMS Software as per CMS Local
55. 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 WwW Y b Date Resolved Controlled WwW N 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 Page 33 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 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 Ww Y c Start Date W Y
56. oftware updates Yes remotely to clients g Ifa major software upgrade requires Yes data to be unloaded and reloaded into the database will you do this free of charge for clients h Do you intend to issue routine Yes maintenance changes or small fixes to your product in between major product upgrades i Are routine maintenance changes or Yes small fixes to your product distributed 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 All b Provides CMS support 7 x 24 x 365 WwW Y Page 7 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Profile Requirements Vendor s Response c In which areas of Ontario will you All offer support for your product d Do you take support requests via Yes 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 PS Regent Osler Clinicare Jonoke RISE Purkinje Klinix have successfully converted Intermedic demographic data in the past c Describe the standard 1 Pre implementation We arrange with clinic and hardware
57. om Req 5 6 4 a amp B Capio Thin Clients 32MB DRAM 445 each x4 1780 00 HP 2 exam rooms 1 physician office 1 reception 1 nursing Desktop D220 709 each LG Studioworks 700SK display CRT station Workstations 17 Monitors 17 monitor 155 each x5 775 Or optional 15 Flat LCD Note If your offering uses Windows XP user switching Operating System 429 00 Each APC SurgeArrest 16 each x5 80 to meet req 5 6 12c you must quote only Windows XP Req 5 6 13a Provide Anti virus for all workstations support must include the cost of updates to virus Anti Virus Software included in server side anti virus component definitions Health Card Readers 250 each Req 5 3 11e HP Scanjet 8250 scanner 15 page per minute w ADF connected Scanner to HP Desktop D220 If req 5 3 5 or 5 3 6f is Yes Network Printers Standard Laser Printer HP Laserjet 1300n printer b w laser 20ppm same as above could use one machine for all three functions Prescription Printer depends on the lay out of the office Req 5 3 4a Lab Requisition Printer If Req 5 3 5i is Yes Local Printers Inkjet HP Deskjet 5150 19ppm Colour inkjet printer Label Printer DYMO 320 Label Printer Support for label on demand Subtotal A Monthly List all ecommended software that an office should Supplied One time Support purchase which is not included with your CMS offering Recommended Software Qnty byVendor Capital Costs Costs Description amp Suppo
58. on checking e Indicating severity e Allowing override M Y e Using an interaction database with Canadian drug codes e Must be included in Section 6 Pricing Scenarios Spreadsheet c Maintains complete list of patient Shows active and inactive status drug medications including name Rx date etc e Externally ordered drugs entered manually M Y e Over the counter medications including herbal and nutritional supplements e Past and current prescriptions d Performs drug to allergy interaction checking e Indicating severity e Allowing override M Y e Using an interaction database with Canadian drug codes e Must be included in Section 6 Pricing Scenarios Spreadsheet e Supports creation of limited lists of e g based on physician or condition Ww y favourite drugs f Performs expanded Drug Interaction Review i e one or more of drug condition interactions best dosing W Y therapeutic alternatives contraindications g Supports free form text notes that are w y tied to each prescription Page 15 of 60 Profile Version Date March 31 2004 5 3 5 Lab Test Management Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 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 M Sorts or highlights abnormal lab reports to bring them
59. onal e Microsoft Windows 2003 Server Page 44 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Profile Requirements Vendor s Response b 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 e Adobe Acrobat Reader 6 0 free e File Archiving Software that supports Zip Format e g WinZip 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 e Veritas Backup Exec 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 e Windows 95 or newer At least one required e MacOS X 10 2 3 or later e Any computer device with a client for MS Terminal Services b Specify any non CMS product software that is required to install or operate the client software of your
60. onfiguration of schedule slots by physician e g larger blocks for full physicals block times for drop ins etc Page 24 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Requirement Guidelines Weight Y N k Supports wave booking i e Ad hoc double booking does not meet the planned periods of multiple requirement appointments to a single start time e Visually distinct W N e Must be preplanned and configured e Must be able to search for next available slot OR overbooking occurs only after the wave is full 1 Supports ad hoc double booking Ability to book an appointment with the Visually distinct same starting time as another appointment W Y de without needing to configure the schedule e Show on printed schedule m Supports schedule viewing both with Acceptable to show patient name on and without personal patient data without screen showing w N Cannot display patient data when hovering e User must be able to switch views over appointments dynamically n Supports drag and drop rescheduling Can be cut and paste or any other means of rescheduling without a delete and add WwW 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 e User defined appointment reasons appointments
61. ot securing computer hard drives to allow a hacker or thief to access patient data The server is prevent unauthorized access to configured so that only authorized users can access data The confidential data e g stolen laptop server is kept in a secure location to make theft more difficult desktop server 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 then you will not be able to offer Remote connections e g access from home A e Must be able to use all CMS functions shared server approach for the 4 2 physician when connected remotely office is allowed as all connections will be within the SSHA secure eWAN e Pricing for any components needed to support remote access over a VPN must be included in Section 6 Pricing Scenarios Spreadsheet Ww y 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 Page 50 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 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 a
62. 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 51 of 60 Profile Version Date March 31 2004 6 2 SOLO PHYSICIAN Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 CMS Local Solution Pricing Matrix solo physician single physician office 2 support staff 2 exam rooms One time Capital Costs Named Users Qnty CMS Software FTE Site physician office Monthly Support Costs Description Wolf does not have any site fees Physician The monthly fee of 216 also covers all upgrades to the system unlimited remote training in addition to initial training in office and unlimited support Nurse Practitioner Nurse Receptionist Lab Interface Additional Software Subtotal CMS Server amp LAN Components One time Capital Costs Supplied by Vendor Monthly Support Costs Veritas Back up exec v9 1 for Windows 2000 2003 server license 635 and media kit 45 Open File Backup 725 Description amp Support Offered Instructions Explanatory Notes Extended pricing for all components for mandatory and weighted requirements must be included Includes all site licensed software included in your CMS Requires full access to all components of the CMS includes licen
63. pricing columns Anti Virus Software ETRUST Antvirus 5 user pack 600 year must include the cost of updates to virus definitions SDRAM Kingston memory 512MB DIMM 184 pin total of 1 2GB of memory Integrated SCSI Controller Intel Xeon 2 4GHz 2nd processor option kit Compaq HD 36GB SCSI Ultra320 10 000rpm Compaq Smart Array 641 Raid Controller Ultra 320SCSI PCI X Internal SCSI cable HP VXA 33 66gb Tape Drive Verbatim 33 66GB VXA tape cartridges Watchguard SOHO 6 DSL Cable Router with Firewall for internet access amp external Server cannot be used as a workstation as per 5 6 2 s Hardware email more details available please ask Server includes a backup device APC Smart UPS 1000 1000VA with Powerchute Auto Shut Down UPS is only required for Server s Router VPN SW Appliance and DSL Modems Modems Fax Lab EDT US Robotics 56K v 92 External Modem Lan drops Patch Cables Cable runs 150 00 each patch cable included Hub Switch Patch Panels Linksys Cisco 16 port switch 149 Subtotal Page 55 of 60 Profile Version Date March 31 2004 Supplied by Vendor Client Side Components Qnty Workstations 17 Monitors Operating System One time Capital Costs 24 288 Monthly Support Costs Description amp Support Offered Capio Thin Clients 32MB DRAM 445 each x28 12460 00 HP Desktop D220 709 each x8 5672 00 LG Studioworks 700SK display CRT 17 monitor 155
64. r 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 Requirements Vendor s Response v Describe your support for a computer Wolf is installed on Windows 2003 Server and can use the fax interface Windows Fax Server that comes with the OS or any Windows 2003 compatible fax software From the application the user simply chooses to print to fax w Describe other predefined reports Billing that come with your system Full Accounts Receivable Accounting Summary Billed Report Paid Report all reports allow you to select MD insurer date range and sorting options Scheduler Daysheets Charts to Pull Appointment Counts Missed Appointments all reports allow you to select MD date range and sorting options EMR Patients Not Seen New Patients to Practice by Date Physician Preventative Care Reports Patients To Notify Appointments to Be Made Audit Trail and Logs Practice Search allows the creation of any user defined clinical or demographic report e g List of all patients who are diabetic who have not had a HgbA1c in the past 6 months Page 22 of 60 Profile Version Date March 31 2004 5 3 9 Work Queue Requirements Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Requirement Guidelines Weight Y N a Supports creation of new ad hoc tasks
65. r A Terminal Server can be accessed remotely and managed from management capabilities Please any workstation with login privileges and network access Via VPN list functions provided or clinic workstation Our support staff will support the network system administrator manage terminal server profiles as well as managing the database compacting b How is data recovered after a system At the clinic s option a drive failure incident could be recovered hard drive failure To point of either by a restore of a full image followed by retrieving data files failure last backup or other from the last backup or by reinstalling system OS Wolf describe applications then replacing default data files with those from last successful backup Recovery is to the last backup e g previous day lunch break etc c Do you provide tools to manage the Operating System supplied Server Availability Management tools availability of CMS systems have proven sufficient for managing servers using the Wolf Describe functions applications d Do you provide real time server This is an option for network configuration and can be provided by monitoring with alerts sent to Wolf Certified Network providers yourselves or to clients 5 6 8 User Documentation Profile Requirements Vendor s Response e Implementation Documentation Install CD e User Manual on Install CD and printed e Policy Documentation a Provide a list of the
66. re Reform Group Personal Digital Assistant Practice Management System Smart Systems for Health Agency Uninterrupted Power Supply Virtual Private Network Wired Equivalent Privacy Workplace Safety and Insurance Board Page 4 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 5 PROFILE 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 a What type of business are you e g Private Canadian Corporation public company sole proprietorship partnership etc b In what year did you start business in 1998 the Health Information Technology industry c In what year did you start to sell the PMS 1998 Practice Management PMS component of your CMS offering In what year did you start to sell the EMR 1998 Electronic Medical Record EMR component of your CMS offering d How many full time equivalent staff 15 do you currently employ e How many full time equivalent staff 2 currently sell your product f How many full time equivalent staff 6 are currently dedicated to supporting e g contact centre training maintenance your product g How many full time equivalent staff 4 are currently dedicated to product development or enhancement P
67. ring does not support VPN then Office over VPN 4 incl incl enter N A in the pricing columns Req 5 6 13a Provide Anti virus for all servers support Anti Virus Software 2 0 25 ETRUST Antvirus 5 user pack 300 year must include the cost of updates to virus definitions HP ProLiant ML350 G3 Xeon 3 06 GHz 256MB RAM CD Gig Enet HP 3 06 GHz Processor Option for ML350 G3 HP hard drive 36 4 GB Ultra320 SCSI 15000 RPM HP Smart Array 641 RAID controller Ultra320 SCSI PCI X Kingston 1GB RAM module for ML350 G3 NC7770 PCI X Gigabit Server Adapter Hot Plug Redundant Power Supply Option Kit Redundant Hot Plug Fan Option Kit LG Studioworks 700SK display CRT 17 Exabyte VXA 2 tape drive VXAtape SCSI 80 160GB Exabyte VXAtape V23 VXAtape x 1 80 160 GB storage media 5 device SCSI cable WatchGuard Firebox SOHO 6tc Server cannot be used as a workstation as per 5 6 2 Server s Hardware 1 12 041 firewall Router Server includes a backup device UPS is only required for Server s Router VPN UPS 1 682 APC 1500VA UPS Appliance and DSL Modems Modems Fax Lab EDT 1 85 US Robotics 56K v 92 External Modem Lan drops Patch Cables 50 7 500 Cable runs 150 00 each patch cable included Hub Switch Patch Panels 3 1 100 3Com Baseline 10 100 Switch switch 24 ports Only 2 required Subtotal 28 429 25 Page 58 of 60 Profile Version Date March 31 2004 Client Side Compon
68. ring 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 Le 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 57 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 6 4 TEN PHYSICIAN CLINIC Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 CMS Local Solution Pricing Matrix 10 physician clinic physician FHN all located in 1 clinic physician office 10 support staff 20 exam rooms EE Monthly Qnty Named One time Support Extended pricing for all components for mandatory and CMS Software FTE Users Capital Costs Costs Description weighted requirements must be included Site physician office incl incl W olf does not have any site fees Includes all site licensed software included in your CMS Requires full access to all components of the CMS Physician 18 390 1 825 Price based on a 12 license total including the nurse practitioners includes licensing for drug databases Requires full access to all components of the CMS Nurse Practitioner 3 978 365 includes licensing for drug databases Requires access to all CMS components including the ability to
69. rovide the name s and version s supported Wolf supports structured entry of immunizations but these are not linked to a public coding system at present compatible with Snomed UMLS ICPC Identify other coded data elements and their schemes where appropriate in the response sheets All physical findings are stored in structured format at this time they are not linked to any public coding systems compatible with Snomed UMLS ICPC Lab information is stored in a structured format that depends on the lab data specifications Wolf currently uses LOINC and AS4 Page 38 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 5 5 INTERFACE REQUIREMENTS 5 5 1 Interface Summary 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 VW N Profile Requirements Vendor s Response d Health Card Validation OBEC SEET 5 6 INFORMA
70. rt Offered Refer to Req 5 6 4 c e Req 5 6 7 Office Productivity Software OPTIONAL MS Office Basic 2003 OEM Word Excel Outlook State which version of the office suite is recommended Accounting Software UP Omnipage 14 128 Real time Server Monitoring Subtotal Page 53 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Monthly Supplied One time Support Implementation Qnty by Vendor Capital Costs Costs Description amp Support Offered Installation and setup of server Wolf s w MS Windows 2003 Delivery unpacking and setup of all equipment at Hardware delivery and setup Server amp all hardware mentioned above Approximate 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 incl incl printer setup audit logging etc either from your current vendor or the provincial database if Demographics Conversion incl incl available See assumptions below Training incl incl 15 hours of onsite training included See assumptions below Subtotal 3 000 250 Total certified offering 23 449 499 Total with recommended S W 23 808 499 Policies Travel Charges Not Included Travel Expenses will be charged at cost no charge for travel time Provide details relating to all pote
71. s 3 985 same as above could use one machine for all three functions depends on the lay out of the office Req 5 3 4a n a 1 490 HP Deskjet 5150 19ppm Colour inkjet printer 155 00 each If Req 5 3 5i is Yes 1 314 41 555 One time Capital Costs Supplied by Vendor Monthly Support Costs DYMO LabelWriter 320 label printer B W direct thermal Support for label on demand Description amp Support Offered OPTIONAL MS Office Basic 2003 OEM Word Excel Outlook 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 Accounting Software UP Omnipage 14 129 Real time Server Monitoring Subtotal Page 59 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Monthly Supplied One time Support Implementation Qnty by Vendor Capital Costs Costs Description amp Support Offered Installation and setup of server Wolf s w MS Windows 2003 Delivery unpacking and setup of all equipment at Hardware delivery and setup Server amp all hardware mentioned above 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 Syst
72. s M Y e Passwords of 8 characters e Alphanumerics e Special characters This applies to all passwords used by the CMS must have the following ses CMS including the operating system and all password management capabilities applications that can be deployed based on User PP discretion E 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 W share patient physically distinct servers offices data among physicians who share the same database M y e Must maintain proper physician identification Page 29 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Requirement Guidelines Weight Y N If CMS provides only predefined roles this e The CMS provides the capability to requirement is not met 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 Y e Need to be able to create new roles e Capable of applying changes to a role to all members of that role This is met if a CMS provides allows 2 or f Users can be assigned to roles more roles W Y Screen layout organization or contents can g The CMS provides different views 10 be customized for different roles data for roles e
73. s billing lookup by each of the following Patient Health Number Patient name OHIP claim or Accounting OHIP claim is assigned by the OHIP claims payment system Accounting is id assigned by CMS or user to a claim Page 28 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Profile Requirements Vendor s Response q Supports recurring billings e g Yes patients in hospital nursing homes or housebound patients physician sees same group of can appear on the electronic daysheet with default values set for patients for weekly visits at nursing recurrent billings home r Describe any other advanced error Active billing notes appear when the patient is selected for a new checking your system provides billing record Bills may be flagged as requiring approval before being sent to OHIP s Supports inter provincial billing Yes if patient s Billing Province Code is not ON send program sends an inter provincial bill 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 e Mixed case password
74. s happy to relay problems to the accounting research analysis etc hardware network support team for the clinic 5 6 5 Local Area Network LAN Profile Requirements Vendor s Response a What are the minimum LAN TCP IP Capable Network With a Minimum of 10 Mb s bandwidth requirements to install your CMS for local users b Do you provide wireless LAN Yes if a clinic elects to choose a wireless LAN installation Wolf installations can provide it c Does your wireless solution support Yes WEP enabled 802 11b ata minimum 5 6 6 Pen Tablet and PDA Devices Profile Requirements Vendor s Response a Do you support the use of Pen The Wolf applications can be used by used by a Pen enabled tablets with your CMS Describe the client The Wolf applications can respond to pen input as per a CMS features supported normal mouse Images produced using the pen device can be saved and attached to patient charts b Does your CMS have a PDA enabled Wolf supports both Pocket PC PMS enabled only supports component i List PDA s supported Describe the CMS features supported ii synching of appointment data and Palm CMS enabled allows downloading of demographic and medical summary information Page 46 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 5 6 7 Availability Management Profile Requirements Vendor s Response a Do you provide remote serve
75. sing 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 Server Software Operating System s MS Windows 2003 Server OLP License 972 22 MS Windows 2003 Server CALS 38 89 each x7 272 22 MS Windows 2003 Terminal Services CALS 107 78 each x 7 754 44 MS Windows 2003 Server Media 35 56 TOTAL 2034 DBMS Database Management System s MS Access Jet 3 5 Remote Connections e g Home Office over VPN Anti Virus Software ETRUST Antvirus 5 user pack 150 year s Hardware HP Proliant ML330 G3 Xeon 2 4GHz 256MB 4 GB DDR SDRAM Kingston memory 512MB DIMM 184 pin total of 1 2GB of memory Integrated SCSI Controller Intel Xeon 2 4GHz 2nd processor option kit Compaq HD 36GB SCSI Ultra320 10 000rpm Compaq Smart Array 641 Raid Controller Ultra 320SCSI PCI X Internal SCSI cable HP V
76. spects 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 during February 2004 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 be 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
77. t add to CPP e Must be able to manage one or more Physician can select which problems are M H sections of the CPP to reduce clutter added to the problem list 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 WwW 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 N 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 wW 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 Page 19 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Requirement Guidelines Weight Y N b Generates patient recall list for Pap Smears as per FHN agreem
78. te server closet air with office air e Specify which DBMS s are required The Wolf applications use the MS Access 97 Database Engine Jet for the certified version of the 3 51 which is provided with the Wolf Software offering Need to specify all DBMS versions such as e MS SQL Server Standard Edition e MS SQL Server Enterprise Edition f What is the maximum number of 75 concurrent users your system can support g What is the maximum number of Unlimited patient records that your system can support h What are the limits to historical Limit is physical disk space With adequate disk space there is no patient records in your system need to archive patient data i Can your CMS support data Yes mirroring is transparent to application mirroring j Can your CMS support database Yes clustering is transparent to application clustering k Can your CMS support processor Yes failover is transparent to application failover l Can your CMS support load Yes load balancing is transparent to application balancing of multiple processors m How much downtime is required for The Wolf Database and applications can be backed up while the regular system maintenance and backups hours per week Applications are in use Routine data maintenance Compact Database should be performed twice per week taking no longer than 30 minutes It is recommended that all applications be closed for 2 minutes per day at 11 58pm Programs will close
79. 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 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 Test Dates e Scales must be appropriate to the data In a table format presents lab results over time from a user selected test code Table must show Test code s Test results Test Dates Displays as data points user selected patient medications or other interventions directly on the graph identified in requirement e in this section The use of mouse hovering or tool tips does not meet the requirement Prints lab summaries and explanations for patients in language appropriate for patients A lab summary is a printed summary of lab results in tabular or graphical format grouped by test code An explanation can be provided via the physician appending notes through the system or via templates that are specific to the test codes on the lab summary Page 16 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 Requirement Guidelines
80. will vary depending on the clinic set up and the agreed upon training plan Training plans are agreed upon and signed off on by the Clinic and Wolf s Director of Training Page 8 of 60 Profile Version Date March 31 2004 Wolf Medical Systems Wolf Medical Suite 4 49 rev 10 5 2 6 Service Level and Implementation Requirements Matrix al a fi o E o Fi A CH Q Profile Requirements Y s Vendor s Response ke E vie G 2 6825 a Provides CMS support on your Y Wolf Medical Systems provides support for these product from 8AM 8PM Monday core hours through Thursday 8AM 5PM Friday and 9AM 2PM Saturday Eastern Time Zone b Provides CMS support 24 hours day Y Wolf support is available after core hours via an 7 days week 365 days year emergency line c Provides remote support Y Wolf is able to provide support to remote areas and has good experience with remote clinics in BC and Alberta d Inthe future will you offer support for Y Wolf anticipates offering these services in the SSHA products and services future e Inthe event of a disagreement Y In the case of disagreement our contract details a between you and your customer will dispute resolution mechanism that includes you support the notion of a dispute arbitration resolution process involving an independent mediator f Will you offer training to customers Y Training is included with the purchase
81. y 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 various 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

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