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UNI/CARE Proposal - Adobe PDF

1. Page 38 of 63 Sample Pro Filer Reports Ongoing No Show Rate Report Purpose of Report This report tracks the number of client s who missed an appointment It gives the total number of appointments by month year for the past 12 months All appointments regardless of status are counted in the total number of appointments Then the report looks at the appointment status and counts Missed appointment statuses The report then gives the percent of missed appointments compared to total number of appointments The report is grouped by company location Provider Sample Report Output Print Data 02152005 Ongoing No Show Rate Report Prnt Tana 12 20 pm 02 2004 TO 0112005 Tola Miser uf Tanta oes darwas ossza 0 uiae cree nri 100004 gt n a Tox aT eu su Page 39 of 63 Sample Pro Filer Reports Client Planned Services Report Purpose of Report Lists all planned services in active cost centers by client Data includes planned service planned units begin and end dates and credentials Sample Report Output Planned Services 7 13 2004 Grouped By Client and Cost Center 10 20 Active Cost Centers in Active Episode
2. Functionality Acceptance Criteria Licensor agrees to respond according to the following priority schedule Priority Level Priority Level Definition Required Response CRITICAL A problem preventing Users from Licensor will begin work on the reasonably continuing work with problem within four 4 hours of the Licensed Programs and or notification and continue until an Licensed Utilities acceptable resolution is achieved URGENT Features of the Licensed Licensor will begin work on the Programs and or Licensed problem within eight 8 hours of Utilities are needed for performing notification and continue until an daily functions and no work acceptable resolution is achieved around is available IMPORTANT mportant features of the Licensor will begin work on the Licensed Programs and or problem within twenty four 24 Licensed Utilities are needed and hours of notification and continue no work around is available until an acceptable resolution is achieved NEEDED Needed features of the Licensed Licensor will begin work on the Programs and or Licensed problem within seventy two 72 Utilities are needed and no work hours of notification and continue around is available until an acceptable resolution is achieved DESIRABLE Users have questions about Licensor will respond as soon as potential enhancements to practicable but in no event later performance of the Licensed than two 2 weeks after Programs and or Licensed notifica
3. identifier Identifier Expiration Identifier Provider Testing identifier 01012003 12 31 2010 Notes Provider Testing Identifier Page 52 of 63 Sample Pro Filer Reports Provider Phone List Purpose of Report This report lists active phone numbers for active providers It includes provider phone number and extension Sample Report Output Provider Phone List 07 14 2004 12 03 pm Code Name Number Ext 022 Provider Name 028 Page 53 of 63 Sample Pro Filer Reports Provider Revenue Productivity Purpose of Report This is a summary report that shows the total recorded service units and revenue It groups the services by Provider Payor Type and Month Year the service was provided The report has parameters allowing the user to set up the report in a number of different ways The report also has drill down capabilities explained in more detail below The report allows the user to select recorded services either by the recorded service date or the revenue line posted date stamp The revenue line containing revenue determines the payor type Sample Report Output Pant Date Q2 20s 423 pm Provider Revenue Productivity Report Saisction Date Racordss Service Date For Period Payor Type oles Bervices
4. Reimbursement Benefits Benefit Wizard gives access to Client benefits Deductible and out of pocket expenses Provide authorization information Monitor contract utilization Provide audit trail for billing unicaresys com Scheduling Copyright 2005 UNUCARE Systems Inc 7 00 60000 2 9 The Census Module is designed specifically to enhance the ability to monitor the census activity and history of inpatient units residential facilities and other similar treatment settings A unique census recording feature allows a company to set and census charges by selected timetables It also provides the ability to schedule an admit admit to unit and bed schedule or document leaves of absence and monitor transfers and discharges The many powerful features of this module will provide a company with valuable information for daily business functions Administrative Benefits Manage admissions discharges and transfers Analyze units productivity Monitor occupancy ratio Analyze utilization of scrvices by cpisodc Clinical Benefits Schedule events Pre admissions Admissions Transfers gt Authorized and unauthorized leave of absence Discharge Match bed selection by selected criteria Demographic Treatment modality Perform admissions to available beds Coordinate with treatment plan Coordinate with discharge plan Reimbursement Benefits
5. 1 0 Business Process Number 2 0 Business Process 3 0 Business Process Description Desirable Functional Requirements programs D 2 1 Alcohol and Drug Prevention D 2 2 Car Seat Safety D 2 3 Early Childhood Cavities Prevention D 2 4 Family Medication D 2 5 Gambling Prevention D 2 6 Gang Prevention D 2 7 Health Education D 2 8 HIV Outreach and Education D 2 9 Parenting and Child Development D 2 10 Suicide Prevention 0 2 11 Teen Pregnancy Prevention D 2 12 Tobacco Prevention D 2 13 Violence Prevention UNI CARE Response to Mandatory Requirements The system also provides for the ability to build data elements not currently available as part of the data base The data elements built by the system user are automatically integrated in the common database D3 Civil Commitment The process of conducting recording and tracking commitment investigations and recommendations regarding individuals The new system should include the capability of capturing and reporting data related to D 3 1 Court Orders D 3 2 Commitment Period s 0 3 3 Investigations D 3 1 to D 3 3 Available as a standard feature of the system UNI CARE warrants that all state and county reporting requirements can be processed through Pro Filer This functionality is available through the use of the Basic Management Module The system also provides for the ability to build data elements not currently available as p
6. Report Writer 2 2 400 00 2 400 00 System Administration 1 1 200 00 1 200 00 1 1 800 00 3 3 600 00 5 400 00 TOTAL 58 97 200 00 33 39 600 00 136 800 00 Training will be delivered via Net Meeting as determined by Licensor and Licensee and recorded in the Implementation Plan Training days are from 9 00am to 5 00pm with an hour break for lunch Training and consulting charges do not include reasonable travel and per diem expenses Licensor s current travel and per diem charges are as follows e Airfare coach Cost 5 administrative fee Lodging Cost 5 administrative fee Meals 15 00 per meal 3 meals per day Rental Car Cost 5 administrative fee e Personal Vehicle Use 405 per mile Other Reasonable and Necessary Incidental Travel Expenses Cost 5 administrative fee Licensee shall reimburse Licensor for all travel and per diem expenses incurred by Licensor while performing installation training and consulting services at Licensee facilities Installation training and consulting charges as well as related travel and per diem charges are valid for a period of twelve 12 months after execution of the General Agreement NEGOTIATED RATES EXHIBIT E The following are charges for services that will be applied if these services are requested by Licensee Conversion Charges Demographic and Insurance Data 5 000 No
7. 6 2 2 1 2 2 6 2 2 1 2 3 6 2 2 1 2 4 6 2 2 1 2 5 Vendors should describe how their proposed system wording can be easily understood and difficult to misunderstand Pro Filer will permit Lane County to rename form folder and some system components to be user friendly for its end users Furthermore this added functionality is available per user to allow Lane County to uniquely identify system elements per end user functions i e intake clinical billing and so forth For example the default name for one folder is My Selected Charts and Lane County could rename the folder to Client EHR Vendors should describe how their proposed system object behavior is consistent and uses a limited set of window controls e g if the same controls appear on multiple displays they should be located in the same place and work in the same way All Pro Filer modules have been designed using the same user friendly Windows GUI and are fully integrated providing the end user with a consistent user interface and navigation methods Vendors should describe if default values are provided for enterable fields whenever possible This includes defaulting user ID fields to the currently signed on user department fields to the current user s department and date fields to the current date when appropriate Pro Filer has been designed to include and promote an extensive collection of pre built data elements Such are avail
8. Client Name Service Date Time edes DateTime Veits 10 4 2004 4 06 00PM Individual Therapy 10 27 2004 1 07 05 1 00 Auto Attach Client Hame Auto Attach Authorization Service Date Time Service Dames unis 9 2 2003 2 13 08PM Individual Therapy 9 18 2003 2 17 42PM 100 Auto Attach Client Name Aute attach Authorization Service Date Time Service DateTime Baits 9 2 2003 10 19 37AM Individual Therapy 9 18 2003 10 22 36AM 1 00 Auto Attach Family Care Services Client Auto Attach Authorization Sarica Date Time Sandon CMT 6 2 2004 9 19 00PM Group Therapy 6 11 2004 9 19 57PM 4 00 Auto Attach Page 9 of 63 Sample Pro Filer Reports Current Authorizations by Payor and Client Purpose of Report This report lists active authorizations by client and by payor Includes client name and ID authorizing payor payor s authorization number date of authorization Pro Filer Authorization Answer ID and the Pro Filer Authorization Request ID In addition the report lists the authorized planned service location and cost center For each authorization the report lists the service item the authorization period the number of units authorized the number of units used and the remaining authorizations Sample Report Output Current Authorizations by Client and Payor 10 12 2004 Client Name Client ID 4 Payor Medicaid Authorization Number mdr03 Location Alcohol Abuse Auth Answer ID 77 Date of Authorization 10 8
9. The Scheduling Module provides a company with the ability to build flexible schedules for Providers and Locations The simple one step process allows the user to define office hours recurring scheduling patterns and provider scheduling interacting with location schedules Resource scheduling offers a unique feature for scheduling meeting rooms vehicles equipment and many other user defined needs On screen viewing gives an overview of all Providers and Co providers scheduled within a location The many powerful features of this module will provide a company with valuable information for daily business functions Administrative Benefits Help monitor Productivity gt Resources Time management gt No show and canceled appointments Projected reimbursements Review scheduling practices Build productivity standards Set guidelines for clinical practice Facilitate staff and management meetings Allow for central scheduling Standard online reports ooo Clinical Benefits Define scheduling needs and recurring patterns Facilitate the use of practice guidelines Relate service scheduling to the treatment plan Assist clinical staff to conform to clinical standards Facilitate clinical staff time management and self productivity monitoring Review client appointment history Appointment search by clinical staff or client On screen scheduling viewing by day week or month Coordinate treatment team provision of care
10. Dozens of pre written objectives cress referenced 10 brood selection of related interventions designed to fmilitote ottuinment interventions and DSM diagnoses Offers a wide ronge of possible problem definitions CREATE A SYSTEM THAT WORKS Patient Population Libraries Treatment Setting Libraries FOR YOUR ORGANIZATION Behaviors 1 Socal Work Adupe rhe system to fit pour facility s parricular More Gay amp umbo Medicine Humen Services needs by choosing fram wide selection of s hid Savet ond Porshi Cantineur of Evaleation Tros ment Pham libraries designed for specifie kiddin Crisis Courseling patient populdtians and treatment settings Comps Mantaly Beitriod Employer Asitone School Coumeling lt fedi MM Group SporislEdcetion Dider Adali Juvenile justice NOW AVAILABLE AS PART OF THE PRO FILER CLINICAL CARE MODULE The Tr stivent Plea available as computerized Fibracies incorporated into tbe Pre Filer Chinita UNPCARE s unes the Trurtment Plamuv To create indivicualized reeutment plans with easy point amp click operation Link che Treatment Planner components to your diagnosis and service plan msing UNICARE Pro Filw Elecrronically monitor the crestmenr plan review dates for the pr
11. UNI CARE Systems Inc Response to Request for Proposal H amp HS 20277 For Washington Lane County Oregon for an H amp HS Management Information System April 5 2007 UNI CARE Systems Inc 540 North Tamiami Trail e Sarasota FL 34236 941 954 3403 TABLE OF CONTENTS Letter of Transmittal Cover Page Table of Contents Table of Illustrations SECTION A Executive SUMMARY A 1 SECTION B Scope Of Work 1 1 Response to Mandatory Functional Requirements Response to Desirable Functional Requirements Response to Mandatory Technical Specifications Response to Desirable Technical Specifications Response to Required Technical Specifications Response to Business Specifications Project Management Services Customization Services Data Conversion Services Interface Services Implementation Services Training Services System Documentation Corporate Qualifications and References Key Personnel Experience and References Software Maintenance Services Value Added Services Optional Hosting Services Billing Services go ove om mmoomom A cCUCOIO APPENDICES A Sample UNI CARE General Agreement B Sample ASP General Agreement C Crystal Reports Integration with Pro Filer amp Sample Reports UNI CARE Systems Inc 540 North Tamiami T
12. Section B6 D 13 Interface Services Determine requirements for workstations to be used with the interfaced systems Define Application Facility Names Define and document application or facility names for identification during interface development testing and implementation These names may be used in interface lookup tables or in the messaging of the protocol Design Programs Lower Level Protocol Design programs to interact or operate with the lower level protocol This may include programs at the transport level to communicate with the hardware or using the application program interface of third party lower level protocol software Application Level HL7 Design programs to format or translate messages into HL7 format This will come directly from the analysis of the trigger events segments and data elements completed Design should include specifics regarding message acknowledgment procedures Application Code Modifications As Needed Design modifications to vendor application code and interface engine configuration iles as needed to resolve inconsistencies or support special needs Define Document Specifications Develop detailed specifications per the above analysis and design This should include who vendor internal consultant will be involved and what specifically will be done All involved parties should formally approve design specifications and responsibilities Develop Implementation And
13. Mandatory Functional Requirement UNI CARE Response to Mandatory Requirements The process of identifying available resources e g staff facilities and matching those to individual appointments and other services M 2 Scheduling The new system shall include the following functionality 2 1 Appointment scheduling 22 Automated reminder system 2 3 Staff time tracking 24 Resource scheduling The new system shall support data exchange from the Scheduler to EHR and Billing components Scheduling functionality is supported through the use of the Scheduling Module 2 1 Appointment for client as well as non client related activities can be performed 2 2 Reminders are available at log on throughout the day and also through the use of reports 2 3 Appointments can be used to track all staff time 2 4 Appointment of resources is accommodated Once an appointment is scheduled a service can be recorded through the process of confirming the appointment In addition once a service is recorded the system user can activate a posting function which will post the service to the billing functionality The r cording of the service requires the Basic Management Module The posting of the service to A R requires the use of the Billing and Receivables Module Section B1 2 Response to Mandatory Functional Requirements 1 0 3 0 2 0 m ET Business d Business Process Description COUNTY Proc
14. Network infrastructure example hubs routers PC s CAT 5 wiring switches comm lines etc Section B3 20 Response to Mandatory Technical Requirements SOFTWARE oo DO 0 Windows 2000 Server for the Pro Filer SQL Server SQL Server2000 version dependent on number of users SQL Server 2000 Client Access Licenses CAL minimum 1 license per Pro Filer user Windows 2000 Server for the Pro Filer Application Server Terminal Services License Server 1 per Terminal Server strongly recommended Terminal Services Client TSC 1 per Pro Filer user strongly recommended Windows desktop OS Win98 or above minimum 1 license per Pro Filer user Citrix Server amp Client Licensing as desired if you want the additional functionality not delivered by Microsoft Terminal Services Access2000 conversion and forms update tool minimum 1 license Anti virus recommended Back up software required Microsoft Exchange two way update of provider schedules and tasks Microsoft Outlook individual provider schedules and tasks MS Office for spell check Crystal Reports Professional V8 5 or higher 1 license per concurrently active report developer PC Anywhere V10 or higher 1 license on Application Server 1 license on Pro Filer client 1 license on SQL Server UNI CARE DELIVERED SOFTWARE Databases o Prod
15. Response to Requested Technical Requirements FIGURE 1 PRO FILER NETWORK DIAGRAM G2 02 02 WAN Users All servers are running Windows 2000 or higher PC s can be thin client ce any OS that can connect 3o a MerosofTerminai Server Pro Filer Network Diagram Internet Existing Domain and supporting Infrastructure DMZ etc Test PC Automation 1z J iz Protter Manager test LAN Users 6 2 3 2 2 REQUESTED INFORMATION RELATIVE TO DATA TRANSFERS 6 2 3 2 2 1 Vendors should describe the formats that are expected to be supported by the service provider for data extract import export Introduction The question of data import and export often arises during the initial review of any application system The purpose of this technical bulletin is to provide a general overview of the technical aspects of data import and export as well as clearly define the capabilities available with Pro Filer Considerations The discussion of data import and export tasks needs to be considered in context of the actual mechanics involved in the operations Both functions can be divided into the following technical processes Data Access amp Formats Data access and formats deals with the underlying capabilities a system possesses to physically exchange Section B5 3 Response to Requested Technical Requirements data with another application Depending
16. Client Treatment Plan Description Prints the entire treatment plan for a client including all components that have been related using the Clinical Standards Wizard or manually associated in the Multi Disciplinary Summary Components include Problem Goal Objective and Intervention Sample Report Output R Client Treatment Plan Summ ary 5 26 2005 1 50 pm Client Ho PROBLEMS GOALS OBJECTIVES INTERVENTIONS Page 24 of 63 Sample Pro Filer Reports Cost Center Locations Admission Payor Mix Purpose of Report This report displays the number of Client Cost Center Location admissions by payor type for each company location It also shows the percentage of admissions by payor type for each company location The payor type is determined by the client s rank 1 payor associated at the episode level If the client has no rank 1 payor associated to the episode level the client is assumed to be self pay This report is designed to report the last full month and backward for 12 months Sample Report Output Page 25 of 63 Sample Pro Filer Reports Companies Reported Company Name Company Name LOGGED ON PROVIDER Ron L Sorg G2 2008 4 37 pm Print Date 02 11 2005 Pret Time 437 pm Cost Center Location Admisson Payor Mix Report 01 2005 TO 02 2004 imber of Clients by Payor Type Percent of Total per Provider 2008104 2004 oa 2004 103 2008
17. Data Conversion Services Data Conversion Services 6 3 Business Specifications 6 3 3 DATA CONVERSION SERVICES For the purpose of preparing proposals Vendors are to assume that some data file conversion will be required Vendors will be required to convert data from three 3 of the current COUNTY systems including Health Services Client Tracking System HSCTS e Communicable Database CD e Oregon Community Health Information Network OCHIN Additional information about each of these systems can be located in Section 9 0 Appendix H 6 3 3 1 Vendor proposals must include a clear description of their approach and methodology they will use to complete conversion of data from three 3 COUNTY systems 6 3 3 2 Vendors proposals must include a brief description of their expertise and experience successfully converting data in similar projects Conversion UNI CARE s proposed strategy for performing data conversion is outlined below We will use our data conversion engine tool to the greatest extent possible however we can customize the tool and conversion process as required to meet any extensible needs Strategy for validation of the data conversion effort The data can be validated at two levels depending on your needs and requirements The easiest method is through a combination of record counts on both the source and converted data and further scrutiny of all converted tables with various spot checks of the data conver
18. This Business Associate Agreement between Licensor and Licensee establishes specific legal obligations regarding the terms of the relationship between Licensor and Licensee as it relates to the Health Insurance Portability and Accountability Act of 1996 HIPAA and 45 C F R Part 160 and Part 164 Subparts A and E the Standards for Privacy of Individually Identifiable Health Information Privacy Rule WHEREAS Licensor and the Licensee are parties to the Underlying Agreement pursuant to which Licensor provides certain computer software and related support services to the Licensee and in connection with the provision of those support services the Licensee discloses to Licensor certain Protected Health Information PHI as defined in 45 C F R 164 501 that is subject to protection under HIPAA and the Privacy Rule WHEREAS the Licensee is a Covered Entity as that term is defined in the Privacy Rule WHEREAS Licensor as a recipient of PHI from the Licensee is a Business Associate as that term is defined in the Privacy Rule WHEREAS pursuant to the Privacy Rule all Business Associates of Covered Entities must agree in writing to certain mandatory provisions regarding the use and disclosure of PHI and WHEREAS the purpose of this Addendum is to comply with the requirements of the Privacy Rule including but not limited to the Business Associate contract requirements at 45 C F R 164 504 e NOW THEREFORE in consider
19. agencies Assign to selected staff for research Document follow up requirements Develop action plan Track and monitor compliance with follow up timetable Document solution Forward reports through e mail FAMILY CARE Ability to Page 39 Track family client information Display family members linking Track agency and non agency workers associated with client Track movement through foster care homes Track level of care rates Monitor initial adoption criteria Enter services Monitor compliance requirements Gather pertinent information on foster and day care providers Monitor provider training and other requirements Monitor provider occupancy September 7 2007 Track home certification e Produce management reports CONVERSION If there is a conversion of data involved Licensee has the option of submitting all data to be converted to UNI CARE in the requested format within two 2 months after contract signature or e including the data conversion as part of the criteria for system acceptance Page 40 September 7 2007 EXHIBIT F FUNCTIONALITY ACCEPTANCE CERTIFICATE Licensee by the undersigned does hereby certify that the Licensed Programs provided by Licensor pursuant to the General Agreement dated meet the Functionality Acceptance Criteria as set forth in said General Agreement Based upon successful completion of Acceptance Testing as provided in Section 5 of the General Agreement Licensee ten
20. including related fact finding tasks Y Participate in the evaluation and documentation of desired changes to these practices Y Assist in documenting and cataloging all current electronic manual reports in their functional areas including related fact finding tasks Y Participate in the evaluation and documentation of desired changes to these reports Y Assist in the evaluation and documentation of practices relevant to system set up and or table building Y Participate in identifying key transaction sets to be used to conduct the Training Room Pilot scripts Y Actively participate in the Training Room Pilot process Y Participate in evaluating and trouble shooting the Training Room Pilot test results Y Assist the development and documentation of contingency plans for non automated critical and essential business activities Y Communicate status of assigned tasks activities and issues to Business Analyst PROJECT STAFF UNI CARE recommends that the organization appoint the following staff to support the implementation process Section B6 E 9 Implementation Services e Project Manager PM Y Y v Y Y R lt Y Actively participates in all evaluation activities and makes recommendations Acts as a liaison with hardware and software vendor s staff during project s implementation installation and training phases Coordinates activities of the implementation task force C
21. industry and they offer QueryWizards Online Help and CueCards to assist the beginner and experienced report writers alike This allows for the Report Writing fun from the IS Department and more readily available to end users who will utilize the reports to better manage their areas Report Types Multiple section reports Subreports On demand subreports Conditional reports Query reports reports Drill Down Reports Report Creation Add ins for Microsoft Excel and Access Automatic report creation with report experts Import pre formatted test HTML and RTF Document Import Tools Link tables using a graphical interface Map fields between databases Formatting amp Design ee 8 Automatic styles auto arrange fields ruler drag and drop Line drawing box drawing Conditional font formatting Format Editor Enhanced undo redo Multiple detail sections OLE drag amp drop between windows User defined ToolTips for tools and report objects Running total experts TopN bottomN sorting Sort and subtotal in ONE step Parameter fields Basic like syntax in Formula Language User defined functions Select records intuitive query interface Web Reporting DHTML Report Viewer ASP Server Component Web Component Server Store update and save reports directly to a web folder on a web server Ad hoc query and analysis to become decentralized Report
22. 0104 2004 XREF FT Fune Testing M Sex Code M Sex Abr name M Sex Full Name XREF 01 Billing HCFA XREF O Biling HCFA F OUDA2OD4 ovormos XREF UB92 UB82 XREF 637 837 Male os Other Other 61 01 1998 XREF 837 837 u Unknown E Unknown Unknown 010010200 1251 2005 XREF FT Func Testing o Page 62 of 63 Sample Pro Filer Reports Top Ten Diagnoses Purpose of Report This report shows the Top 10 Axis1 diagnoses in the given reporting month The report is based off of the recorded services within the reporting month If the recorded services have an Axis 1 diagnosis associated with it that diagnosis is used If the recorded service is for a self pay client and no Axis 1 diagnosis was associated with the service the report will use the rank 1 axis 1 diagnosis associated at the treatment plan This report also uses drill down capability to provide a service profile for each of the diagnoses listed Sample Report Output 0218 2005 Top 10 Diagnoses 1 40 Reporting Period 01 2004 Code Diagnosis Name Client Count RS Count Total RS Units 308 3 Acute Stress Disorder 2 7 16 25 307 89 Pain Disorder Associated With Both Psychological Fac 1 15 22 55 296 03 Bipolar Disorder Single Manic Episode Severe Witho 1 Ww 5 00 30747 Nightmare Disorder 1 4 773 291 0 Alcohol intoxication Delirium 2 2 3147 296 01 Bipolar Disorder Single Manie Episode Mild 1 1
23. Discharge a patient A03 Y Register a patient A04 Pre admit a patient AOS Transfer outpatient to inpatient A06 Transfer inpatient to outpatient A07 Update patient information A08 Y Patient Departing Tracking A09 N Patient Arriving Tracking AIO N Cancel admit All N Cancel Bed Transfer Al2 N Cancel discharge reinstate A13 N Pending Admit Al4 N Pending Transfer 15 Pending Discharge A16 N Swap a patient Al7 N Merge patient information 18 N Patient Query 19 Bed Status Update A20 N Go on Leave of Absence 21 N Return from Leave A22 N Delete Patient encntr A23 Y Link Patient Information A24 N Cancel Pending Discharge A25 N Cancel Pending Transfer A26 N Cancel Pending Admit A27 N Add Person Information A28 Delete Person Information A29 N Merge Person Information A30 N Update Person Information 1 2 Cancel Patient Arriving A32 N Cancel Patient Departing A33 N Merge Patient Info Nbr A34 N Merge Patient Account Nbr A35 N Merge Patient ID and Account Nbr A36 N Unlink Patient Information A37 N HL7 2 3 Cancel Pre admit A38 N Section B6 D 9 Interface Services HL7 Event Code Transmitted ADT Trigger Event HL7 2 3 Change Account on Visit A39 N Merge Patient Internal A40 N Merge Account AAT N Merge Visit A42 N Move Patient Internal A43 N Move Account Nbr A44 N Move Visit Nbr 45 N Change External Id A46 N Change Inter
24. Exhibit H HIPAA Readiness Exhibit I Implementation Schedule and Page 1 September 7 2007 Exhibit J Installation Services Training Services and Consulting Services 1 00 Concurrent Users means the number of Users who are simultaneously accessing the Licensed Programs and Licensed Utilities over the Licensee s network at any one time 1 05 Consulting Services means the services that Licensor offers to Licensee in order to implement the Licensed Programs and Licensed Utilities as more particularly described in Exhibit D Price List Exhibit Implementation Schedule and Exhibit J Installation Services Training Services and Consulting Services 1 06 Designated Equipment means the central processing units CPUs and associated equipment identified in Exhibit B to this Agreement It is understood that the CPU model and serial numbers called for in Exhibit B will be inserted no later than Installation at which time the completed Exhibit B will become a part of this Agreement 1 07 Functionality Acceptance Criteria means the performance standards by which to measure the ability of the Licensed Programs to support the functionality described in Subsection 5 03 and Exhibit E of this Agreement 1 08 Implementation Schedule means the implementation and training plan attached hereto in Exhibit 1 which outlines various Installation Services Training Services and Consulting Services necessary to implement the Licensed Programs
25. Phone Fax E Mail Type Notes State Country District Census Area Extension Expiration Suite Expiration Employment Status Job Description Hire Date Termination Date Salary Supervisor Salary Code Effective piration Page 51 of 63 Sample Pro Filer Reports Provider Information Report pesca Bate Classes Bale Class Elective 011 Masters Level Masters Level 0101 2003 Noles Envor EN Effectve Company Location Cost Center Contract Component Payor Name April PIN 04 01 2003 05 01 2003 All Companies All Company Locations All Cost Centers All Contract Components NNN 21794 Pu Effective Expiration Company Location Cost Center Contract Component Payor Name Prov PIN 05 01 2003 All Companies All Company Locations All Cost Centers All Contract Components hasi paun EN Efsc ve Expiration Company Location Cost Contract Component Payor Name PAYOR 2 PIN 01 01 2003 Company Name Company Location Cost Center BF Testing Payor 2 S EN Company Location Contract Component Payor Name ALL Payor PIN 01 01 2003 Company Name All Company Locations All Cost Centers Contract Components BE MJ Company Name Company Name Line 2 Company Name Rights Code EullName Foun Effective Expiration
26. Polley Haldar Relationship to Client SSN DOR Start Done Enc Date Notes Guradian s Information 1 egal Guardian Address Phone Home Phone Work Spouse s Information Name Legal Guardian Address Phone Home Phone Work For Referral Effective essen Expiration Notes Assigned Provider Date of Assignment Date and Time of Scheduled Appointmentiintake Page 59 of 63 Sample Pro Filer Reports Revenue Targets by Payor Location Purpose of Report his report gives the total recorded service units and revenue grouped by Company Location Payor ype by date The report allows the user to select recorded services either by the recorded service date or the revenue line posted date stamp The revenue line containing revenue determines the payor pe Sample Report Output LOGGED ON PROVIDER Ron L Sorg 200 Companies Raported A pw Salaction Data Record Melon Date For Period Voidea Services Not Inctuded 01 01 2004 Thru 12 21 2004 Print DaturTirme 0211 2005 4 41 pm Revenue Targets by PayoriLocation Report Company Location m T 1 1 1 n mar vum un ams m 1 p 1 an s ma ma Company Location Page 60 of 63 Sample Pro Filer Reports Service Activity Log Purpose of Repo
27. The report also has drill down capabilities explained in more detail below The report allows the user to select recorded services either by the recorded service date or the revenue line posted date stamp The revenue line containing revenue determines the payor type Provider Task List This report lists tasks clinical tasks and auto tasks for the logged in provider Includes task subject task body narrative creating provider start date due date completion date and completion percentage Page 5 of 6 Pro Filer Reports Contents Summary Provider Timeliness of Service Recording This is a summary report that compares the recorded service date with the date the service was actually entered into the Pro Filer system It groups the services by Provider and Month Year the service was provided The report gives the total number of recorded services and the average Date To Enter The report has a parameter allow the report to be based upon the primary provider of the service or the provider who actually entered the service The service entry date will be from the recorded service created date This is the system date when the service was entered into the Pro Filer system Referral Face Sheet Comprehensive report for a specific client that contains detailed referral information demographics addresses phone numbers family information alerts payors and contacts Company specific codes must be substituted for the co
28. The table above provides a detailed number of proposed training days Training is performed at Lane County site centralized sites designated by Lane County online and or at the UNI CARE Florida based offices Section B6 F 2 Training Services UNI CARE s training methodology provides for the training of a set of staff on a particular module or function These trainers will in turn train a designated group of staff based on a set of training materials customized for the organization UNI CARE recommends that all training be performed in a Training Room designated specifically for that purpose The Training Room should contain at least six computers designated exclusively for supporting the training function This requirement usually provides the ability to train 6 8 users in each training session The following are training sessions to be performed by UNI CARE staff Y Pre Implementation Session Experienced UNI CARE training staff will provide pre implementation consulting days The training agenda for these days focuses on assisting designated managerial staff from Lane County to review the system implementation goals of Lane County and subsequently develop a customized implementation plan v System Administration Session UNI CARE technical staff will provide System Administration training at Lane County s Site Training is performed for a period of contracted days per site and includes the following review
29. amp Destroy Ad Aware Desktop Management File Compression LANDesk 8 7 with Security Suite Winzip 8 PDF Reader Adobe Acrobat Reader version 7 X Office Suite Microsoft Office 2000 XP and 2003 E mail Microsoft Outlook 2000 XP 2003 UNI CARE has reviewed the COUNTY workstation table provided and Pro Filer will run concurrently on the specified workstations UNI CARE is recommending installing the Pro Filer presentation layer on Terminal servers therefore workstations need only have RDP capabilities Section B3 16 Response to Mandatory Technical Requirements 6 2 1 8 3 MANDATORY EXISTING WORKSTATIONS 6 2 1 8 3 1 Vendors must describe how their proposed system operates satisfactorily on COUNTY workstations that meet minimum COUNTY specifications described in Sections 6 2 1 8 1 and 6 2 1 8 2 above Vendors should indicate if upgrades to COUNTY specifications for workstations are recommended to better run their proposed system software e g additional RAM UNI CARE has reviewed the COUNTY workstation table provided and Pro Filer will run concurrently on the specified workstations UNI CARE is recommending installing the Pro Filer presentation layer on Terminal servers therefore workstations need only have RDP capabilities 6 2 1 8 4 MANDATORY WORKSTATION OPERATING SYSTEM 6 2 1 8 4 1 Vendors must state if their proposed system can be operated on workstations util
30. and upon request from Lane County in electronic format 6 2 3 4 NETWORK 6 2 3 4 1 REQUESTED INFORMATION RELATIVE TO NETWORK BANDWIDTH 6 2 3 4 1 1 Vendors should indicate the available network bandwidth required for each active user or the bandwidth required for a given number of users Pro Filer requires a minimum of 20 Kbps per user Session 30 40 kbps is recommended 6 2 3 5 SUPPORT 6 2 3 5 1 REQUESTED INFORMATION RELATIVE TO PRODUCTION ENVIRONMENT 6 2 3 5 2 Vendors should provide a description and diagram of the recommended production server configuration for the proposed system Such documentation has been provided in Section B3 Response to Mandatory Technical Specifications Section B5 8 Response to Requested Technical Requirements 6 2 3 6 WORKSTATION 6 2 3 6 1 REQUESTED INFORMATION RELATIVE TO MONITOR RESOLUTION 6 2 3 6 1 1 Vendors should indicate the minimum required and recommended workstation monitor resolution for the proposed system Vendors should also indicate the minimum required and recommended workstation video card specifications UNI CARE recommends the Monitor and video card support an 800X600 display Section B5 9 SECTION B 6 Response to Business Specifications SECTION B6 A Project Management Services Project Management Services 6 3 Business Specifications 6 3 1 PROJECT MANAGEMENT SERVICES Approach and Methodology Vendors shall provide Proj
31. arising out of this Agreement IN WITNESS WHEREOF the parties hereto have executed this Agreement as of the date first above written UNI CARE SYSTEMS INC Licensor By MAY AHDAB Ph D PRESIDENT Witness CUSTOMER NAME Licensee By Its Witness EXHIBIT G IMPLEMENTATION SCHEDULE Upon completion of the Implementation Schedule Licensor and Licensee shall indicate the agreement to all of its provisions by signing the Implementation Schedule Upon signing the Implementation Schedule it shall be incorporated into and made part of the General Agreement under this Exhibit G EXHIBIT H TRAINING AND CONSULTING SERVICES In connection with the Implementation Schedule Licensor shall provide the following implementation related services Training Services Licensor shall provide on site training for Licensee s key personnel to prepare them to use the Licensed Programs and Licensed Utilities and to train their fellow staff members Training Services The number of days of Training Services included in the Agreement will be as set forth in Exhibit D Price List The Training Services will include system administration training content training training on conversion interfaces and customized programs Training by Licensor s professional training staff will occur at either Licensee s offices or Licensor s Florida training facility Testing of the trainee s retention is included
32. c 4 9 to use the Licensed Programs Licensed Utilities and Licensed Materials only for Permitted Purposes only on the Designated Equipment to perform with Licensor a system audit on a yearly basis which will allow Licensor to confirm all Licensed Programs and Licensed Utilities installed on Licensee s Designated Equipment and update the License number of Users assigned to Licensee by Licensor not to copy reproduce or modify any of the Licensed Programs and Licensed Utilities or reproduce any Licensed Materials or other information provided in connection with the Licensed Materials except as authorized in this Agreement not to i de compile disassemble or otherwise reverse engineer all or any part of the Licensed Programs and Licensed Utilities or ii create produce market license or sell any product that competes with any of the Licensed Programs and Licensed Utilities or iii permit any other person to do any of the foregoing to make archive copies of the Licensed Programs and Licensed Utilities strictly for Licensee s own corporate internal use At all times during which any copy of the Licensed Programs and Licensed Utilities in Licensee s possession or under Licensee s control is not installed for use on the Designated Equipment Licensee shall store such copy of the Licensed Programs and Licensed Utilities in a manner that will reasonably protect the copy from theft or unauthorize
33. users of each software module purchased by Licensee will be as set forth in Exhibit D Price List Additional training services will be available to Licensee at separately negotiated rates Consulting Services Licensor shall provide Licensee with consulting services necessary to achieve a successful implementation Consulting Services aim at the development of an understanding of Licensee s implementation strategy and a mapping of the Licensed programs functionality designed to support the strategy Consulting Services include business process review tables building and on site go live support The total number of days of Consulting Services included in the Agreement and the fixed price not including travel and per diem charges for such Consulting Services will be as set forth in Exhibit D Price List Additional consulting services not included in the Consulting Services e g data conversion data base partition special projects will be available to Licensee at separately negotiated rates including those rates set forth in Exhibit G Negotiated Rates Page 50 September 7 2007 APPENDIX B Sample ASP General Agreement GENERAL AGREEMENT This GENERAL AGREEMENT made and entered into this day of January 2007 by Customer Name a State Corporation with its principal offices located at Address City State Zip hereinafter Licensee and UNI CARE Systems Inc a duly licensed Florida Corporation incorporated pursuant to the
34. 04 Coast Center Outpatient Auth Request ID 70 Serice Authorization Period Unis Authorized Used Remannig Individual Therapy 10 1 04 10 31 04 10 00 2 00 8 00 Client Name Client ID 2 Payor Medicaid Authorization Number mdr04 Location Alcohol Abuse Auth Answer ID 78 aR OE Ratner Hatin TERS Coast Center Outpatient Auth Request ID 71 Aunotzalion Period nts Aumenzed Uses Remennig Individual Therapy 10 1 04 10 31 04 1732 100 16 32 Page 10 of 63 Sample Pro Filer Reports Current Pre Planned Authorizations Not Attached to Planned Services Purpose of Report This report lists active pre planned authorizations by client and by payor It includes client name and ID authorizing payor payor s authorization number Pro Filer Authorization Answer ID and the Pro Filer Authorization Request ID For each authorization the report lists the authorization period and the number of units or total dollars authorized Sample Report Output Current Pre Planned Authorizations Not Attached to Planned Services 10 12 2004 Client Name Client ID 9 Monee BsaussliD AnnaL Auborgalionte 68 75 mdrot 10 1 04 10 31 04 20 so Medicaid 69 76 m r 2 1071 04 10 31 04 30 so Value Options Client Name Client ID 2 autnorzation unas Money Auuxi Aubodsationt Authored 7 78 mdr05 11 30 04 an sa Medicaid Page 11 of 63 Sample P
35. 1 If the system resides in Lane County s secure computer facility and remote access to the system is required access will be provided through a Virtual Private Network VPN with two 2 factor authentication Vendor proposals must describe the Vendor s need for remote access to Lane County s facility and what security methods and standards the Vendor uses for remote access Pro Filer implements a multi faceted security authentication process End users must first be authenticated to the network Then be given access to the Pro Filer EHR through the Section B3 12 Response to Mandatory Technical Requirements EHR graphical interface Once in the Pro Filer EHR additional security is applied that will dictate what the end user can see and what functions can be performed 6 2 1 5 5 MANDATORY WEB PAGE SECURITY 6 2 1 5 5 1 Vendors must describe how unauthorized users are prevented from accessing web pages of the proposed system Pro Filer implements a multi faceted security authentication process End users must first be authenticated to the network Then be given access to the Pro Filer EHR through the EHR graphical interface Once in the Pro Filer EHR additional security is applied that will dictate what the end user can see and what functions can be performed which include access to the Internet and active URLs 6 2 1 6 SERVER SOFTWARE 6 2 1 6 1 MANDATORY OPERATING SYSTEM PATCHING AND UPDATES 6 2 1 6 1
36. 1968 07 01 2003 331 2 09 10 4965 07 01 2003 331 a 05031049 4 11144872 Female 08 01 2008 0510 2004 283 s 107234966 09 01 2003 269 4 11444972 Female 09 01 2003 268 a 11 14 1972 Female 09 01 2003 260 8 09 01 2003 269 7 09 01 2003 269 18 11 21 1945 10 01 2003 239 9 10 23 1968 11 01 2003 208 12 11 01 2003 208 13 11 01 2003 208 14 11 01 2003 208 15 11 01 2003 208 6 04 8970 11 01 2003 208 18 11 01 2003 208 7 11 01 2003 208 5 05 0 1968 Male 12 01 2003 178 28 Male 03 01 2004 87 26 Female 03 01 2004 87 2 06 13 4960 Male 03 01 2004 87 29 03 28 2004 Male 05 01 2004 87 24 03 01 2004 87 30 Female 03 04 2004 04 02 2005 87 22 Female 03 01 2004 87 23 03 01 2004 87 27 08084950 Male 03 01 2004 29 03 26 2004 Male 04 01 2004 56 12 04 08 2004 49 35 05 214940 05 01 2004 26 20 Female 05 01 2004 26 34 Female 05 01 2004 26 Total Ad 33 DISCHARGES 4 Client Name 000 000 0000 1144 1972 Female 08 01 2003 05 10 2004 283 Total Patient Days 283 i Total Discharges 1 Average Length of Stay for Discharges 283 Page 2 of 63 Sample Pro Filer Reports Admit Discharge Daily Purpose of Report This report lists client episode admissions for a selected date range Includes counts for admissions and discharges as well as total patient days and average length of stay for discharges Also includes SSN DOB and gender It includes a t
37. 22 September 7 2007 Page 23 LICENSED UTILITIES LICENSOR OWNERSHIP Data Dictionary UNI CARE Systems Inc HTML Forms Development Tool Microsoft Corporation UNI CARE Systems Inc DSM IV Codes American Psychiatric Association AVIATOR TM UNI CARE Systems Inc September 7 2007 EXHIBIT B APPROVED DESIGNATED EQUIPMENT Attached hereto is documentation concerning the approved Designated Equipment and additional information concerning various hardware and software being used at Licensee s offices No later than Installation the parties will insert the CPU model and serial numbers called for below Licensee agrees to install the Licensed Programs and Licensed Utilities solely on the multiple CPU s designated as Model No Serial No Model No Serial No Model No Serial No and to copy Licensed Programs and Licensed Utilities for use only on such CPU s Such CPU s are located at Address City State Zip Licensee may also use the Licensed Programs and Licensed Utilities on another CPU in the event that a one of the existing CPU s is temporarily unavailable or b one of the existing CPU s is permanently replaced with another CPU provided that Licensee notifies Licensor in writing of the model number serial number and location of the new CPU and certifies in writing that the CPU is a replacement CPU Licensor agrees that Licensee
38. 3 million records Y Payments against claims for services rendered Payment table 1 3 million records O Data elements that cannot be converted must be re created in Pro Filer DB Y Complete charge master schedule CPT and HPIC codes and charges as well as combo tables that delineate which codes may be billed by which provider type Section B6 C 4 Data Conversion Services Conversion 2 Oregon Community Health Information Network OCHIN H amp HS program s using current system Y Community Health Centers of Lane County Description of current system OCHIN provides its partner organizations with a customized version of the Epic Systems EMR PM integrated MIS platform developed to meet the needs of CHC amp Public Health Departments OCHIN works to automate and reduce data capture and billing requirements to Federal State Private and Grant based entities at the point of entry System includes HIPAA compliant interfaces with Y QClaims OMAP Medicare AHLERS MediCal McKesson ClearChoice ABHA EDS Careoregon etc Y Laboratory QuestDiagnostics LabCorp Standord OHSU Y Demographic OMAP Careoregon Meditrax OHSU Alliance NOTE The above 3 interfaces are not priced in this proposal Types of information currently collected Accounts unsure of what specifically this refers to Field Level Conversion Notes O Detail Information which can be converted directly into the Pro Filer database for online
39. 63 Company Name CLIENT STATEMENT Company Address City State Zipcode Phone Number CLIENT Client Name ACCOUNT NUMBER 61 BILL TO Client Name Client Address City State Zipcode For Statement Period 01 01 2003 to 12 31 2003 POSTED DESCRIPTION PROVIDER OTHER INFORMATION INSURANCE SELF PAY BALANCE Previous System Balance History 128002 Balance Forward Em Previous System Balance Forward Totals 50 00 50 00 Balance Forward as of 12 31 2002 0 00 Location Services Provided At Company Name 041003 Individual Therapy Som R Payor Flied on 032404 40 00 0410003 Individual Therapy 0410 03 Payor Adjustment 10 00 041003 Individual Therapy on 04 10 03 Sog R Bil to Cleng 1000 04 10 08 individual Therapy on 04 10 03 Client Adjustment 1000 Q4M5 03 individual Therapy Sorg R Peyor t 40 00 04 20 03 individual Therapy on 04 20 03 Payor Adjustment 10 00 04 2003 Individual Therapy Sorg R Payor t 40 00 04 2002 Individual Therapy on 04 2003 Bil to Clert 1000 0420003 Individual Therapy on 04 2003 Client Adjustment 10 00 Sample Pro Filer Reports For Statement Period 01 01 2003 to 12 31 2003 POSTED DESCRIPTION PROVIDER OTHER INFORMATION INSURANCE SELF PAY BALANCE 0 30 61 90 1420 4214150 150 Previous System 20 00 0 00 0 00 0 00 0 00 5000 Total due 70 00 Page 2 of 2 Page 23 of 63 Sample Pro Filer Reports
40. Acknowledgement of compliance with the Health Insurance Portability and Accountability Act HIPAA Billing services must use the HIPAA translatable Expanded National Standard Format NSF version T0301 Expanded UB92 version T60 or ANSI 837 4010A1 formats 6 4 2 4 Description of easy batch submission through a toll free telephone number or Pretty Good Privacy PGP encrypted Internet connection 6 4 2 5 Description of detailed online submission and error reports and real time editing of claims online capabilities 6 4 2 6 Description of Vendors maintenance of a backup file sufficient to recreate the claims file should the original be damaged UNI CARE has elected not to bid on the optional billing services at this time Section B6 K 7 APPENDICES APPENDIX A Sample UNI CARE General Agreement GENERAL AGREEMENT This GENERAL AGREEMENT made and entered into this day of Month 2005 by Customer Name a State Corporation with its principal offices located at Address City State Zip hereinafter Licensee and UNI CARE Systems Inc a duly licensed Florida Corporation incorporated pursuant to the laws of the State of Florida with principal offices located at 540 Tamiami Trail Sarasota FL 34236 hereinafter Licensor WITNESSETH WHEREAS Licensor has developed certain application software WHEREAS Licensor desires to provide to Licensee certain application software including support documentation and related insta
41. Aggressive Ethnicity peun Race Religioa Marital Status Married Maiden Neme None Education Graduate School Employment narmation Cocupation Professional Employer IBM Referral Earrings 33 300 00 Citizenship United Stated of Am Employment Status Employed Full Time Veteran Status No Voluntary Single Dwelling Legal Status Living Arrangement Degree Degree Masters of Arts Profeerey Primary Date Company 03 08 2003 General Hospital Program History inet Center Inpatient Acute 07 01 2003 Phone 567 0876 37 of 63 Sample Pro Filer Reports Initial No Show Rate Report Purpose of Report This report tracks the number of client s who missed their first scheduled appointment The report looks for the first appointment after the client location cost center admission date It gives a total number of all appointments regardless of status Then the report looks at the appointment status and counts Missed appointment statuses The report then gives the percent of missed appointments compared to total number of appointments The report is grouped by company location Provider Sample Report Output Fut Eois aA UM Initial No Show Rate Report Total Number of Initial Appointments Print Time 12 18 0212004 TO 01 2005 Sete ee ee Provider Name
42. Behavioral Healthcare Organizations UNI CARE has developed a service methodology that revolves around the following principles What separates a company from another is not only its ability to provide services but also the knowledge of the importance of communication with its customers With adequate communication many issues can be identified and resolved before they reach a crisis stage Customer satisfaction can be enhanced if a company s staff learns the value of listening objectively to a customer s perspective on issues It is always more effective to under stand the perspective as defined by the customer and subsequently develop an action plan aimed at resolving the issues Resolving the issues in isolation of the customer s environmental culture can only lead to sporadic customer satisfaction What is needed is a long term partnership with the customer aimed at the goal of developing mutual educational programs designed to enhance the knowledge of the customer and the software company and subsequently foster more effective services The ability of a software company to constantly evaluate the services it offers and learn from its successes and tribulations can only enhance the services it offers as well as its partnership with its customers Management Consulting UNI CARE s Management Consulting Services are designed to assist organizations to re engineer their internal processes and to help address the difficult process
43. Clinical Orders Outcomes Management Quality Management Family Care Data Dictionary HTML Form Development Tool Page 25 September 7 2007 AVIATOR TOTAL 0 00 NOTE All telephone communication expenses associated with providing services to the Licensee will be added on a per call basis Licensor agrees to provide and Licensee agrees to accept the Support Services for the Licensed Programs and Licensed Utilities listed above at the monthly fees indicated which fees shall accrue from and after ninety 90 days after Installation SECTION 2 TERMS AND RENEWAL 2 00 Terms This Agreement is effective from and after the date of execution of the General Agreement the Execution Date and shall remain in full force and effect for the remainder of the calendar year of such Execution Date From the Execution Date until ninety 90 days after Installation Licensor shall provide the Support Services at no cost to Licensee Licensee will begin paying the monthly fees set forth in Section 1 01 ninety 90 calendar days after Installation 2 02 Renewal This Agreement shall be renewed for additional one year periods at the end of each calendar year thereafter unless Licensee provides Licensor with notice not to renew this Support Services Agreement no later than thirty 30 days prior to the expiration of the initial or any renewal term hereof 2 03 Payment Terms Beginn
44. FIGURE 2 below shows that once again purchasing an HL7 subsystem saves about five times the number of weeks required to deploy an in house development system In the final analysis the savings in man hours realized by utilizing a pre built HL7 FIGURE 2 HL7 DEPLOYMENT TASKS solution translates into both a 12 0 cost savings for the developer 10 0 and for the customer EG Additionally the tool vendor 5 80 automatically handles on going 2 changes and future updates to y 60 the HL7 transactions This 40 portends additional future savings of vendor man hours to 20 incorporate changes which oo means that customers can expect to see future HL7 updates that are thoroughly tested by a much wider user base in a shorter amount of time and with less effort than would be possible with an in house solution Unit test Training Golwe 2 5 3 Specification review preparation Collactlexarrine example data Gap analysis Configuration of import export Communications set upldebug Integration test Mock golive Subject matter expert sign ott After a thorough market search for HL7 tool vendors NeoTool s HL7 tool suite stood out from the rest in terms of its singular company focus breadth of offerings extensive training and consulting developer support tool quality and overall market acceptance as demonstrated by its impressive customer list Perhaps their greatest vote of confidence is the strategic relation
45. Filer HL7 Interface will not filter specific data elements within a segment All data elements mapped to a required HL7 segment and valued not null in the Pro Filer database when the HL7 Interface formats an ADT message will be transmitted The initial HL7 Interface is planned to function as an interface engine of ADT events initiated in the UNI CARE Pro Filer system The initial HL7 Interface is not planned to support field dependent specific triggers or updates In other words when a Pro Filer event triggers an ADT message and the interface determines that an optional segment should be included all data elements mapped to the optional HL7 segment and valued not null at the time when the HL7 Interface formats an ADT message will be transmitted Section B6 D 8 Interface Services The Pro Filer HL7 Interface is planned to expect an immediate ACK General Acknowledgment message in response to each ADT message transmitted The HL7 Interface will not expect or support deferred or application level acknowledgments Tentative Trigger Event Summary The initial Pro Filer HL7 Interface is planned to support the following HL7 trigger events for the HL7 ADT message type FIGURE 3 HL7 TRIGGER EVENT SUMMARY HL7 Event Code Transmitted ADT Trigger Event Admit a patient AOI X Transfer a patient A02 Y
46. Hot 01 01 2004 Thru 12 31 2004 Payor Type ALL Cross Tab Legend Provider Name mm ame oms oes e mm 1 1 p E pm p 7 D gt 7 7 on nx sa un si un an un as vun 1 7 n ma omn mas ma m man Provider Name mam mm Tad Provider Name ax cem mum omm mam wu ms we um m D w i mam ume emm mem om Ll E am nu mm x 1 gt p 1 on mae m as mu m a z p wmm xxm an een 2n oe E um m x a w semen camus e eme ex was Pago dot Page 54 of 63 Sample Pro Filer Reports Provider Task list Purpose of Report his report lists tasks clinical tasks and auto tasks for the logged in provider Includes task subject task body narrative creating provider start date due date completion date and completion percentage Sample Report Output Provider Tasklist Tickler Report 07 13 2004 Prepared For Provider Name 122pm Sorted By Due Data Descending Crested Start Due Comp Pct Task Subject Task Details By Date Date Date AutoTask Provider Inserted Cl
47. IVR system for phone based data entry of any user defined data collection instrument Section B6 I 2 Key Personnel Experience and References Team Member Team Position and Task Assignment Qualifications Relevant Experience Colleen Allen McHenry MA Director of Implementation UNI CARE Systems Inc Home office in Sarasota Florida Director of Implementation Senior Clinical Consultant e Serves as an integral part of the Profiler implementation team of Profiler managing end to end processes Expert level in system implementation and integration into business practices and requirements e Project Management and work process reengineering e Thorough knowledge of and expertise in the operations of psychiatric substance abuse and behavioral health facilities e Manages complex implementations of enterprise wide systems focusing on integration of all work flow components business clinical medical technical reporting and external compliance requirements Ten 10 years of experience in community agencies providing both direct and indirect services to a variety of client populations Specific experience includes providing social services at inpatient 28 day residential and crisis stabilization units ranging for clients ranging from adolescent to geriatric Outpatient experience includes traditional counseling teaching prevention education assessment and placement Ms McHenry
48. If the parties fail to resolve the dispute within sixty 60 working days of the initial written notification then each party may assert its rights and remedies as provided under this Agreement 10 06 Arbitration In the event the parties fail to resolve a dispute pursuant to the Initial Dispute Resolution procedures set forth in Section 10 05 said remaining controversy dispute or claim arising out of or relating to this Agreement or any waiver or amendment or any breach hereof shall be settled by arbitration to be held in Sarasota Florida The arbitration shall be conducted in accordance with the rules and procedures then in force of the American Arbitration Association The parties shall by agreement select one 1 arbitrator who is impartial experienced and knowledgeable of the following not for profit organization computer technology and human service providers In the event the parties are unable to agree the American Arbitration Association shall select an arbitrator having the above described qualifications The expenses and fees of any such arbitration proceedings shall be borne equally by the parties provided that each party shall bear the costs of its own counsel The parties hereto agree to abide by all awards and decisions rendered in arbitration proceedings and all such awards and decisions may be filed by the prevailing party with any court having jurisdiction over person or property of the other party as a basis for judg
49. MAY AHDAB Ph D PRESIDENT amp CEO Witness CUSTOMER NAME Licensee By Its Witness LICENSE END USER AGREEMENT EXHIBIT A The Licensed Programs Licensed Utilities and Licensed Materials are derived from proprietary software of either Licensor or other Third Party vendors as distinguished by the ownership designation set forth below Licensor the Designated Equipment manufacturer or the other Third Party vendors retain ownership of their respective Licensed Programs Licensed Utilities and Licensed Materials The proprietary rights of Licensor the Designated Equipment manufacturer or the other Third Party vendors set forth in Section 7 of the General Agreement are incorporated herein by reference LICENSED PROGRAMS LICENSOR OWNERSHIP Basic Management UNI CARE Systems Inc Billing amp Receivables UNI CARE Systems Inc Clinical Care UNI CARE Systems Inc Scheduling UNI CARE Systems Inc Census UNI CARE Systems Inc Referral Development UNI CARE Systems Inc Managed Care UNI CARE Systems Inc Network Development UNI CARE Systems Inc Claims Processing UNI CARE Systems Inc Clinical Orders UNI CARE Systems Inc Outcomes Management Assessments UNI CARE Systems Inc Quality Management QM UNI CARE Systems Inc Family Care UNI CARE Systems Inc Decision Support Cognos Corp
50. Monitor authorizations and length of stay Analyze utilization by payor and financial class Manage treatment modality per diem charges by unit and bed Set and run census charges by selected timetables Review and post automated census Census Copyright 2005 UNI CARE Systems Inc 7 00 unicaresys com 600070 to The Referral Development Module is designed to serve as a multidirectional system to assist in building a dynamic referral database to track referrals monitor cost outcomes ratios monitor frequency of contract for potential referrals and develop overall company referral profiles It allows for development of key referral companies by location area of expertise and contact The many powerful features of this module will provide a company with valuable information for daily business functions Administrative Benefits Analyze referral patterns Review reason for non admission to company Monitor registration conversion ratio Perform retrospective review of community needs for future resource planning Contract management with referral company Negotiate contracts Monitor profitability Evaluate pricing and renewal strategies Structure multiple authorization types Monitor contract utilization Renegotiate contracts Manage internal and external referrals Monitor follow up for discharge referrals Standard online reports VVVVVV Clinical Benefits Review of refer
51. Name 000 000 0000 11141972 08 09 2003 Routen Mark Unduplicated Count 1 ACT 9 Client Name 000 000 0000 10 23 1966 11 01 2003 Routen Mark 9 10 23 1966 09 01 2003 4 11 14 1972 08 01 2003 4 11 14 1972 09 01 2003 Routen Mark 35 5 21 1940 05 01 2004 12 11 01 2003 Routen Mark 12 04 08 2004 Routen Mark 13 1 1701 2003 Ruun Mark 14 11 01 2003 Routen Mark 15 11 01 2003 Routen Mark 28 03 01 2004 28 03 01 2004 Routen Mark 8 416 1970 11 01 2003 Routen Mark 3 5 8 1949 07 08 2003 18 1121 1945 10 01 2003 Routen Mark 2 3 1960 03 01 2004 Routen Mark 29 3728 2004 03 01 2004 Routen Mark 24 03 01 2004 Routen Mark 5 50 1968 07 01 2003 30 03 01 2004 Routen Mark 18 11 01 2003 2 03 01 2004 Routen Mark 27 8 6 1950 03 01 2004 Routen Mark 7 08 01 2003 Routen Mark 34 05 01 2004 Routen Mark Unduplicated Count 22 Administrative Services 21 Client Name 000 000 0000 83 1960 04 01 2004 Unduplicated Count Case Management 9 Client Name 000 000 0000 10234866 11 08 2003 Unduplicated Count 1 Page 31 of 63 Sample Pro Filer Reports Cost Center Discharge Purpose of Report Lists cost center discharges within a selected date range for all clients It includes admission date discharge date and length of stay It also includes a cross tab showing the discharge totals for each cost center by month Sample Report Output Cost Center Discharge Summary by Month 05 27 2004 For 05 01 2004 05 27 2004 1 04
52. Pamoting accounrahiliry Fostering comrnunicarion FOR MORE INFORMATION To find out more about how you con create a customized and UNI CARE Systems Inc contact UNI CARE Systems Inc of 941 954 3403 UHI CARE Systems Inc 540 North Tamiami Troil Serosote FL 34236 Telephone 941 954 3403 www umicoresys com RevRunner Acomprehensive automated solution that enables healthcare providers to efficiently identify insurance eligibility and proactively monitor the status of claims All with unequalled speed and accuracy RevRunner The Revenue Enhancer Utilizing enhanced tool sets and unlimited data transactions RevRunner maximizes insurance reimbursement identifies more insurance coverage reduces claim denials increases point of ser vice cash collections maximizes self pay revenues and minimizes bad debt write offs Developed to enhance healthcare organization s top and bottom line RevRunner reduces the time it takes to get paid for the services delivered and lowers the percentage of claims that go to bad debt RevRunner technology automatically creates and sends eligibility inquiries to any payer you work with whether public or private T
53. Parties identified in Exhibit A of this Agreement are the sole and exclusive property of Licensor and the Third Parties This Section 7 02 is in effect whether or not Licensor and Third Parties identified in Exhibit A of this Agreement hold a patent or copyright Licensee acknowledges and agrees that it shall acquire no right title or interest in the Licensed Programs and Licensed Utilities and related Licensed Materials by virtue of this Agreement or otherwise 7 03 Disclosure Licensor and Licensee acknowledge that each party is in possession of valuable trade secrets and confidential information As such Licensor and Licensee agree as follows a except as expressly provided in this Agreement neither party without the prior written consent of the other shall disclose to any third party i any information regarding the terms of this Agreement or exchanged in connection with the negotiation of this Agreement regarding the transactions contemplated hereby or ii any information regarding the actual or anticipated business or technology of the other party in either case to the extent disclosed by the other party in connection with the transactions contemplated hereby or the performance by the other party of such party s obligations hereunder including information regarding or which includes clients customers business practices business prospects financial condition pricing policies processes technical data or specification
54. Privacy Practices Has included and will include in the Licensee s Notice of Privacy Practices required by the Privacy Rule that the Licensee may disclose PHI for Health Care Operations purposes 3 02 Consumer Permission Has obtained and will obtain from Individuals Authorizations and other permissions necessary or required by laws applicable to the Licensee for Licensor and the Licensee to fulfill their obligations under the Underlying Agreement and this Addendum 3 03 Restrictions on PHI Will promptly notify Licensor in writing of any restrictions on the use and disclosure of PHI about Individuals that the Licensee has agreed to that may affect Licensor s ability to perform its obligations under the Underlying Agreement or this Addendum 3 04 Notice of Revocation Will promptly notify Licensor in writing of any changes in or revocation of permission by an Individual to use or disclose PHI if such changes or revocation may affect Licensor s ability to perform its obligations under the Underlying Agreement or this Addendum SECTION 4 TERMINATION 4 01 Termination for Breach event that the Licensor materially breaches a material term of this Addendum Licensee must provide Licensor with notice of the existence of the alleged material breach and afford Licensor an opportunity to cure the alleged material breach In the event Licensor fails to cure the breach within 45 days to the satisfaction of the Licensee the License
55. Report Expert It is a software wizard that walks users step by step through the report creation process and provides a good introduction to report design It includes many standard report types such as mailing label form letter and cross tab By answering each of the prompted questions the Report Expert automatically sets up the basic report layout including headers footers groups sorting totals and even graphs if requested This feature is available in both Standard and Professional versions In order to determine how many Crystal Report licenses to purchase you should count the concurrent number of staff that will be engaged in report creation for Pro Filer This refers to the actual construction of the report using the Crystal Reports Designer That total represents the number of licenses of Crystal Reports you should purchase For more detailed specifications on the features and functions of Crystal Reports please refer to http www businessobjects com products reporting crystalreports default asp Immediately following are sample Pro Filer Reports for your review Appendix C 2 SIN e 1 1 UNI CARE Systems Inc Literature The enclosed literature briefly describes each software product designed to assist organizations in improving critical processes in every aspect of their business from access to care to service planning authorizations processing clinical documentation billing accounts receivabl
56. Reports Listed in Alphabetical Order Admission By Payor By Date his report lists client episode admissions by primary payor for a selected date range Includes a total for each payor and a graph showing a summary for all payors Admit Discharge Daily his report lists client episode admissions for a selected date range Includes counts for admissions and discharges as well as total patient days and average length of stay for discharges Also includes SSN DOB and gender It includes a total count and daily graphical summary for admissions and discharges Admit Discharge Monthly his report lists client episode admissions for a selected date range Includes counts for admissions and discharges as well as total patient days and average length of stay for discharges Also includes SSN DOB and gender This report includes a total count and monthly graphical summary for admissions and discharges Admit Discharge By Date Range his report lists client episode admissions for a selected date range Includes counts for admissions and discharges as well as total patient days and average length of stay for discharges Also includes SSN DOB and gender Auths Days Remaining This report lists active authorizations by client and by payor that will expire within a user selected number of days Includes client name and ID authorizing payor payor s authorization number date of authorization Pro Filer Authorization Answer ID
57. Service Details No Episode Details Demographic Insurance and Balance Forward Data 10 000 No Service Details No Episode Details Demographic Insurance and Balance Forward Data 15 000 Episode and Cost Center Details No Service Details Prices subject to change based on the complexity of conversion data Interface Customization Charges Licensor charges the following Standard General Ledger Interface Monthly Support fee Other Customization Interfaces System Analysis Programming Project Management and Training Charges Licensor charges the following Senior Implementation Consultant Implementation Consultant Senior Quality Management Training end user or train the trainer 7 500 125 175 hr 125 hr 1 800 day 1 500 day 2 000 day 1 200 day The above charges are valid for a period of twelve 12 months after execution of the General Agreement EXHIBIT F HIPAA BUSINESS ASSOCIATE AGREEMENT This Business Associate Agreement between Licensor and Licensee establishes specific legal obligations regarding the terms of the relationship between Licensor and Licensee as it relates to the Health Insurance Portability and Accountability Act of 1996 HIPAA and 45 C F R Part 160 and Part 164 Subparts A and E the Standards for Privacy of Individually Identifiable Health Information Privacy Rule WHEREAS Licensor and the Licensee are parties to the Underlying Agreement pursuant to which Licensor pr
58. Structured Implementation Process consists of the following phases Within each phase the critical tasks are defined The resources for each task are further detailed in the Implementation Plan but in general reflect the requirement of shared resources from the organization and UNI CARE to complete most items Phase 1 Business Requirements Definition e Identification of the organization s business requirements by functional area e Categorization and prioritization of the requirements e Clarification of the critical functional elements Section B6 E 2 Implementation Services Review of state reporting requirements Phase 2 Detail Design Application of each of the company s business requirement to a Pro Filer specific process form field s or report as appropriate Mapping of the company s business requirements through the use of best practices to Pro Filer functionality Delivery of Design Document and if applicable Gap Analysis Phase 3 System Build and Testing Facilitation of Business Process Review sessions whereby Pro Filer application specific functionality is exposed to the organization using a structured methodology Defining Foundational System Structures within the context of business rules and relationships relative to the application design Example Company Location Cost Center Service Plan Service Item etc Documentation of critical terms definitions and work proces
59. Supply All Per Diem 500 00 All Notes Online check shows intermittent coverage Re venfy every month 903 2 Value Options 548484 Goldplus Workers AUTHORIZATION IS REQUIRED Co Pay From Service To Service Amount Moo Year Lifetime Episode Monn Year Lifetime Episode Deductible 8500 1 500 1000 33 000 Max OOP 1 000 10 000 1 500 520 000 Max Units 50 100 ck Bate Class Counseling 75 00 Individual Therapy 100 00 All Intervention 8500 PhD Intervention 12500 MD Medication Review 50 00 All Page 16 of 63 Sample Pro Filer Reports Notes Verified coverage on 11 01 03 for the first two months Re verify January 1 Page 17 of 63 Sample Pro Filer Reports Client Payment Receipt Purpose of Report his report creates a Client Payment Receipt from a newly created Payment Record The section on the bottom is for the Next Appointment Sample Report Output Company Name Payment Receipt Client Address City State Zipcode Phone Humber Client Name Client Address City State Zipcode Recoipt Date 01 31 2006 Balance Prior To 01 31 2005 5 00 Amount Received Type of Payment 45 00 Chack Next Appointment Service Provider Thank you for your payment Page 18 of 63 Sample Pro Filer Reports Client Statement Summary List Purpose of Report The Client Statement Summary report gives a summary of all clients who should receive a s
60. Table Table 6 2 1 8 1 Minimum COUNTY Workstation Specifications Section B3 15 Response to Mandatory Technical Requirements ITEM REQUIREMENT Processor Speed 1 4 GHZ RAM 256MB Free Storage Space 3GB Operating System s Windows 2000 Sp4 or Windows XP Sp2 Internet browser Internet Explorer 6 Sp1 only MDAC level 2 8 SQL client MS SQL Client v 2000 Sp3 or higher Video display 17 CRT or LCD single monitor Video adapter 2MB memory Displgy settings 800 X 600 Resolution USBports 2 ports running 1 1 speed USB Floppy drive 1 44 MB 3 5 drive CD ROM drive 32X Speed CD without write capability Network interface Ethernet 10 100MB running TCP IP UNI CARE has reviewed the COUNTY workstation table provided and Pro Filer will run concurrently on the specified workstations UNI CARE is recommending installing the Pro Filer presentation layer on Terminal servers therefore workstations need only have RDP capabilities 6 2 1 8 2 MANDATORY WORKSTATION SOFTWARE IMAGE 6 2 1 8 2 1 Vendors must describe if their proposed software operates satisfactorily on workstations that meet the following mandatory requirements for workstation software in the COUNTY as set forth in the following Table Table 6 2 1 8 2 Mandatory COUNTY Workstation Software WORKSTATION SOFTWARE REQUIREMENT Antivirus McAfee VSE 8 01 with Port 25 Blocking Antispy Spybot Search
61. Testing Approach Define high level implementation and testing strategies This should be reviewed with all parties users resources etc This document should include all procedures processes criteria data and documentation to be used This approach will be inalized as part of the implementation phase of the project Define The Testing Methodology _ Approach _ Documentation required _ Procedures _ End user system performance response time parameters _ Test model Define Test Data _ Test databases _ Test files _ Methods of test data creation _ Storage and recovery of test data Testing Software Aides Identify and apply as appropriate _ Emulators if required Section B6 D 14 Interface Services _ Editors _ Test data generators _ Test results comparer Dump facility Testing Environment e Establish the following as appropriate _ Isolate hardware _ Use of live system _ Location Testing Support e Identify resources and skills necessary for test team Assign as appropriate Test Conditions e Outline the requirements for each possible condition to be tested Document potential conditions as they arise throughout the entire development process Additional conditions may be added during the testing process to identify unanticipated conditions Fault insertion testing procedures should be documented Expected Results e Document the expected results for each test including output to ano
62. amount a summary total of all self pay activity before the Statement Period Starting Date It then lists all of the Client s current activity and provides the Client s Total Balance due The report also has an aging view on the bottom of the statement For customers that use Client Claim Balance Forward amounts from previous systems a section has been added at the beginning of the statement to list the detail history of these balances Cost Center Admission Summary Lists cost center admissions within a selected date range and includes client name admission date discharge date and length of stay It includes a cross tab showing the admission totals for each cost center by month Cost Center Admissions By Date Range Lists cost center admissions within a selected date range for a specified client It includes admission date admission provider SSN and DOB It also includes a bar chart showing the admission totals for each cost center Cost Center Discharge Lists cost center discharges within a selected date range for all clients It includes admission date discharge date and length of stay It also includes a cross tab showing the discharge totals for each cost center by month Cost Center Locations Admission Payor Mix This report displays the number of Client Cost Center Location admissions by payor type for each company location It also shows the percentage of admissions by payor type for each company location The payor type is
63. an integral part of the training sessions The fixed price not including travel and per diem charges for training of up to eight 8 users of each software module purchased by Licensee will be as set forth in Exhibit D Price List Additional training services will be available to Licensee at separately negotiated rates Consulting Services Licensor shall provide Licensee with consulting services necessary to achieve a successful implementation Consulting Services aim at the development of an understanding of Licensee s implementation strategy and a mapping of the Licensed Programs functionality designed to support the strategy Consulting Services include business process review tables building and on site go live support The total number of days of Consulting Services included in the Agreement and the fixed price not including travel and per diem charges for such Consulting Services will be as set forth in Exhibit D Price List Additional consulting services not included in the Consulting Services e g data conversion data base partition special projects will be available to Licensee at separately negotiated rates including those rates set forth in Exhibit E Negotiated Rates EXHIBIT I FUNCTIONALITY ACCEPTANCE CRITERIA The following are Functionality Acceptance Criteria specifically designed for Licensee in order to facilitate Functionality Acceptance Testing BASIC MANAGEMENT Ability to Admit client pa
64. and Licensed Utilities at Licensee s sites 1 09 Installation means loading the standard Licensed Programs and Licensed Utilities on the Designated Equipment and verifying accessibility on a User workstation This does not include any required customization and or the programming of third parties requirements 1 10 Installation Services means the installation set up testing and related services relating to the standard Licensed Programs and Licensed Utilities which are required to make the standard Licensed Programs and Licensed Utilities ready for use by Licensee as outlined in Exhibit D Price List Exhibit Implementation Schedule and Exhibit J Installation Services Training Services and Consulting Services 1 11 License means the rights granted Licensee pursuant to Section 2 hereof 1 12 Licensed Materials means the user guides training materials supplemental materials and other documentation and all revisions thereto provided by Licensor to Licensee relating to the Licensed Programs and Licensed Utilities 1 13 Licensed Programs means all the application software in object code format only recorded on CD or other media and provided by or through Licensor to Licensee and listed on Exhibits A and D attached hereto Any third party ownership of these Licensed Programs is set forth in Exhibit A 1 14 Licensed Utilities means all the software in object code format only recorded on CD or other media and provided by or thr
65. and Receivables legacy system managed the Support Department of UNI CARE and acted as a Senior Consultant responsible for problem solving and general consulting In his current position he is responsible for all programming enhancements as they relate to the legacy system as well as the resolution of system errors Keith holds a Bachelor Degree in Business Administration from Eastern Michigan University v Vice President Support amp Technical Services Daniel Eley Daniel Eley recently joined UNI CARE Systems Inc as Vice President of Support Services Dan will focus on customer service and technical support services to continue UNI CARE s position of high customer satisfaction Dan has a degree from The Ohio State University and has over 20 years working with health care information systems Dan has experience as a ClO Director of Information Systems for several large organizations as both a payer and provider and has been a senior management consultant and project manager for several large information system projects Section B6 H 5 Corporate Qualifications and References Y Vice President Product Engineering lyad Sawaf lyad Sawaf is a computer engineer with 15 years experience in the computer industry including advanced network designs and operating systems support lyad joined UNI CARE in 1985 as a system engineer and in his current position is responsible for network services operating system configurations and
66. and export as well as clearly define the capabilities available with Pro Filer Considerations Section B4 7 Response to Desirable Technical Requirements The discussion of data import and export tasks needs to be considered in context of the actual mechanics involved in the operations Both functions can be divided into the following technical processes Data Access amp Formats Data access and formats deals with the underlying capabilities a system possesses to physically exchange data with another application Depending on the control methodology employed see discussion below the application may need to output data in a temporary file prior to import into the target system Pro Filer supports export to most every data type including but not limited to fixed length delimited and all ODBC compliant data types While Pro Filer can theoretically import data from any ODBC compliant data source there is a mapping process that must occur We use an MS Access as an intermediate data staging platform prior to import For more detail information on our conversion process please see our Technical Bulletin titled Introduction to Pro Filer Data Conversion Field Mapping Field mapping is an integral aspect of both data import and export functions To a large extent the underlying database design defines the boundaries of data import The mapping process identifies like data attributes of the source
67. conversion runs are available for a fee as well as an option for unlimited number of conversion runs UNI CARE can provide additional support on the data extraction side help in mapping and getting your legacy data into the source database for an addition charge based on an hourly cost CONVERSION DETAILS Conversion 1 Health Services Client Tracking System HSCTS H amp HS program s using current system Y Mental Health Y Alcohol Drug and Offenders Y Public Health Y Developmental Disabilities Description of current system HSCTS tracks clients by enrollments into specific programs for any service or activity provided for each client Within Public Health the system tracks vaccines given to each client by clinic site vaccine manufacturer name lot number and injection site For the Mental Health and Alcohol Drug and Offenders programs HSCTS is also used to enroll and unenroll clients track encounter data and track fee agreements income and insurance information and uses that information to charge fees based on a sliding fee scale or bills the appropriate insurance carrier Payments from both insurance and private pay are also posted to each client account Field Level Conversion Notes O Detail Information which can be converted directly into the Pro Filer database for online access includes based on your current system description Y Client name table contains approx 137 000 records Y Client Social
68. creates a Client Payment Receipt from a newly created Payment Record The section on the bottom is for the Next Appointment Client Planned Services Lists all planned services in active cost centers by client Data includes planned service planned units begin and end dates and credentials Client Statements Summary V1 0 The Client Statement Summary report gives a summary of all clients who should receive a statement for the report period The report uses the same selection criteria as the Client Statements with the exception of no Receive Statement address is needed This report will identify clients with a self pay balance but no Receive Statement address on file The report also gives a report total of Client Self Pay balance due Client Treatment Plan Prints the entire treatment plan for a client including all components that have been related using the Clinical Standards Wizard or manually associated in the Multi Disciplinary Summary Components include Problem Goal Objective and Intervention Page 2 of 6 Pro Filer Reports Contents Summary Clients Statements V7 0 The Client Statement report generates bills from the Client s self pay revenue lines This version of dient statements also reports client s insurance activity that occurred during the current statement period The report can be run for an individual client or for all clients The report determines the Client s balance forward
69. data reports for specific payors Pay claims based on provider organization specific contract or standard rate tables CLINICAL ORDERS Ability to View record and track medication prescriptions Conduct reviews and outcomes of orders View record and track labs tests and procedures Document and track dispensing of prescriptions and medications View record and track basic client pharmacy information Create tickler files aimed at monitoring review of orders View record and track allergy information View history of medication and ancillary orders OUTCOMES Ability to View complete and review instruments and assessments on line Add custom forms Create tickler files aimed at monitoring review of outcome instruments Monitor pre defined outcomes studies Specify and track instrument category and type Create custom table entries to measure outcomes on instruments and treatment plans Link End User Assessments to Clients Providers and Company Locations QUALITY MANAGEMENT Ability to Document quality issues specifically related to clients cost centers providers and agencies Assign to selected staff for research Document follow up requirements Develop action plan Track and monitor compliance with follow up timetable Note Document solution Forward reports through e mail FAMILY CARE Ability to Track family client information Display family members linking Track agency and non agency workers
70. determined by the client s rank 1 payor associated at the episode level If the client has no rank 1 payor associated to the episode level the client is assumed to be self pay This report is designed to report the last full month and backward for 12 months Cost Center Admissions All Clients Lists cost center admissions within a selected date range for all clients It includes admission date admission provider SSN and DOB It also includes a bar chart showing the admission totals for each cost center Current Authorizations This report lists active authorizations by client and by payor Includes client name and ID authorizing payor payors authorization number date of authorization Pro Filer Authorization Answer ID and the Pro Filer Authorization Request ID In addition the report lists the authorized planned service location and cost center For each authorization the report lists the service item the authorization period the number of units authorized the number of units used and the remaining authorizations Page 3 of 6 Pro Filer Reports Contents Summary Current Pre Planned Authorizations This report lists active pre planned authorizations by client and by payor It includes client name and ID authorizing payor payor s authorization number Pro Filer Authorization Answer ID and the Pro Filer Authorization Request ID For each authorization the report lists the authorization period and the number of un
71. development activities involved in creating an HL7 interface then outlines the planning steps required for an organization to install and support HL7 interfaces HL7 as a specification provides a guideline to develop and implement interfaces between various applications The implementation of these interfaces will be specific to the site and applications involved It is therefore necessary for the health care organization implementing HL7 interfaces to manage the application of the HL7 specification with all parties involved Interface development e Document tasks to be completed during the implementation phase of the project Also determine interdependencies among tasks to assist in scheduling and resource allocation e Depending on the number of interrelated projects going on at your institution external projects e g network design and installation and interface engine selection and installation may have a direct impact on your application and interface installation Make sure that interdependencies between the projects are understood and that resource requirements and dates are determined with the global picture in mind Identify Resources e Identify those resources necessary to complete the tasks defined including resources under your direct control and those from other internal or external areas e g networking or communications department technical services and consultants Develop Schedule e Within the context
72. documentation substantiating Licensee s right to withhold payment of such taxes It is contemplated that Licensee will directly pay all sales and use taxes incident to this Agreement provided however Licensee agrees to reimburse Licensor after receipt by Licensee of appropriate documentation from Licensor for any payments of sales or use taxes paid by Licensor on behalf of Licensee pursuant to this Agreement or assessed by a taxing authority against Licensor SECTION 5 IMPLEMENTATION SCHEDULE 5 01 Implementation Schedule Within approximately one 1 week of execution of this Agreement Licensor and Licensee shall hold an implementation meeting to collaborate and produce a written Implementation Schedule that will be finalized within thirty 30 days after the occurrence of the meeting The Implementation Schedule will include prioritization of milestones for training and customization services as well as timetables related to payment schedules as set forth in Section 4 Upon completion of the Implementation Schedule Licensor and Licensee shall indicate the agreement to all of its provisions by signing the Implementation Schedule Upon signing the Implementation Schedule it shall be incorporated into and made part of this Agreement under Exhibit G No provision of the Implementation Schedule shall supersede any part of this Agreement unless it is specifically indicated 5 02 Functionality Acceptance Testing Within approximately one 1 week
73. during treatment planning Relate service plan to authorization Remind of subsequent authorization Document authorization utilization Perform retrospective analysis of authorized versus provided treatment o Reimbursement Benefits Use Benefit Wizard to give access to Client eligibility and benefits gt Deductible co pay and other out of pocket expenses Bill authorized services Optimize rate of reimbursement Monitor coordination of benefits Track information necessary for resubmission and appeals Managed Care Copyright 2005 UNI CARE Systems Inc 7 00 unicaresys com o 6 Oo 9 O O 9 O t The Network Development Module is designed to assist with network contracting functions The ease of contract administration allows for in depth review of important information relating to provider paneling variable contract rate structure based on payor source provider class and credentials With access to this important information a company has unlimited ability to satisfy client care requirements The many powerful features of this module will provide a company with valuable information for daily business functions Administrative Benefits Contract management Develop and maintain provider networks gt Perform contract negotiation gt Structure in or out of network agreements Provider profiling Initiate credentialing Document areas of expertise Develop provid
74. entry and number of log ins and passwords Obtain User Review And Acceptance e Document and present for approval the entire functional design documentation including applied HL7 specifications new modified manual procedures and any vendor code modifications TECHNICAL DESIGN Detine Required Hardware Platforms e Document existing hardware environment for applications to be interfaced Document modifications as needed to each system Document Communications Design Select Lower Level Protocol e The interface will be built on top of some media and access method HL7 interfaces exist at the seventh or application layer of the OSI model As such they require the support of some lower level protocol LLP It is important for each site to select an LLP that meets the needs of the interface and fits into the overall telecommunications strategy and architecture of the company Things to consider include the time frame for installation existing staff experience expertise long range communications strategy and cost Also there may be existing LLP that can be utilized with little or no disruption to the overall environment Define Communications Hardware Once the lower level protocol has been identified define any additional communications hardware required This may include network adapter cards wiring hubs bridges routers repeaters additional cabling or specialized communications servers Define Workstation Requirements
75. execute final conversion which will occur according to the conversion and roll out plan UN I CARE has extensive expertise and experience with the conversion of multiple levels of data elements We have successfully converted many dozens of other application client databases by applying the rigid project management methodology described above In terms of the actual conversion tool UNI CARE provides a source database intermediary DB for population of extracted data from your legacy system using the following methodology FIGURE 1 CONVERSION METHODOLOGY Legacy Licensee Intermediary UNUCARE Pro Filer DB System Data Exports DB Source Imports Target 1 The licensee maps data from their legacy system to the new Pro Filer system as represented in the source database tables intermediary DB The source DB contains both normalized and de normalized tables for ease of data mapping from your legacy system to Pro Filer 2 The licensee creates queries to extract the legacy data and populates the source database Licensee should scrub and validate the extracted data prior to conversion 3 UNI CARE will then run the conversion tool in order to convert the data into the target Pro Filer application database where it is all normalized The conversion charge includes up to three conversion runs Initial Pre final and Final Additional Section B6 C 2 Data Conversion Services
76. following components logon security form and field security e company security company treatment team security company cost center treatment team security e combinations of these components Pro Filer Form Security Forms in Pro Filer are windows where data is stored such as the Client Profile form Self Pay form Axis 1 or Provider form Forms can have four separate privileges 1 the ability to view the form load 2 the ability to add a new form insert 3 the ability to update or change a form update 4 the ability to delete a form delete currently forms cannot be deleted Each privilege functions independently but to add or update a form the user must first have view privilege To deny any access to a form do not give it view privilege Pro Filer Field Security Section B3 11 Response to Mandatory Technical Requirements If a user has either view add or update privilege to a form then each field in the form can be secured Fields have three levels of access 1 no privilege the field data cannot be viewed the field background is blue and it says no access if it is a combo box or if it is a text or numeric or alphanumeric field the background is white and the data does not display 2 read privilege the data can be viewed but cannot be changed or added the field background is gray 3 read and write privilege the data can be viewed a
77. for additional training At this time and if necessary UNI CARE will offer customized training sessions geared toward specific identified needs Section B6 F 1 Training Services FIGURE 1 PROPOSED CONSULTING amp TRAINING SERVICES PROPOSED CO amp TRA Implementation Planning Functional Requirements Detail Design System Build amp Testing Training Manuals System Review Basic Management Outcomes HTML Report Writer Pro Filer System Administration Aviator Menu System Security Billing amp Receivables Clinical Care Scheduling Census Referral Development Managed Care Clinical Orders Quality Management QM Family Care Interfaces TRAINING METHODOLOGIES UNI CARE has developed various methodologies designed to assist its customers in the implementation of their systems These are Y Pre Implementation services offered to the user to assist in the structuring of the users goals objectives priorities and timetable for the implementation Development of an implementation and training plan customized to comply with the defined needs of Lane County Y Presentation of the Implementation Administrative Manual designed by the UNI CARE staff to assist Lane County with preparing for the software implementation USER APPLICATION TRAINING UNI CARE provides a set number of training days per module licensed by Lane County
78. for data entry and reports This is identified as our structured implementation methodology and provides a faster implementation timeline ranging from 6 9 months UNI CARE s proposal includes the cost for Lane County to implement Pro Filer using our standard methodology however UNI CARE can also provide a cost proposal using the standard implementation methodology should Lane County desire this methodology Structured Implementation Methodology Overview UNI CARE is proposing a structured implementation approach in an effort to shorten the timetable of the software implementation process as well as take advantage of the extended level of expertise of the UNI CARE staff in the structuring of turn key systems for the Behavioral Healthcare Marketplace OVERVIEW To be successful every implementation of a new Electronic Health Records EHR system must define and map primary business requirements into the functional best practices model offered by the application vendor Uncovering gaps where business requirements do not map to existing application function is also an important corollary task This effort is collectively defined as business process re engineering and it should be the foundation of all new software implementations lt requires a thorough understanding of the functions integration Section B6 E 1 Implementation Services and critical decision points of the new application software This relationship is
79. full functionality of a client server application that would not be possible in a standard web page design the full power of Visual C versus usual web forms composed of HTML and Java gt dynamic usage of Microsoft s NT domain model for secure transaction processing WEB ACCESS REQUIREMENTS The Pro Filer application can easily be web enabled by adding the following components 3 A Windows 2000 Server running the following services o Internet Information Services 5 0 or higher o Terminal Services o Windows 2000 Terminal Services Internet Connector license 4 Forthe each client o Internet Explorer 5 5 or higher o An Internet connection of about 20kbps per user Section B3 14 Response to Mandatory Technical Requirements 6 2 1 6 5 MANDATORY ANTIVIRUS PROTECTION 6 2 1 6 5 1 Vendors must describe how their proposed system will cooperate satisfactorily with the COUNTY s current antivirus software and permit automatic antivirus definition updates The current antivirus software is Trend Server Protect Vendors should site example s where the proposed software is operational today on a network utilizing this antivirus software Pro Filer EHR can run independent or in conjunction with the listed environment UNI CARE has not been made aware of any conflicts of the application running with antivirus software Furthermore UNI CARE recommends and all of the supplied UNI CARE references are utilizing antiv
80. future the plan is this information will interface with the Centers for Disease Control and Prevention s reporting system the National Electronic Disease Surveillance System NEDSS Field Level Conversion Notes O Detail Information which can be converted directly into the Pro Filer database for online access includes based on your current system description Y Demographics O Data elements that can be converted to Pro Filer Quality Management DB for an additional charge Y CD outbreak investigations Y CD case reports Y Query for data analysis e g tables graphs statistics rebuild Section B6 C 6 SECTION B6 D Interface Services Interface Services 6 3 Business Specifications 6 3 4 INTERFACE SERVICES Vendor proposals shall include a clear description of the approach strategy and methodology proposed when developing interfaces between current systems identified by the COUNTY and their proposed software solution Vendors shall describe any industry standard s in their proposed software related to the exchange of health data e g Health Level 7 HL7 compliant interface feature For the purpose of preparing proposals Vendors shall assume the system interfaces to the following seven 7 systems will be required for the implementation of the proposed software solution AHLERS Interface HIPAA 837 Transaction Interface OHP Eligibility Interface Minimum Data Set MDS Interface Immunization Inter
81. halanced with services that promote health and preventive disease management Administrative Benefits Monitor regulatory requirements Federal gt State Local Monitor staffing requirements Continuing education Licensure Facility profiles Standard online reports Clinical Benefits Create client family profiles Monitor treatment compliance Immunization and medication management Enhancement of service coordination between disciplines Monitor referral and after care Staff schedules linked to Outlook Public health express for field staff Reimbursement Benefits Review eligibility for reimbursement Produce ability to pay scales Perform client financial assessments Monitor grant funding Monitor and track voucher supported programs services Manage multiple billing formats Track payor and client collection Track accounts receivable Process 3rd party vendor insurance statements Paper Electronic Public Health Copyright 2005 UNI CARE Systems Inc 7 00 unicaresys com o6 6 o 9 2 O t wo The Clinical Orders Module is a valuable tool to document and track ancillary orders dispensing medication pharmacy information and informed consents With these unique features clinicians can integrate orders with treatment plans measure order specific outcomes structure contracts by medication use and maximize outcome based reimbu
82. in one of two ways Either the application vendor can build their own HL7 subsystem to act as a gateway purchase HL7 subsystem from an established HL7 vender with a proven solution FIGURE 1 HL7 CREATION TASKS Regardless of the approach taken to add HL7 messaging to 18 0 m Buy an application there 16 0 H Build numerous tasks that need to 14 0 occur as part of an HL7 engine 12 0 creation While some of these 5 10 0 task timeframes remain relatively 2 99 constant in the build versus ue purchase decision several are dramatically improved in the 26 EM m purchase scenario as shown to the right Figure 1 Mead Test Ap Dda If all of the tasks that need to occur for HL7 engine creation are combined purchasing an HL7 subsystem provides an application vendor with a production quality HL7 interface five times faster than building their own HL7 subsystem The benefit of purchase over build is extended once again when the issue of engine deployment is considered Once the in house HL7 interface is completed and is consistently handling HL7 messages internally there remains a significant effort involved in getting the interface up and running at a production site Section B6 D 6 Docume Sytem Interface Services Looking at the typical deployment tasks and the estimated weeks of effort the figure
83. laws of the State of Florida with principal offices located at 540 Tamiami Trail Sarasota FL 34236 hereinafter Licensor WITNESSETH WHEREAS Licensor has developed certain application software WHEREAS Licensor desires to provide to Licensee certain application software including support documentation related consulting and training services On Demand Hosting services and on going software support services WHEREAS Licensee desires to license from Licensor certain application software including support documentation related consulting and training services On Demand Hosting services and on going software support services NOW THEREFORE and in consideration of the mutual premises and for other good and valuable consideration the receipt and sufficiency of which are hereby acknowledged the parties agree as follows SECTION 1 DEFINITIONS As used in this Agreement the following capitalized terms have the meanings ascribed to them below and include the plural as well as the singular 1 00 Agreement means this General Agreement together with the following Exhibits all of which are incorporated by reference into and made a part of this Agreement Exhibit A License End User Agreement Exhibit B Designated Equipment to Access On demand Hosting Services Exhibit C Support Services Exhibit D Price List Exhibit E Negotiated Rates Exhibit F HIPAA Readiness Exhibit G Implementation Schedule Exhibit H Tra
84. lists prior episode admissions for a specified client Includes admission date admission provider admission reason length of stay SSN and DOB It includes address and demographic data Sample Report Output Previous Episode Admissions By Client 07 13 2004 For Client ID 11 16am Last Name Fest Nares Micde Age Beth Date Street Ae Cy Sae Zip Phone Number 1 Prone Number Social Securty Number Admit Discharge LOS Admit Provider Admit Reason Page 43 of 63 Sample Pro Filer Reports Progress Note Purpose of Report Lists progress notes for a specified client and a specified period of time for a recorded service Includes service primary provider service date and note narrative If there is no note for a recorded service the report specifies that there is a missing note Sample Report Output 07 13 2004 Progress Note Report 1139 am For Client ID For Recorded Service Dates of 07 08 2004 07 13 2004 Service Date Time Provider Direct Services 07108 2004 11 47 am Routen Mark Narrative Goat Minimize anger outbursts in the presence of family members Objective Limit anger outbursts to am feeling very angry now and need a few minutes to myself Altitude maintained consistent altitude Participation was able to maintain contro Behavior fairly calm compared to previous reactions Level of Compliance very compliant Narrative Revision to Goal or Object
85. of restructuring to best use information technology These services are provided by senior level executives with years of operational experience in all aspects of business process re engineering financial management and financial reporting revenue cycle management corporate compliance clinical standards and information technologies specific to the Behavioral Healthcare environment Project Management UNI CARE offers application specific project management services designed to assist organizations in managing the comprehensive process of a software implementation and Section B6 A 3 Project Management Services subsequently enhance the opportunity for a successful outcome Project Management Services are offered in the following areas project planning and monitoring identification and evaluation of resources application prototyping and testing development of system related policies and procedures evaluating training efficiency and structuring production cutover plan Implementation UNI CARE offers various methodologies for system implementation with different pricing for each methodology Some of our customers have opted to manage the implementation of the software directly and request only training services from UNI CARE Other customers have opted to request dedicated project management in conjunction with training This is identified as our standard implementation methodology and the implementation timeline ranges f
86. of the overall project and relative to resource availability and task interdependencies determine the due dates and or duration times for all tasks From this develop the implementation schedule and publish Distribute this schedule to the clinical area management as well as information systems Also share the schedule with vendors involved in the implementation so that they are clear as to what is expected of them and when The schedule should be updated and redistributed on a regular basis Section B6 D 11 Interface Services Functional Design e Document general functional descriptions of the interfaces to be developed including the applications systems departments and vendors involved List the perceived or anticipated benefits of the interface e Itis very important that decisions made during interface design be thoroughly and clearly documented and kept up to date Interface programming testing support maintenance and upgrades will all be facilitated by detailed accurate design documentation Define Trigger Events By Application e Using the current or agreed upon HL7 Standard define all trigger events to be used through the interface This should come directly from functional descriptions and analysis of current work and data flow as well as vendor capabilities to support e For example an ADT vendor that does not provide Leave of Absence functionality in their registration system will not sup
87. of the technical environment available to the user e Mapping of all hardware peripherals and communication devices used by the site implementing the licensed software e Development and documentation of all protocols required for ensuring adequate software and peripheral interface Development of hardware support procedures Development of network support procedures Development of interface with UNI CARE technical support staff Development of back up procedures Training on log it procedures Security Menu design training Initial system tables building training Initial system navigation procedures Y Modular Functionality Sessions UNI CARE professional training staff provides Modular Functionality training either at Lane County site or at the UNI CARE Florida sites Training is performed for a number of days per software module licensed by Lane County and includes the following Overview of modular system structure and flow Review of support tables specific to the module Review of data entry screens Review of data editing and correcting functions Review of tickler files functions Review of reporting needs and responsibilities Section B6 F 3 Training Services Outline of pre defined standard reports Creation of customized and ad hoc reports Review of interface with other modules Review of UNI CARE s procedures for problems identification Review of UNI CARE s procedures for problems reporting and resoluti
88. or revocation of permission by an Individual to use or disclose PHI if such changes or revocation may affect Licensor s ability to perform its obligations under the Underlying Agreement or this Addendum SECTION 4 TERMINATION 4 00 Termination for Breach In the event that the Licensor materially breaches a material term of this Addendum Licensee must provide Licensor with notice of the existence of the alleged material breach and afford Licensor an opportunity to cure the alleged material breach In the event Licensor fails to cure the breach in a reasonable period of time to the satisfaction of the Licensee the Licensee may terminate this Addendum 4 02 Automatic Termination This Addendum will automatically terminate upon the termination or expiration of the Underlying Agreement except where otherwise agreed 4 03 Effect of Termination a Termination of this Addendum will Page 46 September 7 2007 result in termination of the Underlying Agreement b Upon termination of this Addendum or the Underlying Agreement Licensor will return or destroy all PHI received from the Licensee or created or received by Licensor on behalf of the Licensee that Licensor still maintains and retain no copies of such PHI provided that if such return or destruction is not feasible as determined solely by Licensor Licensor will continue to protect the PHI pursuant to the terms of this Addendum and limit further uses and disclosures to those
89. perform its obligations under the Underlying Agreement 1 02 Proper Management and Administration Unless otherwise limited herein in addition to any other uses and or disclosures permitted or authorized by this Addendum or required by law Licensor may a Licensor s Use Use the PHI in its possession for its proper management and administration and to fulfill any legal responsibilities of Licensor b Disclosure to Third Party Disclose the PHI in its possession to a third party for the purpose of Licensor s proper management and administration or to fulfill any legal responsibilities of Licensor provided however that the disclosures are required by law or Licensor has received from the third party written assurances that the information will be held confidentially and used or further disclosed only as required by law or for the purposes for which it was disclosed to the third party and the third party will notify the Licensor of any instances of which it becomes aware in which the confidentiality of the information has been breached SECTION 2 OBLIGATIONS OF LICENSOR In connection with its use and disclosure of PHI Licensor agrees to comply with the following standards 2 01 Limited Disclosure Use or further disclose PHI only as permitted or required by this Addendum or as required by law 2 02 Safeguards Use reasonable and appropriate safeguards to prevent use or disclosure of PHI other than as provided for by th
90. purposes that make the return or destruction of the information infeasible and c Licensee shall reimburse Licensor for all time and costs incurred as a result of identifying and destroying PHI as may be required under this section Such reimbursement shall include but not be limited to the time and cost incurred in the erasure of any PHI embedded in Licensor s computer System or computer backup system SECTION 5 GENERAL TERMS AND CONDITIONS 5 01 Amendment Licensor and the Licensee agree to amend this Addendum from time to time as is necessary for the Licensee to comply with the requirements of the Privacy Rule 5 02 Survival The obligations of Licensor under section 6 C 2 of this Addendum shall survive any termination of this Addendum 5 03 No Third Party Beneficiaries nothing express or implied in this Addendum is intended to confer nor shall anything herein confer upon any person other than the parties and their respective successors or assigns any rights remedies obligations or liabilities whatsoever Page 47 September 7 2007 5 04 Indemnification Provision Each party will indemnify and hold harmless the other party to this Business Associate Agreement from and against any and all losses liabilities costs and other expenses incurred as a result or arising directly or indirectly out of or in connection with any breach of any obligation on the part of the responsible party under this Business Associate Agreem
91. security number Y Client Income Y Client Insurance if map able to Pro Filer fund sources Group Plan in new system 1 to many Y Client Responsible party information Y Client and Family Addresses 1 to many Client Date of birth Y Client and Family Phone numbers 1 to many Y Client Diagnosis at the client level only see below for program level Y Client Program and provider client enrollment tracks enrollment unenrollment dates by program 1 to many Table contains approx 125 000 records Y Client Race Y Client Gender Y Client Identifiers 1 to many Y Client Income Self Pay Section B6 C 3 Data Conversion Services O Data elements that can be converted to Pro Filer DB for an additional charge Referral information Employee providers staff type NPI and Medicaid numbers etc Client Diagnosis at the Program Level Payer Basic Demographic Information NOTE Legacy system does not maintain information on contracted payment rates by payer so no conversion required vaccines given to each client by clinic site vaccine manufacturer name lot number and injection site RK SS lt O Data elements that be converted to a NON Pro Filer DB external to Pro Filer for an additional charge accessible through reports only via key matched fields Y Services provided and by whom notes for additional information O Event table 2 million records Claims O Bills table 1
92. set forth in Exhibit C and such other additional services as may be requested by Licensee for data conversion database partitions interface customization or management of projects that are not defined in Exhibit D at the negotiated rates set forth in Exhibit E Subject to the conditions specified in this Agreement and Licensor s termination rights pursuant to Section 9 of the General Agreement Licensor hereby grants to Licensee a royalty free non exclusive non transferable License for twenty four 24 Concurrent Users to use the Licensed Programs and Licensed Utilities hosted on the Licensor s E 2 04 Conditions Licensee hereby agrees a to use the Licensed Programs Licensed Utilities and Licensed Materials only for Permitted Purposes only through the Designated Hosting Site b not to copy reproduce or modify any of the Licensed Programs and Licensed Utilities or reproduce any Licensed Materials or other information provided in connection with the Licensed Materials except as authorized in this Agreement c not to i de compile disassemble or otherwise reverse engineer all or any part of the Licensed Programs and Licensed Utilities or ii create produce market license or sell any product that competes with any of the Licensed Programs and Licensed Utilities or iii permit any other person to do any of the foregoing d not to take any action that would encumber the Licensed Programs and Licensed Utiliti
93. set up cost for each individual 837 format required The cost includes 837 record mapping from Pro Filer to 837 transaction set 837 tool set up and form report form creation and 837 file generation testing through acceptance 3 OHP Eligibility Interface 2 way The OHP Eligibility Report is currently generated via a user running a SQL script on their desktop PC that generates an output file The user then logs into a secure website makes some selections on that web site and uploads the file The web page is then automatically redrawn with client information based on the uploaded file eligibility info is displayed The user then saves the web page s HTML source using their browsers save source ability to a specific file server location using a specific file name The user then runs a Perl script which parses the HTML source for client data The Perl script generates the final report UNI CARE offers a separate eligibility interface via their partnership with HTP s Rev Runner Eligibility System The Rev Runner product allows a more comprehensive approach to client eligibility tracking by removing the per cost transaction barrier that often times is the cause of minimal eligibility tracking in organizations Instead a simple monthly charge formula allows unlimited eligibility checking thereby providing ample opportunity to automate eligibility checking at key steps throughout the client service delivery process such as during sc
94. shall be reduced to eighty percent 80 after the first anniversary of Installation to sixty percent 60 after the second anniversary of Installation to forty percent 40 after the third anniversary of Installation to twenty percent 20 after the fourth anniversary of Installation and to zero after the fifth anniversary of Installation The foregoing states Licensor s sole obligation and Licensee s exclusive remedy with respect to any alleged infringement by all or part of the Licensed Programs Licensed Utilities and Licensed Materials 6 02 Disclaimer of Warranty Licensed Programs and Licensed Utilities are licensed on an AS IS basis without warranty except as defined in Section 6 03 of this General Agreement LICENSOR DISCLAIMS ALL OTHER WARRANTIES EXPRESS OR IMPLIED INCLUDING ANY WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE 6 03 Express Warranty Licensor warrants to Licensee that a Page 11 neither the Licensed Programs Licensed Utilities or Licensed Materials nor Licensor s performance of its obligations under this Agreement including the Exhibits hereto infringe conflict with or constitute an infringement or misappropriation of any patent September 7 2007 Page 12 b c 4 9 copyright trademark trade secret or other proprietary right of a third party Licensed Programs meet the Functionality Acceptance Criteria detailed in Sectio
95. the disclosing party subject to the rights set forth in this Agreement 7 06 Notices Each party agrees to maintain produce and include all proprietary and or trade secret notices or legends provided by the other on any copies of the other s Proprietary Information made by that party 7 07 Maintenance of Patent Copyright and Trademark Protection Licensee shall respect and shall not remove any of Licensor s patent trademark copyright or other proprietary notices appearing on any container or display of the Licensed Programs and Licensed Utilities including Licensed Materials related thereto Failure by Licensee to observe the foregoing requirements constitutes a material breach of this Agreement SECTION 8 SOURCE CODE ESCROW 8 01 Licensed Programs Source Code Licensor has placed the source code of those Licensed Programs and related Licensed Materials which are solely owned by Licensor as detailed in Exhibit A in escrow with Data Securities International Inc DSI an escrow agent and has signed a Deposit Agreement with DSI effective the 31st Day of October 1990 Licensor shall enroll Licensee as a Subscribed Licensee to the Deposit Agreement Licensor shall forward to Licensee at Licensee s request verification on an annual basis that a Deposit Page 16 September 7 2007 Agreement has been renewed by Licensor with DSI that Licensee has been registered as a Subscribed Licensee and that Licensor is submitting source code re
96. the COUNTY data Section B5 5 Response to Requested Technical Requirements storage and data processing be located in an access controlled room UNI CARE has partnered with Peak10 to provide a hosting facility which has been described in detail in Section B6 K Hosting Services Optional 6 2 3 2 6 REQUESTED INFORMATION RELATIVE TO PUBLIC KEY INFRASTRUCTURE 6 2 3 2 6 1 Vendors should describe in some detail if Public Key Infrastructure PKI is used in securing data transmissions and data storage e g use of external provider i e VeriSign or in house developed infrastructure Not applicable 6 2 3 2 7 REQUESTED INFORMATION RELATIVE TO PRIVACY OF LANE COUNTY DATA HIPAA COMPLIANCE 6 2 3 2 7 1 6 2 3 2 7 2 Vendors should describe how data will be transferred between Lane County and Vendor s facility e g will an extranet connection between Vendor facility and Lane County be required UNI CARE recommends a thin client using Terminal Server or Citrix where client application and SQL server reside in the same hosting location Client data is stored on the SQL server and will not be transmitted through an extranet regardless of the data hosting location However for conversion or support purposes encrypted data sets can be securely ftp d to UNI CARE s FTP web site or sent via CD ROM to UNI CARE Encryption and password polices are recommended and implemented at the discretion of Lane County Ve
97. the Licensed Programs and Licensed Utilities will be properly installed on the Designated Hosting Site and all of the components of the Licensed Programs and Licensed Utilities will be functionally operable under normal use and in accordance with the Licensed Materials supplied therewith and any update upgrade or new release of the same provided by Licensor Licensee shall report to Licensor in writing any failure of the Licensed Programs and Licensed Utilities to comply with the foregoing warranty As Licensee s sole remedy for any noncompliance of this warranty Licensor shall repair correct or replace at its option and cost the nonconforming Licensed Programs Licensed Utilities and Licensed Materials The foregoing warranty shall not apply to and Licensor shall have no liability arising from a defects resulting from improper or inadequate use storage or maintenance by Licensee b unauthorized modification or misuse and or operation outside of the functionality described in the Licensed Materials applicable to the Licensed Programs and Licensed Utilities c the gross negligence or willful misconduct of Licensee or its employees or agents 6 04 Exclusive Remedies EXCEPT AS PROVIDED BELOW IN SUBSECTION 6 06 SUBSECTION 6 03 STATES LICENSOR S SOLE RESPONSIBILITY AND LICENSEE S EXCLUSIVE REMEDY WITH RESPECT TO ANY FAILURE OF THE LICENSED PROGRAMS AND CENSED UTILITIES TO COMPLY WITH THE WARRANTIES SET FORTH IN SUBSECTI
98. the implementation of a training environment with the installation of Pro Filer and provides a separate database for the purposes of training Section B4 16 SECTION B 5 Response to Requested Technical Requirements Response to Requested Technical Requirements 6 2 3 REQUESTED TECHNICAL INFORMATION Vendor proposals should address the components labeled Requested Information to the best of their ability 6 2 3 1 APPLICATION 6 2 3 1 1 REQUESTED INFORMATION RELATIVE TO INTEROPERABILITY AND INTERFACES 6 2 3 1 1 1 Vendors should describe any known dependencies on specific versions of any workstation operating system objects and any known incompatibilities between the proposed system and other commonly used workstation software UNI CARE has reviewed the COUNTY workstation table provided and Pro Filer will run concurrently on the specified workstations UNI CARE is recommending installing the Pro Filer presentation layer on Terminal servers therefore workstations need only have RDP capabilities 6 2 3 1 2 REQUESTED INFORMATION RELATIVE TO APPLICATION CONFIGURATION 6 2 3 1 2 1 Vendors should describe the ways in which the proposed system can be configured by individual local users or COUNTY IT staff Customization of Pro Filer can be performed through the use of Pro Filers Utilities such as HTML ASP Form Development Tool or specific programs written by UNI CARE to provide the ability
99. the project Should that be the case the successful Vendor shall cooperate fully with the IV amp V contractor Vendor proposals shall indicate that cooperation with an IV amp V contractor should they be the successful contractor 6 3 1 1 Project Management Deliverables For purposes of preparing proposals Vendors should consider the following project deliverables the successful contractor shall be required to produce Project Plan and Schedule The successful Vendor will be required to produce a Project Plan within the first thirty 30 days of engagement The Project Plan will be a mutually agreed upon document maintained and updated as needed by the Vendor that delineates project deliverables installation schedules and responsibilities of both the Vendor and the COUNTY in relation to the project The format of the Plan will be approved by the COUNTY prior to development It will include standard project management activities such as project communication issue and risk management change control management configuration management quality assurance and status reporting The Project Plan will include the completion of a Work Breakdown Structure leading to the Project Schedule that delineates all detailed tasks to be performed the timeframe for completion of each task resource s for each task and occurrences of milestone activities No task will exceed more than eighty 80 hours in the Project Schedule Project Status Reports The su
100. the testing and determine whether additional testing is required User Review And Acceptance e After successful testing schedule a review meeting with all users to discuss the results of testing and training and to outline the support structure and procedures Encourage discussion among users to promote common understanding of operations and responsibilities Reach consensus with all users that the interface is acceptable Sign Off e Once the users are comfortable with the stability of the system and the support available obtain sign off as acceptance of a completed interface It may be necessary to schedule multiple meetings with different application areas and get sign off from each PRODUCTION CUTOVER e The system is ready for cutover into production following the successful completion of all of the other tasks Section B6 D 20 Interface Services Data Conversion e Perform data conversion which may include initial data load or conversion of data format Go Live e Disconnect old or previous system and run full production under the new interfaces integrated systems Help Desk e Establish the help desk as planned Staff the help desk with support people trained in the environment applications and HL7 The help desk should provide assistance to users troubleshoot problems and answer general questions e Track help desk calls by department user and application to identify shortcomings in training o
101. to comply with any request made under this section 2 09 Compliance With Security Regulations No later than April 21 2005 Page 45 September 7 2007 Licensor shall implement administrative physical and technical safeguards that reasonably and appropriately protect the confidentiality integrity and availability of the electronic protected health information that it creates receives maintains or transmits on behalf of Licensee as required to comply with the HIPAA Security Regulation SECTION 3 OBLIGATIONS OF LICENSEE Licensee agrees that it will comply with the following standards 3 01 Notice of Privacy Practices Has included and will include in the Licensee s Notice of Privacy Practices required by the Privacy Rule that the Licensee may disclose PHI for Health Care Operations purposes 3 02 Consumer Permission Has obtained and will obtain from Individuals Authorizations and other permissions necessary or required by laws applicable to the Licensee for Licensor and the Licensee to fulfill their obligations under the Underlying Agreement and this Addendum 3 03 Restrictions on PHI Will promptly notify Licensor in writing of any restrictions on the use and disclosure of PHI about Individuals that the Licensee has agreed to that may affect Licensor s ability to perform its obligations under the Underlying Agreement or this Addendum 3 04 Notice of Revocation Will promptly notify Licensor in writing of any changes in
102. use NET 2 framework 6 2 2 5 1 DESIRABLE SUPPORT OF PRODUCTION ENVIRONMENT 6 2 2 5 1 1 Vendors should describe how the proposed system application is available 24x7 supported 0800 until 1700 PST Monday through Friday UNI CARE offers 24 hours 7 days a week software support and technical services to support the application Furthermore Pro Filer only requires minimal downtime during upgrades which can be scheduled during non peak times for avoiding peak time interruptions 6 2 2 5 2 DESIRABLE APPLICATION DISTRIBUTION 6 2 2 5 2 1 Vendors should describe how the proposed system software can be automatically updated e g new versions from the server to workstations UNI CARE does not supply the automation update software however UNI CARE s software will support the required format such as MSI 6 2 2 5 3 DESIRABLE TEST ENVIRONMENT 6 2 2 5 8 1 Vendors should describe their approach and proposed methodology related to the test environment so COUNTY users can test new versions of the proposed system without affecting the production environment A description and diagram of the test environment that can be used for system equipment and software testing testing of integration with other systems and testing of local customization without affecting the production environment should be provided The test environment may have a slower processor and less memory than the proposed production environment but needs to be es
103. users must first be authenticated to the network Then be given access to the Pro Filer EHR through the EHR graphical interface Once in the Pro Filer EHR additional security is applied that will dictate what the end user can see and what functions can be performed This is also applied to the end users application configuration no matter the Section B4 9 Response to Desirable Technical Requirements 6 2 2 2 DATABASE workstation Lane County can define such settings by groups or individual users 6 2 2 2 1 DESIRABLE DATA ACCESS 6 2 2 2 1 1 The DBMS for the proposed system should be MS SQL Server Vendors should state the DBMS of their proposed system Pro Filer requires the use of Microsoft SQL server 2005 to support its relational database design RDBMS Pro Filer utilizes the power and flexibility of Microsoft SQL server for features including but not limited to SQL server maintenance plans for database and transaction log backup and disaster recovery Microsoft SQL views and stored procedures and Sea Gate Crystal Reports for end user productivity tools The following product overview is provided by Microsoft Organizations today face numerous data challenges such as the need to make faster and more data driven decisions the need to increase the productivity and flexibility of development staff and pressure to reduce overall information technology IT budgets while also scalin
104. written notification of the availability of software updates and or new releases to Licensee and the forwarding to Licensee of such updates or new releases during the term of the Support Services Agreement period c installation via telephone communication or assisting in the installation of updates or new releases at the Licensee s site d answers to questions on current release software Licensor will not correct problems with non current revisions of installed software if Licensee has not installed current release software within three 3 months after the forwarding of the current release to Licensee e telephone software consulting services which enable Licensee to ask questions regarding specific problems encountered or to seek advice on the general use of Licensor s Licensed Programs Licensed Utilities and Licensed Materials and f programming and modifications updates of billing components as required by Third Party payers Also Client Specific Admission Discharge and Units of Services State and County Mandated Reports that require the ability to maintain a history of what was submitted in order for the site to report any additions changes or deletions as required by the state or county Telephone support services are provided as needed by Licensee under the Support Services Agreement Licensor will use its best efforts to answer telephone calls from Licensee during normal business hours within the same bus
105. 02 Company Location Gost Center Commercial 0 1 o 100 o o Company Location Cost Center Commercial 0 o o ow Contract 0 a ox o o Medicaid a o 0 0 a o o Print Date 02111 2005 Report Admisson Print Time 4 37 pm Payor Mix Report 01 2008 TO 02 2004 200801 2008 42 2002733 2004705 2 zossa7 200106 zooa zona 200270 Commercial rj a a 0 5 a 1 a 1 6 a 0 os ox ox os us 10 ox Contract o o 5 E o o ox ow ox ow ox ow ns o 0 ox Medicaid o o o o o 1 o o Solt Pay o o 0 1 a o os ex 0 o Page 26 of 63 Sample Pro Filer Reports Number of Clients Report Total Client Summary Distinct ient Admisson by Date 2004705 2004106 Year Month Page 27 of 63 Sample Pro Filer Reports Cost Center Admission Summary Purpose of Report Lists cost center admissions within a selected date range and includes client name admission date discharge date and length of stay It includes a cross tab showing the admission totals for each cost center by month Sample Report Output Cost Center Admi 05 27 2004 For 03 27 20 1117am
106. 1 Vendors must describe how their proposed system will permit operating system patching and updates and allow for a system restart when a patch or update requires it Pro Filer will support and permit operating system patching and updates Lane County would simply perform the patching and updates as necessary Furthermore UNI CARE itself will perform these same operations to test the application against such patches and updates to ensure compatibility 6 2 1 6 2 MANDATORY SERVER OPERATING SYSTEM 6 2 1 6 2 1 proposed system must be able to operate on Microsoft Windows 2003 Server with Service Pack 1 Vendors must describe the recommended server operating system for the proposed system if different fom MS Win 2003 SP1 Pro Filer EHR will run on the Windows server 2003 w SP1 Operating system A listing of supported system is supplied in the hardware recommendation immediately following 6 2 1 6 3 MANDATORY SYSTEMS MANAGEMENT AND MONITORING 6 2 1 6 3 1 Vendors must describe how the proposed system will cooperate satisfactorily with Microsoft Systems Management Server and Microsoft Operations Manager as well as with HP Compaq and IBM hardware management agents Pro Filer EHR can run independent or in conjunction with the listed environment 6 2 1 6 4 MANDATORY WEB SERVER SOFTWARE VERSION 6 2 1 6 4 1 Vendors must describe if their proposed system will be able to operate on Microsoft Internet Information Server version 6 P
107. 10 maintains its high standards for security and redundancy All Peak 10 data centers are engineered with multiple levels of security uninterruptible power redundant HVAC systems fire suppression and around the clock monitoring and management They are also interconnected by Peak 10 s private network enabling the company to meet its high availability objective and ensure business continuity for its customers business critical applications Peak 10 combines its network of seven data centers and portfolio of managed services with localized engineering and support to serve market leading companies nationwide Peak 10 enables its customers to lower costs improve service levels meet regulatory compliance and increase revenue growth by maximizing internal IT resources and insuring the security and availability of complex technology infrastructure Please refer to Appendix B Sample ASP General Agreement Section B6 K 6 Value Added Services 6 4 2 BILLING SERVICES OPTIONAL The COUNTY may consider the option of using clearinghouse billing services to submit claims to its payer community Vendors may include in their proposals an offer to provide billing services If proposed at a minimum the following information shall be included 6 4 2 1 High level description of Vendors proposed billing services 6 4 2 2 Description of the capability of processing electronic claim submissions for COUNTY service providers 6 4 2 3
108. 2 00 308 3 Acute Stress Disorder 2 7 18 28 Service PB Service Status All Rate Class RS Count 8 Units 8 00 Service PB Service Status Specific Rate RS Count Total Units 6 00 Cissa Service RLS Group Therapy RS Counta Units 2 28 Page 63 of 63 d du Fllil UNI CARE Systems Inc amp John Wiley amp Sons Inc TREATMENT PLANNERS Jor the PRO FILER BEHAVIORAL HEALTHCARE INFORMATION SYSTEM The Treatment Planner books and software have been successfully used by over 300 000 mental health professionals in thousands of clinical settings improve elinical reporting speed record keeping foster prompt reimbursement and facilitate outcomes assessment PROVIDING A STANDARD LANGUAGE TO DESCRIBE BEHAVIORAL HEALTH TREATMENT Now John Wiley amp Sons publisher of the best selling Treatment Plauner books and software have joined up with UNVCARE Systema Hnc creators of the Pre F ilor Behavioral Healthcare Information system ro bring this sundardized language for clinical care to your deskrop Arranged by behavinrnlly based presenting problem HOW THE TREATMENT PLANNER SYSTEM WORKS Choose from em orray of concrete or messurable goals Plaum include all of the D necessary elements for developing Tran individualized ucarmenr plans including thousands of pre written problem definitions long term goals short term objectives cherapeucic
109. 2 2 1 3 DESIRABLE ACCESSIBILITY AND ASSISTIVE TECHNOLOGY 6 2 2 1 3 1 Vendors should describe if their proposed system application provides an option to present images and animated content in an alternate manner and the ease of replacing audio communication with visual communication Vendors must describe how the proposed system allows individuals to control their computers through means other than a standard keyboard or pointing device e g alternative keyboards electronic pointing devices joysticks trackballs touch screens Braille embossers and or speech voice recognition programs Pro Filer will support any data entry methodology supported by the Windows OS Such methods include but are not limited to keyboards mice pointing devices touch screen speech voice recognition programs UNI CARE has experience with the implementation and support of all of the above mentioned devices In addition Pro Filer will support audio and or visual guidance with the ability to turn off via speakers or provided mechanism the audio guidance should it be disruptive 6 2 2 1 3 2 Vendors should describe their proposed systems in relation to color e g should not be the sole means used to convey or differentiate information Pro Filer has been designed to allow Lane County to implement and define per user application skins Each end user per the business and security protocols of Lane County will have the ability to user define a color s
110. 35 ClentName Cost Center llame 05 01 2004 27 12 04 08 2004 50 21 04101 2004 57 29 04 01 2004 57 05 01 2004 27 Page 28 of 63 Sample Pro Filer Reports Cost Center Admissions by Date Range Purpose of Report Lists cost center admissions within a selected date range for a specified client It includes admission date admission provider SSN and DOB It also includes a bar chart showing the admission totals for each cost center Sample Report Output 7 13 2004 10 30 am SSN BDate AdmitDate Admit User Cost Center Name 9 Client Name 000 000 0000 10 23 1966 11 01 2003 Routen Mark 10 23 1966 05 01 2003 Unduplicated Count 1 Cost Center Name 9 Client Name 10 23 1966 11 08 2003 Unduplicated Count 1 Unduplicated Total Count 1 Cost Center Admissions 1 os as i 04 o2 Page 29 of 63 Sample Pro Filer Reports Cost Center Admission All Clients Purpose of Report Lists cost center admissions within a selected date range for all clients It includes admission date admission provider SSN and DOB It also includes a bar chart showing the admission totals for each cost center Sample Report Output Page 30 of 63 Sample Pro Filer Reports Cost Center Admissions By Date Range 5 27 2004 Sorted by Cost Center and Client Name 12 54 pm For Dates 5 27 2008 5 27 2004 ClientiD Name SSN BDate AdmitDate Admit User 4 Client
111. Again such customizations are subject to the business security and application rules as defined by Lane County Vendors should describe how workflow can be configured by authorized users Workflow elements may include but are not limited to report initiation report validation report approval and report distribution Pro Filer offers a workflow wizard that will allows Lane County to user define an end users workflow based on the diverse business security and application rules of Lane County From login to logoff Lane County can define an end users workflow and what he she has access to and should complete 6 2 3 1 3 REQUESTED INFORMATION RELATIVE TO APPLICATION LICENSES 6 2 3 1 3 1 Vendors should provide cost information for all server workstation application licenses for users for both the production and test environments Such costing information has been provided in Binder 2 UNI CARE s Cost proposal as required 6 2 3 2 APPLICATION SERVICE PROVIDER ASP 6 2 3 2 1 REQUESTED INFORMATION RELATIVE TO APPLICATION ENVIRONMENT 6 2 3 2 1 1 Vendors should provide a proposed architecture document that includes a network diagram of the application environment The document and diagram should show any relationship between the application environment and any other relevant networks and include details on where the COUNTY s data will reside The below figure 1 is an example network diagram Section B5 2
112. An active caseload is defined as a client who has received a service within the given month reported The payor type is determined by the client s rank 1 payor associated at the episode level If the client has no rank 1 payor associated to the episode level the client is assumed to be self pay This report is designed to report the last full month and backward for 12 months Sample Report Output Page 47 of 63 Sample Pro Filer Reports LOGGED ON PROVIDER Ron L Sorg 0212008 Companies Reported Pret Date 022112008 Provider GaseLoad Payor Mix Report Number of Active Clients by Payor Type Print Tima 4 27 Percent of Total per Provider Report Total Client Summary Distinct Count of Client by Date Number Of Clients 2004 10 2004 1 2004 12 2005 01 200402 2004 02 2004 04 2004 08 2004 06 2004 07 2004 08 200 Year Month Page 48 of 63 Sample Pro Filer Reports Provider Credentials Purpose of Report It lists active providers with their credential degrees licenses certifications and languages It includes demographics provider type and username Sample Report Output Provider Credential Report Sorted by Provider Last Name 732004 ID Name Gender Provider Type SSN Age Citizenship username Provider Name Male Therapist Group 000000000 30 USA keithh 7183 Female Assessment Group U
113. ERVICES In connection with the Implementation Schedule Licensor shall provide the following implementation related services Installation Services Licensor shall provide Installation of the Licensed Programs and Licensed Utilities on the Designated Equipment including set up testing and related services which are required to make the Licensed Programs and Licensed Utilities ready for use by Licensee Installation Services The fixed price for such Installation Services will be as set forth in Exhibit D Price List Training Services Licensor shall provide on site training for Licensee s key personnel to prepare them to use the Licensed Programs and Licensed Utilities and to train their fellow staff members Training Services The number of days of Training Services included in the Agreement will be as set forth in Exhibit D Price List The Training Services will include system administration training content training training on conversion interfaces and customized programs The Training Services will include the Acceptance Criteria Functionality detailed in Exhibit D Training by Licensor s professional training staff will occur at either Licensee s offices or Licensor s Florida training facility Testing of the trainee s retention as well as Acceptance of the Licensed Programs are included as integral parts of the training sessions The fixed price not including travel and per diem charges for training of up to eight 8
114. IANCE 6 2 1 2 1 1 The proposed system application must demonstrate the technology infrastructure is in place to insure full compliance with the Health Insurance Portability and Accountability Act HIPAA including restrictions on access among the H amp HS programs and within each program as appropriate and consistent with COUNTY HIPAA policies Vendors must explicitly state their willingness to enter into a HIPAA Business Associate Agreement with the COUNTY should they be the successful Vendor as defined in federal regulations and Chapter 4 Paragraph 2 of the Lane County Administrative Policy Manual found in the Procurement Library UNI CARE has programmed Pro Filer to ensure it meets HIPAA regulations by offering enhanced security a complete audit trail and other tools to ensure compliance UNI CARE has contracted with the Electronic Healthcare Network Accreditation Commission EHNAC s HIPAA Transaction Compliance Testing System in order to provide independent validation of our transaction sets In addition UNI CARE s transaction certifications are also submitted through Claredi Pro Filer will provide Lane County with multiple tool sets to address the privacy standard in relation to the philosophy of the organization PHI requires Providers to Section B3 3 Response to Mandatory Technical Requirements 6 2 1 3 HARDWARE 1 Identify classes of persons and their access to PHI 2 Standard procedures th
115. Licensor for all time and costs incurred to comply with any such requests made under this section 2 08 Designated Record Set To the extent that Licensee does not already have in its possession the Consumer s PHI in a Designated Record Set Licensor shall provide copies to Licensee of all or a portion of the PHI in the Designated Record Set then currently in Licensor s possession within a reasonable time after Licensee s request in order for Licensee to a make the PHI in the Designated Record Set available in accordance with 45 C F R Part 164 524 and b amend the PHI in the Designated Record Set in accordance with 45 C F R Part 164 526 In the event an individual requests access to or an amendment of the PHI a Designated Record Set such request shall be the responsibility of Licensee Licensee shall reimburse Licensor for all time and costs incurred to comply with any request made under this section 2 09 Compliance With Security Regulations No later than April 21 2005 Licensor shall implement administrative physical and technical safeguards that reasonably and appropriately protect the confidentiality integrity and availability of the electronic protected health information that it creates receives maintains or transmits on behalf of Licensee as required to comply with the HIPAA Security Regulation SECTION 3 OBLIGATIONS OF LICENSEE Licensee agrees that it will comply with the following standards 3 01 Notice of
116. NI CARE SYSTEMS INC Licensor By MAY AHDAB Ph D PRESIDENT amp CEO Witness CUSTOMER NAME INC Licensee By Its Witness Page 21 September 7 2007 EXHIBIT A LICENSE END USER AGREEMENT The Licensed Programs Licensed Utilities and Licensed Materials are derived from proprietary software of either Licensor or other Third Party vendors as distinguished by the ownership designation set forth below Licensor the Designated Equipment manufacturer or the other Third Party vendors retain ownership of their respective Licensed Programs Licensed Utilities and Licensed Materials The proprietary rights of Licensor the Designated Equipment manufacturer or the other Third Party vendors set forth in Section 7 of the General Agreement are incorporated herein by reference LICENSED PROGRAMS LICENSOR OWNERSHIP Basic Management UNI CARE Systems Inc Billing amp Receivables UNI CARE Systems Inc Clinical Care UNI CARE Systems Inc Scheduling UNI CARE Systems Inc Census UNI CARE Systems Inc Referral Development UNI CARE Systems Inc Managed Care UNI CARE Systems Inc Network Development UNI CARE Systems Inc Claims Processing UNI CARE Systems Inc Clinical Orders UNI CARE Systems Inc Outcomes Management UNI CARE Systems Inc Quality Management QM UNI CARE Systems Inc Family Care UNI CARE Systems Inc Page
117. NI CARE developed a migration methodology for its established customers who are still utilizing its COBOL Legacy System The migration is offered free of charge as an upgrade Customers wishing to migrate are charged for training services only gt UNI CARE has licensed Pro Filer to a number of consortiums formed by organizations with the goal of sharing the use of the software as well as the required hardware and consequently saving on the start up costs and resources required to maintain the system These organizations have assisted our company in the testing of the ability to provide multi company processing within a single database as well as multiple databases on shared hardware gt UNI CARE has developed Pro Filer Express which enables organizations providing services in the community to synchronize information from the central database to their Notebooks or TabletPCs document the tasks performed in the community and subsequently synchronize the updated information to the central database gt UNI CARE has integrated the use of user customizable forms which include the ability to propagate the system in a web enabled as well as a web based environment gt The design of Pro Filer has allowed UNI CARE to provide its customers with an array of tools that are seamlessly integrated in the software These include the use of electronic signatures voice recognition biometrics scanning telephony based data entry web interf
118. NSEE S AGGREGATE LIABILITY TO LICENSOR DURING THE PROJECT UNDER THIS AGREEMENT FOR ACTUAL DIRECT DAMAGES REGARDLESS OF THE FORM OF ACTION WHETHER IN CONTRACT TORT NEGLIGENCE STRICT LIABILITY OR BY STATUTE OR OTHERWISE FOR ANY CLAIM RELATED TO OR ARISING UNDER THIS AGREEMENT EXCEED THE AMOUNTS PAID AND PAYABLE BY LICENSEE UNDER THIS AGREEMENT 6 06 Exceptions to Damages Disclaimer and Limitation THE DISCLAIMERS OF CERTAIN DAMAGES AND THE DAMAGES LIMITATIONS IN SECTION 6 04 AND IN SECTION 6 05 SHALL NOT APPLY TO DAMAGES EXPENSES LOSSES FEES LIABILITIES OR COSTS ARISING FROM UNAUTHORIZED USE OR DISCLOSURE OF THE OTHER PARTY S PROPRIETARY INFORMATION OR CONFIDENTIAL INFORMATION OR HIPAA NONCOMPLIANCE SECTION 7 PROPRIETARY RIGHTS DISCLOSURE 7 01 Client Confidentiality Licensor acknowledges that all of Licensee s client related data is protected by federal and state confidentiality laws and regulations Licensor shall hold all client related data in strict confidence and shall not release to a third party any client related data without the written consent of Licensee or proper legal process Access of any client related data by Licensor s employees shall be limited to a need to know and Licensor shall keep complete and accurate records of all such access by its employees At the request of Licensee Licensor shall provide to Licensee the names of Licensor s employees who have or had access to client related data along with the dat
119. ON 03 THE WARRANTY AND REMEDIES STATED IN SUBSECTION 6 03 ARE IN LIEU OF ALL THER LIABILITIES OR OBLIGATIONS OF LICENSOR FOR DAMAGES INCLUDING BUT NOT MITED TO CONSEQUENTIAL DAMAGES ARISING OUT OF OR IN CONNECTION WITH THE SE OR PERFORMANCE OF THE LICENSED PROGRAMS AND LICENSED UTILITIES CENSOR SHALL NOT BE LIABLE FOR ANY DIRECT INDIRECT SPECIAL INCIDENTAL OR CONSEQUENTIAL DAMAGES WHETHER BASED ON CONTRACT TORT OR ANY OTHER EGAL THEORY OR ANY FAILURE OF THE LICENSED PROGRAMS AND LICENSED UTILITIES COMPLY WITH THE WARRANTIES SET FORTH IN SUBSECTION 6 03 EVEN IF LICENSOR AS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES IN NO EVENT WILL CENSOR BE LIABLE FOR ANY LOSS OF DATA OR LOST PROFITS IN NO EVENT WILL CENSOR BE LIABLE FOR ANY ACTUAL DAMAGES IN AN AMOUNT THAT EXCEEDS THE CENSE FEES PAID BY LICENSEE FOR THE LICENSED PROGRAMS AND THE LICENSED UTILITIES UNDER THIS AGREEMENT PER SUBSECTION 4 01 OF THIS AGREEMENT orcroor jr reer 6 05 Licensee s Limitations of Liability EXCEPT AS PROVIDED BELOW IN SECTION 6 06 LICENSEE SHALL NOT BE LIABLE REGARDLESS OF THE FORM OF ACTION WHETHER IN CONTRACT TORT NEGLIGENCE STRICT LIABILITY OR BY STATUTE OR OTHERWISE FOR ANY CLAIM RELATED TO OR ARISING UNDER THIS AGREEMENT FOR CONSEQUENTIAL INCIDENTAL INDIRECT OR SPECIAL DAMAGES INCLUDING WITHOUT LIMITATION LOST PROFITS AND LOST BUSINESS OPPORTUNITIES EXCEPT AS PROVIDED BELOW IN SECTION 6 06 IN NO EVENT SHALL LICE
120. Power Smart UPS sized for emergency shutdown upon power loss CD Drive High speed CD or CDR drive as indicated Backup 100 200 GB DLT DAT Drive Any Network Server Other Requirements UNI CARE requires Lane County to Utilize Microsoft Domain Authentication using Microsoft Active Directory at all tiers Therefore Lane County is required to have one Windows NT Domain controller running Windows 2000 Server or higher UNI CARE recommends that Lane County have two Windows NT Domain controllers for redundancy Purchase and install a Client Access License CAL for each SQL Server attached client Make available a permanent Test Upgrade PC This system is used to install new Pro Filer application releases in a test environment prior to moving the release to the production environment This system need only be capable of supporting a few users who will test the new release This system contains both TS client and Application tiers Make available a permanent Automation Manager Application PC This system is used to run batch related application processes At least one Automation Manager session will need to be running at all times Insure that all Designated Equipment will be used as dedicated servers with no additional software in order to eliminate possible conflicts and externally caused performance issues Insure that Microsoft BackOffice components will NOT be installed on any Server s running UNI CARE applicati
121. R LOST PROFITS IN NO EVENT WILL CENSOR BE LIABLE FOR ANY ACTUAL DAMAGES IN AN AMOUNT THAT EXCEEDS THE LICENSE FEES PAID BY LICENSEE FOR THE LICENSED PROGRAMS AND THE cco Page 13 September 7 2007 LICENSED UTILITIES UNDER THIS AGREEMENT PER SUBSECTION 4 01 AND 4 02 OF THIS AGREEMENT SECTION 7 PROPRIETARY RIGHTS DISCLOSURE 7 01 Client Confidentiality Licensor acknowledges that all of Licensee s client related data is protected by federal and state confidentiality laws and regulations Licensor shall hold all client related data in strict confidence and shall not release to a third party any client related data without the written consent of Licensee or proper legal process Access of any client related data by Licensor s employees shall be limited to a need to know and Licensor shall keep complete and accurate records of all such access by its employees At the request of Licensee Licensor shall provide to Licensee the names of Licensor s employees who have or had access to client related data along with the dates and times of such access Licensor shall use client related data for the sole purposes outlined in this Agreement and if client data is in its physical location shall return or destroy client data upon the completion of the services performed under this Agreement Licensor shall not copy reproduce client related data except as required to perform the services under this Agreement and Licensor shall not
122. R not only supports this functionality but also requires the use of Active Directory for authentication The proposed system should support the current COUNTY standard of an eight or nine character alpha or alphanumeric user ID Vendors should describe the rules for User ID format This security protocol is not defined within the Pro Filer application and is done through the group policies of the Windows OS Lane County s System Administrator should define this protocol which proceeds access to the Pro Filer application 6 2 2 3 2 DESIRABLE PASSWORD SECURITY Section B4 12 Response to Desirable Technical Requirements 6 2 2 8 2 1 Vendors should describe how their proposed system allows users to change their passwords The Pro Filer EHR supports this by virtue of the fact that this is supported by the Microsoft Operating systems via GPO s to force password change or Lance County s security protocol permitting users to change their passwords All features of this type are handled at the operating system network level 6 2 2 3 2 2 Vendors should describe how their proposed system provides the capability to establish a user account that requires the password be changed the next time the user logs on The Pro Filer EHR supports this by virtue of the fact that this is supported by the Microsoft Operating systems via GPO s to force password change All features of this type are handled at the operating system network
123. Review special requirements WHO UNI CARE and Lane County Implementation Team WHEN As detailed in the implementation plan v Schedule and provide training sessions WHO UNI CARE and Lane County Implementation Team WHEN As detailed in the implementation plan iv Initiate hardware and software systems acceptance WHO Lane County Implementation Team WHEN Within five days after delivery acceptance v Review and implement data conversion WHO UNI CARE and Lane County Implementation Team WHEN As detailed in the implementation plan v Complete training activities WHO UNI CARE and Lane County Training Staff WHEN As detailed in the implementation and training plans Section B6 E 5 Implementation Services Y Initiate data entry and on going operations WHO Lane County Implementation Team WHEN As detailed in the implementation plan Y Initiate software maintenance agreements WHO Lane County System Administrator WHEN Software warranty expiration UNI CARE S LIST OF ACTIVITIES UNI CARE responsibilities in the process of implementing the system will consist of the following A Project Coordinator assigned to Lane County manages these responsibilities during the implementation phase Y Coordinate delivery and installation of all UNI CARE software Y Deliver and install all software programs licensed from UNI CARE Y Assign an account manager responsible for coordination of system planning installation and implem
124. SA Jenifers Degree Ph D 010111990 License Licensed 01 01 1999 Nen Lieansad 01 01 1908 d 023 Male Therapist Group 24 USA Markr Expires Degree Ph D 08101 2004 Licensed Marital Family Therapy Cerstication Chemical Dependency License tio Licensed 1106 1908 Languages English Y French Page 49 of 63 Sample Pro Filer Reports Provider Information Report Purpose of Report This report prints all of the information within the Profile of Provider form in Pro Filer The report can print all providers or select providers by entering a Starts With Value The report also has a parameter allowing the user to choose which Form Tabs information should be printed Sample Report Output Page 50 of 63 Sample Pro Filer Reports Provider Name Provider Code Provider Type Social Security No Federal Tax ID Tree View Marital Status Ethnicity Notes Languages override Clint Security Usemame Domain Sex Ra Auto Task Other ID 1 Other ID2 Other ID Provider Information Report 12 31 2003 9 06 am Birth Date Citizenship Effective Expiration Addresses Use For Referal Address Type Street 1 Street 2 City County Census Code Use as a Place Of Service Notes
125. SIC MANAGEMENT Ability to Admit client patients in company s Pre register and register clients patients demographic and financial Capture family information Create an episode for care Admit client patient in multiple cost centers Document services provided Discharge clients patients Review history of care by episode Monitor required activities BILLING amp RECEIVABLES Ability to Document payer reimbursement requirements Review services to be billed Monitor payer reimbursement requirements Bill third party payers Process client patient statements Process payments and adjustments Monitor aged receivables by payer and client patient Review and query client patient accounts 3CLINICAL CARE Ability to Document clinical standards for care Document diagnostic information Structure clinical team Generate treatment plan problem goal objective intervention services Page 36 September 7 2007 Perform treatment plan reviews as required Review multi disciplinary treatment plans Monitor required activities SCHEDULING Ability to Document location schedule Document provider schedule by location Schedule provider and co providers Inquire on provider co provider schedule Schedule client patient sessions Schedule groups sessions Schedule blocks of time for special services Inquire on clients sessions Document no shows cancellations Monitor required activities CENSUS MANAGEMENT Ability to Ad
126. The COUNTY reserves the right to approve all individuals assigned to this project UNI CARE will be assigning the following to the Lane County Pro Filer implementation project Jim Catan Vice President of Technical Services Executive amp Technical Services Colleen McHenry Director of Implementation Project Manager Mark Routen Senior Consultant Senior Consultant amp Trainer Colleen McHenry who has been assigned Project Manager has worked with all of UNI CARE s customers as Director of Implementation or as a Senior Consultant Each of the provided references can be speak as to their experience with Colleen s services Team Member Mr James Catan Vice President Technical Services UNI CARE Systems Inc Home office in Orlando Florida Team Position and Provide professional services in the areas of Task Assignment Senior Project Management Business Process Analysis and Re engineering Pro Filer Reports Development Training Consulting Pro Filer Aviator security Consulting and Training Pro Filer Interface and Customization Pro Filer Telephony Interface Information Technology Consulting Qualifications As president of DMS Software amp Consulting an I T consulting firm Mr Catan provided information technology consulting software implementation and development and systems integration in a wide range of business areas to companies throughout the United States from 1984 to 2000 One unique a
127. Validate actual results during the functional interface and parallel testing activities Functional Interface Testing e Functional interface testing involves testing the data flow from all systems through the interface s to the receiving system This will take on various forms depending on whether the system includes a series of point to point interfaces or uses a broadcast store and forward machine e Interface testing and interface engine configuration testing will be closely linked as it will be difficult to test interfaces without the interface engine and vice versa Stress Volume Testing e Following functional testing the interfaces and the interface engine if applicable should be stress tested by simulating peak transaction volumes Carefully monitor interface throughputs during the test to assess the interfaces and interface engine s abilities to keep up during peaks in transaction processing Restart Recovery Testing Using restart recovery procedures force downtime situations and recover using documented procedures Parallel Testing e Once functional interface testing is complete the interface should be brought up in a mirror production environment and parallel tested if possible with the existing systems and environment Specific transactions should be identified to be entered into both systems Test Results e Document the testing results in a summarized fashion This document may be used to review the results of
128. Writer Copyright 2005 UNI CARE Systems Inc 7 00 unicaresys com o6 6 Oo 9 c O O 9 O t TECHNOLOGY DESCRIPTION The UNI CARE Pro Filer system is a multi tiered application solution featuring both scalable and independent Database Business Rules and Presentation client services These services are tightly integrated within the Pro Filer application framework The Pro Filer web enabled solution is simply an extension of the Presentation service or client that enables Microsoft Internet Explorer to function as the Pro Filer client without the need for the typical client installation process The Pro Filer web client is a plug in that automatically installs itself upon first usage The fully functioning Pro Filer client then runs within MS Intemet Explorer through the use of Web portal technology We chose this approach to web enable the Pro Filer client since it provided a number of competitive advantages over the traditional HTML form based access including real time update of information displayed for immediate viewing does not use HTTP Java or ASP web pages that are static essentially off line in nature all the same high security and dynamic form interaction of a Visual C client application full functionality of a client server application that would not be possible in a standard web page design the full power of Visual C versus usual web forms com
129. a breach of this Agreement ii is rightfully received by the non disclosing party from a third party who is not under an obligation of confidentiality with respect thereto iii can be demonstrated to have been independently developed by the non disclosing party without access to or use of any of the Proprietary Information of the other party or iv is known to the non disclosing party at the time of disclosure provided that the non disclosing party shall have promptly delivered to the other party written notice of such prior knowledge d each party agrees except to the extent that such party has rights to such Proprietary Information in accordance with this Agreement to i cease using the Proprietary Information of the other party upon the expiration or termination of this Agreement and ii promptly return to the other party all materials embodying the Proprietary Information of the other party upon the expiration or termination of this Agreement and at any time prior thereto promptly upon written request of the other party except to the extent the non disclosing party has rights to such Proprietary Information in accordance with this Agreement and e each party shall ensure that its staff and agents respect the obligations of such party under this Section 7 7 04 Specific Enforcement The parties acknowledge that any breach of their obligations under this Section 7 would constitute a material breach of this Agreement fo
130. able via drop down lists radio buttons selection boxes and so forth Furthermore such data is subject to the end users security permissions and displays accordingly The default user ID available at log in is subject to the Windows OS define set up and usually defaults to the last logged in user for that particular workstation Vendors should describe if their proposed system error messages state the problem s clearly offer possible solutions and allow the Vendor or local staff to diagnose the problem s Pro Filer has been designed to provide the end user with comprehensive and informative error messages These messages include a complete description of the error and instructions for contacting support as well as direct links to UNI CARE via email its customer web site and its support help desk system The below screen print provide a sample of the above described error message Section B4 3 Response to Desirable Technical Requirements FIGURE 1 SAMPLE ERROR SCREEN Poreevesin BOOED evesen 727877 7 E Desin kadna ecdesia Eror de EBC rie aaa access rode INE ls bl i bl Eros Cabe HRESULT SCIRE Efi bad tm cont feti T Enar Code HRESULT gt gt gt res cc Era Cade Massage gt gt BDBC ho saper acose rod bIMT CanLibson Kec Descigton gt gt bae Erer 9 Emlsupeat _Rrowedge Bese Cie Logit 6
131. access includes based on your current system description Y Patient data Y Client Insurance if map able to Pro Filer fund sources Group Plan in new system 1 to many Y Client Program and provider client enrollment tracks enrollment unenrollment dates by program 1 to many O Data elements that be converted to Pro Filer DB for an additional charge Y Providers staff type NPI and Medicaid numbers etc O Data elements that can be converted to a NON Pro Filer DB external to Pro Filer for an additional charge accessible through reports only via key matched fields y Bil ng Claims Y Encounter transaction details Services provided and by whom notes for additional information Y Claims Section B6 C 5 Data Conversion Services Conversion 3 Communicable Database CD H amp HS program s using current system Y Public Health Communicable Disease Y Epidemiology Y Sexually Transmitted Disease STD programs Description of current system This is an MS Access 2000 based system that was developed by Multnomah County and has been purchased by many Oregon County Health Departments including Lane County The system is used to track case investigations of reportable diseases and report them to the state The STD portion has been developed and will be added to the same database in the near future The information is electronically transmitted to the state using FileZilla In the
132. aces and other third party tools as available in the marketplace UNI CARE is continuously enhancing its product offerings aided by the input of its customers Our focus is on research and development in an effort to continuously provide state of the art products and services Since 2001 UNI CARE has signed 56 Pro Filer contracts UNI CARE currently services over 900 companies and 450 installations that range in size type and are located throughout the United States Pro Filer is the complete re write of our legacy product COBOL and only marketed since 2000 The majority of UNI CARE customers offer a full array of behavioral health services ranging from community mental health family service organizations offering foster care placement and adoptions and inpatient to name a few A large percentage also provides services to diverse populations including mental health chemical dependency and developmental disabilities mental retardation In addition several of UNI CARE s customers have formed consortiums to purchase and implement Pro Filer Section B6 H 4 Corporate Qualifications and References Executive Profiles v President and CEO May Ahdab Ph D May Ahdab is the founder and sole owner of UNI CARE She has acted in the role of President CEO since 1981 and has participated actively in ensuring that the company follows a controlled growth path Dr Ahdab has more than 18 years experience in the field of
133. al HTML form based access including real time update of information displayed for immediate viewing does not use HTTP Java or ASP web pages that are static essentially off line in nature allthe same high security and dynamic form interaction of a Visual C client application full functionality of a client server application that would not be possible in a standard web page design the full power of Visual C versus usual web forms composed of HTML and Java dynamic usage of Microsoft s NT domain model for secure transaction processing WEB ACCESS REQUIREMENTS The Pro Filer application can easily be web enabled by adding the following components 1 A Windows 2000 Server running the following services Internet Information Services 5 0 or higher Section B4 1 Response to Desirable Technical Requirements 6 2 2 1 1 2 6 2 2 1 1 3 Terminal Services Windows 2000 Terminal Services Internet Connector license 2 Forthe each client Internet Explorer 5 5 or higher An Internet connection of about 20kbps per user Vendors should describe if the proposed system provides integration with other applications and if it makes use of Service Oriented Architecture Pro Filer has been designed with an open structure using MS SQL database allowing for the integration or interface to an array of desired third party applications Pro Filer is currently integrated with Microsof
134. an infringement or misappropriation of any patent copyright trademark trade secret or other proprietary right of a third party b Licensor will use commercially reasonable efforts to provide the On Demand Hosting Services uninterrupted and that after Installation of the Licensed Programs and Licensed Utilities including any revisions or additions to the Licensed Programs or the Licensed Utilities provided by Licensor pursuant to Exhibit C hereof on the Designated Hosting Site and written notice of the same Licensor warrants that the Licensed Programs and Licensed Utilities and such revisions or additions thereto will be free from significant programming errors and from defects in workmanship and materials c Licensor has good title to the Licensed Programs Licensed Utilities and Licensed Materials and has the necessary rights title and interest to grant the rights set forth in this Agreement to Licensee free of any proprietary claims liens or conflicting claims of any third party d Licensor has no actual knowledge of any existing circumstances event contingency plan or other similar situation specific to Licensor that may threaten the initial or ongoing ability of Licensor to consummate and perform its obligations under this Agreement and e qualified personnel of Licensor shall perform all Training Services and Consulting Services in a professional manner in accordance with industry standards All components of
135. ancials Create family networks Document clinical profile gt Assign treatment modality Develop plan of service gt Admit to multiple programs gt Record services and progress notes Perform discharge Comply with pre defined workflow by Provider type Treatment phase Monitor documentation requirements Reimbursement Benefits Review eligibility for reimbursement Record information on Employment gt Policy holder Funding sources Develop benefits co pay profiles Monitor coordination of benefits Produce sliding fee scales Basic Management Copyright 2005 UNI CARE Systems Inc 7 00 unicaresys com o 6 o 9 2 Oo wo The Billing and Receivables Module is a valuable tool to document and enforce billing and reimbursement rules of care provided within a company Automated functions allow for timely entry audit reconciliation and closing of client accounts and accounting periods The many powerful features of this module will provide a company with valuable financial information for daily business functions Administrative Benefits Track Accounts Receivable Produce financial reporting Use as a budgeting tool Provide information for integration to 3rd party general ledger system Track rate of reimbursement Facilitate financial auditing Standard online reports Clinical Benefits Withhold billing until completion of service progress no
136. and administrative operations of Lane County and are familiar with data input documents output reports information flow and related policies and procedures Are responsible to coordinate system analysis and functional specifications with UNI CARE systems analysts e Are responsible to coordinate software conversion activities with UNI CARE programming staff Are responsible to notify UNI CARE staff of any problem that can affect a successful software implementation process and to participate with UNI CARE in problem reso lution activities Y Select and identify a project coordinator for each remote facility Each project coordinator should perform coordination activities within their assigned facilities v Select and identify a system operator s The system operator s needs to be familiar with network support computer equipment day to day data entry functions and is comfortable with back up procedures Y Review and address operational issues raised in the system pre installation planning session including possible modifications of operational procedures v Select and prepare computer equipment installation sites Y Jointly develop with UNI CARE staff a data conversion plan Y Perform conversion activities as agreed upon in the plan v Perform system acceptance tests Y Create and maintain user defined master files database and appropriate reports Y Arrange for hardware and software maintenance agreements after warra
137. and the Pro Filer Authorization Request ID In addition the report lists the authorized planned service location and cost center For each authorization the report lists the service item the authorization period the number of units authorized the number of units used and the remaining authorizations Auths Units Remaining This report lists active authorizations by client and by payor that have a user selected number of units remaining It includes client name and ID authorizing payor payor s authorization number and date of authorization Pro Filer Authorization Answer ID and the Pro Filer Authorization Request ID In addition the report lists the authorized planned service location and cost center For each authorization the report lists the service item the authorization period the number of units authorized the number of units used and the remaining authorizations Auto Attach Authorization Report This report lists authorizations that have been automatically attached to recorded services through the Auto Attach SQL script Auto attached authorizations are listed by cost center location and client The report lists the recorded start date time the recorded service description the date time the auto attach occurred and the number of authorization units attached to the recorded service Page 1 of 6 Pro Filer Reports Contents Summary Client Appointment List Comprehensive report for a specific client that c
138. any Training and or Consulting Services In this case this Section 5 03 d is no longer valid 5 04 Failure of Functionality Acceptance Testing Inthe event Licensee determines that a Licensed Program fails to meet the Functionality Acceptance Criteria Licensee shall notify Licensor in writing within ten 10 working days of such determination specifying in as much detail as possible in which respects the Licensed Program does not have the ability to meet the Functionality Acceptance Criteria Upon receipt of the written notice of failure from Licensee Licensor shall at no additional cost to Licensee correct modify or replace each specified Licensed Program together with the corresponding Licensed Materials within a mutually agreed upon number of working days from the date of receipt by Licensor of the initial notice from Licensee Upon completion of the corrections modifications or replacement Licensor shall provide Licensee with written notice indicating that a Licensed Program has been corrected modified or replaced and is ready for retesting Licensee shall conduct retesting within a mutually agreed upon number of working days after receiving written notice that the Licensed Program has been corrected modified or replaced and is ready for retesting Should a Licensed Program continue to lack the ability to meet the Functionality Acceptance Criteria at the end of the Functionality Acceptance Testing period set forth in Subsection 5 02 h
139. arges are as follows X Airfare coach Cost 5 administrative fee X Lodging Cost 5 administrative fee X Meals 15 00 per meal 3 meals per day X Rental Car Cost 5 administrative fee X Personal Vehicle Use 405 per mile X Other Reasonable and Necessary Incidental Travel Expenses Cost 5 administrative fee Licensee shall reimburse Licensor for all travel and per diem expenses incurred by Licensor while performing installation training and consulting services at Licensee facilities Installation training and consulting charges as well as related travel and per diem charges are valid for a period of twelve 12 months after execution of the General Agreement CONCURRENT NUMBER OF USERS UPGRADE FEES Number of users upgrade fees will be 2 000 per Licensed Program and per Licensed Utility for a set of 8 Concurrent users with a maintenance fee upgrade of 35 per Licensed Programs and per Licensed Utility Licensor shall upgrade per set of 8 Concurrent users Upgrades will apply to ALL the Licensed Programs and Licensed Utilities licensed by Licensee at the time of the Upgrade This upgrade pricing is effective for a period of one year from the date of execution of this General Agreement Page 35 September 7 2007 EXHIBIT E FUNCTIONALITY ACCEPTANCE CRITERIA The following are Functionality Acceptance Criteria specifically designed for Licensee in order to facilitate Functionality Acceptance Testing BA
140. art of the data base The data elements built by the system user are automatically integrated in the common database Section B2 2 SECTION B 3 Response to Mandatory Technical Requirements Response to Mandatory Technical Requirements 6 2 Technical Specifications 6 2 1 Mandatory Technical Specifications Lane County Information Systems Department has published mandatory technical specifications for the COUNTY Vendors must thoroughly describe how their proposed solution meets or does not meet each of the following mandatory technical specifications 6 2 1 1 APPLICATION 6 2 1 1 1 MANDATORY APPLICATION INTEROPERABILITY AND INTERFACES 6 2 1 1 1 1 Vendors must acknowledge their proposed system is able to run concurrently with COUNTY standard workstation Windows applications see Section 6 0 Subsection 6 2 1 8 2 Table 6 2 1 8 2 subject to processor and memory limitations UNI CARE has reviewed the COUNTY workstation table provided and Pro Filer will run concurrently on the specified workstations UNI CARE is recommending installing the Pro Filer presentation layer on Terminal servers therefore workstations need only have RDP capabilities 6 2 1 1 2 MANDATORY DATA ACCESS 6 2 1 1 2 1 All data for the proposed system should be directly accessible from major industry standard data access tools for potential use in reporting and integration with other county systems Vendors must describe the p
141. ases to Licensee pursuant to the Support Services as defined in Exhibit C Licensed Programs updates may also require Equipment upgrades by Hosting Site SECTION 3 ON DEMAND HOSTING SERVICES 3 01 On Demand Hosting Service Licensor will make available hard disk space accessible by means of a dedicated network available for access by Licensee at any time except such times that the service of Licensor is inaccessible due to equipment malfunction upgrade activities system backup activities or any other related maintenance procedures which Licensor shall be required to complete from time to time In the event of a scheduled system maintenance that requires system downtime Licensor shall give 48 hours advance notice to Licensee Schedule down time shall not occur during the hours of 6 00 a m to 11 59 p m Eastern time Monday through Friday Licensor shall make reasonable efforts to perform such voluntary maintenance activities at times of lowest system usage Except for the system downtime stated above Licensor strives to maintain an uptime of 99 5 For each day that Licensor fails to maintain this service level Licensee will be entitled to a credit of 1 30 of the monthy fee due for that month as outlined Section 4 3 02 Hard Disk Space Licensee shall be allotted sufficient storage space on the Licensor E Servers to support the application and to store Licensee s databases 3 03 Licensee Database Licensor shall store Licensee s data
142. ass Produce management reports CLAIMS PROCESSING Ability to Receive claims from organizations for services authorized Process claims by payor payor types organization and provider Validate claims processed Print vouchers explanation of benefits Produce encounter data reports for specific payors Pay claims based on provider organization specific contract or standard rate tables Produce management reports CLINICAL ORDERS Ability to Page 38 View record and track medication prescriptions Conduct reviews and outcomes of orders View record and track labs tests and procedures Document and track dispensing of prescriptions and medications View record and track basic client pharmacy information September 7 2007 Create tickler files aimed at monitoring review of orders View record and track allergy information View history of medication and ancillary orders OUTCOMES Ability to View complete and review instruments and assessments on line Add custom forms Create tickler files aimed at monitoring review of outcome instruments Monitor pre defined outcomes studies Specify and track instrument category and type Create custom table entries to measure outcomes on instruments and treatment plans Link End User Assessments to Clients Providers and Company Locations QUALITY MANAGEMENT Ability to Document quality issues specifically related to clients cost centers providers and
143. associated with client Track movement through foster care homes Track level of care rates Monitor initial adoption criteria Enter services Monitor compliance requirements Gather pertinent information on foster and day care providers Monitor provider training and other requirements Monitor provider occupancy Track home certification CONVERSION there is a conversion of data involved Licensee has the option of submitting all data to be converted to UNI CARE in the requested format within two 2 months after contract signature or not including the data conversion as part of the criteria for system acceptance Licensed Utilities are not subject to acceptance and therefore no acceptance criteria are included APPENDIX C Crystal Reports Integration with Pro Filer amp Sample Reports Crystal Report Integration with Pro Filer amp Sample Reports CRYSTAL REPORTS INTEGRATION WITH PRO FILER UNI CARE Systems Inc has designed Pro Filer with an open structure design using Microsoft s SQL database allowing organizations to use a variety of ODBC compliant Report Writers UNI CARE Systems Inc recommends the usage of the highly recognized Report Writer Business Objects Crystal Reports Its ease of use is unmatched in the industry and it offers QueryWizards Online Help and CueCards to assist the beginner and experienced report writers alike This allows for the Report Writing function to become decen
144. associated with each platform cellular costs batteries locks cases etc Any additional vendor costs associated with each platform Security Risk analysis by platform a Budget analysis in light of the above information From the options available as well as the analysis that each company must undertake to make a decision it is clear that UNI CARE Systems Inc is not in a position to offer a general recommendation for the use of Pro Filer by mobile users We would be pleased to discuss any questions you might have in regards to the details associated with our mobile solutions in order to assist you in your decision making process 6 2 1 4 5 MANDATORY TCP IP 6 2 1 4 5 1 Vendors must acknowledge their proposed system runs on a TCP IP network Pro Filer requires the use of a TCP IP network 6 2 1 4 6 MANDATORY WAN NETWORK BANDWIDTH 6 2 1 4 6 1 The County s slowest Wide Area Network WAN connected site is a Digital Subscriber Line DSL site with 1 2Mb s down and 700Kb s up There are four 4 workstations on the remote end of this WAN connection on a 100 megabit switched network Vendors must describe how their proposed system is able to perform satisfactorily with this amount of network throughput With 4 end users the described limitation appears to be sufficient Pro Filer EHR requires a minimum of 20 Kbps per user session for remotely connected users 30 to 40 Kbps is recommended 6 2 1 5 SECURITY Lane County s cur
145. at limit PHI to the amount necessary to achieve the purpose of the disclosure 3 A method to control users access to PHI on a client by client basis Security Using multi stage technology UNI CARE Systems has developed security functionality to meet the most demanding applications specified by agency policies licensing organizations accrediting bodies and HIPAA regulations The Security regulations are also satisfied with tools and procedures available at the operating system level 6 2 1 3 1 MANDATORY LANE COUNTY SERVERS 6 2 1 3 1 1 The COUNTY s client server and web application servers are managed by the Lane County Information Services Department LCIS The servers are housed in a secure computer facility run by LCIS The computer facility provides an Uninterruptible Power Supply UPS and a backup generator for COUNTY servers UPS and generator access will be available for proposed new hardware The existing COUNTY server infrastructure runs on Hewlett Packard HP Compaq and International Business Machines IBM Servers are backed up by HP OmniBack a common backup system used for all servers supported by LCIS This system will be converted to Commvault Galaxy later this year Vendors shall acknowledge their proposed system can successfully operate in this environment The Pro Filer EHR is independent of any backup and DR solution Pro Filer will run under the CommVault Galaxy Backup and DR solution In addition Pro Fil
146. ata conversion Section B6 C 1 Data Conversion Services requirements established in Step 2 and pre validate the conversion engine programs on the approved test cases noting any variance to the expected results 4 Pre production Test Conversion Once acceptable results are obtained on the test cases UNI CARE will conduct conversion dry runs for the purpose of identifying and correcting problems or deficiencies on pre production sample sets The conversion dry run will use production size data volumes and use copies of the most recent legacy system data available These runs will also establish base line processing times for conversion services This will aid in the planning of the timeframe required for production conversions 5 Validation As a result of the pre production dry run UNI CARE will document a comparison of key information from the existing legacy system database cross referenced to key information from LC in an effort to prove the accuracy of the conversion effort and that no data has been lost This may include record counts and other comparison attributes 6 QC Remedition UNI CARE will document corrective actions taken and re testing performed for all discrepancies and problems identified in the initial tests and all re tests 7 Final Conversion and Approval Once QC remediation cycles are complete and LC grants final approval on all data conversion test results permission will be granted to
147. ation of the mutual promises and covenants contained herein the parties agree as follows 1 Definitions Unless otherwise provided in this Addendum capitalized terms have the same meanings as set forth in the Privacy Rule 2 Services The services to be provided by Licensor are identified in the General Agreement and its Exhibits SECTION 1 SCOPE OF USE AND DISCLOSURE Page 43 September 7 2007 1 01 Contractual Obligations Licensor shall be permitted to use and disclose PHI that is disclosed to it by the Licensee as necessary to perform its obligations under the Underlying Agreement 1 02 Proper Management and Administration Unless otherwise limited herein in addition to any other uses and or disclosures permitted or authorized by this Addendum or required by law Licensor may a Licensor s Use Use the PHI in its possession for its proper management and administration and to fulfill any legal responsibilities of Licensor b Disclosure to Third Party Disclose the PHI in its possession to a third party for the purpose of Licensor s proper management and administration or to fulfill any legal responsibilities of Licensor provided however that the disclosures are required by law or Licensor has received from the third party written assurances that the information will be held confidentially and used or further disclosed only as required by law or for the purposes for which it was disclosed to the third party a
148. authorization period the number of units authorized the number of units used and the remaining authorizations Sample Report Output Authorization Units Remaining 20 Units or Less 10 12 2004 Client Name Client ID 4 Payor Medicaid Authorization Number mdr03 Location Alcohol Abuse Auth Answer ID 77 Date of Authorization 10 8 04 Coast Center Outpatient Auth Request ID 70 Senice Perad Authorized usa individual Therapy 10 1 04 10 31 04 10 00 200 8 00 Client Name Client ID 2 Payor Medicaid Authorization Number mdr 4 Location Alcohol Abuse Auth Answer ID 78 Date of Authorization 10 12 04 Coast Center Outpatient Auth Request ID 71 Service Authorization Period Unite Authorized Used Remainnig Individual Therapy 10 1 04 10 31 04 17 32 1 00 16 32 Page 8 of 63 Sample Pro Filer Reports Auto Attach Authorization Report Purpose of Report This report lists authorizations that have been automatically attached to recorded services through the Auto Attach SQL script Auto attached authorizations are listed by cost center location and client The report lists the recorded start date time the recorded service description the date time the auto attach occurred and the number of authorization units attached to the recorded service Sample Report Output Auto Attached Authorizations in the Period 114 2002 10 48 23AM tO 11 1 2004 10 48 23AM Alcohol Abuse Outpatient
149. ave been inserted solely for convenience of reference and do not constitute a part of this Agreement or affect its meaning interpretation or effect If any term covenant condition or provision of this Agreement is held by a court of competent jurisdiction to be invalid void or unreasonable the remainder of the provisions of this Agreement shall remain in full force and effect This Agreement may be executed in one or more counterparts each of which shall be deemed an original and all of which taken together shall constitute one and the same instrument 10 10 Assignment Binding Effect Either party may assign this Agreement in whole as part of a corporate reorganization consolidation merger or sale of substantially all of its assets provided that any survivor or successor thereupon assumes the obligations and liabilities of such party under this Agreement Neither party may otherwise assign its rights or delegate its duties under this Agreement either in whole or in part without the prior written consent of the other party which shall not be unreasonably withheld and any attempted assignment or delegation without such consent will be void This Agreement is binding on and inures to the benefit of the parties and their successors legal representatives and permitted assignees IN WITNESS WHEREOF the parties hereto have executed this Agreement as of the date first above written UNI CARE SYSTEMS INC Licensor By
150. base on the Licensor E Servers The parties expressly recognize that the dedicated network equipment and telecommunications links are susceptible to crashes and down time Licensor shall use its best efforts to maintain a consistent link with the dedicated network but cannot and does not warrant that it shall maintain a continuous and uninterrupted link 3 04 Database Backup Licensor shall maintain working backup copies of Licensee s database The Licensor backup copy is only to be accessible by Licensor in the event of maintenance crashes downtime and service interruptions 3 05 Maintenance Licensor may at its own discretion temporarily suspend all service for the purpose of repair maintenance or improvement of any of the Licensor s E Servers However Licensor shall provide 48 hours notice where it is reasonably practical under the circumstances and Licensor shall restore service as soon as it is reasonably practicable Licensee shall not be entitled to any setoff discount refund or other credit 3 06 Security Licensor will provide secure and private access to Licensee s database Licensee is responsible for protecting its private passwords file and controlling its staff access in accordance with current documentation Licensee is solely responsible for any damage caused by unauthorized access of the Licensor E Servers through Licensee s account Any attempt to undermine or cause harm to a server or other Licensee of Licensor is stri
151. bles Managed Care Scheduling Referral Development Network Development Clinical Care HTML ASP Form Development Tool Aviator Quality Management and Outcomes Assessments Organization Satilla Community Services Location Waycross GA Contact Ms Wendy Hughes CFO Telephone 912 284 2597 Email whughes satilla csb state ga us Contract Date 5 31 1999 Satilla upgraded from our legacy COBOL product Application Pro Filer 2006 of Users 64 users Modules Basic Management Billing amp Receivables Managed Care Scheduling Referral Development Network Development Clinical Care HTML ASP Form Development Tool Aviator Quality Management and Outcomes Assessments Section B6 H 9 SECTION B6 I Key Personnel Experience and References Key Personnel Experience and References 6 3 Business Specifications 6 3 9 KEY PERSONNEL EXPERIENCE AND REFERENCES Vendor proposals shall identify and include experience narratives and resumes of key personnel who will be assigned to the project if awarded the contract Key personnel include at a minimum the project manager lead appearing on site technician s and lead trainer s They may be the Vendor s employees or employees of subcontractor s The documented experience should specifically include a description of their work supporting the implementation of similar projects A minimum of three 3 references must be included for the proposed project manager
152. by customization of one or more vendors code or by the use of an interface engine Develop Restart Recovery Approach e Develop procedures to handle downtime situations system and interface restart recovery and resynchronization and disaster or contingency planning If installing an interface engine develop comprehensive procedures for downtime and recovery Section B6 D 12 Interface Services keeping in mind that interface engine downtime will mean that all of your interfaces passing through the engine will also be down Analyze potential points of failure and consider keeping spare parts to facilitate quick recovery Develop Failure Mode Response Approach e Review the ability of each system to detect correct errors and report those errors to the remote system Since the set of error codes in the current version of HL7 is user defined a set of error codes should be agreed upon to represent certain failure conditions The failure condition that is represented by each code must be understood and the handling of each error condition must be specified Develop Migration Approach e Define overall approach for migration of the developed interfaces to production Include separate communications mechanisms if needed parallel testing and acceptance criteria Develop User Access Security Approach Define overall approach for user access to and the security of interfaced systems Include single vs multiple point of
153. c Section B6 G 1 SECTION B6 H Corporate Qualifications and References Corporate Qualifications and References 6 3 Business Specifications 6 3 7 CORPORATE QUALIFICATIONS AND REFERENCES Vendor proposals shall include Company Qualifications and References that include but are not limited to the following information 6 3 8 1 Vendor proposals must include in their company description at least the following information business focus and corporate structure including mergers and acquisitions years of operation location s general size either in revenue or personnel number and types of clients e g government private sector In addition Vendor proposals must describe their largest client number of concurrent users and number of multiple sites 6 3 8 2 A clear concise description in the form of a narrative of the Vendors experiences and successes as well as the experiences and successes of major subcontractors if applicable in providing a system similar to the one proposed for the COUNTY 6 3 8 3 Three 3 external corporate references for the prime Vendor and one 1 corporate reference for each major subcontractor e g provider of implementation services from clients who received similar services and are willing to validate the Vendor s subcontractor s performance on similar projects At least one 1 of the references for the prime Vendor must be from a site where the base system propo
154. c T 941 954 3403 F 941 954 2033 unicaresys unicaresys com www unicaresys com v20 63006
155. ccessful Vendor will be required to produce bi weekly twice a month Project Status Reports The format of the reports will be agreed upon by the COUNTY and the Vendor prior to the submittal of the first report At a minimum the Project Status Reports will include the following topics Executive Summary Activities Completed This Period Project Milestones and Completion Activities Scheduled Next Period Section B6 A 1 Project Management Services 6 3 1 2 6 3 1 3 Project Issue Log following industry standards Project Risk Log following industry standards Change Management Log following industry standards Updated Project Schedule Project Library The successful Vendor will be required to maintain the official project library of all documents and communications related to the project Project Meetings The successful Vendor will be required to plan and lead regularly schedule project meetings with COUNTY managers The vendor will prepare an agenda for each meeting and document and distribute meeting minutes following each meeting Reports to Project Steering Committee The successful Vendor will be required to make presentations and deliver reports to the Project Steering Committee and others from time to time as requested e g on average once a month during the duration of the project UNI CARE has reviewed and accepts the above expected reports and documentation requirements Proje
156. ces and billings internally across program areas and externally with H amp HS partners e assist Lane County and its partners to improve service delivery and resulting outcomes for persons receiving H amp HS services in Lane County e promote the integration and coordination of health care across Lane County and data driven decisions by Lane County administrators and health care service providers If chosen as a vendor UNI CARE will partner with Lane County to assist in the development of tools and processes that can support Lane County in meeting HIPAA requirements of privacy security electronic transmittal Throughout the span of over twenty five years our company has provided its customers with innovative tools designed to assist them in meeting the changing requirements of the healthcare marketplace In summary UNI CARE is confident that its Pro Filer information system will meet the needs of Lane County Our company has replaced existing vendors systems including CMHC Systems the Echo Group CSM and others at various organizations providing Behavioral Healthcare Services and is recognized as a primary leader in this marketplace Section A 3 SECTION B SCOPE OF WORK SECTION B 1 Response to Mandatory Functional Requirements Response to Mandatory Functional Requirements The COUNTY has identified and documented descriptions of its high level business processes that must be supported by a new electronic data c
157. cheme based on his her preference In addition Pro Filer uses color scheming to indicate items such as new expired highlighted selected not available and so forth 6 2 2 1 4 DESIRABLE DATA ENTRY Section B4 4 Response to Desirable Technical Requirements 6 2 2 1 4 1 6 2 2 1 4 2 6 2 2 1 4 3 Vendors should describe if their proposed system application presents users with tools that are relevant in the current context eliminating or disabling irrelevant tools It should use progressive disclosure to reveal information as it is needed and give users the option to hide information they don t consider useful Vendors must describe if their proposed system application contains intelligent default settings and supports linear extended and two dimensional extended selection auto completion and an audio option to all visual cues and feedback Pro Filer implements a multi faceted security authentication process End users must first be authenticated to the network Then be given access to the Pro Filer EHR through the EHR graphical interface Once in the Pro Filer EHR additional security is applied that will dictate what the end user can see and what functions can be performed Additional system elements that are options or for informational purposes only i e status window navigator messenger and so forth can be turned on or off based on the end users preference Pro Filer supports intelligen
158. chnical Requirements has built in functionality that will either commit or rollback a transaction in its entirety to ensure data integrity and prevent partial updates and data corruption 6 2 1 1 4 MANDATORY GRAPHICAL USER INTERFACE 6 2 1 1 4 1 Vendors must describe their proposed system application graphical user interface and ease of navigation e g ease of use for both casual and experienced users consistency with basic keyboard navigation models and free of unexpected shifts in input focus and keystrokes required for a particular task must behave in a predictable way the same set of actions must generate the same results each time navigation order must be logical input focus must be on the selected item only users must be able to select other options by using arrow keys Navigation between panes and views must be logical and available via a keyboard as well as a mouse device Pro Filer is designed for the Microsoft windows environment using the Windows GUI and has all of the features and functionality and logic supported by the Windows operating system This includes the same navigation concepts point and click drag and drop copy and paste arrow keys Like features and functions within Pro Filer are all accessed and utilized in the same fashion to promote consistency with the EHR application 6 2 1 1 5 MANDATORY KEYBOARD USER INTERFACE 6 2 1 1 5 1 6 2 1 1 5 2 Vendors must describe if their proposed syste
159. copy modify and code and related documentation only as and permitted purpose of the Licensed icensee shall pay a registration fee of 500 upon each calendar year to Licensor for this service SECTION 9 TERM AND TERMINATION 9 01 Termination by Licensee Prior to Installation Licensee may terminate this Agreement by written notice to Licensor at any time prior to Installation of Licensed Programs and Licensed Utilities If Licensee issues written notice of termination under these circumstances Licensor shall retain as a cancellation fee the consideration paid under Section 4 01 a and 4 02 a of this Agreement 9 02 Termination by Licensee Due to Failure of Acceptance Testing In the event of Failure of Acceptance Testing Licensee may terminate this Agreement as detailed in Section 5 04 and Section 5 06 of the General Agreement Page 17 September 7 2007 9 03 Termination by Licensee After Acceptance Licensee may terminate this Agreement without cause at any time after Acceptance of the Licensed Programs upon written notice to Licensor specifying a termination date no earlier than thirty 30 days from the date of such written notice Upon such termination Licensee shall remain liable for any accrued but unpaid fees relating to Licensed Programs Licensed Utilities Installation Services Training Services Consulting Services and Support Services but shall incur no further payment obligations under this Agreement In the ev
160. ct Organization Vendor proposals must include a project organization chart and clearly describe at a minimum the key roles for the project Vendor proposals must include an adequate level of proposed staffing to ensure the successful completion of the project All individuals proposed should possess the necessary skills and certifications for the roles they are filling Experience narratives and resumes of key personnel are required in Section 6 3 9 later in this RFP Vendor proposals must include a description of key COUNTY project roles and an estimate for each role of the time commitment required during each milestone activity to successfully complete the project High Level Work Plan Vendor proposals must include a High Level Work Plan for the implementation of the proposed system based upon the description of the project in this RFP The Work Plan shall be presented in Microsoft Project 2000 or later and include at a minimum 6 3 1 3 1 Task Level The Work Plan must include the major activities necessary for a successful implementation of the proposed software solution down to the task level Vendor proposals must allow the COUNTY a minimum of ten 10 working days to review and approve each Vendor deliverable The Vendor shall fully describe the responsibilities expected of the County These should address expectations for technical or administrative products or tasks and hardware or software to be supplied 6 3 1 3 2 Resource Iden
161. ctly prohibited SECTION 4 CONSIDERATION 4 01 Monthly License Fee In consideration for the License Programs Licensed Utilities Licensed Materials On Demand Hosting Services and Support Services to be provided to Licensee under this Agreement Licensee shall pay Licensor a monthly fee as follows agreement and every month thereafter for the remainder of the term b This monthly fee does not include conversion interface or customized programming 4 02 Training and Consulting Fees In consideration for the Training and Consulting Services to be provided to Licensee under this Agreement Licensee shall pay Licensor the amounts set forth in Exhibit D attached hereto representing the Fees for Training and Consulting Services and related travel and per diem fees Payments for such Fees shall be made according to the following schedule a One hundred percent 100 of the invoiced amount for each set of scheduled Training and Consulting Services upon completion of each set according to the payment terms as described in Subsection 4 05 of this Agreement b One hundred percent 100 of the related travel and per diem invoice according to the payment terms as described in Subsection 4 05 of this Agreement and reasonable fees as defined in Exhibit D 4 03 Interfaces Need to investigate 4 04 Payment of Telephone Communication Expenses Licensee shall pay to Licensor all out of pocket telephone communication expenses incurr
162. d Licensed Materials by virtue of this Agreement or otherwise 7 03 Disclosure Licensor and Licensee acknowledge that each party is in possession of valuable trade secrets and confidential information As such Licensor and Licensee agree as follows a except as expressly provided in this Agreement neither party without the prior written consent of the other shall disclose to any third party i any information regarding the terms of this Agreement or exchanged in connection with the negotiation of this Agreement or regarding the transactions contemplated hereby or ii any information regarding the actual or anticipated business or Page 14 September 7 2007 Page 15 b c technology of the other party in either case to the extent disclosed by the other party in connection with the transactions contemplated hereby or the performance by the other party of such party s obligations hereunder including information regarding or which includes clients customers business practices business prospects financial condition pricing policies processes technical data or specifications source code including all software design architecture and processes information obtained by disassembling decompiling or reverse engineering hardware or software or any other proprietary information collectively the Proprietary Information notwithstanding the foregoing each party may i disclose the Proprietary Informatio
163. d Programs Licensed Utilities Licensed Materials and On Demand Hosting Services shall immediately cease and the following events will occur a On Demand Hosting Services Licensor will immediately terminate Licensee s remote access to Licensor E servers b Return of Licensed Materials Within ten 10 days after the termination of this Agreement Licensee shall either i return to Licensor all copies of the Licensed Materials in Licensee s possession or under its control or ii destroy all copies of the Licensed Materials and provide a sworn affidavit to Licensor to the effect that all such items have been destroyed to the best of Licensee s knowledge and through its best efforts an c Fees All unpaid or accrued License fees and payments provided in Section 4 of this Agreement shall be immediately due and payable upon such termination 9 06 Survival Sections 4 6 7 and 9 of this Agreement shall survive the termination of this Agreement or any License under this Agreement SECTION 10 GENERAL TERMS AND CONDITIONS 10 01 Amendment and Waiver The parties may amend this Agreement including the Exhibits attached hereto only upon the written consent of both Licensor and Licensee A waiver of any provision of this Agreement is effective only if evidenced by a writing signed by the party against whom the waiver is sought to be enforced The waiver of any provision of this Agreement does not constitute the waiver of a
164. d are available only at the Profile of Client User Define Data tab As with all off line solutions there is a requirement to synchronize the mobile device on a regular basis It requires establishing a communication connection with the central office and running the synchronization process Notebook laptop vs Tablet PC A new entry into the handheld market is the Tablet PC running the Microsoft XP Professional for TabletPC operating system The Tablet PC is essentially a notebook computer with a yellow notepad analogy for a screen The new features in the Tablet PC are geared toward taking the analogy of the yellow notepad to the next logical level Section B3 8 Response to Mandatory Technical Requirements Using a special stylus the Tablet PC allows the user to write on the screen in a new form of input dubbed digital ink The OS can also recognize your handwriting and attempt to turn t into typed text The screens are also touch sensitive so they function the same as the PDA s screens in that regard In a sense they are a hybrid between the best PDA features and the best laptop features They also feature much longer battery life than notebooks typically have From a Pro Filer standpoint the benefit of using the Tablet PC would be via interaction with the tree Since it is a touch sensitive screen users could point their way around the tree without a mouse This may or not be enough of an incent
165. d assigned a control number e Problems with the system are internally categorized by problem type and the modules they relate to e Problems are assigned a priority number and a resolution by priority Lane County s staff is notified of the corrections to the problem and the correction forwarded to Lane County s system administrator QUALITY MANAGEMENT FOLLOW UP Management monitors all the quality management tasks identified in the above on a weekly basis In addition a management team reviews on a daily basis all issues identified by Lane County staff and monitors their resolution Finally staff from the support department on a monthly basis monitors client satisfaction Follow up is implemented with clients through weekly conference calls and with the assistance of the Vice President of Support Services if needed Please refer to Appendix A Sample UNI CARE General Agreement for a review of UNI CARE s Support Services Agreement Section B6 J 3 SECTION B6 K Value Added Services Optional Value Added Services 6 4 Value Added Services Vendors are encouraged but not required to propose any optional value added service s they believe would help the COUNTY effectively implement operate and or utilize the proposed system 6 4 1 HOSTED OPERATION OPTIONAL The COUNTY may consider the option of using a fully hosted operation and maintenance of the proposed system in a secure environment Vendors may include in
166. d disclosure not to take any action that would encumber the Licensed Programs and Licensed Utilities and related Licensed Materials or expose the Licensed Programs and Licensed Utilities and related Licensed Materials to any claims transfers conversion or other form of encumbrance and to acknowledge that the Licensed Programs and Licensed Utilities may be derived in part from the September 7 2007 software of third parties As a condition to Licensee s right to use the Licensed Programs and Licensed Utilities and related Licensed Materials Licensee shall execute and deliver any other License Agreement Non disclosure Agreement and Registration Form that such a third party may require provided that such other agreement or form shall not i preclude Licensee from using the Licensed Programs Licensed Utilities and Licensed Materials to conduct Licensee s business or ii impose any fee or any obligation more stringent than that set forth in this Agreement 2 05 Licensed Programs Updates The Licensed Programs and Licensed Utilities shall include all improvements or modifications of the version or versions of the Licensed Programs and Licensed Utilities which Licensor has licensed to Licensee and implemented or otherwise released by Licensor from time to time during the term of this Agreement and all related Licensed Materials in written form and or identified in the Exhibits attached hereto or used in connection with the Lice
167. d disputes on a timely basis If the parties fail to resolve the dispute within sixty 60 working days of the initial written notification then each party may assert its rights and remedies as provided under this Agreement 10 06 Arbitration In the event the parties fail to resolve a dispute pursuant to the Initial Dispute Resolution procedures set forth in Section 10 05 said remaining controversy dispute or claim arising out of or relating to this Agreement or any waiver or amendment or any breach hereof shall be settled by arbitration to be held in Sarasota Florida The arbitration shall be conducted in accordance with the rules and procedures then in force of the American Arbitration Association The parties shall by agreement select one 1 arbitrator who is impartial experienced and knowledgeable of the following not for profit organization computer technology and human service providers In the event the parties are unable to agree the American Arbitration Association shall select an arbitrator having the above described qualifications The expenses and fees of any such arbitration proceedings shall be borne equally by the parties provided that each party shall bear the costs of its own counsel The parties hereto agree to abide by all awards and decisions rendered in arbitration proceedings and all such awards and decisions may be filed by the prevailing party with any court having jurisdiction over person or property of the other part
168. dded or changed the field background is the normal white Field security works in concert with form security in that in order to have read and write privilege to a field the user must also have load and update privilege to the form Form security takes priority over field security so make sure the proper privilege is given the form before attempting to secure the fields 6 2 1 5 2 MANDATORY INTERNET SECURITY 6 2 1 5 2 1 If the proposed system connects to the Internet an industry accepted level of encryption must be used for data transmissions Vendors must describe the encryption methods used by the proposed system and other security features in the Internet component of the proposed system The Pro Filer EHR is capable of utilizing all of the Internet security features currently offered by the Microsoft operating Systems on which it resides UNI CARE will work with Lane County based on its current network infrastructure and protocols to implement the most secure security features for running the Pro Filer application 6 2 1 5 3 MANDATORY PASSWORD SECURITY 6 2 1 5 3 1 The proposed system must not transmit user ID s passwords clear text Vendors must describe how the proposed system transmits user IDs Pro Filer EHR user ID s and passwords are masked and encrypted by using the built in functionality offered by the Microsoft Operating system on which it resides 6 2 1 5 4 MANDATORY REMOTE ACCESS 6 2 1 5 4
169. ders to Licensor the aggregate amount for the Licensed Programs as set forth in Section 4 01 c and Exhibit D of the General Agreement This day of 200 CUSTOMER NAME INC Licensee By Its Witness Page 41 September 7 2007 EXHIBIT G NEGOTIATED RATES The following are charges for services that will be applied if these services are requested by Licensee Conversion Charges A Demographic and Insurance Data 5 000 No Service Details No Episode Details B Demographic Insurance and Balance Forward Data 10 000 No Service Details No Episode Details Demographic Insurance and Balance Forward Data 15 000 Episode and Cost Center Details No Service Details Prices subject to change based on the complexity of conversion data Partition Charges Licensor charges 2 000 for creating a partition of the data base This is a one time fee Interface Customization Charges Licensor charges the following A Standard General Ledger Interface 5 000 B Other Customization Interfaces x System Analysis 175 hr Programming 125 hr Project Management Charges Licensor charges the following Senior Implementation Consultant 1 800 day Implementation Consultant 1 500 day Senior Quality Management 2 000 day The above charges are valid for a period of twelve 12 months after execution of the General Agreement Page 42 September 7 2007 EXHIBIT H HIPAA BUSINESS ASSOCIATE AGREEMENT
170. des that are defaulted in the report Refer to the Face Sheet Documentation file for detailed setup information Revenue Targets By Payor Location This report gives the total recorded service units and revenue grouped by Company Location Payor Type by date The report allows the user to select recorded services either by the recorded service date or the revenue line posted date stamp The revenue line containing revenue determines the payor type Service Activity Log Lists client planned services for the caseload provider and allows providers to record services For each cost center the report lists clients planned services total units planned and total units recorded This report provides fields to input the service start time end time place of service and notes Table Maintenance Listing V3 This report will print the Maintenance Table values and Cross References Users can select a Parameter Value of ALL to print a report of all tables or select individual table names Top Ten Diagnoses This report shows the Top 10 Axis1 diagnoses in the given reporting month The report is based off of the recorded services within the reporting month If the recorded services have an Axis 1 diagnosis associated with it that diagnosis is used If the recorded service is for a self pay client and no Axis 1 diagnosis was associated with the service the report will use the rank 1 axis 1 diagnosis associated at the treatment plan This repor
171. developing new business relationships that bring value added services to UNI CARE s customers In addition he will expand the overall product and service offerings for the UNI CARE product line Y Vice President Marketing amp Sales Neal Tilghman M P A Neal Tilghman joined UNI CARE Systems Inc in 1996 as a former UNI CARE application end user Mr Tilghman has a Bachelor of Arts Degree and a Masters of Public Administration from the East Carolina University He is experienced in software application implementation and statistical analysis As Vice President of Marketing amp Sales Mr Tilghman provides pre implementation services that focus on process re engineering HIPAA compliance and monitoring project management and implementation services allowing organizations to choose an Electronic Health Record EHR that best fits its business financial and clinical requirements He has also developed and presented material for regional presentations and actively participates in national conferences and symposiums For more information please also visit our web site www unicaresys com Section B6 H 6 Corporate Qualifications and References The following is a list of customers licensing Pro Filer similar in scope and complexity which you may contact as a reference Please note our customers have varying schedules and may not return your call immediately If you need assistance to set up a conference call with a refe
172. e Exception WorkLists The rewards of healthcare automation Industry evidence has shown that 1 3 of write offs are avoidable and in many cases 3 596 of revenue is lost RevRunner dramatically improves these numbers for our customers through the automation of administrative processes In addition to improving your revenue cycle youre also saving valuable time and increasing staff productivity RevRunner and the Exception Workl ists that it provides permits your organization staff to work smarter and more efficiently Instead of your staff inefficiently working only a handful of accounts on a daily basis RevRunner enables them to work every account that requires their intervention at the moment it is required 10 Million Success Story Mercy Health Partners Cincinnati OH RevRunner has enabled usto manage our self pay accounts much more efficiently The proof is in the numbers We have increased and accelerated Medicaid reimbursement as well as decreased referrals to collections Jane Berkebile Regional Vice President RevRunner technology solution results Implemented in less than 30 days Processed nearly 200 000 self pay accounts for eligibility in first 6 months many that would have been written off as bad debt Identified valid coverage for close to 10 million in charges for which Mercy has billed for reimbursement Torealize the benefits of RevRunner contact UNI CARE today UNI CARE Systems In
173. e behavioral healthcare organizations with information systems and related services designed to ensure their ability to compete for a leadership status in their field UNI CARE is committed to a controlled growth strategy ensuring financial stability Our company s owners have defined for us a growth pattern that has been adhered to for over 25 years As such we are less concerned than other companies with the number of accounts we are signing every year Our concern is aimed at ensuring that our staff provides comprehensive software as well as quality implementation and maintenance services UNI CARE has a history of demonstrating economic stability Our financial advisers and owners have throughout the years led the company to ensure adequate cash flow reserves and profitability In addition the company s yearly investment in research and development R amp D amounts to at least 20 of its gross revenues The controlled growth of our company when compared to other established companies in the marketplace provides UNI CARE with the flexibility to adapt to the ever changing requirements of the Behavioral Healthcare Industry UNI CARE s owners have consciously avoided the creation of an established bureaucracy As such our Executive Team is empowered with the ability to review issues as presented to them establish related action plans and ensure that the appropriate follow up steps are taken to ensure a successful outcome UNI CARE has demons
174. e HIPAA ready and offers the ability to conform to electronic records security requirements In addition a history of access access read write is provided for every transaction in the system facilitating critical pathway internal authorizations allowing for internal utilization management The UNI CARE Pro Filer system provides the ability to develop and or use the John Wiley series of clinical standards that can guide the care provided to a client In addition the system offers a sophisticated managed care functionality that assists organizations to conform to external requirements as well as built internal requirements for authorization of care and utilization management Section A 2 Executive Summary e enabling variance tracking for treatment that is beyond the best practice boundaries The functionality described in the above allows utilization review managers to compare a clinician prescribed plan of care to the established standards and therefore identify variances The UNI CARE Pro Filer system is designed to assist organizations to fully implement an electronic record system A full implementation of the system will provide Lane County with the ability to measure the impact of the system on the established goals The UNI CARE implementation team will work with the management staff of Lane County to identify each goal and build objectives and targeted timetables for review The UNI CARE Pro Filer system
175. e Update assistance if desired e Upgrade Update release notes e Updated User Manuals and Technical documentation UNI CARE issued one new release version in 2006 version number 2006 and issued 29 patches the entire year Version numbers for the year 2006 were 2006 0 0 2006 0 29 UNI CARE has issued a new release version for 2007 version 2007 and to date has not issued any patches QUALITY MANAGEMENT Section B6 J 2 Software Maintenance Services The UNI CARE staff has developed quality control measures to ensure that every product conforms to internally approved quality standards These include the following v Every new program to be developed is detailed as follows e Lane County specifications are developed by Lane County staff and UNI CARE implementation team e Review of the developed specifications is performed by Lane County staff and UNI CARE implementation team e Programming Specifications are developed by the UNI CARE programming staff e Programming specifications internally reviewed by the UNI CARE implementation team Y Every newly developed program is tested as follows e Internal testing by the UNI CARE programming staff Internal testing by the UNI CARE implementation team Final testing by Lane County staff Every newly developed program is identified by release number Releases are periodically forwarded to customers Y Every system error reported by Lane County staff is documented an
176. e may terminate this Addendum 4 02 Automatic Termination This Addendum will automatically terminate upon the termination or expiration of the Underlying Agreement except where otherwise agreed 4 03 Effect of Termination a Termination of this Addendum will result in termination of the Underlying Agreement b Upon termination of this Addendum or the Underlying Agreement Licensor will return or destroy all PHI received from the Licensee or created or received by Licensor on behalf of the Licensee that Licensor still maintains and retain no copies of such PHI provided that if such return or destruction is not feasible as determined solely by Licensor Licensor will continue to protect the PHI pursuant to the terms of this Addendum and limit further uses and disclosures to those purposes that make the return or destruction of the information infeasible and c Licensee shall reimburse Licensor for all time and costs incurred as a result of identifying and destroying PHI as may be required under this section Such reimbursement shall include but not be limited to the time and cost incurred in the erasure of any PHI embedded in Licensor s computer system or computer backup system SECTION 5 GENERAL TERMS AND CONDITIONS 5 01 Amendment Licensor and the Licensee agree to amend this Addendum from time to time as is necessary for the Licensee to comply with the requirements of the Privacy Rule 5 02 Survival The obligations of L
177. eams to evaluate and document practices relevant to system set up and or table building Works with teams to evaluate and document how software vendor can assist in training end users Assists in the development of user training materials Coordinates and monitors training activities for their application area Evaluates documents and catalogs all current electronic manual reports Evaluates and documents desired changes to these reports Attends application and report writing training Develops Training Pilot plans and scripts Develops test plans and scripts including selection of transaction data sets Conducts the Training Room Pilot Section B6 E 10 Implementation Services Y Actively participates in acceptance process for the application area Y Acts as a focal point for issues affecting the application area Y Assists in planning activities for the project team and facilitates execution of the application area s project plan Y 15 responsible for completion and communication of issue log information relative to their application area Y Develops and documents contingency plans for non automated critical and essential business activities Y Trouble shoots issues in their application area Y Communicates project s status and issues to the Project Manager e Systems Administrator SA Y Provides support for Operating systems Windows NT WINFRAME CITRIX NOVELL server and client server applicatio
178. eatment team management provides secure client information Service activity and progress notes are derived from the treatment plan The many powerful features of this module will provide a company with valuable clinical information for daily business functions Administrative Benefits Monitor utilization of care Project cost of care Insure required clinical documentation Facilitate meeting third party requirements Evaluate clinical performance Standard online reports 0 Clinical Benefits Facilitate access to clinical standards Integrate clinical and outcome assessments Provide links among diagnosis problem needs goals objectives and interventions Structure treatment team and plan services by cost center Link service with appropriate staff certification Allow for comprehensive treatment plan review Link scheduled clinical staff reviews to Outlook task management Link projected and current outcomes to review o Reimbursement Benefits Benefit Wizard gives access to gt Client benefits gt Deductible and out of pocket expenses Provide authorization information Monitor contract utilization Provide audit trail for billing Link progress note to service as required by third party payor Display CPT code billing diagnosis and place of service as required by third party payor oe unicaresys com Clinical Care Copyright 2005 UNI CARE Systems Inc 7 00 60000 20090 0 0o ct
179. eatures and functionality and logic supported by Section B3 2 Response to Mandatory Technical Requirements the windows operating system including keyboard shortcuts such as CTRL C and CTRL Z 6 2 1 1 6 MANDATORY MOUSE USER INTERFACE 6 2 1 1 6 1 Vendors must acknowledge that their proposed system provides a mouse based user interface Pro Filer permits the use of a mouse for navigation 6 2 1 1 7 MANDATORY WYSIWYG 6 2 1 1 7 1 Vendors must describe how their proposed system application provides predictable output from documents For example in applications in which users can format data for printing publish to the Web or write to film DVD or other formats there must be no significant differences between what users see onscreen and what they receive in the final output When the user makes changes to a document the results must be displayed immediately Vendors should describe how their proposed system makes use of preview functions where applicable Pro Filers robust database architecture allows for full reporting capabilities and exact representation of displayed data Lane County will have the opportunity to user define the display results of reports and or custom screens Furthermore Lane County end users will have the ability to preview reports and or items prior to them being disseminated 6 2 1 2 APPLICATION SERVICE PROVIDER ASP 6 2 1 2 1 MANDATORY PRIVACY OF LANE COUNTY DATA HIPAA COMPL
180. ect Management services for the Project Vendor proposals shall include a description of the approach and methodology they are proposing to use to manage the project and complete the work At a minimum project strategy project planning approach to project tasks proposed communication methodologies and frequency change management configuration management and proposed quality assurance tactics shall be included in the description Quality assurance must include a clear description of the internal testing Vendors will conduct to certify their software is ready for User Acceptance Testing by the COUNTY Pertinent Issues In Vendor proposals issues pertinent to this undertaking must be outlined and a methodology must be defined for producing the desired results For each issue identified Vendors must detail key elements of the problem and the manner in which they will approach resolution Project Management Institute PMI methodologies or other comparable project management methodologies should be employed when managing the project Project Manager Vendor proposals will identify a proposed Project Manager to manage the Project Vendor proposals must state the percentage of time the Vendor Project Manager will be dedicated to this project Cooperation with Independent Verification and Validation Contractor The COUNTY may contract for Independent Verification and Validation services to assist it in the oversight and quality assurance activities of
181. ection 4 010f this Agreement as a result of a Licensed Program failing to satisfy the Functionality Acceptance Criteria during Acceptance Testing as specified in Subsection 5 04 a of this Agreement then Licensor shall refund within sixty 60 days of receipt of written notification from Licensee fifty 50 percent of the Monthly License Fee paid by Licensee pursuant to this Agreement 5 07 Licensee s Tasks Upon Termination After Failure of Retesting of Functionality Acceptance Testing Within ten 10 days after the deletion of a Licensed Program from this Agreement by Licensee Licensee shall either i return to Licensor all copies of the Licensed Materials in Licensee s possession or under its control and ii allow access by licensor to remove all copies of the related Licensed Materials and provide a sworn affidavit to Licensor to the effect that all such items have been removed to the best of Licensee s knowledge and through its best efforts 5 08 Deemed Acceptance If within the Functionality Acceptance Testing period described in Section 5 02 Licensor does not receive from Licensee written notice specifying in detail any new or continuing failures of the Licensed Programs to satisfy the Functionality Acceptance Criteria Licensee shall be deemed to have accepted the Licensed Programs SECTION 6 REPRESENTATIONS AND WARRANTIES 6 01 Patents Copyrights and Trademarks Licensor at its own expense shall defend or at its option s
182. ed by Licensor in the provision of Support Services Telephone communication expenses are logged as they occur and shall be payable upon receipt by Licensee of a duly executed invoice by Licensor 4 05 Payment Terms The payment described in Subsection 4 01 a is due upon execution of this Agreement and on the first day of each subsequent month The payments described in Subsections 4 02 4 03 and 4 04 are due upon the occurrence of the events specified therein and at the latest within thirty 30 days of invoice receipt Failure to pay as defined in Sections 4 0 1 4 02 4 03 and 4 04 may result at the option of Licensor in suspension of Training Consulting and or Support Services or Termination as defined in Subsection 9 03 of this Agreement provided that Licensor shall provide Licensee with written notice and an opportunity to cure as set forth in Section 9 03 of this Agreement 4 06 Taxes Licensee shall where obligated by law to do so directly pay all applicable taxes relating to or assessable against the Licensed Programs Licensed Utilities Training and Consulting services or any services related thereto including all personal property taxes and state sales and or use taxes but excluding taxes based on Licensor s taxable income and excluding any other taxes based on Licensor s business operations If Licensee elects to challenge the applicability of any such taxes Licensee shall inform Licensor and will supply Licensor with all relevant
183. ed the extent to which their proposed software meets or does not meet the COUNTY Mandatory Functional Requirements and Desirable System Functionality Vendors may select to partner with software developer s that support the mandatory and or desirable functionality not supported in the Vendor software If Vendors choose to modify their base software to meet all of the mandatory requirements their proposed software does not meet Vendor proposals must include the following 6 3 2 1 Effort to Customize to Meet Mandatory Requirements Vendor proposals will identify and describe the effort if applicable required to modify the base system to meet all the mandatory functional requirements set forth in Section 6 1 1 6 3 2 2 Effort to Customize to Meet Desirable Functionality Vendor proposals should identify and describe the effort required if applicable to modify the base system to meet all the desirable functional requirements set forth in Section 6 1 2 UNI CARE has reviewed the requested functionality that has been described by Lane County and can propose a system that will support the functionality without additional system development Any and all services that might be required by Lane County have been described in their respective sections i e conversion interfaces etc If the County requests any customization services UNI CARE will charge 175 hr for system analysis and 125 hr for programming Section B6 B 1 SECTION B6 C
184. ee s payment obligations under the Support Services Agreement Licensee shall pay to Licensor all out of pocket telephone communication expenses incurred by Licensor in the provision of Support Services Telephone communication expenses are logged as they occur and shall be payable upon receipt by Licensee of a duly executed invoice by Licensor After the commencement of Licensee s payment obligations under the Support Services Agreement Licensee shall pay Licensor s out of pocket telephone communication expenses in accordance with the Support Services Agreement detailed in Exhibit C 4 05 Payment Terms The payments described in Subsections 4 01 a and 4 02 a are due upon execution of this Agreement The payments described in Subsections 4 01 b 4 01 c 4 02 b 4 03 and 4 04 are due upon the occurrence of the events specified therein and at the latest within thirty 30 days of invoice receipt Failure to pay as defined in Sections 4 01 4 02 4 03 and 4 04 may result at the option of Licensor in suspension of Implementation Page 7 September 7 2007 Training Consulting and or Support Services or Termination as defined in Subsection 9 04 of this Agreement provided that Licensor shall provide Licensee with written notice and an opportunity to cure as set forth in Sections 9 03 and 9 04 of this Agreement 4 06 Taxes Licensee shall where obligated by law to do so directly pay all applicable taxes relating to or assessable agains
185. efined below on a timely basis to assure successful project continuation IMPLEMENTATION MONITORING ACTIVITIES Y The Implementation Services Division of UNI CARE will monitor Implementation of the UNI CARE software and the proposed training and consulting services The Operations Division of UNI CARE will monitor the development of special requirements The Support Services Division of UNI CARE will monitor the provision of support services Section B6 E 8 Implementation Services Implementation Roles and Responsibilities COMMITTEES UNI CARE recommends that the organization appoint the following three committees whose combined role is to structure facilitate and monitor the implementation process e Strategic Policy Committee SPC Membership Y Provide overall project direction and management support commitment v Ensure dedication of appropriate resources to the project v Facilitate major system Implementation policy decisions Y Actively participate all evaluation activities Implementation Steering Committee ISC Membership Y Provide a quick resolution to resource bottleneck issues which have the potential to impede the project s progress Y Review and Monitors Project Plan Tasks Y Revises Project Plan as needed Functional User Committee FUT v Attend application and report writing training as required v Assist in documenting current practices in their functional areas
186. eir outcomes and cost effectiveness gt UNI CARE participated a Mental Health Care Demonstration Project sponsored by the Health Care Financing Administration HCFA to test the cost effectiveness of directly reimbursing the full range of credentialed clinicians providing services gt UNI CARE managed a Demonstration Project sponsored by the Michigan State Department of Rehabilitation Services The project goal was to design an information system network for the organizations coordinating the care provided to Developmentally Disabled consumers gt UNI CARE teamed with Blue Cross of Western Pennsylvania BCWP to pilot the feasibility of designing an electronic data interface between the Managed Care Subsidiary of BCWP and provider agencies requesting and receiving authorizations and payments for managed care Based on these projects UNI CARE s product evolved into a comprehensive information system designed to offer a management methodology combining sophisticated functionality and powerful analytical tools The information system was marketed first to a group of eight organizations who participated in the testing of its functionality and the identification of needed enhancements UNI CARE started marketing its information system nationwide in the late 1980s Second Decade 1991 2001 While the first decade after its inception provided UNI CARE with the ability to partner with innovative companies and develop its software methodol
187. eith 30 3 1 2004 Routen Mark 27 8 6 1950 312004 Routen Mark 7 9 1 2003 Routen Mark Unduplicated Count 13 Company Name 24 3112004 Routen Mark Unduplicated Count Company Name 4 11 14 1972 90112003 Routen Mark 8 8 1 2003 Routen Mark 29 3 28 2004 41112004 Higbee Keith 5 5 10 1968 121 2003 Routen Mark 2 9 10 1965 751 2003 Routen Mark 22 3 1 2004 Roulen Mark 11 2003 Higbee Keith Unduplicated Count 7 Page 35 of 63 Sample Pro Filer Reports Admissions Episode Admissions By Company Company Name Page 36 of 63 Sample Pro Filer Reports Client Face Sheet Purpose of Report Comprehensive report for a specific client that contains demographics addresses phone numbers family information alerts identifiers diagnosis payors referral information employment cost centers and contacts Company specific codes must be substituted for the codes that are defaulted in the report Refer to the Face Sheet Documentation file for detailed setup information Sample Report Output Client Information 9 10 19AM Preta Legal name Client Name New Client Soca Seoni E E 000 000 0000 09 10 1965 Update of Information Sheet Address 2532 College Blvd Aligenalve Address Business 34656 Rt 60 Phone Work 567 8765 ext 456 Phone Home 567 0987 Aeris Aleigies Special Precaulione Physically
188. en removed to the best of Licensee s knowledge and through its best efforts 5 08 Payment Upon Successful Completion of Functionality Acceptance Testing Upon successful completion of the Acceptance Testing and after Licensee has executed the Functionality Acceptance Certificate Licensee shall pay Licensor the amount set forth in Subsection 4 01 c in accordance with Section 4 05 of this Agreement 5 09 Deemed Acceptance within the Functionality Acceptance Testing period described in Section 5 02 Licensor does not receive from Licensee written notice specifying in detail any new or continuing failures of the Licensed Programs to satisfy the Functionality Acceptance Criteria Licensee shall be deemed to have accepted the Licensed Programs SECTION 6 REPRESENTATIONS AND WARRANTIES 6 01 Patents Copyrights and Trademarks Licensor at its own expense shall defend or at its option settle any claim suit or proceeding brought against Licensee on the issue of infringement howsoever arising as a result of or in connection with the supply Installation Training or use of the whole or any part of any Licensed Program Licensed Utility and Licensed Materials of any patent copyright trademark service registered design or any application for the same and will indemnify and hold Licensee harmless against all costs and damages incurred by Licensee in any such claim suit or proceeding but only if within ten 10 days of the date on wh
189. ent 5 05 Entire Agreement This Agreement contains the entire agreement between the parties with respect to the subject matter hereof and supersedes any previous or contemporaneous proposals understandings commitments or representations whatsoever oral or written The parties may only modify or change the terms of this Agreement by a written document signed by duly authorized representatives of both parties 5 06 Governing Law Jurisdiction This Agreement shall be governed by and construed in accordance with the laws of the state of Florida without regard to Florida s conflict of law principles The parties agree that Florida shall be the sole proper venue regarding any dispute relating to or arising out of this Agreement IN WITNESS WHEREOF the parties hereto have executed this Agreement as of the date first above written UNI CARE SYSTEMS INC Licensor By MAY AHDAB Ph D PRESIDENT Witness CUSTOMER NAME INC Licensee By Its Witness Page 48 September 7 2007 EXHIBIT 1 IMPLEMENTATION SCHEDULE Upon completion of the Implementation Schedule Licensor and Licensee shall indicate the agreement to all of its provisions by signing the Implementation Schedule Upon signing the Implementation Schedule it shall be incorporated into and made part of the General Agreement under this Exhibit Page 49 September 7 2007 EXHIBIT J INSTALLATION SERVICES TRAINING SERVICES AND CONSULTING S
190. ent Licensor ceases its business operations then Licensee may at its sole discretion immediately terminate this Agreement upon giving written notice of termination to Licensor 9 04 Termination by Licensor Failure by Licensee to make payment of any undisputed invoice past due more than sixty 60 days shall constitute default of this General Agreement Upon such default Licensor at its sole discretion may terminate this General Agreement after delivery of written notice to Licensee and without further obligations or liability Failure to pay may result at the option of the Licensor in suspension of Installation Training Consulting and or Support Services or at a minimum the application of a late charge of five percent 5 per month for each month that payment is not received In addition Licensor may terminate this Agreement in the event of a default by Licensee in the performance of any material obligation under this Agreement or a material breach by Licensee of any provision of this Agreement that is not cured within thirty 30 days after delivery of written notice by Licensor If Licensee fails to cure such default or breach Licensor may terminate this Agreement by delivering a written notice to Licensee specifying a termination date no earlier than thirty 30 days from the date of such written notice In the event Licensee ceases its business operations then Licensor may at its sole discretion immediately terminate this Agreemen
191. entation at designated sites Y Review and confirm implementation plan for software programs Y Coordinate software programs installation Y Provide documentation manuals Y Provide system administration training as contracted Y Provide support personnel training for daily operation and maintenance of the system Y Provide user training activities as outlined in the training plan Y Provide assistance with data conversion activities as contracted Y Perform customization activities as outlined in the system implementation plan Y Facilitate software systems acceptance tests to be performed by Lane County as outlined in the implementation plan Y Coordinate software problem resolutions Y Perform software preventive maintenance commencing with acceptance date Y Provide software support services as contracted Y Assist in the coordination of future software purchases as they relate to the proposed system LANE COUNTY S LIST OF ACTIVITIES Section B6 E 6 Implementation Services Lane County responsibilities in the process of implementing the system will consist of the following Y Select and assign a Project Manager and a System Administrator t is recommended that these two staff share in taking responsibility for the following Are willing to participate for a period of six to twelve months on planning installing and implementing the system Have extensive familiarity with clinical financial
192. ents o Section B6 A K Response to Business Specifications UNI CARE has reviewed the requested functionality that has been described by Lane County and can propose a system that will support the functionality without additional system development UNI CARE has a history of serving organizations providing Behavioral Healthcare and Social Services Our company is familiar with the requirements of Referrals and Intake Multiple Services Programs Levels of Care including Outpatient Inpatient and Residential Extended Care and Crisis Emergency Care and Managed Care Programs The ability to support the diverse requirements of these programs levels of care has been developed in partnership with our Customers The general timetable for assessing Lane County s needs developing changes to the UNI CARE system as required installing the system and training staff on the system This information can be reviewed in o Section B6 E Implementation Services Why UNI CARE should be considered by Lane County UNI CARE has reviewed the features requested by Lane County that would enable Lane County to support management and payment of services It is our belief that our company can partner with the Lane County to assist in the implementation of this strategic plan The following is a synopsis of the capabilities that can be used within the UNI CARE Pro Filer system to facilitate the implementation of the changes required by Lane County to move to an electron
193. er EHR and can be configured by Lane County for supervisor users A user can logon to the proposed system simultaneously at more than one workstation Vendors should describe their proposed system s functionality in this arena Can more than a single user access the same individual record simultaneously on the proposed system The Pro Filer EHR will support or deny this capability based on the security protocols of the Microsoft OS For example if multiple log ins are permitted then yes and vice versa An individual record can be accessed simultaneously by end users however Pro Filer will provide a conflict message to warn the end users of such The proposed system should disable a user account if a defined number of unsuccessful logon attempts are made within a defined time period Vendors should describe the built in business rules affecting unsuccessful logon attempts for their proposed system This security protocol is not defined within the Pro Filer application and is done through the group policies of the Windows OS Lane County s System Administrator should define this protocol which proceeds access to the Pro Filer application If the proposed system is to reside in Lane County s secure computer facility the proposed system should use Microsoft s Active Directory for user authentication and authorization Vendors should describe the certification authentication their proposed system supports Pro Filer EH
194. er will run across various HW platforms on a Microsoft Domain 6 2 1 3 2 MANDATORY REDUNDANT ARRAY OF INDEPENDENT DISKS RAID 6 2 1 3 2 1 The disk system for all proposed servers must use RAID with a hot spare Vendors must describe the minimum and recommended server specifications and configuration for their proposed system estimating 210 total users and 135 concurrent users across Lane County Pro Filer will support this configuration A comprehensive hardware recommendation has been provided immediately following for ease of reading 6 2 1 3 3 MANDATORY REDUNDANT POWER SUPPLIES 6 2 1 3 3 1 Vendors must describe their proposed system s redundant power requirements supplies Redundant Power supplies are support but not required Please refer to the comprehensive hardware recommendation that has been provided immediately following for ease of reading Section B3 4 Response to Mandatory Technical Requirements 6 2 1 4 NETWORK The COUNTY uses a regional network TCP IP and Ethernet over Local Area Networks LANs Wide Area Networks WANs The network operating system is Windows 2003 using Domain Name System DNS for address resolution and Dynamic Host Configuration Protocol DHCP for address assignment The back bone is Gigabit Ethernet with most desktops connected at 100 megabits There are remote locations with 1 544Mb s T1 s and DSL and Cable Modem packages with 1 2Mb s down and 700Kb s up T
195. er ratings Search for appropriate provider using pre defined criteria Standard online reports Clinical Benefits Monitor credentials Monitor client satisfaction rating Review provider paneling requirement during treatment planning Reimbursement Benefits Manage multiple rate schedules by Payors Services Provider class Company Location Manage sub contracted provider reimbursements Bill authorized services Optimize rate of reimbursement Monitor coordination of benefits Track information necessary for resubmission and appeals oo Network Development Copyright 2005 UNI CARE Systems Inc 7 00 unicaresys com o 6 Oo 9 Oo 9 O Oo t wo The Claims Processing Module is a significant addition to the Managed Care Module It provides an organization with the ability to adjudicate claims payment according to specific detailed benefits and rate rules Easy access to provider information allows reliable resolution to claim disputes The many powerful features of this module will provide a company with valuable information for daily business functions Administrative Benefits Financial planning gt Use as a budgeting tool Track Accounts Payable gt Track the value of outstanding authorization gt Review IBNR claims Contract management gt Monitor profitability Evaluate pricing and renewal strategies Monitor contract utilization Renegotiate contracts Standard o
196. er size and back up device An example might be 100 MB per minute Section B5 7 Response to Requested Technical Requirements 6 2 3 3 DATABASE 6 2 3 3 1 REQUESTED INFORMATION RELATIVE TO SECURITY PATCHES 6 2 3 3 1 1 Vendors should describe their policy for applying security patches Pro Filer will support and permit operating system patching and updates Lane County would simply perform the patching and updates as necessary Furthermore UNI CARE itself will perform these same operations to test the application against such patches and updates to ensure compatibility 6 2 3 3 2 REQUESTED INFORMATION RELATIVE TO SYSTEM MONITORING 6 2 3 8 2 1 Vendors should describe the processes for monitoring the integrity and availability of the proposed system s the County will use for data storage and processing Such practices are accomplished via the Windows Operating System Logging Performance Monitor and SQL Servers Profiler tools 6 2 3 3 3 REQUESTED INFORMATION RELATIVE TO DATABASE DOCUMENTATION 6 2 3 3 3 1 Requests for system documentation from the successful Vendor may include Entity Relationship Diagrams for the database and a definition of the purpose and content of each table and data element Vendors should describe any prerequisites the company has for releasing this information UNI CARE will provide implementation training administrative and technical documentation with the implementation of Pro Filer
197. erein and or three 3 months after the retesting has commenced Licensee may elect one of the following options a Licensee may elect to continue this Agreement and delete from this Agreement the Licensed Program that has failed to satisfy the Functionality Acceptance Criteria b Licensee may elect to conduct further Functionality Acceptance Testing in which event Licensor and Licensee shall execute a written addendum to this Agreement setting forth the terms and conditions of urther Acceptance Testing and set forth any necessary corrections and or modifications in as much detail as possible at no additional charge to Licensee to address the respects in which the Licensed Program failed or c Licensee may elect to terminate this Agreement in it s entirety and receive a refund of fifty 50 percent of the Monthly License Fee paid to Licensor as specified in Section 4 01 of this agreement and as urther described in subsection 5 06 5 05 Functionality Acceptance Certificate As soon as Licensee determines that the Functionality Acceptance Testing establishes that the Licensed Programs are performing satisfactorily in meeting the Functionality Acceptance Criteria as set forth in Subsection 5 03 herein Acceptance Licensee shall execute the Acceptance Certificate attached hereto as Exhibit F 5 06 Refund of Licensed Programs Fees In the event Licensee requests a refund of the Monthly License Fee paid to Licensor as specified in S
198. es and managed care claims processing In addition Pro Filer facilitates the implementation of compliance monitoring outcomes research and the implementation of best standard practices A demonstration will further illustrate the various methodologies offered by Pro Filer To schedule a free demo please contact sales unicaresys com UNI CARE Systems Inc 540 North Tamiami Trail e Sarasota FL 34236 941 954 3403 0 Basic Management The Basic Management Module is a dynamic Client Information System It gives a company the ability to collect multi level client demographics It provides all necessary financial information to enhance the reimbursement process It allows providers to view a client s profile for treatment planning Billing amp Receivables The Billing amp Receivables Module is a valuable tool to document and enforce billing and reimbursement rules of care provided within a company Automated functions allow for timely entry audit reconciliation and closing of client accounts and accounting periods Clinical Care The Clinical Care Module s dynamic design allows clinical staff the flexibility needed to track and monitor total client care It is the center of all client activity from the treatment plan to authorization scheduling service recording and the information needed for accurate billing It provides clinical staff with a multi disciplinary treatme
199. es and related Licensed Materials or expose the Licensed Programs and Licensed Utilities and related Licensed Materials to any claims transfers conversion or other form of encumbrance and e to acknowledge that the Licensed Programs and Licensed Utilities may be derived in part from the software of third parties As a condition to Licensee s right to use the Licensed Programs and Licensed Utilities and related Licensed Materials Licensee shall execute and deliver any other License Agreement Non disclosure Agreement Registration Form that such a third party may require provided that such other agreement or form shall not i preclude Licensee from using the Licensed Programs Licensed Utilities and Licensed Materials to conduct Licensee s business or ii impose any fee or any obligation more stringent than that set forth in this Agreement 2 05 Licensed Programs Updates The Licensed Programs and Licensed Utilities shall include all improvements or modifications of the version or versions of the Licensed Programs and Licensed Utilities which Licensor has licensed to Licensee and implemented or otherwise released by Licensor from time to time during the term of this Agreement and all related Licensed Materials in written form and or identified in the Exhibits attached hereto or used in connection with the Licensed Programs and the Licensed Utilities as implemented by Licensor Licensor shall provide such updates and new rele
200. es and software versions Vendor proposals must describe the level of on going support provided including established service levels e g 24x7 help desk support meeting frequency and leadership of user groups and user conferences etc Vendors must include a copy of their software maintenance agreement in their proposals The software maintenance agreement should not conflict with the terms of this RFP Support amp Technical Services UNI CARE offers 24 hours 7 days a week software support and technical services All of UNI CARE s locations provide specialized Customer Support with routine support services offered from the Sarasota office UNI CARE s training and programming staff with extensive experience in development maintenance and training provides support for the second level Support Services offered by the firm UNI CARE has also designed a web site that is enabled with a secure login for each UNI CARE customer allowing access to a wide variety of information The web site is developed to serve as an information forum for our customers and offers sections for frequently asked questions software downloads updates application reports a knowledge base a discussion board the National Users Group and a customized section for each customer allowing for specialized communications gt National Users Group UNI CARE and its customers agreed to implement a partnership strategy whereby the users group was hosted by UNI CARE and
201. es and times of such access Licensor shall use client related data for the sole purposes outlined in this Agreement and if client data is in its physical location shall return or destroy client data upon the completion of the services performed under this Agreement Licensor shall not copy reproduce client related data except as required to perform the services under this Agreement and Licensor shall not retain client related data beyond the time required to perform the services under this Agreement Licensor shall notify Licensee in writing within five 5 business days of receipt of any subpoenas court orders and or other requests to disclose client related data Licensee may at its sole cost and expense contest or defend any court actions related to the disclosure of client related data and Licensor shall have no duty to do so 7 02 Licensor s Proprietary Rights Inventions Improvements Licensor claims and reserves to itself all rights and benefits afforded under U S copyright law and all international copyright conventions in the Licensed Programs and Licensed Utilities and related Licensed Materials as restricted unpublished works Licensee agrees that all rights title and interest in and to the Licensed Programs and Licensed Utilities and Licensed Materials and all improvements and inventions collectively Improvements made in respect to the Licensed Programs and Licensed Utilities and Licensed Materials made by Licensor and all Third
202. ess COUNTY Mandatory Functional Business Process Number Requirement The new system shall include the capability to capture and report data related to 3 1 Incoming referrals 3 2 Individual registration The process of completing and 3 3 Individual releases and Screening recording a group of initial notices M 3 and Intake ae iets a to 3 4 Enrollment in programs Enrollment 3 5 Initial eligibility services to an individual e determination 3 6 Individual benefits 3 7 Prior authorizations 3 8 Disclosures 3 9 Individual health information UNI CARE Response to Mandatory Requirements The requested functionality in this section is supported through the use of the Referral Development Module the Basic Management Module the Managed Care Module and Rev Runner 3 1 Incoming referrals are documented by referral source and referral reason as well as referral outcome Referral Development Module 3 2 Individual registration is supported through the use of the demographic and financial registration forms available through the use of the Basic Management Module 3 3 Individual releases are documented either through the scanning of paper forms or the use of HTML forms built within the system Basic Management Module and Assessments Outcomes Module 3 4 The system provides the ability to enroll in multiple programs Basic Management Module 3 5 Initial eligibility check in is perfo
203. estinations Firewall performance and configuration reports High availability load balancing management Vulnerability Scanning According to CERT 95 of intrusions result from the exploitation of known vulnerabilities or configuration errors where countermeasures were available Peak 10 s Managed Vulnerability Scanning helps customers identify and correct vulnerabilities before they can be exploited Through a secure web portal customers can log in and privately run scans against their Internet perimeter and securely receive online reports of their particular Network Vulnerabilities Most comprehensive database referencing a continuously updated Vulnerability Knowledgebase tracking thousands of vulnerabilities for more than 300 applications on 20 platforms Detailed graphical reports showing your security risks Email alerts delivering near instantaneous email alerts summarizing discovered vulnerabilities and trends Total scalability to meet your organization s network growth Managed Intrusion Detection With UNI CARE s On Demand Application Hosting Services you do not have to worry about purchasing the software and hiring security experts to deploy a robust intrusion detection solution UNI CARE and Peak 10 will provide you with a 24x7 full service intrusion detection package where experienced security experts analyze and respond to malicious activities within your networks a 24x7 security management and monitor
204. eto representing the aggregate fee for the Licensed Utilities Licensed Utilities Fees Payments for Licensed Utilities Fees shall be made according to the following schedule a fifty percent 50 of the aggregate amount for Licensed Utilities Fees as set forth in Exhibit D upon execution of this Agreement b fifty percent 50 of the aggregate amount for Licensed Utilities Fees as set forth in Exhibit D upon Installation of the Licensed Utilities on the Equipment 4 03 Installation Training and Consulting Fees In consideration for the Installation Training and Consulting Services to be provided to Licensee under this Agreement Licensee shall pay Licensor the amounts set forth in Exhibit D attached hereto representing the Fees for Installation Training and Consulting Services and related travel and per diem fees Payments for such Fees shall be made according to the following schedule a One hundred percent 10096 of the invoiced amount for each set of scheduled Installation Training and Consulting Services upon completion of each set according to the payment terms as described in Subsection 4 05 of this Agreement b One hundred percent 10096 of the related travel and per diem invoice according to the payment terms as described in Subsection 4 05 of this Agreement 4 04 Payment of Telephone Communication Expenses During Acceptance Testing and the warranty period and until the commencement of Licens
205. ettle any claim suit or proceeding brought against Licensee on the issue of infringement howsoever arising as a result of or in connection with the supply Installation Training or use of the whole or any part of any Licensed Program Licensed Utility and Licensed Materials of any patent copyright trademark service registered design or any application for the same and will indemnify and hold Licensee harmless against all costs and damages incurred by Licensee in any such claim suit or proceeding but only if within ten 10 days of the date on which Licensee is served with the claim suit or proceeding Licensee notifies Licensor in writing of the claim suit or proceeding If any Licensed Program Licensed Utility or Licensed Materials or any part thereof furnished by Licensor to Licensee becomes or in the opinion of Licensor may become the subject of any such claim suit or proceeding or if a court of competent jurisdiction renders a judgment from which no appeal can be taken enjoining the use of all or part of the Licensed Program Licensed Utility and Licensed Materials Licensor at its own option and expense may a obtain for Licensee the right under the patent copyright or trademark to use the infringing part of the Licensed Program Licensed Utility and Licensed Materials or b replace the infringing part of the Licensed Program Licensed Utility and Licensed Materials so as not to reduce functionality or c suitably mod
206. face Communicable Disease Epidemiology Interface Views Interface Additional details related to each interface can be found in Section 9 0 Appendix of this RFP 6 3 4 1 Vendor proposals shall include a description of the approach and methodology Vendors will utilize to complete interfaces with these seven 7 systems 6 3 4 2 Vendor proposals shall include a description of their expertise capability and experience developing successful software interfaces and creating specific algorithms that provide value equivalencies between information contained in historical data files and the new data files where the information was or has been generated from different sets of state standards different sets of assessments different sets of software or different sets of calculations Each interface will require the successful Vendor to complete an analysis and develop and submit an Interface Plan Design and Testing Specifications document that will be approved by the COUNTY prior to the initiation of any interface programming UNI CARE has addressed each interface below as well as provided an overview of our HL7 interface protocol Section B6 D 1 Interface Services UNI CARE Interface Design Notes Note All interfaces described below will go through an analysis phase to create specifications for the deliverable including an Interface Plan Design and Testing Specifications document that will be approved by the COUNTY pr
207. fied in this Agreement and Licensor s termination rights pursuant to Section 9 of the General Agreement Licensor hereby grants to Licensee a royalty free non exclusive non transferable License for the number of Concurrent Users set forth in Exhibit D to use the Licensed Programs Licensed Utilities and Licensed Materials for the length of the term of this General Agreement 2 02 Permitted Purpose Licensee hereby agrees a to access the Licensed Programs Licensed Utilities and Licensed Materials within the number of Concurrent Users identified in Section 2 01 of this Agreement b to use the Licensed Programs Licensed Utilities and Licensed Materials only for its own corporate use and within the scope of Licensee s operations Use by a consortium of agencies needs to be defined in this General Agreement c to install the Licensed Programs and Licensed Utilities only on the Designated Equipment Page 3 September 7 2007 Page 4 2 03 4 9 to comply with Licensors proprietary rights as detailed in Section 7 of this Agreement to obtain all Licensors Licensed Programs Licensed Utilities and Licensed Materials developed by Licensor and or licensed by Licensor only through Licensor and no other person or entity to make archival copies of those portions of the Licensed Programs Licensed Utilities and Licensed Materials that are provided on machine readable media or paper copies provided such co
208. ftware in object code format only recorded CD or other media and provided by or through Licensor to Licensee to enable User interface to the Licensed Programs and listed on Exhibit A attached hereto Any third party ownership of these Licensed Utilities is set forth in Exhibit A 1 09 Licensor E Servers means the physical machines where the Licensed Programs and Licensed Utilities and the Licensee data will be hosted and maintained by Licensor 1 10 On Demand Hosting Services means the act of installing configuring maintaining and transmitting the Licensed Programs and Licensed Utilities through Licensor s E servers at Licensor s designated data center 1 11 Permitted Purpose means the Licensee s own corporate internal use only of Licensed Programs Licensed Utilities and Licensed Materials for purposes outlined in Section 2 of this Agreement 1 42 Support Services means the services that Licensor provides to Licensee pursuant to the Support Services detailed in Exhibit C 1 13 Training Services means the services that Licensor provides to Licensee in order to prepare Licensee to use the Licensed Programs and Licensed Utilities as outlined in Exhibit D Price List Exhibit G Implementation Schedule and Exhibit H Training Services and Consulting Services 1 14 Users means an employee or agent of Licensee who has access as defined in Section 2 of this Agreement to any of the Licensed Programs and Licensed Utilities pr
209. fully HIPAA compliant and meet other relevant federal regulatory compliance for electronic health care systems Section B1 9 Response to Mandatory Functional Requirements 1 0 Business Process Number 2 0 COUNTY Business Process Patient Accounts Money 3 0 Business Process Description The process of recording maintaining and disbursing Mandatory Functional Requirement The new system shall include the capability to capture and report data related to UNI CARE Response to Mandatory Requirements 14 1 Not available Management funds for specific individuals 14 1 Individual personal accounts The new system shall include The requested functionality is supported through full functionality related to the use of the Billing and Receivables Module 15 1 Pre billing 15 2 Electronic billing 15 1 Available management 15 2 837 P and I available The process of electronic 15 3 Electronic accounts 15 3 835 available submission and acceptance receivable management 15 4 In compliance MS Billi HIPAA compliant transactions 15 4 HIPAA Privacy and 15 5 Already programmed and available illing for indivi or individual services Security provided by Lane County 15 5 Stay current and include Health and Human Services National Provider Identifier third party resource code National Drug codes and Transactions and Code Set rules and regulations Additionall
210. g amp Receivables Managed Care Scheduling Referral Development Network Development Census Clinical Orders Clinical Care HTML ASP Form Development Tool Aviator and Claims Processing Organization Mississippi State Hospital Location Whitfield MS Contact Mr Ed Payne Systems Analyst Telephone 601 351 8369 Email payneed msh state ms us Section B6 H 8 Corporate Qualifications and References Contract Date 5 26 2000 Application Pro Filer 2006 of Users 32 users Modules Basic Management Billing amp Receivables Managed Care Scheduling Network Development Census Clinical Orders Clinical Care HTML ASP Form Development Tool and Aviator Organization Pikes Peak Behavioral Health Group Contact Mr Stuart Smith Director of Information Technology Location Colorado Springs CO Phone 719 572 6113 Email stuarts ppbhg org Contract Date 12 28 2006 Application Pro Filer 2007 of Users 248 users Modules Basic Management Billing amp Receivables Managed Care Scheduling Referral Development Clinical Orders Clinical Care HTML ASP Form Development Tool Aviator and Outcomes Assessments Organization Recovery Resources Contact Mr Gordon Hewitt CFO Location Cleveland OH Phone 216 431 4131 ext 1125 Email ghewitt recres org Contract Date 2 22 2001 Application Pro Filer 2007 of Users 72 users Modules Basic Management Billing amp Receiva
211. g the infrastructure to meet ever increasing demands SQL Server 2005 is designed to help enterprises address these challenges This next generation data management and analysis solution delivers increased security scalability and availability to enterprise data and analytical applications while making them easier to build deploy and manage Extending the strengths of SQL Server 2000 SQL Server 2005 provides an integrated data management and analysis solution that can help organizations of any size to do the following Section B4 10 Response to Desirable Technical Requirements 6 2 2 3 Build deploy and manage enterprise applications that are more secure scalable and reliable Maximize IT productivity by reducing the complexity of developing and support database applications Share data across multiple platforms applications and devices to make it easier to connect internal and external systems Control costs without sacrificing performance availability scalability or security SQL Server 2005 advances your data infrastructure in three key areas enterprise data management developer productivity and business intelligence It also breaks new ground in affordable pricing and licensing upgrade paths to SQL Server 2005 and the Microsoft Windows Server System Additional information pertaining the functionality and scalability of Microsoft SQL Server 2005 can be found at http www
212. graphically shown below Customer Business UNI CARE Pro Filer Process Application Knowledge Business Process Re engineering Gap Analysis Re engineered Process in context of Pro Filer Methodology For most implementations the process described above including roll out of the new application occurs over an extended period of time from 12 to 18 months and even some as long as 24 months The range of time is highly dependent on the amount of time required to achieve internal consensus on the hundreds of detail application decisions which form the basis of the application business rules Enter the Structured Implementation Process SIP UNI CARE s answer to organizations who wish to implement the system in the shortest possible time frame from six to nine months SIP is our rapid deployment offering that merges the synergistic power of the organization s staff knowledge with our professional services which eliminate the normal delay barriers of implementation resulting in the earliest possible go live date Structured Implementation Process is designed to leverage mutual strengths for the rganization it is the comprehensive knowledge of their business and processes for NI CARE it is our years of professional experience most as former managers and rofessionals in healthcare organizations combined with our comprehensive knowledge of ur enterprise application system es ov EI
213. hardware recommendation to Lane County UNI CARE employees have limited access to the data and must execute non disclosure agreements Furthermore UNI CARE has strict policies for the retention and destruction of customer data Lane County s Network UNI CARE s hardware and network recommendation is based on best practice guidelines for ensuring data integrity via built in redundancy and network security Vendors should describe how often full and incremental data backups are performed as well as retention policies for backup media If backup media is transferred off site is the media encrypted with an industry accepted level of encryption and if it is encrypted what method of encryption is used UNI CARE makes and follows the below best practice back up recommendation during the System Administration training Backup Recommendation for Pro Filer customers Pro Filers data and program files are capable of being backed up by common party backup tools such as BackupExec or ArcServe In addition Backup Recovery is a standard MS SQL Server functionality Backup functions can be automated using the MS SQL tools The following is an example of a typical daily backup e An hourly transaction backup for current active transactions This can run online and it should take no longer than a few minutes e Anightly backup for the entire database amp application This can run online and the time depends upon the database size serv
214. has been designed to support the following goals provide the organization using the system with a consolidated electronic record assist clinicians in the development and implementation of clinical standards assist utilization managers in the review of clinical care against established standards assist in the development of clinical credentials that can be used to restrict the provision of clinical care by unauthorized clinicians assist organizations in the documentation and monitoring of the processing of reporting requirements as established by funding sources e assist organizations in the documentation of required information for the processing of financial claims to third party payers e provide clinicians and billing staff with the ability to review billing requirements at the point of treatment plan and service entry e provide organizations with the ability to document and process managed care requirements authorizations benefit plan utilization and utilization review e provide organizations with the ability to monitor the care provided through a series of management clinical and fiscal reports e provide organizations with the ability to significantly reduce staff time in copying and faxing requests for records In specific the UNI CARE Pro Filer system has the ability to support the following goals as published by the Lane County e enhance Lane County s ability to manage and exchange information related to individuals servi
215. hat sums total caseload by provider by cost center Provider Caseload Payor Mix This report tracks the actual payor mix of each provider s active caseload An active caseload is defined as a client who has received a service within the given month reported The payor type is determined by the client s rank 1 payor associated at the episode level If the client has no rank 1 payor associated to the episode level the client is assumed to be self pay This report is designed to report the last full month and backward for 12 months Provider Credentials It lists active providers with their credential degrees icenses certifications and languages It includes demographics provider type and usemame Provider Information Report v 1 2 This report prints all of the information within the Profile of Provider form in Pro Filer The report can print all providers or select providers by entering a Starts With Value The report also has a parameter allowing the user to choose which Form Tabs information should be printed Provider Phone List This report lists active phone numbers for active providers It includes provider phone number and extension Provider Revenue Productivity This is a summary report that shows the total recorded service units and revenue It groups the services by Provider Payor Type and Month Year the service was provided The report has parameters allowing the user to set up the report in a number of different ways
216. he Views system Interface Type 1 way Source Pro Filer Target Views proprietary database From a Pro Filer perspective this interface may consist of either one of three components as follows a a custom extraction tool or b a custom report from our Reporting Entities Tool custom SQL stored procedures called by the Views system to extract data real time depending on the specific data elements required Section B6 D 5 Interface Services HL7 OVERVIEW Introduction UNI CARE Systems Inc has followed a market driven approach to application interfaces by creating interface utilities that are requested by our customer base Over the years this has resulted in a number of useful interface tools including those in the areas of Methadone Dosing Pharmacy Telephony based Assessments ADP Payroll Processing General Ledger External Service Logging as well as a number of Teleform applications to name just a few UNI CARE developed and implemented their first HL7 interface with one of our California based customers The HL7 interface allows the user to attach an external medical record number to the Pro Filer EMR via an HL7 interface Additionally we are actively engaged in our first major HL7 ADT interface This HL7 interface is for another California customer who needs a two way ADT interface to their Siemens System HL7 Engine Creation Methodology Existing healthcare applications can be HL7 enabled
217. he listed configuration is sufficient to support the Pro Filer EHR application 6 2 1 4 1 MANDATORY ELECTRONIC MAIL INTERFACE 6 2 1 4 1 1 If the proposed system interfaces to an existing user electronic mail system the interface must be Messaging Application Programming Interface MAPI or Simple Mail Transfer Protocol SMTP compliant Vendors must describe the interface of their proposed system to an electronic mail system if applicable Pro Filer EHR can support either MAPI or SMTP based on the LCIS configuration requirements for the electronic mail system Pro Filer is currently fully integrated with the Microsoft Outlook application as well as provides and internal messaging system 6 2 1 4 2 MANDATORY ETHERNET 6 2 1 4 2 1 Vendors must acknowledge their proposed system runs satisfactorily on an Ethernet network Pro Filer requires TCP IP Ethernet connectivity 6 2 1 4 3 MANDATORY INTERNET CONNECTION BANDWIDTH 6 2 1 4 3 1 The proposed system must be able to operate with an Internet connection that is currently rate limited to 11Mb s This 11 Mb s connection is shared by 2 500 users Vendors must describe the minimum and recommended requirements for their system to operate over the Internet Pro Filer EHR requires a minimum of 20 Kbps per user session for remotely connected users 30 to 40 Kbps is recommended The UNI CARE Pro Filer system is a multi tiered application solution featuring both scalable and independen
218. health care management Prior to the founding of UNI CARE Systems Inc she was the Division Director for Medical Records Grants and Contracts at the Health Care Institute Detroit Medical Center Subsequently she worked as a consultant with the Ford Foundation Blue Cross Blue Shield of Michigan and various Michigan based hospitals Dr Ahdab received her Bachelors of Arts in Social Work from the American University of Beirut She received her Ph D in Sociology from Wayne State University with an emphasis on health care delivery reimbursement systems and a minor in family sociology Y Chief Financial Officer Robert Garriques Robert Garriques is an experienced financial executive with over 10 years of experience in the financial and accounting arena of Behavioral Healthcare organizations Prior to his involvement in the Behavioral Healthcare field Robert worked in the internal audit function of the highly regulated Banking industry and then in public accounting with Banking and Healthcare Organizations Robert joined UNI CARE in 1998 and was recruited from a senior financial position with a large customer of UNI CARE He has a Bachelor s in Business Administration from Stetson University in DeLand Florida Y Vice President Operations Keith Meadows Keith Meadows came to UNI CARE in 1986 with extensive experience in the system design and management information field He was intricately involved in the development of the UNI CARE Billing
219. heduling intake service recording and claims creation If you choose not to select the powerful Rev Runner component Pro Filer offers an eligibility interface that mirrors the functionality of the current OHP Eligibility Report as described in bullet one above HTP Rev Runner price TBD based upon active clients counts Section B6 D 3 Interface Services 4 Minimum Data Set MDS Interface 1 way MDS captures data on the activities of the prevention team and is required by funders at Oregon Department of Human Services MDS includes types of activities events i e presentations parent education activities etc information about particular activities dates of participants etc and some demographic information about participants From a Pro Filer perspective this interface may consist of either one or two components as follows a either an 837 Billing Form or b a custom report from our Reporting Entities Tool depending on the specific data elements required 5 Immunization Interface 1 way Data is sent to Human Services Immunization HSIMM from Public Health Immunizations and Communicable Disease Programs Source Pro Filer Target HSIMM Two 2 separate jobs currently send data to the state One 1 sends immunization data to ALERT and the other sends communicable disease data Interface Type Immunization Data way Communicable Disease Data Unknown From a Pro Filer perspecti
220. heir proposed software Vendor proposals shall include a High Level Implementation Plan The proposed Implementation Schedule should be included in the High Level Work Plan described in Section 6 3 1 of this RFP 6 3 5 1 Configuration Support Services Vendors will be required to provide configuration support services during the installation of their proposed software solution Vendor proposals shall include a description of their approach to software configuration Included in that description will be the process Vendors will utilize to provide these services 6 3 5 2 Testing Support Services Vendors will be required to support the COUNTY during the Acceptance Testing phase of the project Vendor proposals shall include a description of the level of the support they will provide to the COUNTY during end user testing Implementation UNI CARE offers various methodologies for system implementation with different pricing for each methodology Some of our customers have opted to manage the implementation of the software directly and request only training services from UNI CARE Other customers have opted to request dedicated project management in conjunction with training This is identified as our standard implementation methodology and the implementation timeline ranges from 6 19 months Finally a selected group of customers have opted to ask UNI CARE to manage the implementation and take over customization of the system Tables methodologies
221. hen RevRunner proactively monitors the status of every claim and intelligently identifies only those accounts that require action today Just as importantly RevRunner tells you which ones require no further attention Accelerating reimbursement from registration to collection The HTP RevRunner product suite is based on industry best practices and has been developed to address the most critical areas of the revenue cycle to achieve the greatest impact for accelerating reimbursement RevRunner Verifier Send unlimited eligibility inquiries 2 throughout the entire revenue cycle Maximize without paying transaction charges reimbursement Verify insurance eligibility for every for every account consumer encounter before consum er arrives and or at time of registration Aufomatically Integrate eligibility verification into identify coverage existing HIS systems utilizing fo 73 RevRunner Connect Check multiple payers at one time Identify data discrepancies between HIS and payer Standardize the delivery of information Minimize write offs Ensure fastest from various payers responses possible fime fo pay RevRunner Monitor Fixed fee pricing Send unlimited claim status inquiries without paying transaction charges Extensive scalability Pro actively monitor the status of third party daims Identify secondary Increase staff productivity with daily coverage actionabl
222. hical summary for admissions and discharges Sample Report Output Monthly Admission Discharge Report 05 28 2004 For 05 28 2003 05 26 200 10 07 am iD Mame Sender Admit Discharge Los ADMISSIONS 5 Client Name 000 000 0000 05 10 1968 Maie 07 01 2003 351 2 09 10 1965 Male 07 01 2003 331 3 05 09 1949 Male 07 08 2003 324 4 11 14 1972 Female 08 01 2003 05 10 2004 283 9 10 23 1966 Male 09 01 2003 269 4 11141972 Female 08 01 2003 268 4 1141444972 Female 08 01 2003 268 8 08 01 2003 268 7 08 01 2003 268 18 11 21 1945 10 01 2003 239 9 10 23 1966 Male 11 01 2003 208 12 Group John 11 01 2003 208 Page 5 of 63 Sample Pro Filer Reports ADMISSIONS Total Admissions 33 Monthly Admissions Admissions DISCHARGES 4 Client Name 0000000000 11 14 1972 Female 08 01 2003 05 10 2004 283 Total Patient Days 283 Total Discharges 1 Average Length of Stay 283 Monthly Discharges os i a o2 E Page 6 of 63 Sample Pro Filer Reports Authorizations Due to Expire in the Next Days Authorizations Days Remaining eee Purpose of Report This report lists active authorizations by client and by payor that will expire within a user selected number of days Includes client name and ID authorizing payor payor s authorization number date of authorization Pro Filer Authorization Answer ID and the Pro File
223. i Trail City State Zip Sarasota Florida 34236 Attn May Ahdab Ph D President amp CEO Phone 941 954 3403 ext 224 Fax 941 954 2033 E mail may unicaresys com 10 04 Choices of Law This Agreement shall be governed by and construed and enforced in accordance with the laws of the State of Florida 10 05 Initial Dispute Resolution At the written request of either party the parties will attempt to resolve any dispute arising through the informal means described in this section 10 05 Each party will appoint a senior management representative who does not devote substantially all of his or her time to performance under this Agreement The representatives will furnish to each other all non privileged information with respect to the dispute that the parties believe to be appropriate and germane The representatives will negotiate in an effort to resolve the dispute without the necessity of any formal proceeding Formal proceedings for the resolution of the dispute may not be commenced until i the designated representatives conclude that resolution through continued negotiation does not appear likely or ii sixty 60 working days after the initial request to negotiate the dispute Page 19 September 7 2007 While any such dispute is unresolved the parties shall without delay continue to perform their respective obligations under this Agreement The parties further agree to use their best efforts in a good faith attempt to resolve sai
224. iami Trail City State Zip Sarasota Florida 34236 Attn May Ahdab Ph D President amp CEO Phone 941 954 3403 ext 224 Fax 941 954 2033 E mail may unicaresys com 10 04 Choices of Law This Agreement shall be governed by and construed and enforced in accordance with the laws of the State of Florida 10 05 Initial Dispute Resolution At the written request of either party the parties will attempt to resolve any dispute arising through the informal means described in this section 10 05 Each party will appoint a senior management representative who does not devote substantially all of his or her time to performance under this Agreement The representatives will furnish to each other all non privileged information with respect to the dispute that the parties believe to be appropriate and germane The representatives will negotiate in an effort to resolve the dispute without the necessity of any formal proceeding Formal proceedings for the resolution of the dispute may not be commenced until i the designated representatives conclude that resolution through continued negotiation does not appear likely or ii sixty 60 working days after the initial request to negotiate the dispute While any such dispute is unresolved the parties shall without delay continue to perform their respective obligations under this Agreement The parties further agree to use their best efforts ina good faith attempt to resolve said disputes on a timely basis
225. ic client record The system contains narrative and data fields Lane County staff has the ability alongside coded data fields to enter narratives at every phase and level of care e schedule reminders for completion of progress notes expiration of treatment plans and authorizations From its inception the UNI CARE Pro Filer system has been designed to assist the Lane County staff in the monitoring of the documentation requirements as requested by funding sources outcomes data The UNI CARE Pro Filer system is designed to integrate outcomes at every level of care from referral to treatment plan and service delivery Outcomes assessments and Section A 1 Executive Summary client satisfaction surveys can also be housed under a program a clinical staff and a client and used throughout the system ability to collect data about services and authorizations provided across various departments The UNI CARE Pro Filer system provides for the ability to record a multidisciplinary service plan and subsequent authorizations and recording of services that can be viewed by the authorized clinical staff providing services from various departments Ability to receive and pay claims for services provided monitor reimbursement and collection The UNI CARE Pro Filer system provides for the ability to receive multiple claims by payers and funding sources as well as pay multiple providers A variety of reports are a
226. ice by Licensee that it has received a request for an accounting of disclosures of PHI regarding an individual during the six 6 years prior to the date on which the accounting was requested but not for information created prior to April 14 2003 Licensor shall make available to Licensee such information then currently in Licensor s possession custody or control including such information if any in the possession custody or control of Licensor s subcontractors that is required for Licensee to make the accounting required by 45 C F R Section 164 528 Licensee shall reimburse Licensor for all time and costs incurred to comply with any such requests made under this section 2 08 Designated Record Set To the extent that Licensee does not already have in its possession the Consumer s PHI in a Designated Record Set Licensor shall provide copies to Licensee of all or a portion of the PHI in the Designated Record Set then currently in Licensor s possession within a reasonable time after Licensee s request in order for Licensee to a make the PHI in the Designated Record Set available in accordance with 45 C F R Part 164 524 and b amend the PHI in the Designated Record Set in accordance with 45 C F R Part 164 526 In the event an individual requests access to or an amendment of the PHI ina Designated Record Set such request shall be the responsibility of Licensee Licensee shall reimburse Licensor for all time and costs incurred
227. icensee to the Deposit Agreement Licensor shall forward to Licensee at Licensee s request verification on an annual basis that a Deposit Agreement has been renewed by Licensor with DSI that Licensee has been registered as a Subscribed Licensee and that Licensor is submitting source code revisions to DSI in a timely manner If at any time hereafter Licensor shall a b cease to provide support for the Licensed Programs for reasons other than Licensee s non compliance with contractual clauses or apply for the appointment of a trustee or receiver for any part of its assets make an assignment for the benefit of creditors commence any proceedings relating to it under any Chapter 7 bankruptcy proceeding or Chapter 11 bankruptcy proceeding only if Licensor is forced to or opts to liquidate the business dissolution or other liquidation law of any jurisdiction or any such application is filed or any such proceedings are commenced against Licensor and Licensor indicates its approval consent or acquiescence or an order is entered appointing such trustee or receiver or adjudicating Licensor bankrupt under a Chapter 7 proceeding or Chapter 11 bankruptcy proceeding only if Licensor is forced to or opts to liquidate the business or approving the petition in any such proceedings or any order is entered in any proceedings against Licensor decreeing the dissolution or division of Licensor or its assets or any material part
228. icensor may terminate this Agreement in the event of a default by Licensee in the performance of any material obligation under this Agreement or a material breach by Licensee of any provision of this Agreement that is not cured within thirty 30 days after delivery of written notice by Licensor If Licensee fails to cure such default or breach Licensor may terminate this Agreement by delivering a written notice to Licensee specifying a termination date no earlier than thirty 30 days from the date of such written notice In the event Licensee ceases its business operations then Licensor may at its sole discretion immediately terminate this Agreement upon giving written notice of termination to Licensee 9 04 Termination by Licensee for Material Breach In addition Licensee may terminate this Agreement in the event of a material breach by Licensor that is not cured within thirty 30 days after delivery of written notice by Licensee If Licensor fails to cure such breach Licensee may terminate this Agreement by delivering a written notice to Licensor specifying a termination date no earlier than thirty 30 days from the date of such written notice and Licensee shall be relieved of further obligations except those obligations surviving termination or liability for such termination 9 05 Effect of Termination Upon termination of this agreement for any reason the license and all other rights granted to the Licensee hereunder for the License
229. icensor under section 6 C 2 of this Addendum shall Survive any termination of this Addendum 5 03 No Third Party Beneficiaries nothing express or implied in this Addendum is intended to confer nor shall anything herein confer upon any person other than the parties and their respective successors or assigns any rights remedies obligations or liabilities whatsoever 5 04 Indemnification Provision Each party will indemnify and hold harmless the other party to this Business Associate Agreement from and against any and all losses liabilities costs and other expenses incurred as a result or arising directly or indirectly out of or in connection with any breach of any obligation on the part of the responsible party under this Business Associate Agreement 5 05 Entire Agreement This Agreement contains the entire agreement between the parties with respect to the subject matter hereof and supersedes any previous or contemporaneous proposals understandings commitments or representations whatsoever oral or written The parties may only modify or change the terms of this Agreement by a written document signed by duly authorized representatives of both parties 5 06 Governing Law Jurisdiction This Agreement shall be governed by and construed in accordance with the laws of the state of Florida without regard to Florida s conflict of law principles The parties agree that Florida shall be the sole proper venue regarding any dispute relating to or
230. ich Licensee is served with the claim suit or proceeding Licensee notifies Licensor in writing of the claim suit or proceeding If any Licensed Program Licensed Utility or Licensed Materials or any part thereof furnished by Licensor to Licensee becomes or in the opinion of Licensor may become the subject of any such claim suit or proceeding or if a Page 10 September 7 2007 court of competent jurisdiction renders a judgment from which no appeal can be taken enjoining the use of all or part of the Licensed Program Licensed Utility and Licensed Materials Licensor at its own option and expense may a b c d obtain for Licensee the right under the patent copyright or trademark to use the infringing part of the Licensed Program Licensed Utility and Licensed Materials or replace the infringing part of the Licensed Program Licensed Utility and Licensed Materials or suitably modify the infringing part of the Licensed Program Licensed Utility and Licensed Materials so that it is no longer infringing or if the use of the infringing part of the Licensed Program Licensed Utility or Licensed Materials is prevented by permanent injunction from which no appeal can be taken remove the infringing part of the Licensed Program Licensed Utility and Licensed Materials terminate the License and refund portion of the License fees paid with respect thereto subject to the following proration schedule the foregoing refund
231. ient ID 9 Initial Effective Provider Name 6 7004 8 04 70 Form Setvice Plan Action 9 1 2003 Service Plan Add New Inserted PLease review the planned servie and sign it Page 55 of 63 Sample Pro Filer Reports Provider Timelines of Service Recording Purpose of Report This is a summary report that compares the recorded service date with the date the service was actually entered into the Pro Filer system It groups the services by Provider and Month Year the service was provided The report gives the total number of recorded services and the average Date To Enter The report has a parameter allow the report to be based upon the primary provider of the service or the provider who actually entered the service The service entry date will be from the recorded service created date This is the system date when the service was entered into the Pro Filer system Sample Report Output Provider Timeliness of Sei Recording Month Year of Service Prnwoa ns 262005 Provider Who mge Daye to Ever 01 01 2005 Thru 05 26 2005 ME e ERR 232 pm Primary Provider of Service i r E Provider Name 328 T T T E n n s M at T 3T 10 1 2 is 80 Page 56 of 63 Sample Pro Filer Reports Referral Face Sheet Purpose of Report Comprehensive report for a specific client that contains detailed referral information demographic
232. ify the infringing part of the Licensed Program Licensed Utility and Licensed Materials so that it is no longer infringing so as not to reduce unctionality or d if the use of the infringing part of the Licensed Program Licensed Utility or Licensed Materials is prevented by permanent injunction from which no appeal can be taken remove the infringing part of the Licensed Program Licensed Utility and Licensed Materials and not withstanding the remedy to terminate the entire agreement per Subsection 9 02 terminate the infringing Licensed Program Licensed Utility or Licensed Material and adjust the monthly by an agreed upon amount The foregoing states Licensor s sole obligation and Licensee s exclusive remedy with respect to any alleged infringement by all or part of the Licensed Programs Licensed Utilities and Licensed Materials 6 02 Disclaimer of Warranty The Licensed Programs and Licensed Utilities are licensed on an AS IS basis without warranty except as defined in Section 6 03 of this General Agreement LICENSOR DISCLAIMS ALL OTHER WARRANTIES EXPRESS OR IMPLIED INCLUDING ANY WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE 6 03 Express Warranty Licensor warrants to Licensee that a neither the Licensed Programs Licensed Utilities or Licensed Materials nor Licensor s performance of its obligations under this Agreement including the Exhibits hereto infringe conflict with or constitute
233. ill be required to provide up to date system documentation to the COUNTY during the period of time the COUNTY has a software license agreement with the Vendor UNI CARE has developed a set of tools used during the process of implementation and training These are e An Administrative Pre Implementation Manual specifically designed to offer Lane County with guidance related to all of the implementation tasks needed to ensure a successful implementation The UNI CARE training staff discusses the use of this manual in detail during the first days of training This manual in turn is used by all of the trainers to ensure consistency of training as well as the monitoring of requirements e An implementation plan designed to detail tasks resources and interdependencies among tasks and resources and used to monitor progress e Atraining plan designed to structure training days and requirements to be met prior to each training session e A training agenda by module as well as a checklist of tasks required to be performed by the site prior to the training session e Training guides developed by Lane County and UNI CARE Staff and designed to guide the staff into the relationship between the UNI CARE system and the processing of Lane County business functions Training guides are updated within two weeks of a new release e Technical Documentation including a Data Dictionary to assist with technical functions such as report writing table entry et
234. in a future software release that shall be noted with the estimated date of the new release Otherwise Vendors shall describe the extent of modifications to the Vendor s proposed software solution needed to meet the mandatory requirement Those proposed systems that support the business processes and meet the mandatory requirements most robustly will be considered more favorably than those with less functionality Table 6 1 1 COUNTY Business Processes and Mandatory System Functional Requirements 1 0 3 0 Business an Business Process Description UNI CARE Response to Mandatory Requirements rocess Business Process Number Contact Management is supported through the A new system shall have the use of the Referral Development Module capability to capture and report data related to 1 1 Contact logging 1 2 Crisis line contacts 1 3 Follow up activities on initial contacts The process of recording tracking and managing all Contact identified categories of Management contacts and service requests to Lane County Health and Human Services 1 1 Available 1 2 A triage level is supported including crisis 1 3 A follow up form is used to define all follow ups to the contact request the follow up contact and the details of the follow up Section B1 1 Response to Mandatory Functional Requirements 1 0 ad 0 iness as Business Process Description Business COUNTY Process Business Process Number
235. in fes rm al Residential discharge activities settings 11 4 Supported Living 11 4 Available through the use of the Basic n 11 5 Tenant Based Management Module and the Census Module if Assistance the client is residing in Group Homes 11 6 Transitional Housing 11 5 Not available Management 11 6 Not available 11 7 24 hour Residential 11 7 Available through the use of the Census Group Home Management Module for the tracking of admission care and discharge activities Section B1 7 Response to Mandatory Functional Requirements 1 0 0 Business 2 0 Business Process Description COUNTY UNI CARE Response to Mandatory Requirements Process Mandatory Functional Number Busine roc Requirement The new system shall include Pro Filer offers the ability to capture and store the capability of capturing and various data elements as well as produce reporting data related to statistical and analytical reports The process of recording and Wait List maintaining a list of 12 1 Availability of Services M 12 Management individuals awaiting services 12 2 Individual Wait Lists e g 12 1 Available provided by Lane County Developmental 12 2 Available Health and Human Services Disabilities Mental Health Residential Methadone Treatment Section B1 8 Response to Mandatory Functional Requirements The process of monitoring and The 13 1 13 2 13 3 13 4 robust reporting capability
236. ine UNI CARE s solution for mobile workers These are discussed below PRO FILER ON LINE vs OFF LINE SOLUTIONS On Line Solutions AirCard On line refers to the ability for the mobile computing device to establish a remote connection to the central server Once connected the device has real time access to the Pro Filer database The on line connection runs a Terminal Services session in which the actual processing is running at the central location Only the screen keyboard amp mouse movements are being sent between the mobile user and the central office Both the notebook laptop and the Tablet PC can function in a viable on line capacity An on line connection does not store any local information All information resides in the Pro Filer Master Database The on line connection can be made in one of two ways 1 via a cell phone or 2 via a landline On line solutions generally require a screen that supports a minimum resolution of 640 x 480 requires some scrolling with the best solution supporting 800 x 600 resolution no scrolling Notebook computers and tablet PC s are well suited for this usage Factors to consider for On line Solutions a What are the information needs of the mobile worker What subset of functionality can they operate with or do they need all functions a Whatis the availability of a connection via either cell phone or land line for the mobile worker What is the cost of cell phone data con
237. iness day and to answer telephone calls or respond to pages from Licensee outside normal business hours within the next business day When appropriate Licensor and Licensee may also communicate with each other via e mail with regard to Support Services Licensor will use its best efforts to provide substantive responses to e mails received from Licensee during normal business hours within the same business day Licensor will use its best efforts to provide substantive responses to e mails received from Licensee outside normal business hours by the end of the next business day Licensee may request additional customized assistance outside the scope of the Basic Support Page 27 September 7 2007 Services In this context Licensor will provide the requested services on a time and materials basis and Licensee will be charged at the negotiated current rate per hour plus travel and per diem expenses if on site consulting is required All travel and per diem expenses associated with on site consulting as well as the number of hours required for each occurrence will require a detailed budget from Licensor and prior written approval by an appropriate Officer of Licensee Certain negotiated rates for additional services are set forth in Exhibit G to the General Agreement 3 03 Performance Standards If any of the Licensed Programs or Licensed Utilities fails to conform to the specifications set forth in the Licensed Materials or the
238. ing needs Its design allows for maximum customization to assist the need for using a unified database The many powerful features of this module will provide a company with valuable information for daily business functions Administrative Benefits Compare clinical staff performance Evaluate program effectiveness Establish efficiency monitoring Develop fiscal and structural standards Maximize effective resource allocation Collect categorize and classify data for Utilization Management Evaluate and analyze data for Utilization Review Standard online reports oo Clinical Benefits Optimize the use of nationally recognized and standardized instruments Include user defined assessments in client records Online and real time network access Individualize case reports Aggregate data Compare to benchmark data Perform analysis easily using a unified database design PDA technology gt Perform field based assessments Transfer data with one step synchronization Transmit records via electronic or infrared technology oe Reimbursement Benefits Comply with mandatory requirements Support requests for funding increases Outcomes Copyright 2005 UNI CARE Systems Inc 7 00 Hnedfesys oom o6 6 o 9 2 o c wo The Quality Management Module is a comprehensive tool that focuses on providing a company with the ability to document and develop an action plan for follow up on grieva
239. ing ninety 90 calendar days after Installation Licensor shall invoice Licensee the monthly fees as stated herein for Support Services Licensee agrees to pay the invoiced fees for these services at the rates established hereto The fees for services are prorated on the first of the month and shall be payable within thirty 30 days after receipt by Licensee of a duly executed invoice Licensor shall provide Licensee at least thirty 30 days written notice prior to the renewal date of this Support Services Agreement of any proposed increase in monthly fees for Support Services Yearly increases in monthly fees will not exceed five percent 596 per year SECTION 3 SCOPE OF SERVICES 3 01 Support Staff The Support Services offered by Licensor will be provided by a team of Licensor s employees who staff the Licensor s Support Center Support staff are available during Licensor normal business hours 8 00 a m to 6 00 p m EST Monday through Friday An on call system is also offered for emergencies after hours on all days and at all times outside Licensor s normal business hours Page 26 September 7 2007 3 02 Support Services following is a list of services Basic Support Services offered under the Support Services Agreement at no additional fees to Licensee provided Licensee pays the agreed upon monthly Support Services fees a processing and resolution of reported Licensed Programs and Licensed Utilities malfunctions b
240. ing of your IDS solution by security experts Around the clock human IDS alert analysis Rapid intrusion identification reaction and response Robust signature database with continuous updates Attack forensics archival Managed security services portal Detailed management reports including summary of each event and the analysis performed on the event by the security analyst Section B6 K 5 Value Added Services Additional Security Solutions Security policy and audits UNI CARE can help create update implement train and audit your Security Policy addressing your most critical business related risks Emergency response team and forensics in the event of a security compromise Peak 10 will minimize operational impacts by deploying a team of network security experts to protect evidence and evaluate the incident Tampa Data Center Peak 10 Tampa provides managed co location enterprise hosting reliable bandwidth and a wide range of managed services including disaster recovery storage monitoring security and data protection Its world class Tampa data center is staffed by skilled engineers and support personnel to ensure the security integrity and availability of its customers technology infrastructure 24 hours a day 7 days a week Peak 10 is increasing the size of its Tampa data center by more than 30 percent By expanding its existing facility with contiguous built out data center space Peak
241. ining Services and Consulting Services and Exhibit Functionality Acceptance Criteria 1 02 Concurrent Users means the number of Users who are simultaneously accessing the Licensed Programs and Licensed Utilities over the Licensee s network at any one time 1 03 Consulting Services means the services that Licensor offers to Licensee in order to implement the Licensed Programs and Licensed Utilities as more particularly described in Exhibit D Price List Exhibit G Implementation Schedule and Exhibit H Training Services and Consulting Services 1 04 Implementation Schedule means the implementation and training plan attached hereto in Exhibit G which outlines various Training Services and Consulting Services necessary to implement the Licensed Programs and Licensed Utilities at Licensee s sites 1 05 License means the rights granted Licensee pursuant to Section 2 hereof 1 06 Licensed Materials means the user guides training materials supplemental materials and other documentation and all revisions thereto provided by Licensor to Licensee relating to the Licensed Programs and Licensed Utilities 1 07 Licensed Programs means all the application software in object code format only recorded on CD or other media and provided by or through Licensor to Licensee and listed on Exhibit A attached hereto Any third party ownership of these Licensed Programs is set forth in Exhibit A 1 08 Licensed Utilities means all the so
242. ion interfac programming or customized LICENSED UTILITIES AND MANUALS Users QTY PRICE AVIATOR Page 33 September 7 2007 Data Dictionary 1 HTLM Form Development Tool 1 DSM IV Codes 1 UNI CARE Manual Set 1 TOTAL 0 00 INSTALLATION SERVICES QTY PRICE Programs Installation 1 TOTAL 0 00 SERVICES CONSULTING TRAINING TOTAL DAYS PRICE DAYS PRICE Implementation Services Basic Management Billing amp Receivables Tables Billing amp Receivables Clinical Care Scheduling Census Referral Development Managed Care Network Development Claims Processing Clinical Orders Page 34 September 7 2007 Outcomes Management Quality Management Family Care HTML Forms Development Tool Report Writer System Administration AVIATOR TOTAL Training may be delivered at Licensee s offices Licensor offices or via Net Meeting as determined by Licensor and Licensee and recorded in the Implementation Plan Training days are from 9 00am to 5 00pm with an hour break for lunch Installation training and consulting charges do not include reasonable travel and per diem expenses Licensor s current travel and per diem ch
243. ions 4 01 b 4 01 c and 4 02 b Upon completion of the Implementation Schedule Licensor and Licensee shall indicate the agreement to all of its provisions by signing the Implementation Schedule Upon signing the Implementation Schedule it shall be incorporated into and made part of this Agreement under Exhibit No provision of the Implementation Schedule shall supersede any part of this Agreement unless it is specifically indicated 5 02 Functionality Acceptance Testing Within approximately one 1 month of execution of this Agreement or as otherwise specified in the Implementation Schedule Licensor shall install the Licensed Programs and Licensed Utilities on the Designated Equipment Licensee shall have nine 9 months in which to conduct Functionality Acceptance Testing from the date Licensee receives written notice from Licensor stating the Licensed Programs have been installed at Licensee s site and are ready for Functionality Acceptance Testing Functionality Acceptance Testing shall be conducted by Licensee in order to determine that the Licensed Programs have the ability to perform according to the Functionality Acceptance Criteria as defined in Subsection 5 03 5 03 Functionality Acceptance Criteria Each Licensed Program listed in Exhibit D of this Agreement will have the ability to satisfy the following Functionality Acceptance Criteria a each Licensed Program will perform according to the Functionality Acceptance Crite
244. ions of this Agreement have been inserted solely for convenience of reference and do not constitute a part of this Agreement or affect its meaning interpretation or effect If any term covenant condition or provision of this Agreement is held by a court of competent jurisdiction to be invalid void or unreasonable the remainder of the provisions of this Agreement shall remain in full force and effect This Agreement may be executed in one or more counterparts each of which shall be deemed an original and all of which taken together shall constitute one and the same instrument 10 10 Assignment Binding Effect Either party may assign this Agreement in whole as part of a corporate reorganization consolidation merger or sale of substantially all of Page 20 September 7 2007 its assets provided that any survivor or successor thereupon assumes the obligations and liabilities of such party under this Agreement Neither party may otherwise assign its rights or delegate its duties under this Agreement either in whole or in part without the prior written consent of the other party which shall not be unreasonably withheld and any attempted assignment or delegation without such consent will be void This Agreement is binding on and inures to the benefit of the parties and their successors legal representatives and permitted assignees IN WITNESS WHEREOF the parties hereto have executed this Agreement as of the date first above written U
245. ior to the initiation of any interface programming P AHLERS Interface 1 way Because the CVR is used for both billing and data collection there are two sets of data submission deadlines one for claims payment and one for report generation e CVR s gt gt v Y Claims Payment FPEP reimbursements are generated twelve times a year at the end of the month In order to receive a payment for any month you must submit the CVR data no later than the Friday before the 15 of that month See Appendix E for 2005 and 2006 deadlines These data typically consist of CVRs from the previous month but may include CVRs with dates of service up to the deadline date or as old as one year To qualify for FPEP claims payment CVRs must be submitted within 365 days of the date of service Report Generation CVR data should be submitted by the deadlines below to ensure that the reports Ahlers produces for use by your agency are accurate and comprehensive Clinic Visit Records are generated for the following events All initial annual and other medical visits for clients who are receiving family planning medical and or counseling services and for whom a client record is established and updated for each visit This applies to both female and male clients and to clients who are using abstinence or sterilization as their contraceptive method Outreach off site services that meet the criteria of a family planning visit Pregnancy tes
246. irus software however UNI CARE is not aware of any particular customer utilizing the Trend Server Protect application 6 2 1 6 6 MANDATORY BACKUP 6 2 1 6 6 1 6 21 7 SUPPORT Vendor systems that are located in the COUNTY computer facility and managed by the COUNTY for backup and recovery are required to utilize the Lane County Back Up Facility Lane County will use the following backup system CommVault SW EMC SAN with an ADIC tape library Pro Filer EHR can run independent or in conjunction with the listed environment 6 2 1 7 1 MANDATORY SYSTEM AVAILABILITY AND REDUNDANCY 6 2 1 7 1 1 6 2 1 8 WORKSTATION Vendors must describe how the proposed system application will be available and supported 0800 until 1700 PST Monday through Friday Service provided by an ASP must have a fail over system UNI CARE offers 24 hours 7 days a week software support and technical services to support the application Furthermore Pro Filer only requires minimal downtime during upgrades which can be scheduled during non peak times for avoiding peak time interruptions UNI CARE s ASP On Demand Application Hosting Services does offer a fail over system and is fully described in Section K Hosting Services as requested 6 2 1 8 1 MANDATORY MINIMUM WORKSTATION 6 2 1 8 1 1 Vendors must describe if their software operates satisfactorily on the minimum requirements for a workstation operating the COUNTY as set forth in the following
247. is should include testing point to point connection virtual circuits concurrent access and volume stress This unit type test of the communications equipment will facilitate interface testing and isolation of problems during integration and parallel testing Policies Procedures Develop Policies Update policy manuals with managerial policies regarding the interfacing of various Source systems via the HL7 protocol The company should provide clear guidelines and rationale for use of open systems or open architecture and develop or modify policies accordingly Develop Operating Procedures Change Control e Define procedures for maintenance of interface code installation of new HL7 versions and modifications to applications software Control the environment and fully test new releases or updates Restart Recovery e Define procedures to handle downtime situations system and interface restart recovery and resynchronization and disaster or contingency planning Backup Restore e Backup and restore procedures are even more important and should be developed or modified as needed to ensure data integrity and recoverability Table Maintenance e The addition of new application systems may increase the number of duplicate tables or dictionaries stored in multiple systems In order to minimize transactions that are rejected by the interfaces due to unsynchronized tables develop procedures to control the order and frequency of table mainte
248. is Addendum 2 03 Mitigation To the extent practicable mitigate any harmful effect that is known to Licensor of a use or disclosure of PHI by Licensor in violation of this Addendum 2 04 Report Unauthorized Disclosures Report to the Licensee any use or disclosure of PHI not provided for by this Addendum of which Licensor becomes aware 2 05 Agreements With Contractors Require contractors or agents to whom Licensor provides PHI to agree to the same restrictions and conditions that apply to Licensor pursuant to this Addendum 2 06 HHS Access Make available to the Secretary of Health and Human Services Licensor s internal practices books and records relating to the use and disclosure of PHI for purposes of determining the Licensee s compliance with the Privacy Rule subject to any applicable legal privileges 2 07 Accounting of Unauthorized Disclosures Upon notice by Licensee that it has received a request for an accounting of disclosures of PHI regarding an individual during the six 6 years prior to the date on which the accounting was requested but not for information created prior to April 14 2003 Licensor shall make available to Licensee such information then currently in Licensor s possession custody or control including such information if any in the possession custody or control of Licensor s subcontractors that is required for Licensee to make the accounting required by 45 C F R Section 164 528 Licensee shall reimburse
249. is known to the non disclosing party at the time of disclosure provided that the non disclosing party shall have September 7 2007 promptly delivered to the other party written notice of such prior knowledge d each party agrees except to the extent that such party has rights to such Proprietary Information in accordance with this Agreement to i cease using the Proprietary Information of the other party upon the expiration or termination of this Agreement and ii promptly return to the other party all materials embodying the Proprietary Information of the other party upon the expiration or termination of this Agreement and at any time prior thereto promptly upon written request of the other party except to the extent the non disclosing party has rights to such Proprietary Information in accordance with this Agreement and e each party shall ensure that its staff and agents respect the obligations of such party under this Section 7 7 04 Specific Enforcement The parties acknowledge that any breach of their obligations under this Section 7 would constitute a material breach of this Agreement for which there is no adequate remedy at law Accordingly the parties agree that upon any such breach of this Section 7 the non breaching party shall be entitled to injunctive and other equitable relief in addition to such remedies as may be available at law 7 05 Ownership All Proprietary Information shall remain the property of
250. its or total dollars authorized Daily Service Report A This report provides a list of recorded services within a selected date range Sorts recorded services by date of data entry and cost center Lists client name service service date units primary provider place of service delivery method billing diagnosis and designates if the service was clinically signed and or billing signed This report totals services by company cost center and service Episode Admissions This report lists episode admissions within a selected date range for all clients and sorts by company It includes admission date admission provider SSN and DOB It also includes a bar chart showing the admission totals for each company Initial No Show Rate Report This report tracks the number of client s who missed their first scheduled appointment The report looks for the first appointment after the client location cost center admission date It gives a total number of all appointments regardless of status Then the report looks at the appointment status and counts Missed appointment statuses The report then gives the percent of missed appointments compared to total number of appointments The report is grouped by company location Provider Ongoing No Show Rate Report This report tracks the number of client s who missed an appointment It gives the total number of appointments by month year for the past 12 months All appointments regardless of status are c
251. ity to monitor and ensure the integrity of data using data protocols and validation rules Lane County will have the ability to define required desired and default data elements for form fields Furthermore Lane County will have the ability to user define custom field types such as number text radio drop down list and so forth 6 2 2 1 5 DESIRABLE DATA EXCHANGE 6 2 2 1 5 1 6 2 2 1 5 2 Vendors should describe how the proposed system application is interoperable with other Windows applications supports Dynamic Data Exchange supports saving data in industry standard file formats uses standard protocols for data interchange such as XML and provides data import and export capabilities Pro Filer has been designed with an open structure using MS SQL database allowing for the integration or interface to an array of desired third party applications Pro Filer is currently integrated with Microsoft Outlook and Office applications Sage MIP Fund Accounting just to name a few Vendors should describe if the proposed system allows importing of files for mass loading of data and if it does that it accept standard delimited types that can be generated by Excel or other data tools ex CSV files Introduction The question of data import and export often arises during the initial review of any application system The purpose of this technical bulletin is to provide a general overview of the technical aspects of data import
252. ive to overcome the slightly higher costs of these devices over what is available in the laptop market today Pro Filer is not designed to take advantage of the new digital ink so that should not be counted on as a benefit for Pro Filer If you perceive a benefit to the form factor the screen and the non Pro Filer benefits of the new operating system then it may be worth exploring these devices as a mobile option otherwise the notebook laptop PC will suffice for Full Processing Pro Filer SUMMARY The summary table below summarizes your options for running Pro Filer on a mobile device Figure 1 Remote Access Summary Table Form On line Off line Touch screen Pro Filer Input Methods Mode Xj Processing Processing Features Laptop s N internal keyboard mouse Tablet PC s Y Y Y stylus on screen amp external keyboard Your decision making process should include the following analysis Functional requirements by mobile worker type Mapping of mobile work type to suggested platform a Number of users by mobile worker type a Analysis of operational issues associated with each solution i e cellular coverage etc Section B3 9 Response to Mandatory Technical Requirements a Costs for each platform by manufacturer Total number of mobile users per platform Cost benefit analysis for each solution a Any additional operational costs
253. ive Services UNI CARE Response to Mandatory Requirements D 1 1 0 1 2 Available as a standard feature of the system UNI CARE warrants that all state and county reporting requirements can be processed through Pro Filer This functionality is available through the use of the Basic otherwise work to improve health outcomes activities related to the following health education prevention 01 Protective Servives provided when abuse and or D 1 3 Protective services Management Module neglect are suspected investigations D 1 4 Incident management D 1 3 D 1 4 D 1 5 Available as a standard D 1 5 Abuse and neglect feature of the system UNI CARE warrants that reporting all state and county reporting requirements can be processed through Pro Filer This Quality Management Module The process of recording and The new system should include D 2 1 to D 2 13 Available as a standard feature tracking population based and the capability of capturing and of the system UNI CARE warrants that all state Education consultation type activities reporting population based data and county reporting requirements can be D2 Prevention designed to educate individuals and consultation education type processed through Pro Filer This functionality is Services and or the community or individual and community available through the use of the Basic Management Module Section B2 1 Response to Desirable Functional Requirements
254. ives Page 44 of 63 Sample Pro Filer Reports Caseload by Provider Purpose of Report This report lists active clients under their caseload provider and cost center It also lists clients DOB SSN cost center location admission date and treatment plan diagnosis It provides a bar chart that sums total caseload by provider by cost center Sample Report Output Page 45 of 63 Sample Pro Filer Reports 07 13 2004 Provider Caseload 1 39 pm By Cost Center Active Cost Centers in Active Episodes Only SSN AdmitDate Cost Center Name Provider Name 5 Client Name oaioises 000 00 0000 07107 2003 Diganosis 309 3 Adjustment Disorder with Disturbance of Conduct 8 11012003 Dizanosis 7 09 01 2003 Diagnosis 9 10 23 1968 11012003 Dinos 309 24 Adjustment Disorder with Anxiety 309 8 Adjustment Disorder Unspecified 12 0410812004 Diagnosis 18 11211945 10 01 2003 Diagnos 3090 Adjustment Disorder With Depressed Mood 27 0870671950 03 01 2004 Diagnosis 309 Adjustment Disorder With Depressed Mood 28 03701 2004 Diagnosis 308 3 Acute Stress Disorder 2 031012004 Dianas 30 370772004 Diagnosis 308 3 Acute Stress Disorder 33 05 01 2004 Diagnosis Total for Provider Page 46 of 63 Sample Pro Filer Reports Provider Caseload Payor Mix Purpose of Report This report tracks the actual payor mix of each provider s active caseload
255. izing the following mandatory workstation operating system s Windows 2000 Sp4 or Windows XP Sp2 Pro Filer EHR can run independent or in conjunction with the listed environment Section B3 17 Response to Mandatory Technical Requirements UNI CARE Systems Inc s System Requirements For Lane County 136 User Configuration The Pro Filer application was designed using n tier technology The multi tier structure provides for the logical separation of the three basic service components of any application Figure 2 Pro Filer Tier Representation a database Request for C qtii ims business rules PU Application presentation Database Business Client Session via Server Rules Terminal Server Server Our designated implementation of this design is through a multi server environment where each tier resides on one or more servers as needed The client presentation tier is designated to operate in a Terminal Services environment without locally installed clients This model eases administration of the application and minimizes potential installation variables Accordingly the requirements for an individual PC to use the application are very minimal since the actual processing is occurring on the Terminal Server with only the screens keyboard and mouse clicks being transmitted to and from the PC Citrix Server is also acceptable for the client tier Designated Eq
256. kup offsite vaulting remote hands support and more are all available to assist IT departments with support of critical systems Proposed Application Hosting Overview at Peak 10 Co location Facility Peak 10 builds owns and operates all of its data centers and as a result can guarantee the most reliable scalable and secure infrastructure on the market today Each Peak 10 data center is engineered with multiple levels of security uninterruptible power redundant HVAC systems fire suppression and around the clock monitoring and management Through its high bandwidth private transport network connecting all of Peak 10 s data centers it can offer true geographic diversity and guarantee up to 99 999 Network Availability Uninterruptible Power Each Peak 10 data center is engineered with a redundant uninterruptible power system and backup generator to deliver seamless power n the event of a commercial power failure our isolated UPS system will provide immediate backup power until our diesel generators take over the load and continue operation of the center Redundant HVAC Peak 10 s redundant HVAC system keeps the average temperature in the data center at 70 degrees F 2 ensuring a consistent operating atmosphere for your servers Additional sensors detect variations in humidity and keep the average humidity at 5096 3 Fire Suppression Each Peak 10 data center has a double interlock pre action dry fire suppression system integ
257. l use and in accordance with the Licensed Materials supplied therewith and the Functionality Acceptance Criteria with respect to the Licensed Programs and Licensed Utilities and any update upgrade or new release of the same provided by Licensor and all functions of the Licensed Programs set forth in the Functionality Acceptance Criteria shall be present and functional at the time of Acceptance September 7 2007 and the Licensed Programs and Licensed Utilities do not contain any disabling viruses or any logic that disables features at a certain date Licensee shall report to Licensor in writing any failure of the Licensed Programs and Licensed Utilities to comply with the foregoing warranty As Licensee s sole remedy for any noncompliance of this warranty Licensor shall repair correct or replace at its option and cost the nonconforming Licensed Programs Licensed Utilities and Licensed Materials The foregoing warranty shall not apply to and Licensor shall have no liability arising from a defects resulting from improper or inadequate use storage or maintenance by Licensee b the combination of all or part of the Licensed Programs and Licensed Utilities with any other product or part not furnished by Licensor to Licensee except with respect to Commercial Desktop Applications and Commercial Client Server Applications identified in Exhibit B or as otherwise approved by Licensor from time to time c unauthorized m
258. l with regard to Support Services Licensor will use its best efforts to provide substantive responses to e mails received from Licensee during normal business hours within the same business day Licensor will use its best efforts to provide substantive responses to e mails received from Licensee outside normal business hours by the end of the next business day Licensee may request additional customized assistance outside the scope of the Basic Support Services In this context Licensor will provide the requested services on a time and materials basis and Licensee will be charged at the negotiated current rate per hour plus travel and per diem expenses if on site consulting is required All travel and per diem expenses associated with on site consulting as well as the number of hours required for each occurrence will require a detailed budget from Licensor and prior written approval by an appropriate Officer of Licensee Certain negotiated rates for additional services are set forth in Exhibit E to the General Agreement 2 03 Performance Standards of the Licensed Programs or Licensed Utilities fails to conform to the specifications set forth in the Licensed Materials Licensor agrees to respond according to the following priority schedule Priority Level Priority Level Definition Required Response CRITICAL A problem preventing Users from Licensor will begin work on the reasonably continuing work with Problem within two 2 h
259. ld by field basis as well as define a tightly controlled schedule for performing the data exchanges on an automated periodic basis Control Methodology The control methodology refers to the way in which the import or export is handled from a database update view Primarily this results in systems that are either on line or batch posted The control mechanism can be one of either push or pull depending on the requirements The source database can either push the data via scheduled exports or the target database can pull the data via scheduled data imports Depending on the integration approach chosen one method will generally be preferred as a better choice Section B5 4 Response to Requested Technical Requirements Both the push and pull can be methods of data exchange can be implemented with either the on line or batch update process Pro Filer is capable of supporting both methods of update via the DTS utility or a custom written interface nan on line system the imports are applied directly to the target database from the source with the import engine handling data transformation tasks while a batch posted system creates an intermediate file for later posting Pro Filer supports both on line and batch methodologies for export into target systems Conclusion Through the creation of Data Transformation Services packages or via custom interfaces Pro Filer can create an i
260. les and directories provide the necessary training to its new employees Each new employee utilizing the Licensed Programs must be provided a certificate of training either by Licensee or Licensor and employ technical staff that can provide Industry Standard Network System Management SECTION 4 EXCLUSIONS 4 01 Exclusions Licensor reserves the right to exclude from Support Services coverage any Licensed Programs and Licensed Utilities malfunctions that result from the following a Page 29 improper or inadequate use storage or September 7 2007 b c 4 9 maintenance by Licensee the combination of all or part of the Licensed Programs and Licensed Utilities with any other product or part not furnished by Licensor to Licensee except with respect to Commercial Desktop Applications and Commercial Client Server Applications identified in Exhibit B or as otherwise approved by Licensor from time to time unauthorized modification or misuse operation outside of the Functionality Acceptance Criteria applicable to the Licensed Programs and Licensed Utilities the gross negligence or willful misconduct of Licensee or its employees or agents operation outside of the environmental specifications for the Designated Equipment as published by the Designated Equipment manufacturer improper Designated Equipment site preparation and maintenance as published by the Designated Equi
261. level 6 2 2 3 2 3 Vendors should describe how their proposed system provides the capability to set rules for password strength Does the proposed system allow users to reuse recent passwords The pro Filer EHR supports this by virtue of the fact that this is supported by the Microsoft Operating systems via GPO s to define password strengths All features of this type are handled at the operating system network level 6 2 2 3 2 4 Vendors should describe how their proposed system provides the capability to expire user passwords after a set time period The pro Filer EHR supports this by virtue of the fact that this is supported by the Microsoft Operating systems via GPO s to force password change expire passwords All features of this type are handled at the operating system network level 6 2 2 3 2 5 The password field support alphanumeric values at least eight 8 characters long Vendors should describe their proposed system s password format and whether or not the COUNTY can specify the minimum password length This security protocol is not defined within the Pro Filer application and is done through the group policies of the Windows OS Lane County s System Administrator should define this protocol which proceeds access to the Pro Filer application 6 2 2 3 3 DESIRABLE APPLICATION FUNCTION SECURITY Section B4 13 Response to Desirable Technical Requirements 6 2 2 3 3 1 Vendors should describe ho
262. ligations under this Agreement Other options available at time of renewal are as follows a monthly fee can be renegotiated if Licensee chooses to reduce the number of concurrent Licensed Users b If Licensee decides to transfer their database from the On Demand Hosting model to a LAN WAN model then there will be fees for the transfer of the database the file server and software installation and reconfiguration of the network 9 02 Termination by Licensee Prior to access to the On Demand Hosting Services Licensee may terminate this Agreement by written notice to Licensor at any time prior to access to theLicensed Programs and Licensed Utilities through the On Demand Hosting Services If Licensee issues written notice of termination under these circumstances Licensor shall retain as a cancellation fee the consideration paid under Section 4 01 9 03 Termination by Licensor Failure by Licensee to make payment of any undisputed invoice past due more than thirty 30 days shall constitute default of this General Agreement Upon such default Licensor at its sole discretion may terminate this General Agreement after delivery of written notice to Licensee and without further obligations or liability Failure to pay may result at the option of the Licensor in suspension of Training Consulting and or Support Services or at a minimum the application of a late charge of five percent 5 per month for each past due invoice In addition L
263. ll be immediately due and payable upon termination 6 04 Survival Sections 4 6 7 and 9 of the General Agreement shall survive the termination of this Agreement or any License under this Agreement SECTION 7 GENERAL TERMS AND CONDITIONS Refer to Section 10 of the General Agreement IN WITNESS WHEREOF the parties hereto have executed this Agreement as of the date first above written UNI CARE SYSTEMS INC Licensor By MAY AHDAB Ph D PRESIDENT Witness CUSTOMER NAME INC Licensee By Page 31 September 7 2007 Its Witness Page 32 September 7 2007 The prices Licensed M PRICE LIST EXHIBIT D isted below reflect the Fees for the Licensed Programs Licensed Utilities and aterials and the budgeted amounts for the initial Implementation Schedule including all Installation Services Training Services and Consulting Services required to effectuate Licensee s Utilities migration from its current software system to the Licensed Programs and Licensed LICENSED PROGRAMS Users QTY PRICE Basic Management Billing amp Receivables Clinical Care Scheduling Census Referral Development Managed Care Network Development Claims Processing Clinical Orders Outcomes Management Quality Management Family Care TOTAL 0 00 Does not include convers
264. llation consulting and training services and on going software support services WHEREAS Licensee desires to license from Licensor certain application software including support documentation and related installation consulting and training services and on going software support services NOW THEREFORE and in consideration of the mutual premises and for other good and valuable consideration the receipt and sufficiency of which are hereby acknowledged the parties agree as follows SECTION 1 DEFINITIONS As used in this Agreement the following capitalized terms have the meanings ascribed to them below and include the plural as well as the singular 1 00 Acceptance has the meaning set forth in Subsection 5 05 of this Agreement 1 02 Acceptance Tests means those procedures described in the General Agreement to be conducted by Licensee in order to determine whether the Licensed Programs have the ability to support the Functionality Acceptance Criteria described in Section 5 and Exhibit E to this Agreement 1 03 Agreement means this General Agreement together with the following Exhibits all of which are incorporated by reference into and made a part of this Agreement Exhibit A License End User Agreement Exhibit B Approved Designated Equipment Exhibit C Support Services Agreement Exhibit D Price List Exhibit E Functionality Acceptance Criteria Exhibit F Functionality Acceptance Certificate Exhibit G Negotiated Rates
265. lting notify Licensor immediately in the event of Licensed Programs and Licensed Utilities malfunctions perform reasonable tests within an agreed upon timetable upon the request of Licensor Support Staff provide if required Licensor with suitable data to investigate Licensee reported questions and problems and provide the necessary training to its new employees Each new employee utilizing the Licensed Programs must be provided a certificate of training either by Licensee or Licensor SECTION 3 EXCLUSIONS improper or inadequate use storage or maintenance by Licensee the combination of all or part of the Licensed Programs and Licensed Utilities with any other product or part not furnished by Licensor to Licensee except with respect to Commercial Desktop Applications and Commercial Client Server Applications identified in Exhibit B or as otherwise approved by Licensor from time to time Users have questions about Licensor will respond as soon as potential enhancements to practicable but in no event later performance of the Licensed than two 2 weeks after Programs and or Licensed notification In order to receive support services under this Licensor reserves the right to exclude from Support Services coverage any Licensed Programs and Licensed Utilities malfunctions that result from the following c 4 unauthorized modification or misuse applicable to the Licensed Programs and Licensed Utilitie
266. m application provides full keyboard access to all features allowing users to perform the same tasks as when using a mouse such as drag and drop operations Vendors must acknowledge the keyboard UI is documented in the User Manual and or available through online Help Vendors must describe how their application screens provide tool tips on each control that conveys important information for keyboard users and that application use of function and hot keys does not interfere with Windows supported keyboard and mouse accessibility options e g StickyKeys FilterKeys ToggleKeys and MouseKeys Pro Filer is designed for the Microsoft Windows environment using the Windows GUI and has all of the features and functionality and logic supported by the Windows operating system This includes the same navigation concepts point and click drag and drop copy and paste arrow keys Like features and functions within Pro Filer are all accessed and utilized in the same fashion to promote consistency with the EHR application Vendors must describe the keyboard interface including the quickness and ease of their proposed system application keyboard navigation providing simple keyboard navigation methods and programmable customizable shortcut methods for common and repetitive tasks using commonly recognized shortcut key assignments such as CTRL C for Copy and CTRL Z for Undo Pro Filer is designed for Microsoft Windows environment and has all of the f
267. m each receiving application PATIENT SELECTION Trading partners will need to determine specifications on how Pro Filer will send out the configured trigger events for the individual client ADT EVENT SELECTION Final selection of which ADT events are eligible for interface activity from UNI CARE will be determined through trading partner specifications Future versions may provide for user configurable options within ESO INIT OUTBOUND CODED VALUE SELECTION Initially the Pro Filer HL7 Interface will not allow multiple external systems to send coded data elements of variable length Coded values from contributor source should be mapped Section B6 D 10 Interface Services as an alias to a common Pro Filer data item during trading partner specifications Each Pro Filer data item can have only a single outbound code value alias for each contributor source In the future identification of which code value aliases should be used for interface activity from UNI CARE may be configurable for a communication process comm server within ESO_INIT_OUTBOUND however a communication process would not be allowed to have multiple configurations HL7 Interface Design to Production Task List The section outlines key activities that should be considered and planned for when developing and or implementing an HL7 interface It also includes some activities specific to the installation of an interface engine It begins with the design and
268. may use the Licensed Programs and Licensed Utilities on all printers monitors modems and related networking equipment associated with the CPU s collectively with the CPU s the Designated Equipment Page 24 September 7 2007 EXHIBIT C SUPPORT SERVICES AGREEMENT This Support Services Agreement made and entered into this day of Month 2005 by Customer Name a State corporation with principal offices located at Address City State Zip hereinafter Licensee and UNI CARE Systems Inc a duly licensed Corporation incorporated pursuant to the laws of the State of Florida with principal offices located at 540 N Tamiami Trail Sarasota FL 34236 hereinafter Licensor Capitalized terms used but not defined herein have the same meanings assigned to such terms in the General Agreement between Licensee and Licensor SECTION 1 LICENSED PROGRAMS UNDER SUPPORT AND CHARGES 1 01 Covered Programs and Utilities The following Licensed Programs and Licensed Utilities are covered under this Support Services Agreement Licensee shall pay the monthly fees set forth below commencing ninety 90 days after Installation of the Licensed Programs and Licensed Utilities LICENSED PROGRAMS AND FEES UTILITIES Users MONTH Basic Management Billing amp Receivables Clinical Care Scheduling Census Referral Development Managed Care Network Development Claims Processing
269. me Acct No 46 Self Pay Balance 11 60 Company Name NO STATEMENT BILL TO ADDRESS Client Name Acct No 52 Self Pay Balance 0 00 Company Name Name 123 apple Serasots 1 3482 Bin To Client Name 123 apple at Sarasota FL 32542 Client Hame Acct No 55 Self Pay Balance 16 00 Company Name Te Client Name 1600 Pennsylvania Ave Wehington DC 57812 Total Self Pay for Period Ending 12 31 2003 511 245 09 Page 20 of 63 Sample Pro Filer Reports Client Statements V 7 1 Purpose of Report The Client Statement report generates bills from the Client s self pay revenue lines This version of client statements also reports client s insurance activity that occurred during the current statement period The report can be run for an individual client or for all clients The report determines the Client s balance forward amount a summary total of all self pay activity before the Statement Period Starting Date It then lists all of the Client s current activity and provides the Client s Total Balance due The report also has an aging view on the bottom of the statement For customers that use Client Claim Balance Forward amounts from previous systems a section has been added at the beginning of the statement to list the detail history of these balances Sample Report Output Page 21 of 63 Sample Pro Filer Reports Page 22 of
270. ment and the issuance of executions thereon Service of a petition to confirm the arbitration award may be made by First Class mail or by commercial express mail to the attorney for the party or if unrepresented to the party at its last known business address 10 07 Limitation of Actions No proceeding regardless of form arising out of or related to the Agreement may be brought by either party more than one 1 year after the accrual of the cause of action except that i proceedings related to violation of a party s proprietary rights or any duty to protect Confidential Information may be brought at any time within the applicable statute of limitations and ii proceedings for non payment may be brought up to two 2 years after the date the last payment was due 10 08 Complete Agreement This Agreement including all of the Exhibits attached hereto contains the final complete and exclusive expression of the understanding between the parties with respect to the transactions contemplated by this Agreement and supersedes any prior or contemporaneous agreement or representation oral or written by either of them No course of prior dealings between the parties and no custom of usage of trade or course of performance rendered under this Agreement is relevant to supplement or explain any term used in this Agreement 10 09 Form and Execution of Agreement The titles and headings preceding the text of the sections and subsections of this Agreement h
271. microsoft com sql 6 2 2 2 2 DESIRABLE BACK END DATABASE CONVERSION 6 2 2 2 2 1 SECURITY Vendors should describe if the proposed system makes use of a standard database back end e g SQL Server that the data tables allow insertion of data from a third party tool e g Digital Transformation Services DTS for at least basic setup of tables or synchronization points e g vendor lists contacts etc Pro Filer requires the use of Microsoft SQL server 2005 to support its relational database design RDBMS Pro Filer has been designed to include and promote an extensive collection of pre built data elements These data elements can be manually entered or imported via UNI CARE s import tool Please note any data elements imported into Pro Filer must be evaluated to ensure they follow the pre defined business rules of Lane County and the application 6 2 2 3 1 DESIRABLE AUTHORIZED USER ACCESS 6 2 2 3 1 1 It should be possible to assign supervisor approval authorization to system reports and possibly other activities in the system Once a report has been approved it should not be possible for a user to update or delete it without further supervisor approval Section B4 11 Response to Desirable Technical Requirements 6 2 2 3 1 2 6 2 2 3 1 3 6 2 2 3 1 4 6 2 2 3 1 5 Vendors should describe approval authorities supported in their proposed system This feature is supported with the Pro Fil
272. mit a patient to a Unit Room Bed Transfer a patient to a different Unit or bed or room Discharge a patient Schedule an admission discharge or leave of absence Produce per diem charges based on daily census Transfer per diem charges to for the purpose of billing Monitor length of stay Monitor required activities REFERRAL DEVELOPMENT Ability to Document referral network Document incoming referrals by referral organization and referral contact Document needs problems by referral agency and geographical location Document internal and external referrals Document disposition outcomes and follow up Monitor required activities MANAGED CARE Page 37 September 7 2007 Document payer contracts Structure payer contracts by groups plans benefits type coverage and exceptions Document negotiated fees per payer contract Document requests for authorization Document authorizations per client payer Print authorization mailers and denials Monitor authorized versus used buckets Monitor required activities NETWORK DEVELOPMENT Ability to Document provider network contracts and documentation requirements Within each network structure organizations by geographical location type of benefits and organizational performance Within each organization structure providers by areas of expertise credentials and performance Search for providers based on pre defined criteria Document negotiated fees per organization and provider cl
273. n 5 03 of this Agreement after Installation of the Licensed Programs and Licensed Utilities including any revisions or additions to the Licensed Programs or the Licensed Utilities provided by Licensor pursuant to Exhibit C hereof on the Designated Equipment and written notice of the same Licensor warrants that the Licensed Programs and Licensed Utilities and such revisions or additions thereto will be free from significant programming errors and from defects in workmanship and materials Licensor has good title to the Licensed Programs Licensed Utilities and Licensed Materials and has the necessary rights title and interest to grant the rights set forth in this Agreement to Licensee free of any proprietary claims liens or conflicting claims of any third party Licensor has no actual knowledge of any existing circumstances event contingency plan or other similar situation specific to Licensor that may threaten the initial or ongoing ability of Licensor to consummate and perform its obligations under this Agreement qualified personnel of Licensor shall perform al Installation Services Training Services and Consulting Services in a professional manner in accordance with industry standards All components of the Licensed Programs and Licensed Utilities will be properly installed on the Designated Equipment and all of the components of the Licensed Programs and Licensed Utilities will be functionally operable under norma
274. n all records supplies and documentation including the Licensed Programs and Licensed Utilities and Licensed Materials belonging to Licensor as described in Subsection 6 02 of Exhibit C of the General Agreement 6 02 Termination Due to Non Payment Failure by Licensee to make payment of any undisputed invoice past due more than sixty 60 days shall constitute default of this General Agreement Upon such default Licensor at its sole discretion may terminate this General Agreement after delivery of written notice to Licensee and without further obligations or iability Failure to pay may result at the option of the Licensor in suspension of Installation Training Consulting and or Support Services or at a minimum the application of a late charge of five percent 5 per month for each month that payment is not received 6 03 Return of Software Within ten 10 days after the termination of this Agreement any reason Licensee shall either i return to Licensor all copies of the Licensed Programs and Licensed Utilities in Licensee s possession or under its control and all related Licensed Materials and Documentation in Licensee s possession or under its control or ii destroy all copies and related materials and provide a sworn affidavit to Licensor to the effect that all such items have been destroyed to the best of Licensee s knowledge and through its best efforts All unpaid or accrued License fees and payments due to Licensor sha
275. n ancillary clinical application sending minimal patient demographic and visit information to a supporting external system It is assumed that the final list of supported transactions will be based on an analysis with the trading partner s The expanded ADT interface is planned to provide a more robust set of trigger events by sending more patient demographic encounter and financial information to other financial and ancillary clinical systems ADT Message Definition and Processing General Description The Pro Filer HL7 Interface will transmit Pro Filer initiated real time patient and encounter ADT messages to an external system using the HL7 ADT message The Pro Filer HL7 Interface will provide ancillary system users a quick basic functionality required for departmental patient registration activity Consequently departmental applications will typically prompt for only limited demographic and financial information and support a finite set of ADT trigger events The initial ADT interface will transmit Pro Filer initiated ADT events triggered by specified external applications functioning as trading partners The expanded interface is planned to transmit Pro Filer initiated ADT events triggered by applications allowing a user defined flexible application screen and field format Therefore the specific triggers and data elements available for transmission are dependent on trading partner site specific parameters and preferences The Pro
276. n easily be web enabled by adding the following components 1 A Windows 2000 Server running the following services o Internet Information Services 5 0 or higher o Terminal Services o Windows 2000 Terminal Services Internet Connector license 2 Forthe each client o Internet Explorer 5 5 or higher o An Internet connection of about 20kbps per user 6 2 1 4 4 MANDATORY MOBILE DEVICE REMOTE ACCESS BANDWIDTH 6 2 1 4 4 1 If the proposed system requires remote access from a mobile workstation it must perform satisfactorily using current County 1 x Round Trip Delay Time RTT technology 40 to 60 KB average Vendors must describe the requirements of their proposed system s remote access from a mobile workstation Pro Filer EHR requires a minimum of 20 Kbps per user session for remotely connected users 30 to 40 Kbps is recommended User organizations who wish to purchase mobile solutions for use with Pro Filer have two different hardware platforms to consider The platforms are 1 Notebook laptop PC s Section B3 6 Response to Mandatory Technical Requirements 2 TabletPC Within those two hardware choices are additional operational modes as discussed below In order to select the best solution you should first define your needs by mobile worker type Not all mobile workers have the same needs so therefore your final solution may involve multiple platforms There are several factors and concepts that def
277. n of the other party to such party s employees directors advisers consultants and representatives with a need to know and who agree to be or are otherwise required to be subject to the confidentiality restrictions of this Section 7 ii disclose all or such portion of the Proprietary Information of the other party as such party shall be ordered to disclose to a judicial or administrative agency of competent jurisdiction provided that Such party shall give the original disclosing party reasonable notice of such order and a timely opportunity to attempt to preclude or limit such production iii disclose the terms of this Agreement to the extent necessary to comply with any applicable securities laws and iv disclose the existence general terms and the length of term of this Agreement to such party s current and prospective business partners and investors the obligations in this Section 7 shall not apply to any information disclosed by either party to the other party hereunder to the extent that and after such time as such information i becomes publicly available other than by a breach of this Agreement ii is rightfully received by the non disclosing party from a third party who is not under an obligation of confidentiality with respect thereto iii can be demonstrated to have been independently developed by the non disclosing party without access to or use of any of the Proprietary Information of the other party or iv
278. nal Id A47 N Change Alternate Id A48 N Change Account Nbr 49 N Change Visit Nbr A50 N Change Alternate Visit 51 N Basic Interface Design Notes Patient Identification Pro Filer system enables multiple Client Patient identifiers however to uniquely identify a patient the system uses an internal assigned number This number may not be known by ancillary systems so other identifiers known to the trading partner system will need to be encoded for each client The Pro Filer HL7 Interface will provide one or more client and one or more encounter identifiers within the ADT message from Pro Filer Pro Filer assumes any trading partner interface engine can and will select which identifier s are applicable to the receiving system This should be based on pre planned specifications with the trading partner Selection Criteria The HL7 Interface will initially provide hard coded selection criteria to select events and segments eligible for transmission to external systems based on trading partner specifications In the future the HL7 Interface may provide configurable selection criteria to select events and segments eligible for transmission to external systems In which case the options selected will collectively determine the universe of messages transmitted from within Pro Filer UNI CARE is partnering with an HL7 tool vendor to perform the necessary routing and filtering of specific messages events and responses to fro
279. nal evaluation 4 6 Available 4 5 Updates to evaluations and Once an assessment is performed they can be assessments saved into the system and available for reporting 4 6 Crisis assessment and or printing Re assessment are easily performed Through the use of the Basic Management Module and the Clinical Care Module the The new system shall include ets p organization has the ability to detail all services the capability of capturing and performed document the required credential of reporting data related to y f the staff performing the services and the cost 5 1 Case management services 5 sot center program under which the service is 5 2 Case and progress notes P x Paned available This functionality is supported through The process of developing 5 3 Plan of Care development N agni 4 PA the use of the Basic Management module Case planning coor inating monitoring 5 1 Available M 5 recording and tracking 5 4 Individual Service Plan E i Management 5 2 Available Progress notes can be customized individual centered services development nd directly linked to the treatment Plan and supports 5 5 Caseload and resource HOR i TASEEN 5 3 Available through the use of the Clinical Care 5 6 Discharge planning fae Module Clinical standards can be applied to 5 7 Legal tracking Ra devel f pl 5 8 Ongoing eligibility Fam 5 4 Individual service pla
280. nance in application systems Security e Define procedures to control update and monitor security at each entry point e g application systems operating system network interface engine User Procedures e Review the new data flow and interface with users in light of current user procedures e Modify these procedures as needed Typically this will require changing manual procedures that are no longer necessary for double entry into different system Section B6 D 17 Interface Services CONDUCT Training User Training e An HL7 interface can be implemented with little impact on application system users or may require significant changes in workflow and operation This is dependent on the scope of the effort from the migration of an existing interface to HL7 through complete application system replacement The impact can vary from transparent to major Selection and use of the following sections depends on the nature and scope of the interface being implemented Review Changes In User Operation e Review operational changes in the user department related to new or redefined user procedures This review should be from a training perspective in order to develop classes or materials to assist in the transition to the interfaced system Develop Training Material e Develop necessary training material from information gathered through development of user procedures and review of operational changes Material will be em
281. nces incidents reporting and issues relating to an organization a program a clinical provider or a client It provides the ability to create reminders for critical follow up compliance The many powerful features of this module will provide a company with valuable information for daily business functions Administrative Benefits Develop user defined tables Status codes Priority codes Staff Category Receive automated notifications by email Perform advanced searches for specific incidents Assign incidents by Individual staff Supervisor follow up Client Provider gt Cost Center Track individual status for external and internal review Monitor resolutions Standard online reports Clinical Benefits Assign to staff Perform staff follow up Develop quality measures Monitor completion dates Track incidents gt Updates Multiple follow ups Group incidents Multilevel documentation Monitor follow up dates Develop action plans o Reimbursement Benefits Track staff productivity Record client insurance information Quality Management Copyright 2005 UNI CARE Systems Inc 7 00 unicaresys com 2 oc woo The Family Care Module is designed to focus on companies providing Foster Residential Care Adoption and Day Care service for families and children The module provides the ability to document family structures track m
282. nd 3 the third party will notify the Licensor of any instances of which it becomes aware in which the confidentiality of the information has been breached SECTION 2 OBLIGATIONS OF LICENSOR In connection with its use and disclosure of PHI Licensor agrees to comply with the following standards 2 01 Limited Disclosure Use or further disclose PHI only as permitted or required by this Addendum or as required by law 2 02 Safeguards Use reasonable and appropriate safeguards to prevent use or disclosure of PHI other than as provided for by this Addendum Page 44 September 7 2007 2 03 Mitigation To the extent practicable mitigate any harmful effect that is known to Licensor of a use or disclosure of PHI by Licensor in violation of this Addendum 2 04 Report Unauthorized Disclosures Report to the Licensee any use or disclosure of PHI not provided for by this Addendum of which Licensor becomes aware 2 05 Agreements With Contractors Require contractors or agents to whom Licensor provides PHI to agree to the same restrictions and conditions that apply to Licensor pursuant to this Addendum 2 06 HHS Access Make available to the Secretary of Health and Human Services Licensor s internal practices books and records relating to the use and disclosure of PHI for purposes of determining the Licensee s compliance with the Privacy Rule subject to any applicable legal privileges 2 07 Accounting of Unauthorized Disclosures Upon not
283. ndors should describe Vendor process and procedures for data auditing and security quality assurance testing as it applies to HIPAA compliance e g testing of authentication authorization and auditing functions as well as any other activity designed to validate the security architecture Pro Filer implements a multi faceted security authentication process End users must first be authenticated to the network Then be given access to the Pro Filer EHR through the EHR graphical interface Once in the Pro Filer EHR additional security is applied that will dictate what the end user can see and what functions can be performed For example those fields that are not to be accessible for a specified end user will be grayed out and not visible In a similar fashion an end user will not have access to those functions he or she is not supposed to be able to perform Section B5 6 Response to Requested Technical Requirements 6 2 3 2 8 REQUESTED INFORMATION RELATIVE TO PROTECTING LANE COUNTY DATA 6 2 3 2 8 1 6 2 3 2 8 2 Vendors should describe the safeguards security features in place to protect the COUNTY s data Are Redundant Array of Independent Disks RAID configurations used for storage systems If so what RAID levels are used UNI CARE s Network Lane County s data is protected via secured access and storage on UNI CARE s network which utilizes the same recommended RAID 5 configurations in UNI CARE s
284. nections in your area How much time during the day will a mobile worker actually need to spend on line How reliable is the cell phone data connection Section B3 7 Response to Mandatory Technical Requirements Off Line Solutions Off line refers to the fact that the application processing being conducted by the mobile user does NOT require any form of communication or constant link with a central office for operation The application and the data reside on the mobile users device and communication with the central office is only required for data synchronization We offer one solution for off line computing Express Processing Express Processing Provides a subset of the Pro Filer full functionality It allows the user to download some basic client info for their caseload their provider schedule and service plan info The three functions supported are Provider Schedule update to remote users via MS Outlook downloads a remote users appointment schedule into MS Outlook for off line usage A separate PDF report with client info is also downloadable Provider Service Recording allows off line recording of planned or scheduled services Provider Progress Notes Recording allows off line recording of the progress note associated with the recorded service above Client Assessments Recording allows off line recording of any user defined assessments Assessments are uploaded to Pro Filer an
285. nical Orders 7 3 Scheduling Module 7 4 Basic Management Module 7 5 Assessments and Basic Management Module 7 6 Clinical Orders 7 7 Multidisciplinary Clinical Care 7 8 Basic Management Module 7 9 Basic Management Clinical Care and Clinical Orders The system is designed to integrate all types of information within one database Pharmacy Medication Management The process of acquiring recording monitoring prescribing administering and dispensing distributing medications in accordance with regulatory requirements The new system shall include the capability of capturing and reporting data related to 9 1 Drug ordering 9 2 Individual medication history 9 3 Individual medication tracking and monitoring 9 4 Drug inventory in real time 9 5 Drug interactions 9 6 Adverse effects 9 7 Refill tracking auto alerts 9 8 Generates prescription This functionality is available through the use of the Clinical Orders Module 9 1 Available 9 2 Available 9 3 Available 9 4 Not available 9 5 Available through an interface with a selected database 9 6 Same as above 9 7 Available 9 8 Available 9 9 Available through Crystal Reports Section B1 6 Response to Mandatory Functional Requirements 1 0 3 0 iness 2 0 Business Process Description Business COUNTY p Process Business Process Number Mandatory Functional Requirement labels 9 9 Auto fax prescripti
286. nline reports Clinical Benefits Produce EOB reports Process of appeals and grievances Monitor turn around time on claim payments Update utilization in client benefit records Service providers through an online view of claim status o Reimbursement Benefits Manage cash flow Pay providers based on contract type provider type Develop user defined adjudication rules Produce error reports Adjust claims Use of integrated check writer Process denials Produce EDI Claims Processing Copyright 2005 UNUCARE Systems Inc 7 00 unicaresys com 2oeoecee eeosd o CO The Public Health Management Module is designed for the organization providing a diverse array of health services within a collaborative environment to promote the health and well being of the general population The module provides an organization with the ability to track and develop standards for such services as family planning infant and matemal care school health immunizations health prevention and the control of communicable diseases Immunizations Preventative Health Family Profiles Case Management WIC Environmental Health STD HIV Preventative Education Prenatal Parenting Support o t The Public Health Management Module is integrated with the full suite of Pro Filer modules to provide the necessary tools for public health staff to coordinate services for the assessment and treatment of illnesses
287. nowledge they support an up to date Technical Maintenance and Operating Procedures Manual for their proposed software including back up and disaster recovery procedures For the purpose of preparing proposals Vendors are to assume that a minimum of two 2 and a maximum of four 4 COUNTY technical personnel will need to be trained as system administrators The successful Vendor will be required to develop and submit a Detailed Training Plan and Schedule that will be approved by the COUNTY prior to the initiation of training Training UNI CARE is proposing online software training via virtual classroom to Lane County for a period of days as outlined below in Figure 1 In addition UNI CARE will offer onsite training at Lane County should this option be preferred UNI CARE provides management training System administration personnel training and data entry personnel training It is suggested that Lane County invites to the training sessions key personnel responsible for the main functional areas to be computerized and ensures their attendance to appropriate sessions UNI CARE operates on the principal that Lane County key personnel will then ensure that their staff members are properly trained and will act as liaison with UNI CARE staff The proposed training schedule requires the delivery of the proposed number of days of training During the software installation phase UNI CARE will work with staff from Lane County to determine the need
288. ns can be customized determination through the use of clinical standards 5 5 Every cost center program can be assigned a Section B1 4 Response to Mandatory Functional Requirements 1 0 Business Process Number 2 0 COUNTY Business Process 3 0 Business Process Description Mandatory Functional Requirement UNI CARE Response to Mandatory Requirements capacity therefore offering the ability to monitor the resources available within the program This functionality is available through the use fo the Basic Management module 5 6 Available through the use of the clinical Care Module 5 7 Available 5 8 Available through the use of Rev Runner The process of recording and managing incoming and The new system shall include the capability of capturing and reporting data related to 6 1 Provider resource management This functionality is supported through the use of the Referral Development Module the Scheduling Module and the Basic Management Module 6 1 Available through the use of the Scheduling Module and Productivity Reports 6 2 Available throughout the system 6 3 Available through the use of the Referral Development Module Incoming and outgoing referrals can be documented reviewed and reported on and care provided by Lane reporting 6 Referral outgoing individual 6 2 Provider communications 6 4 Available through the use of the Outcomes informati
289. ns in the wide area network environment Y Monitors coordinates and implements the organization s information security measures Y Acts as primary liaison with technical staff for the Agency s mission critical application and hardware vendors Y Troubleshoots system problems as it relates to the Agency s mission critical applications servers and network infrastructure Y Develops and monitor backup procedures for the Agency s wide area network v Maintains and updates software hardware and network documentation Y Attends technical and report writer training in support of the software application implementation effort Y Monitors hardware network vendors adherence to project schedules Y Coordinates and monitors installation set up and configuration of equipment monitors testing and compliance to acceptance criteria including o Circuits and Routers Wide Area Network Dial in Access File and Print Servers Windows Terminal Server o Application Servers Y Plans coordinates and assists in the preparation and installation of cabling and power requirements at each site to accommodate the services necessary to complete the project Y Develops and implements standard desktop profiles for Agency s workstations including network user profiles Y Develops and implements a plan for the Agency s remote sites local area networks including the assignment of domain names configuration of trust relationships between domains TCP IP addre
290. nsed Programs and the Licensed Utilities as implemented by Licensor Licensor shall provide such updates and new releases to Licensee pursuant to the terms of the Support Services Agreement attached hereto as Exhibit C Licensed Programs updates may also require Equipment upgrades by Licensee SECTION 3 SALE OF EQUIPMENT Non Applicable SECTION 4 CONSIDERATION 4 01 Licensed Programs Fees In consideration for the Licensed Programs to be provided to Licensee under this Agreement Licensee shall pay Licensor the amounts set forth in Exhibit D attached hereto representing the aggregate fees for the Licensed Programs Licensed Programs Fees Payments for Licensed Programs Fees shall be made according to the following schedule a fifty percent 50 of the aggregate amount for Licensed Programs Fees as set forth in Exhibit D upon execution of this Agreement b forty percent 4096 of the aggregate amount for Licensed Programs Fees as set forth in Exhibit D upon Installation of the Licensed Programs on the Equipment c ten percent 1096 of the aggregate amount for Licensed Programs Fees as set forth in Exhibit D Page 6 September 7 2007 upon Acceptance of the Licensed Programs as set forth in Section 5 of this Agreement 4 02 Licensed Utilities Fees In consideration for the Licensed Utilities to be provided to Licensee under this Agreement Licensee shall pay Licensor the amounts set forth in Exhibit D attached her
291. nsider using two trainers This allows for more interaction and assistance In the last phase of training have training staff rotate through the production areas to address on the spot impromptu questions Support Staff Training Environment Section B6 D 18 Interface Services e n many cases the MIS support staff must be introduced to HL7 concepts and environment They must understand the change in philosophy and direction and how HL7 fits into the long term strategy of the organization Application e Once the support staff is acclimated to the HL7 approach they must become familiar with the application areas In larger shops this is a matter of coordination between the interface and support groups In most shops however this means the support team must work closely with the end users and the vendors A thorough knowledge of the application systems will be invaluable throughout the implementation period and for ongoing support HL7 e tis very important for the support staff to have a thorough understanding of HL7 its role in open systems and its use in interface development This group must be able to look into the messages and diagnose problems perform maintenance and foresee the impact of updates to application software or new HL7 releases Interfaces And Interface Engine e Support staff should understand the interfaces that will be implemented and the specific usage and role of the interface engine in you
292. nt Network Development Census Clinical Orders Clinical Care HTML ASP Form Development Tool Aviator Claims Processing and Outcomes Assessments Section B6 H 7 Corporate Qualifications and References Organization Douglas County Contact Ms Karen Wilson Location Roseburg OR Phone 541 440 3688 Email klwilson co douglas or us Contract Date 8 30 2006 Application Pro Filer 2006 of Users 120 users Modules Basic Management Billing amp Receivables Managed Care Scheduling Referral Development Network Development Clinical Orders Clinical Care HTML ASP Form Development Tool Aviator Quality Management Claims Processing and Outcomes Assessments Organization Hamilton Center Inc Contact Mr Mel Burks Executive Director Administrative Services Location Terre Haute IN Phone 812 231 8323 Email mburks hamiltoncenter org Contract Date 5 28 1998 Application Pro Filer 2006 of Users 128 users Modules Basic Management Billing amp Receivables Managed Care Scheduling Referral Development Census Clinical Orders Clinical Care HTML ASP Form Development Tool Aviator and Outcomes Assessments Organization Kitsap Mental Health Services Contact Ms Tracy Thompson IS Director Location Bremerton WA Phone 360 415 5813 Email tracy kmhs or Contract Date 10 17 2006 Application Pro Filer 2007 of Users 208 users Modules Basic Management Billin
293. nt plan overview designed to coordinate comprehensive clinical care Treatment team management provides secure client information Service activity and progress notes are derived from the treatment plan Scheduling The Scheduling Module provides a company with the ability to build flexible schedules for Providers and Locations The simple one step process allows the users to define office hours recurring scheduling patterns and provider scheduling interacting with location schedules Resource scheduling offers a unique feature for scheduling meeting rooms vehicles equipment and many other user defined needs On screen viewing gives an overview of all Providers and Co providers scheduled within a location Census The Census Module is designed specifically to enhance the ability to monitor the census activity and history of inpatient units residential facilities and other similar treatment settings A unique census recording feature allows a company to set and run census charges by selected timetables It also provides the ability to schedule an admit admit to unit and bed schedule or document leaves of absence and monitor transfers and discharges unicaresys com o6 6 Oo 9 c O O O t Referral Development The Referral Development Module is designed to serve as a multidirectional system to assist in building a dynamic referral database to track referrals monitor cost outcome ratios monitor frequency of contract fo
294. nterface capable of handling any export data interface requirements given an ODBC compliant data exchange format Import or conversion into Pro Filer generally is associated with system implementation and can be accommodated via our Conversion Services 6 2 3 2 3 REQUESTED INFORMATION RELATIVE TO EMPLOYEE BACKGROUND CHECKS 6 2 3 2 3 1 Vendors should describe their process for performing background checks on potential employees UNI CARE does not perform background checks on potential employees 6 2 3 2 4 REQUESTED INFORMATION RELATIVE TO LANE COUNTY USER ID S 6 2 3 2 4 1 The COUNTY does not provide a Vendor internal usernames and passwords for account generation With that restriction Vendors should describe how they will authenticate users e g LDAP Client certificates If Vendors need to setup an account for a COUNTY user how will the user ID and password be transmitted back to COUNTY personnel Vendors should describe how accounts are terminated when they are no longer needed Not applicable UNI CARE does not require a internal username and password for system operation however UNI CARE requires from time to time to remotely connect to provide software and technical support 6 2 3 2 5 REQUESTED INFORMATION RELATIVE TO PHYSICAL SECURITY 6 2 3 2 5 1 Vendors should describe the physical security measures in place at Vendor s facility or facilities e g if proposing hosting services will the proposed systems to be used for
295. ntrollers for authentication and fail over redundancy at the co location facility Access and ability to create and manage Active Directory user accounts at the co location facility Software update services for o Microsoft Windows Servers o Microsoft SQL Server o Microsoft Terminal Servers o Pro Filer Servers o Supporting Application Servers Configuration and management of the equipment at the co location facility Remote access via Microsoft Remote Desktop Protocol RDP and or Citrix ICA Firewall protection of the co location facility Set up and management of DNS WINS and DHCP Monitoring of system security and application event logs and proactively remediate unexpected events as they arise Monitoring of the performance of the Microsoft SQL Application and Presentation Servers performance tune as needed Setup and maintenance of client server database connections from the Application Servers to the Microsoft SQL Servers Pro Filer application management Databases management Pro Filer and system software updates Daily backups of the servers and databases at our co location facility Section B6 K 2 Value Added Services The services provided offer access to the application as well as continuous support network devices and servers to ensure they are always available monitored patched and protected As such UNI CARE allows companies to focus on their core business rather than IT support Storage bac
296. nty period expires and perform routine preventive maintenance Y Coordinate software training activities with UNI CARE training staff It is recommended that each facility announces the availability of training invites all appropriate personnel and users and ensures their attendance Section B6 E 7 Implementation Services Y Perform system back up functions according to a schedule developed with UNI CARE staff IMPLEMENTATION PLAN An initial Implementation Plan will be developed based on a review of requirements for a Health and Human Services Management Information System as defined by Lane County Please refer to the draft implementation plan provided immediately following The implementation plan will be continuously detailed and or modified by Lane County and UNI CARE staff during the early implementation phase Y Y The project will initiate within two weeks of contract signatures UNI CARE will assign an Account Coordinator to the project and staff to provide sup port training functions as needed A Project Implementation Team composed of Lane County and UNI CARE staff will be formed within a month after contract signature Lane County will appoint a Project Manager and a System Administrator to perform management system administration and coordination functions and to monitor compliance with timetables Each member of the Implementation Team will perform acceptance of the system deliverables as d
297. nu Laser printers cannot be used to print output on multi part forms used for billing third parties Crystal Reports V11 0 Runtime is bundled with the Licensed Programs This allows all system users to use the pre built application reports without purchasing Crystal Reports In order for Lane County to create customized reports or modify standard reports Lane County will need to purchase Crystal Reports Professional V11 or higher Crystal Reports licenses are sold for concurrent usage In order to determine the communication line bandwidth requirements for remote users who will access the Terminal Server farm via non Ethernet means make your calculations using an average of 20 Kbps per concurrent user connection This provides for 50 users per T1 line Lane County is responsible for the correct sizing of all communication lines in order to accommodate the use of remote non Ethernet users Pro Filer components The required list of Pro Filer components is customized to each new client in our Hardware Recommendations which is made part of your contract The following checklist can be used as a general discussion tool to ascertain that all aspects of your solution have been accounted for however your specific solution may not contain all of the following components HARDWARE B Bo 0 dc Primary Domain Controller PDC Back up Domain Controller BDC SQL Server Application Server Terminal Server Test Upgrade Server
298. ny other provision or a subsequent waiver of that provision 10 02 Force Majeure Neither party to this Agreement shall be responsible nor shall it be held liable to the other for any non performance or delay in performance of its obligations under any term or provision of this Agreement directly or indirectly resulting from any cause or circumstance beyond its control including by way of example war strike riot or natural disaster or failure of the other party hereto to fulfill any of its obligations hereunder provided that a party s inability to perform due to its own financial difficulties or general economic conditions shall not constitute an excuse for such non performance or delay in performance by such party 10 03 Notices Any notice required or permitted to be given pursuant to this Agreement shall be in writing and shall be deemed sufficiently given a the following business day after having been timely sent by reputable overnight courier service for priority next day delivery or b upon confirmation of receipt by the recipient after having been sent by electronic mail or fax in each case to the applicable party s street address e mail address or fax number as set forth below as the same may be amended by such party upon written notice to the other or by such other means as the parties may hereafter agree in writing Licensee Street City State Zip Attn Phone Fax E mail Licensor Street 540 N Tam
299. oblems goals objectives and interventions THOUSANDS OF SATISFIED USERS Thoasands of behavioral health facilities have successfully emplaprd the Tissrmnt Plan sysserm tn improve their clinacal mond keeping snd wereamline the treatmenr planning process The Family amp Children s Service of Nashville Tennessee began the Pleimer iti coeperenaed foemar in 1998 They Found chat having a shared conceete language really improved the quality of treatment plans Janice Thrower Director of the Gourseling Program explains that the jibes well seith the way uw werk and the estrone we seek for clem Having the coerents af the books available through point and click wolftwaune program ovr she owe 47 fate fo ornate plot im bull shile printing letter clinical M Thrower alsa thar counseling staff welcomed the yster viewing 16 a useful organizer and even mencor clinici dine reacted very averally aned tamer duse seem quim deri for Mew appranbe fem the exsensive array of interventions f E WHAT THE TREATMENT PLANNER SYSTEM MEANS FOR YOUR ORGANIZATION Adopting a standardized language for erearing crearment plans can aid your facility in Speeding the clinical record keeping process Conducting utilization reviews Meeting the requirements of accrediting agencies and chird parry payers Assessing clinical outcomes
300. odification or misuse and or operation outside of the functionality described in the Licensed Materials applicable to the Licensed Programs and Licensed Utilities d the gross negligence or willful misconduct of Licensee or its employees or agents Subsection 5 02 of the Support Services Agreement provides for a continuation of Licensor s Express Warranty which becomes effective ninety 90 days after Installation of the Licensed Programs and Licensed Utilities on the designated Equipment and written notice of the same 6 04 Exclusive Remedies SUBSECTION 6 03 STATES LICENSOR S SOLE RESPONSIBILITY AND LICENSEE S EXCLUSIVE REMEDY WITH RESPECT TO ANY FAILURE OF THE LICENSED PROGRAMS AND LICENSED UTILITIES TO COMPLY WITH THE WARRANTIES SET FORTH IN SUBSECTION 6 03 THE WARRANTY AND REMEDIES STATED IN SUBSECTION 6 03 ARE IN LIEU OF ALL OTHER LIABILITIES OR OBLIGATIONS OF LICENSOR FOR DAMAGES INCLUDING BUT NOT LIMITED TO CONSEQUENTIAL DAMAGES ARISING OUT OF OR IN CONNECTION WITH THE USE OR PERFORMANCE F THE LICENSED PROGRAMS AND LICENSED UTILITIES LICENSOR SHALL NOT BE ABLE FOR ANY DIRECT INDIRECT SPECIAL INCIDENTAL OR CONSEQUENTIAL AMAGES WHETHER BASED ON CONTRACT TORT OR ANY OTHER LEGAL THEORY R ANY FAILURE OF THE LICENSED PROGRAMS AND LICENSED UTILITIES TO COMPLY WITH THE WARRANTIES SET FORTH IN SUBSECTION 6 03 EVEN IF LICENSOR HAS EEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES IN NO EVENT WILL CENSOR BE LIABLE FOR ANY LOSS OF DATA O
301. odifications or replacement Licensor shall provide Licensee with written notice indicating that a Licensed Program has been corrected modified or replaced and is ready for retesting Licensee shall conduct retesting within a mutually agreed upon number of working days after receiving written notice that the Licensed Program has been corrected modified or replaced and is ready for retesting Should a Licensed Program continue to lack the ability to meet the Functionality Acceptance Criteria at the end of the Functionality Acceptance Testing period set forth in Subsection 5 02 herein and or three 3 months after the retesting has commenced Licensee may elect one of the following options a Licensee may elect to continue this Agreement delete from this Agreement the Licensed Program that has failed to satisfy the Functionality Acceptance Criteria and receive a refund of the License Fee paid to Licensor for such Licensed Program as specified in Section 4 01 of this Agreement or b Licensee may elect to conduct further Functionality Acceptance Testing in which event Licensor and Licensee shall execute a written addendum to this Agreement setting forth the terms and conditions of urther Acceptance Testing and set forth any necessary corrections and or modifications in as much detail as possible at no additional charge to Page 9 September 7 2007 Licensee to address the respects in which the Licensed Program failed 5 05 Functionali
302. of execution of this Agreement or as otherwise specified in the Implementation Schedule Licensor shall make available the Licensed Programs and Licensed Utilities through the On Demand Hosting Services Licensee shall have three 3 months in which to conduct Functionality Acceptance Testing from the date Licensee receives written notice from Licensor stating that the Licensed Programs are accessible to Licensee and are ready for Functionality Testing Functionality Acceptance Testing shall be conducted by Licensee in order to determine that the Licensed Programs have the ability to perform according to the Functionality Acceptance Criteria as defined in Subsection 5 03 5 03 Functionality Acceptance Criteria Each Licensed Program listed in Exhibit D of this Agreement will have the ability to satisfy the following Functionality Acceptance Criteria a each Licensed Program will perform according to the Functionality Acceptance Criteria as set forth in Exhibit of this Agreement b each Licensed Program will operate on the e Servers accessible to Licensee through the On Demand Hosting Services offered by Licensor c each Licensed Program will include related sets of Licensed Materials delivered to Licensee via electronic transfer and d Licensor will provide all Installation Training and Consulting Services as set forth in Exhibits D and J of this Agreement unless specifically requested in by Licensee in writing to postpone
303. of the operations of Licensor shall cease then Licensor Licensor s trustee in bankruptcy or a directive from a court of competent jurisdiction shall notify DSI by certified mail with a copy of the notice to Licensee to deliver a copy of the Licensed Programs source code to Licensee Licensee may use copy modify and make derivative works based upon such source code and related documentation only as reasonably required for Licensee s internal use and permitted purpose of the Licensed Programs in accordance with this Agreement Licensee shall pay a registration fee of 500 upon contract signature and 250 at the beginning of each calendar year to Licensor for this service SECTION 9 TERM AND TERMINATION 9 01 Term The license grated under Section 2 of this General Agreement shall begin upon the execution of this Agreement The initial term of this Agreement shall continue for five 5 years unless sooner terminated by Licensor in accordance with the provisions of this Section 9 Thereafter the term of the license granted to and the On Demand Hosting Services for Licensee shall automatically renew for subsequent one 1 year periods and Licensor s then current renewal fees shall be due hereunder unless either party provides written notice of termination at least ninety 90 days prior to the expiration of the initial term or the anniversary date of a renewal term subject to Licensor s right to termination due to Licensee s breech of its ob
304. ogy brand the second decade was spent on devising effective methodologies aimed at promoting the product in the marketplace structuring tools designed to assist in the implementation process and continuously enhancing functionality and technology gt UNI CARE s COBOL Legacy system was licensed in over 30 states providing UNI CARE with recognition in the marketplace as well as a wide array of customers delivering inpatient outpatient residential and managed care related services gt A National Users Group was formed UNI CARE and its customers agreed to implement a partnership strategy whereby the users group was hosted by UNI CARE and the content of the topics developed by both UNI CARE and its customers gt UNI CARE moved its headquarters from Troy Michigan to Sarasota Florida This move was appreciated by the users group who since then has met every year in sunny Florida gt UNI CARE completed a re write of its legacy system using an N tier methodology The conceptual framework of the re write was shared with the UNI CARE customers who participated in functionality design and review of ease of use Third Decade 2001 present Section B6 H 3 Corporate Qualifications and References In its third decade after inception UNI CARE has strived to offer its customers a state of the art information system Pro Filer that supports their needs for clinical fiscal and administrative information gt U
305. ollection and reporting system Every mandatory functional requirement must be met by the Vendor s proposed software either through the use of their software a partnership with another software developer who provides the related mandatory functionality or through customization of the proposed software In Table 6 1 1 below each business process is related to mandatory functional requirements for a new system that will assist the COUNTY in the improvement of those processes and COUNTY services Vendors shall provide a clear description of how their proposed software solution meets each of the mandatory functional requirements Vendors must address the extent to which their software meets each mandatory requirement by number in the same order as set forth in Table 6 1 1 Column 4 0 e g 1 1 1 2 etc Vendors must identify and describe their software component e g module name screen number s associated business rules etc that meets the COUNTY mandatory requirement Merely repeating the requirement with a statement the software performs the function is not an acceptable response General product descriptions and or advertising materials related to the proposed software will not be considered by the COUNTY to be sufficient information to warrant critical review by the Evaluation Committee If the proposed software does not include functionality that meets a specific COUNTY mandatory requirement it shall be so noted If the functionality is planned
306. on UNI CARE has developed a set of tools used during the process of implementation and training These are Y An Administrative Pre Implementation Manual specifically designed to offer Lane County with guidance related to all of the implementation tasks needed to ensure a successful implementation The UNI CARE training staff discusses the use of this manual in detail during the first days of training This manual in turn is used by all of the trainers to ensure consistency of training as well as the monitoring of requirements Y An implementation plan designed to detail tasks resources and interdependencies among tasks and resources and used to monitor progress Y training plan designed to structure training days and requirements to be met prior to each training session Y Atraining agenda by module as well as a checklist of tasks required to be performed by the site prior to the training session Y Training guides developed by Lane County and UNI CARE Staff and designed to guide the staff into the relationship between the UNI CARE system and the processing of Lane County business functions Section B6 F 4 SECTION B6 G System Documentation System Documentation 6 3 Business Specifications 6 3 7 SYSTEM DOCUMENTATION Vendor proposals must describe the system documentation maintained for the proposed software solution including the frequency of Vendor updates to the documentation The successful Vendor w
307. on from on service 6 3 Client referrals including Module as well as the reporting tool Outcome provider to another h 8 incoming and outgoing measures can be based on assessment tracking 6 4 Client outcomes as well as reports on individual measures as 6 5 Client follow up document through the use of data elements 6 5 Available throughout the system Pro Filer is an electronic health record that supports the documentation of all episodes of care throughout the client life span Electronic Health The process of recording The new system shall include Pro Filer has been designed as a complete 7 Record tracking and managing services the capability of capturing and electronic health record Section B1 5 Response to Mandatory Functional Requirements 1 0 Business Process Number 2 0 COUNTY Business Process 3 0 Business Process Description County Health and Human Services and the disclosure distribution of information related to an individual Requirement 7 1 Individual demographic data 7 2 Individual health data 7 3 Appointment type history 7 4 Progress notes 7 5 Individual diagnostic data 7 6 Licensed medical professional orders 7 7 Collateral records 7 8 Encounter tracking e g from providers clinics Community Health Centers 7 9 Health program services UNI CARE Response to Mandatory Requirements 7 1 Basic Management Module 7 2 Basic Management Clinical Care and Cli
308. on the control methodology employed see discussion below the application may need to output data in a temporary file prior to import into the target system Pro Filer supports export to most every data type including but not limited to fixed length delimited and all ODBC compliant data types While Pro Filer can theoretically import data from any ODBC compliant data source there is a mapping process that must occur We use an MS Access as an intermediate data staging platform prior to import For more detail information on our conversion process please see our Technical Bulletin titled Introduction to Pro Filer Data Conversion Field Mapping Field mapping is an integral aspect of both data import and export functions To a large extent the underlying database design defines the boundaries of data import The mapping process identifies like data attributes of the source system that can be imported into the target system Likewise with data export a mapping and possibly conversion process must occur prior to import in the target system The Pro Filer application can utilize a number of tools to accomplish import and export mapping including the outstanding Data Transformation Services DTS utility that comes standard with MS SQL Server This utility allows drag and drop creation of data exchange processes between any two ODBC compliant data sources Users can define from simple to complex data transformations on a fie
309. only after the technical design has been completed and approved The development serves to provide the actual program code used for the interface and also to provide documentation that accurately reflects this code If any interface engine is being installed it includes the development of site specific configuration and supporting documentation Documentation though often overlooked is an important tool for both supporting and upgrading your system Alter documentation to reflect any program changes Program Architecture e Develop an overall program architecture to identify all the functions of the program This will be used for the detailed design of the program The design may indicate multiple modules subroutines to handle specific functions Minimal functions should include _ Build HL7 messages _ Parse HL7 messages _ Interface to program handling the lower level protocol _ Interface to program handling the application _ Error handling trapping IMPLEMENTATION Site Preparation Physical e This involves any physical changes necessary to implement the interface including modifications to physical workspace or computer room additional furniture or equipment racks and reservation of space for training or testing Technical e This includes technical changes to the existing environment such as the addition of or modifications to cabling communications closets and lighting or power electrical requirements Select Install Lo
310. ons without prior written permission from UNI CARE Make available connectivity in order to remotely support control all designated servers via a method acceptable to UNI CARE We recommend PCAnywhere Version 9 2 or higher to provide this level of support We strongly request broadband connections versus modem based If using VPN software to allow remote connectivity Lane County is responsible for providing UNI CARE with the VPN software and or hardware that is needed to connect Note we do not support all VPN software as some of it has been found to conflict with other applications in which case an alternate solution would be required An example Section B3 19 Response to Mandatory Technical Requirements Notes is Defender VPN software not supported Make available to UNI CARE a terminal server session running a full version of MS Access 2000 This is used for some application utilities that are used by Support Lane County should install the designated operating system on all servers including latest patches prior to UNI CARE software installation typically on site UNI CARE will configure the Designated Equipment during Software Installation according to UNI CARE requirements All pre built application reports print to standard page size laser printers If Lane County decides to print on multi part pre printed forms UNI CARE requires dot matrix printers that are configurable through a printer me
311. ons to pharmacies UNI CARE Response to Mandatory Requirements The process of ordering performing recording reporting reviewing and The new system shall include the capability of capturing and reporting data related to 10 1 Lab order entry This functionality is supported through the use of the Clinical Orders Module 10 1 Available 10 2 Available A customized interface needs to M 10 Laboratory tracking laboratory tests in 10 2 Lab results received be programmed to receive results and store in the accordance with regulatory electronically or scanned P 5 requirements including imaging 10 4 Available through an interface with a 10 3 Multiple iterations selected database tracking Available through the use of the Family Care The new system shall include Module and the Census Module the capability of capturing and reporting data related to the 11 1 Available through Family Care following health residential 11 2 Available through Family Care The system services management programs has the ability to document Foster Parents all of The process of identifying 11 1 Adult Foster Care the compliance requirements and placement recording monitoring an d 11 2 Children s Foster Care activities Residential pea Jacements and 1L3 Short Term Crisis 11 3 Available through the use of the Census M 11 Services porting p ided t Management Module which documents admissions care and Management individuis
312. ontains demographics addresses phone numbers family information alerts identifiers diagnosis payors referral information employment cost centers and contacts Company specific codes must be substituted for the codes that are defaulted in the report Refer to the Face Sheet Documentation file for detailed setup information Client Appointment List by Location This report lists all appointments for selected period of time by company location It includes the client name date and time planned service primary provider location and appointment type individual group provider activity appointment hold Client Face Sheet Comprehensive report for a specific client that contains demographics addresses phone numbers family information alerts identifiers diagnosis payors referral information employment cost centers and contacts Company specific codes must be substituted for the codes that are defaulted in the report Refer to the Face Sheet Documentation file for detailed setup information Client Financial Analysis This report will pull individual client financial data similar to the information considered by the Benefits Wizard This report is used by staff to provide a quick and clear picture of a client s financial status balance and benefits Financial data that is included are Client Medical This report lists all allergies and reaction and severity for the current client Client Payment Receipt This report
313. oordinates and monitors training activities Assists in developing monitoring and updating project schedules and plans Facilitates execution of the project plan Presents resource bottleneck issues to Steering Committee for resolution Assists in planning activities for the project teams Initiates acceptance process for all components of the project Completes necessary forms for implementation and acceptance Responsible for completion and communication of issue log information Responsible for the submission of data to be converted from the legacy system in the agreed upon format to the software vendor Coordinates and monitors the development and documentation of contingency plans for non automated critical and essential business activities Issues distributes monthly newsletter to Agency personnel communicating developments and progress related to the implementation effort Communicates high level status of the project to Systems Committee e Business Analysts Application Team Leaders BAL AX s4 AAAA SSSA Has knowledge of how business is currently being conducted Evaluate and document current practices in application area Evaluates and documents desired changes to these practices Has power to make decisions regarding the day to day operations of the business relating to the functionality of but not limited to the UNI CARE software Coordinates and monitors activities of their project team Works with t
314. or families and children The module provides the ability to document family structures track movement of clients within the company and monitor federal state local licensing and compliance rules A unique service recording feature allows a company to set and run service charges by selected timetables Pro Filer Web Access The UNI CARE Pro Filer system is a multi tiered application solution featuring both scalable and independent Database Business Rules and Presentation client services These services are tightly integrated within the Pro Filer application framework unicaresys com 60000 2 o c o The Basic Management Module is a dynamic Client Information System It gives a company the ability to collect multi level client demographics It provides all necessary financial information to enhance the reimbursement process It allows providers to view a client s profile for treatment planning The many powerful features of this module will provide a company with valuable client based information for daily business functions Administrative Benefits Process multi company information Produce profiles for gt Provider gt Cost Center gt Payor Monitor productivity Integrate to do lists with Standard online reports Clinical Benefits Search for client by multiple lookup features Assign multiple unique identifiers Document client profile Gather demographics Gather fin
315. oration LICENSED UTILITIES LICENSOR OWNERSHIP Forms Development Tool DSM IV Codes AVIATOR TM Microsoft Corporation UNI CARE Systems Inc American Psychiatric Association UNI CARE Systems Inc EXHIBIT B DESIGNATED EQUIPMENT TO ACCESS ON DEMAND HOSTING SERVICES EXHIBIT C SUPPORT SERVICES SECTION 1 All telephone communication expenses associated with providing services to the Licensee will be added on a per call basis SECTION 2 SCOPE OF SERVICES 2 01 Support Staff The Support Services offered by Licensor will be provided by a team of Licensor s employees who staff the Licensor s Support Center Support staff are available during Licensor normal business hours 8 00 a m to 6 00 p m EST Monday through Friday An on call system is also offered for emergencies after hours on all days and at all times outside Licensor s normal business hours 2 02 Support Services The following is a list of services Basic Support Services offered under the Support Services at no additional fees to Licensee provided Licensee pays the agreed upon monthly Support Services fees a processing and resolution of reported Licensed Programs and Licensed Utilities malfunctions b written notification of the availability of software updates and or new releases to Licensee and the forwarding to hosting site of such updates or new releases during the term of the Suppo
316. orting requirements mapping data elements requirements development and monitoring of an implementation and training plan for the organization The following information is a sample set of guidelines detailing the set of software installation training and support activities to be undertaken by UNI CARE and Lane County SEQUENCE OF EVENTS Section B6 E 4 Implementation Services After contract signature the following sequence of events will take place leading up to a successful implementation v Review and confirm hardware purchase plan if any WHO UNI CARE and Lane County WHEN Contract Date A Place hardware orders if any and confirms hardware order date WHO Lane County WHEN Within ten days after contract signature di Notify UNI CARE of confirmed shipping date WHO Lane County WHEN Within five days of the hardware order date 4 Schedule the pre implementation training session WHO UNI CARE and Lane County Implementation Team WHEN Within first month after contract signature v Begin implementation tasks WHO UNI CARE and Lane County Implementation Team WHEN As detailed in the implementation plan Y Prepare sites for hardware and software installation WHO Lane County System Administrator Cabling Vendor WHEN Within first month after contract signature M Install purchased hardware if any and licensed software products WHO Lane County WHEN As detailed in the implementation plan id
317. otal count and daily graphical summary for admissions and discharges Sample Report Output Daily Admission Disc 05 26 2004 For 05 26 2003 05 26 2004 10 09 am ID Name SSN DOB Gender Admit Discharge Los ADMISSIONS 5 Client Name 000 000 0000 05 10 1968 Male 07 01 2003 2 09 10 1985 07 01 2003 331 3 05 09 1949 Male 07 08 2003 324 4 11 14 1972 Female 08 01 2003 05 10 2004 283 9 10 23 1966 Male 09 01 2003 269 4 11441972 Female 09 01 2003 268 4 11 14 1972 Female 09 01 2003 269 8 09 01 2003 268 D 09 01 2003 269 18 11 21 1945 10 01 2003 238 9 10 23 1966 11 01 2003 208 12 11 01 2003 208 13 11 01 2003 208 14 11 01 2003 208 Page 3 of 63 Sample Pro Filer Reports ID Name SSN Gender Admit Discharge Los ADMISSIONS Count of Admissions 33 Daily Admissions Ei Admissions DISCHARGES 4 Client Name 000 000 0000 11441972 Female 06 01 2003 05 10 2004 283 Total Patient Days 283 Total Discharges 1 Average Length of Stay 283 Daily Discharges oz Page 4 of 63 Sample Pro Filer Reports Admit Discharge Monthly Purpose of Report This report lists client episode admissions for a selected date range Includes counts for admissions and discharges as well as total patient days and average length of stay for discharges Also includes SSN DOB and gender This report includes a total count and monthly grap
318. ough Licensor to Licensee to enable User interface Page 2 September 7 2007 to the Licensed Programs and listed on Exhibit A and D attached hereto Any third party ownership of these Licensed Utilities is set forth in Exhibit A 1 15 Permitted Purpose means the Licensee s own corporate internal use only of Licensed Programs Licensed Utilities and Licensed Materials for purposes outlined in Section 2 of this Agreement Any consortium of agencies agreement needs to be documented in this General Agreement 1 16 Specifications means the description of the features and functions of the Licensed Programs set forth in Exhibit E of this Agreement and the Licensed Materials 1 17 Support Services means the services that Licensor provides to Licensee pursuant to the Support Services Agreement attached hereto as Exhibit C 1 18 Training Services means the services that Licensor provides to Licensee in order to prepare Licensee to use the Licensed Programs and Licensed Utilities as outlined in Exhibit D Price List Exhibit Implementation Schedule and Exhibit J Installation Services Training Services and Consulting Services 1 19 Users means an employee or agent of Licensee who has access as defined in Section 2 of this Agreement to any of the Licensed Programs and Licensed Utilities provided by Licensor to Licensee and listed in Exhibit A and D attached hereto SECTION 2 LICENSE 2 01 License Grant Subject to the conditions speci
319. ounted in the total number of appointments Then the report looks at the appointment status and counts Missed appointment statuses The report then gives the percent of missed appointments compared to total number of appointments The report is grouped by company location Provider Prescription OLE Prints a prescription for a client s medication added in the Medications folder Previous Cost Center Admissions By Client This report lists prior cost center admissions for a specified client This report includes admission date admission provider admission reason and length of stay SSN and DOB Includes address and demographic data Previous Episode Admissions By Client This report lists prior episode admissions for a specified client Includes admission date admission provider admission reason length of stay SSN and DOB It includes address and demographic data Page 4 of 6 Pro Filer Reports Contents Summary Progress Notes Lists progress notes for a specified client and a specified period of time for a recorded service Includes service primary provider service date and note narrative If there is no note for a recorded service the report specifies that there is a missing note Provider Caseload This report lists active clients under their caseload provider and cost center It also lists clients DOB SSN cost center location admission date and treatment plan diagnosis It provides a bar chart t
320. ours of the Licensed Programs and or notification and continue until an Licensed Utilities acceptable resolution is achieved URGENT Features of the Licensed Licensor will begin work on the Programs and or Licensed problem within four 4 hours of Utilities are needed for notification and continue until an performing daily functions and no acceptable resolution is achieved work around is available IMPORTANT Important features of the Licensor will begin work on the Licensed Programs and or problem within twenty four 24 Licensed Utilities are needed and hours of notification and continue no work around is available until an acceptable resolution is achieved NEEDED Needed features of the Licensed Licensor will begin work on the Programs and or Licensed problem within seventy two 72 Utilities are needed and no work hours of notification and continue until an acceptable resolution is around is available achieved DESIRABLE Utilities other than normal questions that are handled under the Exhibit H 2 04 Licensee s Responsibilities Agreement Licensee is expected to perform the following 3 01 a b c 4 Exclusions a b be licensed for all Licensed Programs and Licensed Utilities for which Support Services are requested have documentation of reported malfunction available to Licensor staff for telephone and or on site consu
321. ovement of clients within the company and monitor federal state local licensing and compliance tules A unique service recording feature allows a company to set and run service charges by selected timetables Administrative Benefits Monitor provider requirements gt Licensing standards and renewal gt Multiple clearance review tracking Continual education training gt Family Household documentation Profile for Client Family Track available placement Productivity monitoring Track compliance of federal food programs Standard online reports Clinical Benefits Track client movement within a company Monitor compliance time frame relating to placement goal Track client family medical history for adoption process Monitor legal proceeding Coordinate family visitation Reimbursement Benefits Provide method of payment for providers Review payor eligibility Perform invoice billing Track payor and client collection Family Care Copyright 2005 UNI CARE Systems Inc 7 00 unicaresys com o CO UNI CARE Systems Inc has designed Pro Filer with an open structure design using Microsoft s SQL database allowing organizations to use a variety of ODBC compliant Report Writers UNI CARE Systems Inc recommends the usage of highly recognized Report Writers such as Business Objects Crystal Reports and Microsoft Access Their ease of use is unmatched in the
322. ovided by Licensor to Licensee and listed in Exhibit A attached hereto SECTION 2 LICENSE 2 01 License Grant Servers for the length of the term of this General Agreement 2 02 Permitted Purpose Licensee hereby agrees a b c 4 to access the Licensed Programs and Licensed Utilities within the number of Concurrent Users identified in Section 2 01 of this Agreement to use the Licensed Programs Licensed Utilities and Licensed Materials hosted on the UNI CARE Servers only for its own corporate use and within the scope of Licensee s operations to comply with Licensor s proprietary rights as detailed in Section 7 of this Agreement to make archival copies of those portions of the Licensed Materials that are provided on machine readable media or paper copies provided such copies are strictly for Licensee s internal use in accordance with this Agreement and to copy the Licensed Materials as reasonably required for Licensee s internal use of the Licensed Programs and Licensed Utilities in accordance with this Agreement 2 03 Scope of Services Licensor shall provide to Licensee a b c 4 Access to the Licensed Programs Licensed Utilities and related Licensed Materials as detailed in Exhibit A of this Agreement Training Services and Consulting Services in accordance with the Implementation Schedule as specified in Exhibits G and H of this Agreement Support Services as
323. ovides certain computer software and related support services to the Licensee and in connection with the provision of those support services the Licensee discloses to Licensor certain Protected Health Information PHI as defined in 45 C F R 164 501 that is subject to protection under HIPAA and the Privacy Rule WHEREAS the Licensee is a Covered Entity as that term is defined in the Privacy Rule WHEREAS Licensor as a recipient of PHI from the Licensee is a Business Associate as that term is defined in the Privacy Rule WHEREAS pursuant to the Privacy Rule all Business Associates of Covered Entities must agree in writing to certain mandatory provisions regarding the use and disclosure of PHI and WHEREAS the purpose of this Addendum is to comply with the requirements of the Privacy Rule including but not limited to the Business Associate contract requirements at 45 C F R 164 504 e NOW THEREFORE in consideration of the mutual promises and covenants contained herein the parties agree as follows 1 Definitions Unless otherwise provided in this Addendum capitalized terms have the same meanings as set forth in the Privacy Rule 2 Services The services to be provided by Licensor are identified in the General Agreement and its Exhibits SECTION 1 SCOPE OF USE AND DISCLOSURE 1 01 Contractual Obligations Licensor shall be permitted to use and disclose PHI that is disclosed to it by the Licensee as necessary to
324. personnel and customer service 6 4 1 13 Vendor proposals should include a Service Level Agreement that guarantees operational performance as well as other procedures governing the operation of the proposed system in a Hosted Facility 6 4 1 14 Vendors should include a copy of their hosting agreement in their proposals Section B6 K 1 Value Added Services ASP On Demand Application Hosting Services UNI CARE is offering On Demand Application Hosting Services to provide customers with a remote access hosted Pro Filer application that is state of the art up to the minute and managed by UNI CARE s Microsoft Certified Professionals and Engineers UNI CARE provides the On Demand Application Hosting Services in partnership with Peak 10 UNI CARE s selected hosting site The On Demand Application Hosting Services is offered with the following range of services designed to ensure a customer receives the maximum value from UNI CARE s application and services A Technical Account Manager to ensure your company receives maximum value from the proposed UNI CARE applications A dedicated and dependable Microsoft SQL Server System Administrator to care for your data and the server Quality hardware with technical support from the manufacturer Configuration and management of hardware On Demand access to the servers and applications which are at a Tier1 co location facility An Active Directory Domain with multiple Domain Co
325. pies are strictly for Licensee s internal use in accordance with this Agreement and provided such copies are not installed on equipment other than the Designated Equipment and to copy the Licensed Materials as reasonably required for Licensee s internal use of the Licensed Programs and Licensed Utilities in accordance with this Agreement Scope of Services Licensor shall provide to Licensee a b c d e 0 Licensed Programs that meet the Functionality Acceptance Criteria as defined in Section 5 03 of this Agreement only in object code form as detailed in Exhibits A and D of this Agreement approval of Operating System and Designated Equipment as specified in Exhibit B of this Agreement Licensed Materials relating to the Licensed Programs and Licensed Utilities as specified in Exhibit D of this Agreement Installation Services Training Services and Consulting Services in accordance with the Implementation Schedule as specified in Exhibits and J of this Agreement Support Services as set forth in the Support Services Agreement attached hereto as Exhibit C and such other additional services as may be requested by Licensee for data conversion database partitions interface customization or management September 7 2007 Page 5 of projects that are not defined in Exhibit D at the negotiated rates set forth in Exhibit G 2 04 Conditions Licensee hereby agrees a b
326. ployed during training in use of interfaced systems SCHEDULE TRAINING Once training materials are available schedule training Training should be scheduled conveniently for users It should also be scheduled over a period of weeks with time between sessions for users to get comfortable with the changes and develop a deep understanding Training can also be scheduled during parallel testing after all major bugs have been addressed This allows for the overall schedule to be compressed by overlapping these functions The schedule should also account for preparing the training facility This may include temporary cabling and workstations or off hours use of production areas Training should be conducted close to the actual implementation date so any new methods are still fresh when new systems are brought into production DEVELOP USER MANUAL As a final step in the training process each department should receive a user manual This manual should cover standard daily operations departmental specific procedures and a reference to available support The manual may also contain reference or look up tables for departmental data entry Conduct Training e Training should be held at the user site but away from user work area for initial sessions This allows users to concentrate on training without disruption Training should be hands on with the interfaced systems in test or debug mode if available Class size should be kept small and co
327. pm 4 Client Name Cost Center Name 08 01 2008 05102004 283 05012004 05252004 24 20 05 01 2004 05 20 2004 19 Total Patient Days 326 Count of Discharges 3 Average Length of Stay 109 Page 32 of 63 Sample Pro Filer Reports Daily Service Report A Purpose of Report This report provides a list of recorded services within a selected date range Sorts recorded services by date of data entry and cost center Lists client name service service date units primary provider place of service delivery method billing diagnosis and designates if the service was clinically signed and or billing signed This report totals services by company cost center and service Sample Report Output Daily Service Report 105 5282008 ice ca D Short Nano Gaia Senice Descigion _ SrvOaipSuxtTw End Tm Primary Provide Paced Genie Ave 1 3 5 ENTRY DATE September 18 2003 Company Location 2 ClientName xm mmo 11 23am szam 100 Rosen vy 2 hery 099203 1019 iiam 100 Radon M Ole vy 2 MO Group Therapy 090202 043am 1042 120 Rouen M FTF w Cieni vy 2 MO Group Therapy 080202 029m 10282m 100 Rode M omo vy 120 Spm dpm 180 Annan M Fasomfaso Otice Y Y MO Coumsing 081802 23pm Opm 100 Rouen M FuceloFace Y 120 812 3ilom 4 07pm 100 Rasen M Oise My Co
328. pment manufacturer lack of training of Licensee s new employees and inadequate backup and or Network System Management by Licensee SECTION 5 LIMITATIONS OF LIABILITY AND WARRANTY Refer to Section 6 of the General Agreement SECTION 6 TERMINATION 6 01 Termination Licensee may terminate this Support Services Agreement at any time after Acceptance of the Licensed Programs upon written notice to Licensor specifying a termination date no earlier than thirty 30 days from the date of such written notice In addition in the event of a default in the performance of any obligation under this Agreement or a breach of any provision of this Agreement that is not cured within thirty 30 days after delivery of written notice by the aggrieved party an aggrieved party to this Agreement may in addition to other remedies set forth herein terminate this Agreement by delivery of written notice to the other party The written notice shall specify a termination date no earlier than thirty 30 days Page 30 September 7 2007 tom the date of such written notice In the event either party ceases its business operations makes a general assignment for the benefit of creditors is adjudged bankrupt or becomes insolvent then the other party may at its sole discretion immediately terminate this Agreement upon giving written notice of termination to the other party In the event of termination pursuant to this Subsection 6 01 Licensee agrees to retur
329. port triggers A21 Patient Goes on a Leave of Absence and A22 Patient Returns from a Leave of Absence e Also make sure to document what action in the originating system triggers specific transactions over the interface Identify Required HL7 Segments e For each trigger event define the HL7 segments required for the interface Common segments can be defined once and referenced in each trigger event as needed Identify Data Elements Characteristics e For each segment define the data elements that will be utilized and indicate whether they are required or optional Reconcile naming differences lengths data types table values and internal segmentation for each element Identify Extra Z Segment Requirements e Identify any required data elements not available within the HL7 specification Define and document extra Z segments across applications to include these elements The use of Z Segments is highly discouraged as they are extremely costly to maintain especially as the application and HL7 advance over time They should be used only if there is no other way in HL7 to communicate the information Document And Resolve Functional Interface Issues e Document and resolve inconsistencies between applications These may include data elements of different types text vs code non passable edits or error correction and non automatable processes These inconsistencies may be handled manually with modified user procedures
330. posals shall include a description of the trainings that will be required to provide user and technical training on their proposed software The COUNTY intends to employ a train the trainer approach where appropriate For purposes of preparing proposals Vendors are to assume 215 COUNTY and service provider personnel will require user training and between two 2 and four 4 COUNTY personnel will require technical training e g system administrator Training will be provided by the successful Vendor in a single location in Eugene Oregon Vendor proposals must include a description of two 2 types of training as follows 6 3 6 1 User Training Vendor proposals must include a clear description of their approach training techniques resources and materials they propose to utilize to support user training on the proposed system for COUNTY and service provider personnel Vendors must acknowledge they support an up to date User Manual for their proposed software that supports on going training of COUNTY personnel For the purpose of preparing proposals Vendors are to assume that 215 users will need to be trained in detail on the use of the system 6 3 6 2 Technical Training Vendor proposals must include a clear description of their approach training techniques resources and materials they propose to utilize to support the technical administration of the proposed system for COUNTY system administrators and technical personnel Vendors must ack
331. posed of HTML and Java dynamic usage of Microsoft s NT domain model for secure transaction processing WEB ACCESS REQUIREMENTS The Pro Filer application can easily be web enabled by adding the following components fl 2 A Windows 2000 Server running the following services Internet Information Services 5 0 a Terminal Services a Windows 2000 Terminal Services Intemet Connector license For the each client a Internet Explorer 5 5 or higher a Intemet connection of about 20kbps per user Pro Filer Web Access Copyright 2005 UNI CARE Systems Inc 7 00 unicaresys com SIN ad 1 1 UNI CARE Systems Inc Sample Reports Below is the Special Edition of the Pro Filer Sample Reports Library The Pro Filer Sample Reports Library is the official source from UNI CARE Systems Inc for delivering pre created Crystal Reports This set contains over 30 professional crafted Crystal Reports designed to meet your organization s needs Included in this library are reports related to Providers Admission and Discharge statistics Caseloads Referral Sources and many more If you have any questions or require additional information please contact UNI CARE at 941 954 3403 or email unicaresys unicaresys com Copyright 2005 Business Objects All rights reserved UNI CARE Systems Inc 540 North Tamiami Trail e Sarasota FL 34236 941 954 3403 Pro Filer Reports Contents Summary
332. prehensive mental health centers and psychiatric hospitals administrative responsibilities with an academic based health care system managerial role at a transfusion medicine research center and service provider and consultation clinical applications systems implementation and project management The breadth and depth of Mr Routen s experience has enabled him to facilitate needed process change in organizations using Business Process Quality Management direct the integration of clinical and business operations and lead the merging of health care organizations Senior Consultant UNI CARE Systems Sarasota FL 6 years Regional Administrator Shands Hospital amp Healthcare System at the University of Florida Tampa FL 3 years Healthcare Consultant Clinical and Business Applications Implementation Tampa FL 3 years concurrent with other responsibilities Vice President FBS Transfusion Medicine Center Tampa FL Section B6 I 4 Key Personnel Experience and References 6 years Associate Director Mental Health Care Tampa FL 10 years Section B6 I 5 SECTION B6 J Software Maintenance Services Software Maintenance Services 6 3 Business Specifications 6 3 10 SOFTWARE MAINTENANCE SERVICES Vendors must describe their approach to software maintenance services including the pricing structure Vendor proposals must describe the frequency of planned system upgrades patch
333. py 30 09 01 2003 10 31 2003 09 01 2003 intervention 20 02 01 2004 06 30 2004 37 Client Name 03 01 1960 000 000 0000 Evaluation 07 01 2004 Cost Center Planned Service Sredential dos Cost Center Name 07 01 2004 Individual Therapy 10 07 01 2004 07 31 2004 Page 40 of 63 Sample Pro Filer Reports Prescription OLE Purpose of Report Prints a prescription for a client s medication added in the Medications folder Sample Report Output Company Hame Client Name DOB Address Rx Label Refill _ times Sigmar la onies forthe brand mane penduct i be dispessed the presenber must write Necesar below the Page 41 of 63 Sample Pro Filer Reports Previous Cost Center Admissions By Client Purpose of Report This report lists prior cost center admissions for a specified client This report includes admission date admission provider admission reason and length of stay SSN and DOB Includes address and demographic data Sample Report Output Previous Cost Center Admissions By Client For Client 1D 07 13 2004 1104 am Last Name First Name Mice Name ae Binh Steet Axa OW une 2 Gonder Phone Number 1 Phone Number 2 Social Sezurty Number Admit Discharge LOS Cost Center Admit Provider Admit Reason Page 42 of 63 Sample Pro Filer Reports Previous Episode Admissions By Client Purpose of Report This report
334. r is capable of supporting both methods of update via the DTS utility or a custom written interface e nan on line system the imports are applied directly to the target database from the source with the import engine handling data transformation tasks while a batch posted system creates an intermediate file for later posting Pro Filer supports both on line and batch methodologies for export into target systems Conclusion Through the creation of Data Transformation Services packages or via custom interfaces Pro Filer can create an interface capable of handling any export data interface requirements given an ODBC compliant data exchange format Import or conversion into Pro Filer generally is associated with system implementation and can be accommodated via our Conversion Services 6 2 2 1 6 DESIRABLE APPLICATION CONFIGURATION 6 2 2 1 6 1 Because users abilities and preferences vary users should be able to configure aspects of the interface However the application should provide good defaults and should minimize the need for configuration A user s configuration should be in effect no matter what workstation they use to access the proposed system Vendors should describe the user interface configuration capabilities that are provided with the proposed system including any ability to provide customization for groups or individual users Pro Filer implements a multi faceted security authentication process End
335. r Authorization Request ID In addition the report lists the authorized planned service location and cost center For each authorization the report lists the service item the authorization period the number of units authorized the number of units used and the remaining authorizations Sample Report Output Authorizations Due to Expire in the Next 20 Days 10 12 2004 Client Name Client ID 4 Payor Medicaid Authorization Number mdr03 Location Alcohol Abuse Auth Answer ID 77 Date of Authorization 10 8 04 Coast Center Outpatient Auth Request ID 70 ee LL Individual Therapy 10 1 04 10 31 04 10 00 2 00 8 00 Client Name Client ID 2 Payor Medicaid Authorization Number mdr04 Location Alcohol Abuse Auth Answer ID 78 Date of Authorization 10 12 04 Coast Center Outpatient Auth Request ID 71 LLL Individual Therapy 10 1 04 10 31 04 17 32 1 00 16 32 Page 7 of 63 Sample Pro Filer Reports Authorization Units Remaining Purpose of Report his report lists active authorizations by client and by payor that have a user selected number of units remaining It includes client name and ID authorizing payor payor s authorization number and date of authorization Pro Filer Authorization Answer ID and the Pro Filer Authorization Request ID In addition he report lists the authorized planned service location and cost center For each authorization the report ists the service item the
336. r environment Develop Support Reference Manual Library e Develop manual for support staff that applies the technical education received to specific operations for each system affected by the transition to HL7 This manual should assist help desk personnel in addressing support calls Establish a library of related materials to assist in problem resolution GO LIVE Planning Finalize Support Staffing Plan e Develop a list of all of the support responsibilities for the new system s and interfaces including items such as end user help desk support routine maintenance and interface monitoring e Determine FTE and skill requirements for all support responsibilities Identify personnel who will be responsible for support and develop training program to address any skills deficiencies Conversion Preparation e Develop a checklist to be used during the cutover to the new environment Re assess go live dates resource requirements etc Go live dates and resources will need to be consistently monitored from this point forward and adjustments made as necessary depending on the project s progress Testing Acceptance e Alert all vendors beforehand to your testing dates so that they can schedule the required resources to support you during the testing phases Conversion Testing Section B6 D 19 Interface Services Test all conversion processes both automated and manual Compare actual results to expected results
337. r potential referrals and develop overall company referral profiles It allows for development of key referral companies by location area of expertise and contact Managed Care The Managed Care Module is a valuable tool used to bridge the gap between an organization providing managed care services and a provider of care contracting to deliver services The ability to review contract requirements and authorizations allows a company to make informed decisions relating to total client care Network Development The Network Development Module is designed to assist with network contracting functions The ease of contract administration allows for in depth review of important information relating to provider paneling variable contract rate structure based on payor source provider class and credentials With access to this important information a company has unlimited ability to satisfy client care requirements Claims Processing The Claims Processing Module is a significant addition to the Managed Care Module It provides an organization with the ability to adjudicate claims payment according to specific detailed benefits and rate rules Easy access to provider information allows reliable resolution to claim disputes Public Health Management The Public Health Management Module is designed for the organization providing a diverse array of health services within a collaborative environment to promote the health and well being of the general pop
338. r systematic problems Benefits Realization e Review cost benefit analysis completed at the start of the project and analyze each anticipated benefit for realization Document how this benefit was achieved or why it was not and quantify the realized benefits List additional benefits realized that were not detailed at the project start Summarize intangible benefits such as improved employee morale Ongoing Review Evaluation e Define a mechanism for ongoing review and evaluation of the project This may include periodic meetings with staff and end users to discuss changes in operations SUMMARY UNI CARE appreciates the fact that enabling the Pro Filer application for HL7 messaging is complicated however if the Design to Production tasks identified above are carefully followed it will help to insure a smooth implementation of the HL7 Interface We anticipate a positive application of our 23 years of successful interface experience in conjunction with the strategic integration of NeoTool s HL7 engine These factors enable UNI CARE Systems to be well poised for the successful development and deployment of their HL7 engine Section B6 D 21 SECTION B6 E Implementation Services Implementation Services 6 3 Business Specifications 6 3 5 IMPLEMENTATION SERVICES Vendor proposals shall include a description of the implementation services they propose to provide in support of the installation and deployment of t
339. r systems and data are continually at risk of being compromised by virus attacks computer hackers disgruntled employees and accidental or natural disasters UNI CARE s ON Demand Application Hosting Services at Peak 10 offers a multi layered defense strategy for mitigating these risks These information security solutions provide you with the necessary tools and security staff for monitoring your defenses 24 hours a day 7 days a week Managed Firewall Firewalls are your first line of defense in protecting your network and a critical requirement for most businesses today Peak 10 offers an end to end managed firewall solution starting with over 20 firewall options and ending with a 24x7 team of security specialists monitoring your environment and responding to attacks Best of Breed Firewall Solutions Peak 10 offers a broad range of cost effective easy to deploy firewalls from Check Point Cisco Netscreen and Nokia Shared firewall options Dedicated firewall options High availability firewall options Section B6 K 4 Value Added Services Sophisticated 24x7 management and monitoring Firewall integration Co managed system administration Proactive firewall monitoring and response Updates and security patching key management Daily configuration backup Comprehensive traffic reporting Access to historical and real time reporting and graphing Tracking of specific users protocols or d
340. r which there is no adequate remedy at law Accordingly the parties agree that upon any such breach of this Section 7 the non breaching party shall be entitled to injunctive and other equitable relief in addition to such remedies as may be available at law 7 05 Ownership All Proprietary Information shall remain the property of the disclosing party subject to the rights set forth in this Agreement 7 06 Notices Each party agrees to maintain produce and include all proprietary and or trade secret notices or legends provided by the other on any copies of the other s Proprietary Information made by that party 7 07 Maintenance of Patent Copyright and Trademark Protection Licensee shall respect and shall not remove any of Licensor s patent trademark copyright or other proprietary notices appearing on any container or display of the Licensed Programs and Licensed Utilities including Licensed Materials related thereto Failure by Licensee to observe the foregoing requirements constitutes a material breach of this Agreement SECTION 8 ESCROW FEE 8 01 Licensed Programs Source Code Licensor has placed the source code of those Licensed Programs and related Licensed Materials which are solely owned by Licensor as detailed in Exhibit A in escrow with Data Securities International Inc DSI an escrow agent and has signed a Deposit Agreement with DSI effective the 31st Day of October 1990 Licensor shall enroll Licensee as a Subscribed L
341. rail e Sarasota FL 34236 e 941 954 3403 TABLE OF ILLUSTRATIONS Section Figure Title Page Number 1 Remote Access Summary 9 2 Pro Filer Tier Representation 18 Section B3 3 Designated Server Equipment 18 4 Desktop PC Requirements 18 5 Server Additional Requirements 19 Section B4 1 Sample Error Screen 3 Section B5 1 Pro Filer Network Diagram 3 Section B6 C 1 Conversion Methodology 2 1 HL7 Creation Tasks 6 Section B6 D 2 HL7 Deployment Tasks 7 3 HL7 Trigger Event Summary 9 Section B6 F 1 Proposed Consulting amp Training 2 Services UNI CARE Systems Inc 540 North Tamiami Trail e Sarasota FL 34236 e 941 954 3403 SECTION A EXECUTIVE SUMMARY Executive Summary UNI CARE Systems Inc UNI CARE is pleased to submit a proposal for the Request for Proposal to the Lane County for a Health and Human Services Management Information System Our proposal is designed to contain the following A description of UNI CARE including its history officers key personnel and financial soundness documentation This information can be reviewed in o Section B6 H Corporate Qualifications and References o Section B6 l Key Personnel Experience and References A description of UNI CARE s solution to meeting Lane County s ideal system attributes This information can be reviewed in o Section B1 5 Response to Functional and Technical Requirem
342. ral agencies gt Areas of expertise gt Occupancy ratio Waiting list patterns Receive and review referral information Problem list Problem disposition Review reminders interfaced with MAPI gt Disposition outcome Allow for referral guidelines and admission criteria Reimbursement Benefits Document payor information Review eligibility for reimbursement Monitor conversion ratios and referral potentials Referral Development Copyright 2005 UNI CARE Systems Inc 7 00 unicaresys com 2oeoeoeocee eosd o CO The Managed Care Module is a valuable tool used to bridge the gap between an organization providing managed care services and a provider of care contracting to deliver services The ability to review contract requirements and authorizations allows a company to make informed decisions relating to total client care The many powerful features of this module will provide a company with valuable information for daily business functions Administrative Benefits Financial planning gt Use as a budgeting tool Track Accounts Receivables Trackthe value of outstanding authorization gt Perform productivity analysis Contract management Negotiate contracts Monitor profitability Evaluate pricing and renewal strategies Structure multiple authorization types Monitor contract utilization Renegotiate contracts Standard online reports VVVVVV Clinical Benefits Review benefits
343. rated with Operations Control Center monitoring system Peak 10 Location Benefits Peak 10 data centers are never located downtown which is typically the first area evacuated and shutdown Non evacuation zone Non flood zone On airport power grid first grid to be restored during times of disaster Peak 10 Security Each Peak 10 data center is engineered with a minimum of five levels of security Level 1 Proximity card access with PIN Level 2 Biometric fingerprint access Level 3 Combination locks for cabinets amp cages Level 4 Monitored video surveillance Level 5 Strategically placed motion vibration detection Section B6 K 3 Value Added Services Peak 10 Network All customers on the Peak 10 network are connected to a fully meshed private backbone network utilizing SONET ring fiber utilizing a minimum of five Tier One Internet providers Peak 10 manages all network load balancing and incorporates the latest technology to ensure the network traffic reaches its destination as quickly and efficiently as possible Peak 10 offers 99 999 Network Availability across seven enterprise class data centers Fully Meshed Topology A fully meshed topology means that each routing node on the periphery of a given packet switching network has a direct path to every other node on the cloud The key rationale for creating a fully meshed environment is to provide a high level of redundancy Your compute
344. rence please contact Jamie Smith Senior Sales Consultant at 941 954 3403 ext 310 or via email at jamies unicaresys com Organization Community Health Resources Contact Mr Patrick J Sidley Chief Financial amp Administrative Officer Location Windsor CT Phone 860 731 5522 ext 202 Email psidley chrhealth org Contract Date 1 14 2003 Application Pro Filer 2006 of Users 96 users Modules Basic Management Billing amp Receivables Managed Care Scheduling Referral Development Census Clinical Orders Clinical Care HTML ASP Form Development Tool Aviator Quality Management and Outcomes Assessments Organization David Lawrence Center Location Naples FL Contact Ms Bonne Fredeen COO Telephone 800 880 3544 ext 1405 Email bonnie dicmhc com Contract Date 3 17 2005 Application Pro Filer 2007 of Users 152 users Modules Basic Management Billing amp Receivables Managed Care Scheduling Referral Development Census Clinical Orders Clinical Care HTML ASP Form Development Tool Aviator Quality Management and Outcomes Assessments Organization Davis Behavioral Health Inc Contact Mr Scott Brian Chief Information Officer Location Bountiful UT Phone 801 599 4712 Email sbrian itxmedia com Contract Date 10 31 2002 Application Pro Filer 2006 of Users 200 users Modules Basic Management Billing amp Receivables Managed Care Scheduling Referral Developme
345. rent client server environments use Windows authentication facilities for application user ID and password to grant access permissions to applications Centralized security administration is currently provided by the Lane County Information System LCIS support staff 6 2 1 5 1 MANDATORY AUTHORIZED USER ACCESS 6 2 1 5 1 1 Access to all components of the proposed system shall be granted only to authorized users Vendors must describe the business rules related to access to their proposed system Section B3 10 Response to Mandatory Technical Requirements 6 2 1 5 1 2 Pro Filer implements a multi faceted security authentication process End users must first be authenticated to the network Then be given access to the Pro Filer EHR through the EHR graphical interface Once in the Pro Filer EHR additional security is applied that will dictate what the end user can see and what functions can be performed Authorized users of the proposed system must be identified by a user ID and password or another means that provides equivalent or better security Vendors must describe the business rules related to authorizing users of their proposed system Pro Filer Security Using multi stage technology UNI CARE Systems has developed security functionality to meet the most demanding applications specified by agency policies licensing organizations accrediting bodies and HIPAA regulations Security in Pro Filer entails the
346. retain client related data beyond the time required to perform the services under this Agreement Licensor all notify Licensee in writing within five 5 business days of receipt of any subpoenas court orders and or other requests to disclose client related data Licensee may at its sole cost and expense contest or defend any court actions related to the disclosure of client related data and Licensor shall have no duty to do so 7 02 Licensor s Proprietary Rights Inventions Improvements Licensor claims and reserves to itself all rights and benefits afforded under U S copyright law and all international copyright conventions in the Licensed Programs and Licensed Utilities and related Licensed Materials as restricted unpublished works Licensee agrees that all rights title and interest in and to the Licensed Programs and Licensed Utilities and Licensed Materials and all improvements and inventions collectively Improvements made in respect to the Licensed Programs and Licensed Utilities and Licensed Materials made by Licensor and all Third Parties identified in Exhibit A of this Agreement are the sole and exclusive property of Licensor and the Third Parties This Section 7 02 is in effect whether or not Licensor and Third Parties identified in Exhibit A of this Agreement hold a patent or copyright Licensee acknowledges and agrees that it shall acquire no right title or interest in the Licensed Programs and Licensed Utilities and relate
347. ria as set forth in Exhibit E of this Agreement Page 8 September 7 2007 b each Licensed Program will operate on the Designated Equipment purchased through Licensor or which Licensor approves in writing as meeting its Specifications as set forth in Exhibit B of this Agreement c each Licensed Program will be delivered with its related sets of Licensed Materials and d Licensor will provide all Installation Training and Consulting Services as set forth in Exhibits D and J of this Agreement unless specifically requested in by Licensee in writing to postpone any Training and or Consulting Services In this case this Section 5 03 d is no longer valid 5 04 Failure of Functionality Acceptance Testing In the event Licensee determines that a Licensed Program fails to meet the Functionality Acceptance Criteria Licensee shall notify Licensor in writing within ten 10 working days of such determination specifying in as much detail as possible in which respects the Licensed Program does not have the ability to meet the Functionality Acceptance Criteria Upon receipt of the written notice of failure from Licensee Licensor shall at no additional cost to Licensee correct modify or replace each specified Licensed Program together with the corresponding Licensed Materials within a mutually agreed upon number of working days from the date of receipt by Licensor of the initial notice from Licensee Upon completion of the corrections m
348. rmed through the use of Rev Runner a tool that provides direct linkage with Medicaid Medicaid and other payers 3 6 Individual benefits are documented through the use of a payer form which also collects information on group and plan beneficiary and ranking of payer Basic Management Module 3 7 Prior authorizations are documented through the use of the Managed Care Module Authorizations are logged by payer attached to services and monitored in terms of usage 3 8 and 3 9 are documented through the use of the Basic Management Module Section B1 3 Response to Mandatory Functional Requirements 1 0 3 0 iness 2 0 Business Process Description Business COUNTY Process Business Process Number Mandatory Functional Requirement The new system shall include the capability of capturing and reporting data related to UNI CARE Response to Mandatory Requirements Assessments are collected through the use of the Assessment Outcomes Module All assessments can be structured into the system using the HTML Forms Development Tool The process of completing and 4 1 Initial individual 4 1 Available recording information about evaluation 4 2 Available M4 Evaluation and initial and ongoing evaluations 4 2 Medical screening 4 3 Available Assessment and assessments to determine 4 3 Core screening and 4 4 Available an individual s service and assessment 4 5 Available support needs 4 4 Functio
349. ro Filer Reports Client Medical Purpose of Report This report lists all allergies and reaction and severity for the current client Sample Report Output Client Medical Report Prepared For Client Name 9 Allergy Effective Reaction 05 27 200 10 41 Severity Dairy Products 05 21 2004 Fever Total Number of Alergies Listed 1 Life Threatening Page 12 of 63 Sample Pro Filer Reports Client Appointment List Purpose of Report Comprehensive report for a specific client that contains demographics addresses phone numbers family information alerts identifiers diagnosis payors referral information employment cost centers and contacts Company specific codes must be substituted for the codes that are defaulted in the report Refer to the Face Sheet Documentation file for detailed setup information Sample Report Output Appointments for Client Name Friday April 30 2004 Appointment Time Duration Service Provider Credential Location Friday May 7 2004 Page 13 of 63 Sample Pro Filer Reports Client Appointment List by Location Purpose of Report This report lists all appointments for selected period of time by company location It includes the client name date and time planned service primary provider location and appointment type individual group provider activity appointment hold Sample Report Output Appointmen
350. ro Filer will support and operate using Microsoft Internet Information Server version 6 and higher 6 2 1 642 Vendors must describe the recommended requirements for Web server software for their proposed solution The UNI CARE Pro Filer system is a multi tiered application Section B3 13 Response to Mandatory Technical Requirements solution featuring both scalable and independent Database Business Rules and Presentation client services These services are tightly integrated within the Pro Filer application framework The Pro Filer web enabled solution is simply an extension of the Presentation service or client that enables MS Internet Explorer to function as the Pro Filer client without the need for the typical client installation process The Pro Filer web client is a plug in that automatically installs itself upon first usage The fully functioning Pro Filer client then runs within Microsoft Internet Explorer through the use of Web portal technology We chose this approach to web enable the Pro Filer client since it provided a number of competitive advantages over the traditional HTML form based access including real time update of information displayed for immediate viewing gt does not use HTTP Java or ASP web pages that are static essentially off line in nature gt all the same high security and dynamic form interaction of a Visual C client application v
351. rom 6 19 months Finally a selected group of customers have opted to ask UNI CARE to manage the implementation and take over customization of the system Tables methodologies for data entry and reports This is identified as our structured implementation methodology and provides a faster implementation timeline ranging from 6 9 months UNI CARE s proposal includes the cost for Lane County to implement Pro Filer using our structured methodology This methodology including the interwoven project management services have been addressed in Section B6 E Implementation Services The following requirements have been further addressed approach and methodology strategy planning project tasks communication methods frequency and so forth Furthermore UNI CARE has addressed the requirements by addressing who will be assigned the Project Manager provided a draft project plan with a gantt chart and identified key roles and their responsibilities for UNI CARE and Lane County Section B6 A 4 SECTION B6 B Customization Services Customization Services 6 3 Business Specifications 6 3 2 CUSTOMIZATION SERVICES The successful Vendor may be requested to customize their proposed software to more closely meet the requirements of the COUNTY Vendor proposals must include a description of the approach and methodology they will utilize if customization services are requested by the COUNTY Earlier in this RFP Vendors describ
352. roposed tools system facilities third party software utilities or other technical means available for access to the data in the proposed system Pro Filer has been designed with an open structure using MS SQL database allowing Lane County to use a variety of ODBC compliant Report Writers such as Crystal Reports MS Access and so forth A white paper describing the integration of Crystal Reports with Pro Filer and sample Pro Filer reports has been supplied in Appendix C 6 2 1 1 3 MANDATORY DATA INTEGRITY 6 2 1 1 3 1 Vendors must describe how their proposed system application maintains the integrity of user data and prevents data loss or corruption Vendors must discuss build in editing functionality e g how their proposed system application validates user input and uses formatter objects to ensure users enter numbers and dates correctly Pro Filer has been designed to support the most diverse business rules of any organization Built in business rules include the ability to monitor and ensure the integrity of data using data protocols and validation rules Lane County will have the ability to define required desired and default data elements for form fields Furthermore Lane County will have the ability to user define custom field types such as number text radio drop down list and so forth Pro Filer uses the MS SQL Relational Database Management System which Section B3 1 Response to Mandatory Te
353. rsements The many powerful features of this module will provide a company with valuable clinical information for daily business functions Administrative Benefits Provides assistance with Pharmacy inventory reporting Pharmacy inventory monitoring Measure order specific outcomes Perform quality management Evaluate physician performance Produce user defined reports Standard online reports 0 eo Clinical Benefits Structure individualized patient records Monitor and document gt Medications gt Actions gt Labs Procedures Allergies Track gt Dispensing medication gt Pharmacy information gt Informed consent Patient and drug sensitivity Monitor history of all orders Integrate with treatment plan Monitor and report order reviews Reimbursement Benefits Use Benefit Wizard to give access to Client eligibility and benefits Deductible co pay and other out of pocket expenses Structure contracts by medication use Optimize the use of auditable records Submit data by electronic format Maximize outcome based reimbursement Reduce over productivity losses Clinical Orders Copyright 2005 UNI CARE Systems Inc 7 00 unicaresys com oo o6 6 o 9 2 e o c The Outcomes Assessments Module provides the user with the ability to include and use instruments and assessments to meet clinical fiscal structural and process outcome measurement and report
354. rt Lists client planned services for the caseload provider and allows providers to record services For each cost center the report lists clients planned services total units planned and total units recorded This report provides fields to input the service start time end time place of service and notes Sample Report Output SERVICE ACTIVITY LOG 742004 e For Provider 023 Routen Mark 11 02am Client Name Planned Used Serice Start End Pisce of Service Units Units ID Time Tee Service Delivery Note Cost Center Name Client Name Indiviousl Therapy 1000 100 174 Client Name Therapy soo ns Cost Center Name Client Name Census Hourly 1000 00 107 Page 61 of 63 Sample Pro Filer Reports Table Maintenance Listing Purpose of Report This report will print the Maintenance Table values and Cross References Users can select a Parameter Value of ALL to print a report of all tables or select individual table names Sample Report Output 04 20 2004 9 34 am TABLE GENDER Table Maintenance Listing Notes Code Abbr Name Full Name Effective Expired rz Female Female II XREF 0 Billing HCFA OVDAGOO4 01 07 2008 XREF FT Func Testing F Sex Code F Sex Abbe Name F Sex Full Name XREF Ot Billing HCFA F ovo7i2004 01 Billing HCFA F 014011900 DI O4 2004 XREF 637 337 F Female 02 Male Male 01011999 XREF 01 Biling HCFA
355. rt Services c installation via telephone communication or assisting in the installation of updates or new releases at the hosting site d answers to questions on current release software Licensor will not correct problems with non current revisions of installed software if Licensee has not installed current release software within three 3 months after the forwarding of the current release to Licensee e telephone software consulting services which enable Licensee to ask questions regarding specific problems encountered or to seek advice on the general use of Licensors Licensed Programs Licensed Utilities and Licensed Materials and f programming and modifications updates of billing components as required by Third Party payers Also Client Specific Admission Discharge and Units of Services State and County Mandated Reports that require the ability to maintain a history of what was submitted in order for the site to report any additions changes or deletions as required by the state or county Telephone support services are provided as needed by Licensee under the Support Services Licensor will use its best efforts to answer telephone calls from Licensee during normal business hours within the same business day and to answer telephone calls or respond to pages from Licensee outside normal business hours within the next business day When appropriate Licensor and Licensee may also communicate with each other via e mai
356. rtaking in any size organization There are many soft costs that must be factored into the cost benefit ratio based on the amount of time required to bring the system live Organizations that invest in our additional consulting offered through the Structured Implementation will reduce their overall soft costs due to decreased implementation time Implementation amp Training The proposed UNI CARE Information System is designed to be user friendly and easily accessible for implementation For the user s convenience the screens and data elements have already been defined thus offering an organization the immediate ability to initiate the building of specific codes and the definition of reporting requirements Yet a software system however powerful and stable is worthless if the organization using it is not adequately prepared and motivated to install and implement the new acauisition A successful implementation requires a substantial time investment on the part of an Implementation Team composed of team members willing to structure and coordinate all the necessary implementation activities UNI CARE encourages the development of an Implementation Team headed jointly by a Project Manager and a Systems Administrator This team will be responsible for developing a mission statement for the project initiating policy decisions related to system wide implementation researching re engineering requirements identifying internal and external rep
357. s the gross negligence or willful misconduct of Licensee or its employees or agents and lack of training of Licensee s new employees EXHIBIT D PRICE LIST The prices listed below reflect the Fees for the budgeted amounts for the initial Implementation Schedule including all Training Services and Consulting Services required to effectuate Licensee s migration from its current software system to the Licensed Programs and Licensed Utilities SERVICES CONSULTING TRAINING TOTAL DAYS PRICE DAYS PRICE Implementation Services 3 5 400 00 5 400 00 Functional Requirements 12 21 600 00 21 600 00 Detail Design 12 21 600 00 21 600 00 System Build amp Testing 12 21 600 00 21 600 00 Training Manuals 12 14 400 00 14 400 00 Basic Management 2 3 600 00 3 3 600 00 7 200 00 Billing amp Receivables Tables 2 3 000 00 2 2 400 00 6 000 00 Billing amp Receivables 3 3 600 00 3 600 00 Clinical Care 1 1 800 00 2 2 400 00 4 200 00 Scheduling 1 1 200 00 1 200 00 Census 1 1 200 00 1 200 00 Referral Development 1 1 200 00 1 200 00 Managed Care 1 1 80000 2 2 400 00 4 200 00 Network Development 2 2 400 00 2 400 00 Claims Processing 2 2 400 00 2 400 00 Clinical Orders 2 2 400 00 2 400 00 Quality Management 2 2 400 00 2 400 00 Family Care 1 1 200 00 1 200 00 Forms Development Tool 3 3 600 00 3 600 00
358. s addresses phone numbers family information alerts payors and contacts Company specific codes must be substituted for the codes that are defaulted in the report Refer to the Face Sheet Documentation file for detailed setup information Sample Report Output Page 57 of 63 Sample Pro Filer Reports 07 13 2004 REFERRAL FACE SHEET 3 01 pm Referral Date Risti Providery Cost Center Referral Type Referral Source Type Referral Company Location Contact Expertise Caller s Name Phone Relationship Client Information Name DOE SSN Gender Potential Client Client ID Address Phone Phone Work Contact Person with whom appointment should be made Notes Alerts Alert Priority Notes Date Expired amp Reason Proof of income Call Details Referral Reason Problem Expertise Requested Waitlist Status Referred to Location Cost Center Int Company Ext Company Location Contact Follow up Provider Expected Follow up Date Foliow up Date Outcome Eff Date Exp Date Reason Notes Reviews Follow up Provider Actual Follow up Date Outcome Effective Expiration Resson Notes Page 58 of 63 Sample Pro Filer Reports Insurance Medicare Start Date End Dato Other insurance Group Pare
359. s education includes a Master s Degree in Counseling Psychology and current enrollment in a Doctor of Business Administration program The combination of direct service and education has prepared Ms McHenry for the real life experience in clinical implementations Director of Implementation UNI CARE Systems Sarasota FL 6 years Peer Counseling Coordinator Implementation Specialist Coastal Recovery Centers Sarasota FL 4 years Manatee Glens Corporation Social Services Coordinator Bradenton FL 6 years Section B6 I 3 Key Personnel Experience and References Team Member Team Position and Task Assignment Qualifications e Relevant Experience Mark David Routen MPA Senior Consultant UNI CARE Systems Inc Member of the Senior Consulting Staff Expert level in system implementation and integration into business practices and requirements Project Management and work process reengineering Thorough knowledge of and expertise in the operations of psychiatric substance abuse transfusion medicine and behavioral health facilities Manages complex implementations of enterprise wide systems focusing on integration of all work flow components business clinical medical technical reporting and external compliance requirements Greater than twenty five 25 years of experience ranging from research and program evaluation to leadership positions with not for profit com
360. s source code including all software design architecture and processes information obtained by disassembling decompiling or reverse engineering hardware or software or any other proprietary information collectively the Proprietary Information b notwithstanding the foregoing each party may i disclose the Proprietary Information of the other party to such partys employees directors advisers consultants and representatives with a need to know and who agree to be or are otherwise required to be subject to the confidentiality restrictions of this Section 7 ii disclose all or such portion of the Proprietary Information of the other party as such party shall be ordered to disclose to a judicial or administrative agency of competent jurisdiction provided that such party shall give the original disclosing party reasonable notice of such order and a timely opportunity to attempt to preclude or limit such production iii disclose the terms of this Agreement to the extent necessary to comply with any applicable securities laws and iv disclose the existence general terms and the length of term of this Agreement to such party s current and prospective business partners and investors c the obligations in this Section 7 shall not apply to any information disclosed by either party to the other party hereunder to the extent that and after such time as such information i becomes publicly available other than by
361. s Only 10 BDate SSN Episode Admit 9 Client Name 10 23 1966 000 000 0000 Evaluation 09 01 2003 Gast Genter Adut Planned Service Credential dols Cost Center Name 09 01 2003 Individual Therapy 16 06 07 2004 06 30 2004 09 01 2003 Counseling 5 03 31 2004 04 30 2004 09 01 2003 Day Treatment 20 03 31 2004 04 30 2004 09 01 2003 Individual Therapy 20 0801 2003 10 31 2003 08 01 2003 Group Therapy 12 08 10 2000 09 30 2003 09 01 2003 Individual Therapy 30 08 01 2003 11 30 2003 09 01 2003 Counseling 30 09 01 2003 10 31 2003 09 01 2003 Individual Therapy 17 08 01 2004 08 30 2004 11 01 2003 Individual Therapy 60 0301 2004 05 30 2004 11 01 2003 individual Therapy 50 06 01 2004 08 15 2004 11 01 2003 Individual Therapy 0 02 01 2004 06 30 2004 11 01 2003 Counseling 15 0501 2004 05 30 2004 11 01 2003 Counseling 20 1105 2002 12 28 2003 11 01 2003 Counseling 15 01 01 2003 01 31 2003 11 01 2003 Group Therapy 100 11 04 2003 01 27 2004 11 01 2003 Individual Therapy 25 03 01 2004 03 30 2004 11 01 2003 Group Therapy 50 08 01 2004 06 15 2004 11 01 2003 individual Therapy 30 01 01 2004 01 30 2004 11 01 2003 Community Service 20 11 01 2003 12 31 2003 11 01 2003 Counseling 10 11 26 2003 12 26 2003 11 01 2003 Individual Therapy 30 05 01 2004 05 30 2004 11 01 2003 Counseling 50 01 01 2004 06 30 2004 4 Client Name 1111471972 000 000 0000 Treatment Services 09 01 2003 Cost Genter Admit Credential Unis End Cost Center Name 09 01 2003 Group Thera
362. s as it relates to application usage Example Admission Discharge Team Case Manager Intake Service recording Referral etc Facilitation of Business Process Re engineering decisions in light of the new application functionality Programming of State Reporting Interfaces and Billing Requirements Development of Training Guides a purchase option Joint and directed development of all applications tables taking into consideration reengineered business process and state reporting requirements Development and initial testing of Data Conversion and any Interfaces Phase 4 Implementation Roll out Planning Final Review of Implementation Plan Task scheduling Final Training Plan Train The Trainer T Training of Staff Final Conversion Section B6 E 3 Implementation Services e Parallel Testing e Production Phase e Go live planning e Pre Go live Task Completion Conclusion UNI CARE s Structured Implementation is a value added methodology that can greatly facilitate the efficiency quality and success of the Pro Filer application system Tasks and responsibilities are clearly defined and monitored by both organizations UNI CARE consultants who provide best practice advice and suggestions guide the definition and re engineering of an organization s critical business rules in context of the application to be implemented The implementation of an enterprise health information system is a large unde
363. s to the company records Vendors should describe how database columns can be validated by checking entered values against a list of valid values maintained in tables by COUNTY or service provider personnel Pro Filer has been designed to include and promote an extensive collection of pre built data elements Such are available via drop down lists radio buttons selection boxes and so forth End users have the ability to accept the desired default select a new item or add an item if security permissions permit Vendors should describe the use of abbreviations in Table structures e g use of abbreviations that also displays clear descriptions of the information they represent that are intelligible Section B4 6 Response to Desirable Technical Requirements 6 2 2 1 4 7 to a casual user of the proposed system The proposed system should not display codes that are meaningless or abbreviations so short as to be meaningless Pro Filer supports the use of abbreviations and full descriptions for table items and permits Lane County to determine which either one or both that should be displayed for the end users Vendors should describe how the proposed system provides the capability for defined COUNTY user groups to configure custom data validation rules to meet specific needs Pro Filer has been designed to support the most diverse business rules of any organization Built in business rules include the abil
364. sed by the Vendor has been installed and is in current operation The minimum information that must be provided for each reference includes 6 3 8 3 1 Name of individual company or government entity where services were provided 6 3 8 3 2 Address of individual company or government entity 6 3 8 3 3 Name of current contact person 6 3 8 3 4 Telephone number of current contact person 6 3 8 3 5 E mail address of current contact person 6 3 8 3 6 Description of the products and services provided 6 3 8 3 7 Dates products and services were provided Company financial documents are NOT required as a part of the proposal but the COUNTY reserves the right to require financial information of finalists that describes the financial condition of the prime Vendor and any proposed subcontractor s Finalists may be required to provide audited annual financial statements including Balance Sheet Statement of Income and Changes in Retained Earnings Statement of Changes in Financial Position and Footnotes dated within the last fifteen 15 months or a certified true copy of federal income tax return for the last fiscal year Section B6 H 1 Corporate Qualifications and References A question often asked of UNI CARE is what makes it different from other software companies Our answer revolves around the following characteristics that make us unique UNI CARE is a closely held company incorporated in 1981 Our company s goal is to provid
365. sentially identical to the production environment of the proposed system including server equipment configuration Please include the brand and model and recommended processor memory and disk space for Section B4 15 Response to Desirable Technical Requirements each test server If a test environment with local test servers is not proposed describe the alternative test environment UNI CARE recommends the implementation of a test environment with the installation of Pro Filer Furthermore UNI CARE recommends all product patches and new releases are installed and thoroughly tested within the testing environment prior to implementing these in the production environment This environment requires less hardware memory etc and is a separate database permitting Lane County to test data integrity and system functionality In addition UNI CARE provides test plans to assist customers with testing specific functionality UNI CARE provides and has included with its proposal a recommended test environment set up 6 2 2 5 4 DESIRABLE TRAINING ENVIRONMENT 6 2 2 5 4 1 Vendors should describe their approach and methodology for user training on the proposed system without affecting the production system s data Any actions in the test environment must not affect the availability of the training environment However the training environment may share hardware used by the production or test environment UNI CARE recommends
366. ship they created in September 2001 with Microsoft that made NeoTool the first company to provide HL7 compliance for Microsoft s integration engine NeoTool s HL7 Accelerator is a seamless add on tool for Microsoft BizTalk Server 2000 Neotool s latest offering Neolntegrate is the logical follow on product and ultimate synthesis of their individual component tools which are designed to snap together to create a fully functional HL7 engine Neolntegrate is a fully functional HL7 to XML subsystem that is pre built with all necessary HL7 components required to perform HL7 messaging including HL7 transaction formatting communications acknowledgements resends message reception and message parsing to XML Neolntegrate is designed to allow developers to quickly integrate fully functioning HL7 processing within their custom applications by utilizing a toolset that remains flexible enough to support custom deployment requirements Design Notes on Pro Filer HL7 ADT Interface Two week honeymoon Section B6 D 7 In geing support for first two yeors Interface Services Functional Overview The following HL7 Event Codes are expected to be supported in the HL7 ADT Interface from Pro Filer to an external system UNI CARE plans on initially providing a basic ADT interface and subsequently based on demand an expanded ADT interface The basic ADT interface provides an abbreviated set of trigger events consistent with a
367. sion results A more in dept option is to create specific reports that do line by line comparisons of the source data against the conversion data and alert the user to any discrepancies General data conversion tasks 1 Requirements Planning amp Legacy System Review UNI CARE will coordinate with Lane County to establish data conversion requirements and the business rules for data cleansing UNI CARE will work with the LC Project Team and the legacy system maintenance teams to understand the construct and the business rules related to LC s legacy system databases and to ensure a clean conversion and transition to the proposed system UNI CARE and LC staff will review the storage space needed to enable selected staff from LC to test the validity of the converted data 2 Development of Field Level Conversion Rules UNI CARE will develop and maintain a document of each legacy system file and table to be converted down to the field level and crosswalk map it to the Pro Filer file table name and field Data conversion business rules for each file table and each data element will be included in the crosswalk This plan will with specify the details of how to merge client data across counties This document will also specify acceptable conversion error rates as agreed to by UNI CARE and the LC Project Manager 3 Small Sample Test Conversion UNI CARE will develop test and re test data conversion engine programs and programs per the approved d
368. spect of Mr Catan s background is his experience and expertise achieved across a broad range of products and industries for both hardware and software including Section B6 I 1 Key Personnel Experience and References Education Relevant Experience Hardware Platforms amp Communication Protocols m AS 400 MW Citrix m RISC 6000 LAN WAN m TCP IP VPN s m xDSL a Terminal Serveri Frame Relay Cable Frame Relay Software Development Tools W Progress m HTML FoxPro W SQL Server m xBase m VC W MS Access Visual Basic m RPGII 400 Crystal Reports Operating Systems m Windows2K Windows NT UNIX AIX OS 400 SSP Netware Industries Medical m Construction Education W Distribution Timeshare W Automotive W Behavior Health Real Estate Finance m Hotel Hospitality Application Service Provider ASP Bachelors of Science in Economics Binghamton University NY Concentration in Computer Science May 1984 Regents Scholarship Winner June 1980 VP Technical Services 2000 2007 UNI CARE Systems Inc Sarasota FL e Developed the UNI CARE Consulting Services practice e Re engineered the Pro Filer Implementation process e Key member of the UNI CARE Implementation Team on over 20 Pro Filer installations totaling over a thousand users e Developed mainstay reporting constructs within Pro Filer e Developed the Pro Filer Tel Entry
369. ssing schema and configuration information for routers and switches Y Communicates project s status and issues to the Project Manager oo oS e Training Coordinator TC Y Ability to effectively communicate with staff having various levels of computer skills Section B6 E 11 Implementation Services Y KK GEENA lt Responsible for the development of customized training guides for the Agency s mission critical applications Responsible for management of Agency wide staff training Designs and documents training plan necessary to facilitate transition from legacy system Responsible for maintaining designated training facilities Designates and schedules training area s and attendees Designates and schedules practice time for all trainees Monitors and evaluates effectiveness as training proceeds Develop proficiency test process Assess future training needs recommend solutions and outlines training programs to accommodate user needs Maintains training information and generates reports as required by the Project Manager Participates in the preparation of documentation for all mission critical applications and hardware Prepares and prints software training manuals Communicates project s status and issues to the Project Manager Section B6 E 12 SECTION B6 F Training Services Training Services 6 3 Business Specifications 6 3 5 TRAINING SERVICES Vendor pro
370. system that can be imported into the target system Likewise with data export a mapping and possibly conversion process must occur prior to import in the target system The Pro Filer application can utilize a number of tools to accomplish import and export mapping including the outstanding Data Transformation Services DTS utility that comes standard with MS SQL Server This utility allows drag and drop creation of data exchange processes between any two ODBC compliant data sources Users can define from simple to complex data transformations on a field by field basis as well as define a tightly controlled schedule for performing the data exchanges on an automated periodic basis Control Methodology The control methodology refers to the way in which the import or export is handled from a database update view Primarily this results in systems that are either on line or Section B4 8 Response to Desirable Technical Requirements batch posted The control mechanism can be one of either push or pull depending on the requirements The source database can either push the data via scheduled exports or the target database can pull the data via scheduled data imports Depending on the integration approach chosen one method will generally be preferred as a better choice Both the push and pull can be methods of data exchange can be implemented with either the on line or batch update process Pro File
371. t In addition to automatic parameter passing the Report Menu interface is completely customizable in that you can add your own new or customized Pro Filer reports and adjust or assign multiple access points from the Report Set up tool End User Deployment Most users interface with Crystal Reports from within Pro Filer by selecting a report from the Reports Menu available on every form and on the system toolbar A suggested report strategy entails designing reports that allow end user record selections via parameter prompts By designing reports this way a single report can have vast potential to serve multiple purposes without the need to create different reports for each 1 type data request This shields the user from the actual report creation task while allowing them a measure of control over their reporting We also offer ad hoc record selection directly from our Reporting Interface This powerful feature allows end users to actually add additional real time selection conditions to narrow the Appendix C 1 Crystal Report Integration with Pro Filer amp Sample Reports results record set of a standard report The changes are active only for the report session and are not saved and do not in any way modify the saved report When it comes to output options Pro Filer provides a selection method that is user definable within each report Pro Filer uses special key values embedded
372. t Database Business Rules and Presentation client services These Services are tightly integrated within the Pro Filer application framework The Pro Filer web enabled solution is simply an extension of the Presentation service or client that enables MS Internet Explorer to function as the Pro Filer client without the need for the typical client installation process The Pro Filer web client is a plug in that automatically installs itself upon first usage The fully functioning Pro Filer client then runs within Microsoft Internet Explorer through the use of Web portal technology Section B3 5 Response to Mandatory Technical Requirements We chose this approach to web enable the Pro Filer client since it provided a number of competitive advantages over the traditional HTML form based access including gt real time update of information displayed for immediate viewing gt does not use HTTP Java or ASP web pages that are static essentially off line in nature gt all the same high security and dynamic form interaction of a Visual C client application gt full functionality of a client server application that would not be possible in a standard web page design the full power of Visual C versus usual web forms composed of HTML and Java gt dynamic usage of Microsoft s NT domain model for secure transaction processing WEB ACCESS REQUIREMENTS The Pro Filer application ca
373. t Outlook and Office applications Sage MIP Fund Accounting just to name a few Vendors should describe if the proposed system provides interfaces with other applications and if that web services will be available for use Pro Filer has been designed with an open structure using MS SQL database allowing for the integration or interface to an array of desired third party applications Pro Filer is currently integrated with Microsoft Outlook and Office applications Sage MIP Fund Accounting just to name a few 6 2 2 1 2 DESIRABLE GRAPHICAL USER INTERFACE 6 2 2 1 2 1 Vendors should describe how their proposed system does not present a user with functions that security will prohibit them from performing e g such functions should not be displayed or should be disabled grayed out Pro Filer implements a multi faceted security authentication process End users must first be authenticated to the network Then be given access to the Pro Filer EHR through the EHR graphical interface Once in the Pro Filer EHR additional security is applied that will dictate what the end user can see and what functions can be performed For example those fields that are not to be accessible for a specified end user will be grayed out and not visible In a similar fashion an end user will not have access to those functions he or she is not supposed to be able to perform Section B4 2 Response to Desirable Technical Requirements
374. t also uses drill down capability to provide a service profile for each of the diagnoses listed Page 6 of 6 Sample Pro Filer Reports Admission by Payor by Date Purpose of Report This report lists client episode admissions by primary payor for a selected date range Includes a total for each payor and a graph showing a summary for all payors Sample Report Output Episode Admissions by Payor by Date 05 26 2004 Active Primary Payors Only 9 35 am For 05 25 2003 05 26 2004 Payor Name 5 Client Name 0510 1968 000 000 0000 07 01 2003 331 2 09 10 1965 07 01 2003 331 3 05 09 1949 07 08 2003 324 4 11 4 1972 08 01 2003 05 10 2004 283 4 1144 1972 09 01 2003 269 09 01 2003 269 9 10 23 1966 11 01 2003 208 7 11 01 2003 208 30 03 01 2004 04 02 2005 87 27 08 06 1950 03 01 2004 87 10 Payor Name 18 Client Name 11 21 1945 10 01 2003 239 Total Count 1 of 63 Sample Pro Filer Reports Admit Discharge By Date Range Purpose of Report This report lists client episode admissions for a selected date range Includes counts for admissions and discharges as well as total patient days and average length of stay for discharges Also includes SSN DOB and gender Sample Report Output AdmissioniDischarge Report 05 26 2004 For 05 26 2003 05 26 2004 1013 am ID SSN Gender Admit Discharge Los ADMISSIONS 5 Client Name 000 0000000 05 10
375. t default settings by the end user logged in and client type Pro Filer also support auto completion and audio cues via a wizard that provide workflow reminders alerts and triggers with the audio optional Vendors should describe how their proposed system provides the capability to identify individual table entries as expired and no longer usable in the entry of new records but are still valid for display of existing records For every data element within Pro Filer Lane County will have the ability to define an effective an expiration date and expiration reason Pro Filer can be set up optionally to expire items from tables and they are no longer displayed In addition the expired records will be maintained historically for those records with those expired elements Vendors should describe proposed system functionality related to drop down table entries For example it should be possible to select items in a list by clicking on the desired choice or typing as much of the item description as is needed to uniquely identify it similar to the Microsoft Outlook address book It should be possible to type an exact value into a table validated field Section B4 5 Response to Desirable Technical Requirements 6 2 2 1 4 4 6 2 2 1 4 5 6 2 2 1 4 6 Pro Filer has been designed to include and promote an extensive collection of pre built data elements Such are available via drop down lists radio but
376. t the Licensed Programs Licensed Utilities Installation Training and Consulting services or any services related thereto including all personal property taxes and state sales and or use taxes but excluding taxes based on Licensor s taxable income and excluding any other taxes based on Licensor s business operations If Licensee elects to challenge the applicability of any such taxes Licensee shall inform Licensor and will supply Licensor with all relevant documentation substantiating Licensee s right to withhold payment of such taxes It is contemplated that Licensee will directly pay all sales and use taxes incident to this Agreement provided however Licensee agrees to reimburse Licensor after receipt by Licensee of appropriate documentation from Licensor for any payments of sales or use taxes paid by Licensor on behalf of Licensee pursuant to this Agreement or assessed by a taxing authority against Licensor SECTION 5 FUNCTIONALITY ACCEPTANCE TESTING 5 01 Implementation Schedule Within approximately one 1 month of execution of this Agreement Licensor and Licensee shall hold an implementation meeting to collaborate and produce a written Implementation Schedule that will be finalized within thirty 30 days after the occurrence of the meeting The Implementation Schedule will include prioritization of milestones for Acceptance training and customization services as well as timetables related to payment schedules as set forth in Subsect
377. t upon giving written notice of termination to Licensee 9 05 Return of Software Within ten 10 days after the termination of this Agreement Licensee shall either i return to Licensor all copies of the Licensed Programs Licensed Utilities and all related Licensed Materials in Licensee s possession or under its control or ii destroy all copies of the Licensed Programs and Licensed Utilities and related Licensed Materials and provide a sworn affidavit to Licensor to the effect that all such items have been destroyed to the best of Licensee s knowledge and through its best efforts Except to the extent Licensee is entitled to reimbursement from Licensor pursuant to Section 5 04 or 5 06 all unpaid or accrued License fees and payments provided in Section 4 of this Agreement shall be immediately due and payable upon such termination 9 06 Survival Sections 4 6 7 and 9 of this Agreement shall survive the termination of this Agreement or any License under this Agreement SECTION 10 GENERAL TERMS AND CONDITIONS 10 01 Amendment and Waiver The parties may amend this Agreement including the Exhibits attached hereto only upon the written consent of both Licensor and Licensee A waiver of any provision of this Agreement is effective only if evidenced by a writing signed by the party against whom the waiver is sought to be enforced The waiver of any provision of this Page 18 September 7 2007 Agreement does not constitute the waiver of an
378. t visits where testing and professional counseling services related to pregnancy test results are provided and recorded on the client record Vasectomy visits that include professional counseling services and establishment of a client record Counseling only visits where the information is placed in the client record Emergency contraceptive visits that include establishment or update of a client record e As a Clearinghouse Ahlers is entitled to receive non standard records until the regulations are changed Ahlers is a Clearinghouse in Oregon Illinois Texas and New York You may continue to send visit data in the CVR format Ahlers is required to accept X12N837 records if asked to do so Ahlers was prepared to begin testing in April 2003 e From a Pro Filer perspective this interface may consist of either or two components as follows a either an 837 Billing Form or b a custom report Section B6 D 2 Interface Services from our Reporting Entities Tool depending on the specific data elements required 2 HIPAA 837 Transaction Interface 1 way Electronic Claims to PhTech The Pro Filer Application System will be the source application for entry of all PhTech billable transactions The HIPAA 837 Transaction file will be generated directly from the Pro Filer application Pro Filer provides tools to generate customized 837 Transaction Files including Companion Guideline directives There is a
379. tatement for the report period The report uses the same selection criteria as the Client Statements with the exception of no Receive Statement address is needed This report will identify clients with a self pay balance but no Receive Statement address on file The report also gives a report total of Client Self Pay balance due Sample Report Output Page 19 of 63 Sample Pro Filer Reports 07 19 2004 Client Statement Summary Report 3 43 01 01 2003 To 12 31 2003 Client Name Acct No 79 Self Pay Balance 120 00 Company Name Bill To Client Name 121 Main Street Nashville TN 37204 Client Name Acct No 7 Self Pay Balance 29575 Company Name BillTa Client Name 11 Ocean Park Sarasota FL 34256 ai Te Client Name Vine S Orlando FL 32819 Client Hame Acct No 23 Self Pay Balance 310 07 Company Name Bil To Client Name 15 Lucky Charm Street Sarasota FL 34266 Client Name Acct No 8 Self Pay Balance 105 00 Company Name Client Name Hard Rock Road Sarasota FL 34238 Client Name Acct No 26 Self Pay Balance 98 75 Company Name Bil To Client Name HM Welland Biel Sarasota FL 39425 Client Name Acet No 9 Self Pay Balance 106 00 Company Name Client Hame Acct No 15 Self Pay Balance 25 00 Company Name Client Name 2003 Hope Street Sersscts FL 32444 Client Name Acct No 38 Self Pay Balance 20 00 Company Name NO STATEMENT BILL TO ADDRESS Client Na
380. tes Provide service information necessary for payor specific auditing Review benefits to maximize client care Review payor rules to maximize reimbursement Reimbursement Benefits Perform account review by Client financial assessment Multiple sliding fee scale tracking gt Current and historical insurance information Manage multiple billing formats gt Invoicing gt Industry standard paper forms Industry standard electronic formats Manage insurance billing rules CPT revenue and payor specific bill coding Multiple diagnoses formats including ICD 9 and DSM IV Billing and expected payment rates Process electronic reimbursements received from payors Use automated account adjustments Process client statements Process statements to multiple locations Process 3 party vendor statements Paperform Electronic Track payor and client collection unicaresys com Billing and Receivables Copyright 2005 UNI CARE Systems Inc 7 00 o6 06 Oo 9 2 Oo wo The Clinical Care Module s dynamic design allows clinical staff the flexibility needed to track and monitor total client care It is the center of all client activity from the treatment plan to authorization scheduling service recording and the information needed for accurate billing It provides clinical staff with a multi disciplinary treatment plan overview designed to coordinate comprehensive clinical care Tr
381. the content of the topics developed by both UNI CARE and its customers gt Regional Users Groups have also been formed within or among neighboring states UNI CARE s software support methodology is based on the premise of direct access to the staff providing first level support and the staff providing training services As such all UNI CARE customers can dial a set of telephone extension numbers exclusively assigned to the support of the software and immediately report their specific concerns issues or problems The support staff receiving the call will immediately answer an inquiry presented to them if such an occurrence is possible If the inquiry requires research analysis or any further step the UNI CARE staff will advise the customer of the proposed action and will set a timetable for follow up To ensure that all requests for support have adequate follow up and subsequent communication with Lane County staff UNI CARE has implemented an internal automated monitoring system designed to document every request for support as well related progress and or resolution In addition UNI CARE has identified a specialized committee responsible for the monitoring all requests by customer as well as the status progress and or resolution of each request Section B6 J 1 Software Maintenance Services The UNI CARE support staff is trained to determine the urgency of the inquiry and subsequently define the appropriate follow
382. the design and development of the Windows platform products He has a Masters Degree in Computer Engineering from the University of Michigan Y Vice President Consulting Services Jim Catan Jim Catan has over 15 years of professional consulting experience serving as President of a highly successful consulting practice His skill set encompasses a wide range of technical and management positions to software architecture to senior project management on multiple large scale projects He has consulted for numerous Behavioral Healthcare companies over the past 10 years specializing in the strategic implementation of technology initiatives and business process re engineering Jim Catan holds a Bachelor Degree in Economics with a minor in Computer Science from Binghamton University in New York Y Vice President Business Development Stephen A Wood FHIMSS Stephen A Wood recently joined UNI CARE Systems Inc as Vice President of Business Development Mr Wood has a degree from the University of California Santa Barbara and is a Fellow of the Healthcare Information Management and Systems Society FHIMSS and a Fellow of the Healthcare Financial Management Association FHFMA He has a unique blend of over 30 years of information systems and financial management experience in healthcare and has spent most of the last ten years focused on public health information and management systems As Vice President of Business Development Mr Wood focuses on
383. their proposals an offer to provide a hosted operation If proposed the following information shall be included 6 4 1 1 Vendors should state their operational performance guarantee 6 4 1 2 Vendors should describe the facility where the system will be hosted including the physical facility hardware and software configurations and network architecture 6 4 1 3 Vendors should describe their ability to handle peak loads at higher than normal collection and reporting times 6 4 1 4 Vendors should describe their routine back up and their business continuity disaster recovery plans and procedures 6 4 1 5 Vendors should describe their physical and logical security safeguards 6 4 1 6 Vendors should describe their reliability to insure data availability and integrity 6 4 1 7 Vendors should describe their data reporting tools and ad hoc reporting capacity 6 4 1 8 Vendors should describe their storage capacity and ability to expand the capacity scalability to meet data population growth over time 6 4 1 9 Vendors should describe how routine maintenance and system upgrades will be supported and how the infrastructure and systems are tuned for optimal performance 6 4 1 10 Vendors should describe if a testing environment is offered to test product customizations and configurations 6 4 1 11 Vendors should state their maximum storage capacity and bandwidth allowance per customer 6 4 1 12 Vendors should describe their hosting facility
384. ther process and performance of the interface This provides the method for verifying the result Testing Worksheet e Develop a document that will be used as a checklist during testing It should provide Step by step tasks including the setup and execution of the tests as well as expected results Finalize Migration Approach e Review and finalize the high level migration approach defined during functional design Detail the process and timetable for parallel testing identify pilot users separate or shared communications and production cutover Finalize User Access Security Approach e Review and finalize user access and security approach This includes technical requirements to provide single or multiple points of entry and resolution of log ins and passwords Conduct Review And Obtain Acceptance For Technical Design e Document and present for approval entire technical design including lower level protocol communications hardware programs testing migration and access approaches Conduct Review And Obtain Acceptance For Functional Performance e Document and present for approval the entire functional performance specification including _ End user response time _ Data integrity data flow Availability Section B6 D 15 Interface Services _ User access acceptance PROGRAM DEVELOPMENT The following section applies to those persons involved with program development Program development should begin
385. tients in company s Pre register and register clients patients demographic and financial Capture family information Create an episode for care Admit client patient in multiple cost centers Document services provided Discharge clients patients Review history of care by episode BILLING amp RECEIVABLES Ability to Document payer reimbursement requirements Review services to be billed Monitor payer reimbursement requirements Bill third party payers Process client patient statements Process payments and adjustments Monitor aged receivables by payer and client patient Review and query client patient accounts CLINICAL CARE Ability to Document clinical standards for care Document diagnostic information Structure clinical team Generate treatment plan problem goal objective intervention services Perform treatment plan reviews as required Review multi disciplinary treatment plans SCHEDULING Ability to Document location schedule Document provider schedule by location Schedule provider and co providers Inquire on provider co provider schedule Schedule client patient sessions Schedule groups sessions Schedule blocks of time for special services Inquire on clients sessions Document no shows cancellations CENSUS MANAGEMENT Ability to Admit a patient to a Unit Room Bed Transfer a patient to a different Unit or bed or room Discharge a patient Schedule an admission discharge or leave of absence Prod
386. tification The Work Plan must clearly identify Vendor including subcontractors and COUNTY resources required to successfully complete the implementation of the proposed software solution across the COUNTY Vendors must provide job descriptions and the number of Vendor personnel to be assigned to the customization if applicable data conversion interface development testing installation implementation operation and maintenance for the first 12 months of operation of the software Vendors shall fully describe the responsibilities expected of tte COUNTY These should address Section B6 A 2 Project Management Services expectations for technical or administrative products or tasks and hardware or software to be supplied 6 3 1 3 3 Gantt Charts The Work Plan must include appropriate Gantt Charts that reflect the proposed schedule and all major milestones 6 3 1 4 Approach and Methodology to Risk Management Vendor proposals must include a high level risk assessment using the methodology published by the Project Management Institute PMI or other comparable methodology Vendors must briefly describe their approach to risk assessment and risk reduction and the methodology used if other than the PMI methodology The Risk Assessment must include risk mitigation strategies as well as recommended resources the COUNTY might utilize to reduce risk Methodology With over 25 years of experience with services provided to
387. tion Utilities other than normal questions that are handled under the Support Services Agreement 3 04 Licensee s Responsibilities In order to receive support services under the Support Services Agreement Licensee is expected to perform the following Page 28 a be licensed for all Licensed Programs and Licensed Utilities for which Support Services are requested September 7 2007 b c 4 4 9 i maintain the system at current releases and load and test new revisions within three 3 months of release date maintain the Operating System and Designated Approved Equipment at releases supported by the Operating System and Equipment manufacturer have documentation of reported malfunction available to Licensor staff for telephone and or on site consulting notify Licensor immediately in the event of Licensed Programs and Licensed Utilities malfunctions perform reasonable tests within an agreed upon timetable upon the request of Licensor Support Staff provide if required Licensor with suitable data to investigate Licensee reported questions and problems provide access to a dedicated data communications line and associated communications devices to enable Licensor to employ data communications diagnostic support and repair services This communication link shall be readily available to Licensor at all times maintain daily backups of all data fi
388. to attach data elements to any form in the system The tools provided are easy to use user friendly utilities designed to be integrated with the diverse business security and application rules of Lane County Through the use of these Pro Filer s Utilities Lane County will be able to include an unlimited number of user defined forms within the system In addition these specific utilities will provide Lane County with the ability to create user defined fields and displays data items standard list from existing database tables Lane County can define validation rules such as required not required and specific value required Forms Screens can contain various objects including but not limited to textboxes radio buttons drop down list boxes and combo boxes Using an HTML or a Pro Filer editor the end user creates a form screen which is then saved at a specified location and attached to Pro Filer In addition the utilities allow the user to integrate user defined data elements in a generic data structure Any end user customizations made to Pro Filer are maintained and preserved in a specific location preventing overwriting during the upgrade process Section B5 1 Response to Requested Technical Requirements 6 2 3 1 2 2 Pro Filer s customization utilities are available for elements including but not limited to Navigation Security Documentation Scanning Attaching System Data parameters GUI
389. tons selection boxes and so forth End users have the ability to accept the desired default select a new item or add an item if security permissions permit Vendors should describe how their proposed system works as the user moves from one screen to the next carrying along key data to minimize re entry and mistakes Pro Filer has been designed to include and promote an extensive collection of pre built data elements In addition Pro Filer has been designed to be used as an electronic client record As such all information entered manually in a client paper record can be stored in Pro Filer The system emulates the functions performed in a company such as referral registration scheduling assessments treatment plan authorizations services recording billing accounts receivables quality and outcomes monitoring All the information is processed only once and retrieved for different purposes as defined by company staff Finally Pro Filer supports multi company processing within one database The system provides for the ability to document information on the client single point of entry and subsequently refer the client for clinical care to multiple companies Within this context the client information is shared by the multiple companies servicing the client therefore eliminating duplication of data entry The clinical information is secured by company and can only be shared if a provider from another company is allowed acces
390. tools including but not limited to new system shall include a Standard system generated reports Vendor proposals must include copies of all proposed solution standard reports can be placed in an Appendix User defined reports Ad Hoc reports Vendor proposals shall include a detailed 3 0 10 2 0 Business as Business Process Description COUNTY UNI CARE Response to Mandatory Requirements Process MUR Mandatory Functional Business Process Number Requirement The system is interfaced with Crystal Reports UNI CARE provides about 65 standard reports that are installed with Pro Filer 13 1 Available 13 2 User defined reports can be written using Crystal Reports 13 2 Ad hoc reports can be written using Crystal Report 13 4 UNI CARE has complied with this request 13 5 Available All the data is stored in the SQL database 13 6 Available 13 7 Complies with HIPAA rules producing reports about services provided to individuals including individual service utilization and outcomes staff and contractor performance and description of the reporting tools associated with their proposed solution including any third party proprietary Tracking and Reporting tracking productivity and cost benefit software or report writers Ability to extract all data captured in the system Archiving data and reports functionality including the ability to scan documents The new system shall be
391. tralized from the IS Department and more readily available to end users who will utilize the reports to better manage their areas Seamless Integration Crystal Reports Runtime Version 8 is seamlessly integrated within the Pro Filer application This allows all Pro Filer users to run any of our standard system reports as well as any user developed reports without the need to install a separate Crystal Reports client There is no need to purchase separate Crystal Reports licenses for end users who will use the Pro Filer Crystal based reports This saves your organization considerable license fees that would otherwise be incurred The Pro Filer reporting interface is smart in that it only presents reports that are related to the folder the user is requesting the report from significant advantage of this method is the ability to automatically send folder or form related information to the Crystal Report as a parameter which in turn saves the user from having to manually enter the information For example a user might be in the Client Folder and need to run a Face Sheet Report By selecting the Face Sheet Report from the pop up reports menu the Face Sheet would automatically be produced for the currently selected client without the need to enter the ID or any other information This powerful feature can be utilized throughout Pro Filer and become the basis by which many reports are produced without additional user inpu
392. trated an ability to seek and retain qualified staff Except for employees hired to fill newly developed positions our company has retained its employees for an average of seven years ranging from 5 to 20 years of employment In addition the company s founder is still very involved in shaping the long and short term goals of the company and ensuring that its mission is met through the actions of its employees UNI CARE has provided below a percentage and actual breakdown of UNI CARE s staff complement UNI CARE Staffing Complement COMPANY DIVISION Consulting Services 15 28 Programming R D 16 29 Support Services 15 27 Sales 5 9 Administrative 4 7 TOTAL 55 100 To start understanding the culture of a particular company it is important to have the ability to review its history as well as the experiences that have influenced shaped and guided the nature of the products and services offered by that company Early Years 1981 1991 Since its inception UNI CARE has partnered with organizations involved in the implementation of innovative clinical and reimbursement related programs Our staff Section B6 H 2 Corporate Qualifications and References shadowed the organization s staff in an effort to implement tools that support the ability to assist in the documentation monitoring and analysis of the projected tasks as well the measurement of th
393. ts by Location Friday May 7 2004 Cost Center Location Appointment Client Time Duration Service 9 00 am 60 Individual Therapy Client Name 1 00 15 Cost Center Location Appointment Client Time Duration Service 10 00 am 60 Case Conference Client Name 11 00 am 30 Counseling Provider Mark Routen Mark Routen Provider Mark Routen Mark Routen Type Individual Type Provider Individual Page 14 of 63 Sample Pro Filer Reports Client Financial Analysis Purpose of Report This report will pull individual client financial data similar to the information considered by the Benefits Wizard This report is used by staff to provide a quick and clear picture of a client s financial status balance and benefits Financial data that is included are Sample Report Output Page 15 of 63 Sample Pro Filer Reports Client Financial Analysis Client 1D 9 SSN 000 000 0000 Birthdate 10 23 68 Current Balance 12 00 Household Income 45 000 00 Crisis Services All All 50 00 Household Dependents 2 All Intervention Value Options 25 00 Effective Date Rank Payor Policy Group Name Plan Name Balance 117103 4 Medicaid 54535343 Group Name Plan Name at Lifetime Episode 1 Deductible Max OOP Max Units YCR Bate Class Counseling 75 00 An Day Treatment 120 00 An Group Therapy 35 00 an Individual Therapy 100 00 All Medical
394. ty Acceptance Certificate As soon as Licensee determines that the Functionality Acceptance Testing establishes that the Licensed Programs are performing satisfactorily in meeting the Functionality Acceptance Criteria as set forth in Subsection 5 03 herein Acceptance Licensee shall execute the Acceptance Certificate attached hereto as Exhibit F 5 06 Refund of Licensed Programs Fees In the event Licensee requests a refund of a Licensed Program Fee paid to Licensor as specified in Section 4 01 of this Agreement as a result of a Licensed Program failing to satisfy the Functionality Acceptance Criteria during Acceptance Testing as specified in Subsection 5 04 a of this Agreement then Licensor shall refund within sixty 60 days of receipt of written notification from Licensee the Licensed Program Fee paid by Licensee pursuant to this Agreement and as identified in Exhibit D to this Agreement 5 07 Licensee s Tasks Upon Termination After Failure of Retesting of Functionality Acceptance Testing Within ten 10 days after the deletion of a Licensed Program from this Agreement by Licensee Licensee shall either i return to Licensor all copies of the Licensed Program and all related Licensed Materials in Licensee s possession or under its control and ii allow access by licensor to remove all copies of the Licensed Program and related Licensed Materials and provide a sworn affidavit to Licensor to the effect that all such items have be
395. uce per diem charges based on daily census Transfer per diem charges to for the purpose of billing Monitor length of stay REFERRAL DEVELOPMENT Ability to Document referral network Document incoming referrals by referral organization and referral contact Document needs problems by referral agency and geographical location Document internal and external referrals Document disposition outcomes and follow up Monitor contractual timetables for access MANAGED CARE Document payer contracts Structure payer contracts by groups plans benefits type coverage and exceptions Document negotiated fees per payer contract Document requests for authorization Document authorizations per client payer Print authorization mailers and denials Monitor authorized versus used buckets NETWORK DEVELOPMENT Ability to Document provider network contracts and documentation requirements Within each network structure organizations by geographical location type of benefits and organizational performance Within each organization structure providers by areas of expertise credentials and performance Search for providers based on pre defined criteria Document negotiated fees per organization and provider class CLAIMS PROCESSING Ability to Receive claims from organizations for services authorized Process claims by payor payor types organization and provider Validate claims processed Print vouchers explanation of benefits Produce encounter
396. uction live o Test o Train Pro Filer Application Server install Pro Filer Client install Pro Filer Reporting client install Pro Filer Tools Section B3 21 SECTION B 4 Response to Desirable Technical Requirements Response to Desirable Technical Requirements 6 2 2 DESIRABLE TECHNICAL SPECIFICATIONS 6 2 2 1 APPLICATION 6 2 2 1 1 DESIRABLE APPLICATION INTEROPERABILITY AND INTERFACES 6 2 2 1 1 1 Vendors should state if the proposed system provides a browser interface for regular department employee use and if it supports Internet Explorer v6 Sp1 or later The UNI CARE Pro Filer system is a multi tiered application solution featuring both scalable and independent Database Business Rules and Presentation client services These services are tightly integrated within the Pro Filer application framework The Pro Filer web enabled solution is simply an extension of the Presentation service or client that enables MS Internet Explorer to function as the Pro Filer client without the need for the typical client installation process The Pro Filer web client is a plug in that automatically installs itself upon first usage The fully functioning Pro Filer client then runs within Microsoft Internet Explorer through the use of Web portal technology We chose this approach to web enable the Pro Filer client since it provided a number of competitive advantages over the tradition
397. uipment The requirements below are the minimum to support the number of concurrent licenses purchased 136 Figure 3 Designated Server Equipment RAM HrdDrv HrdDrv Additional Notes Mi Pagefile 4 4GB 3x36GB Troy 1 wi16 power users Trmsty 2 4 w 40 standard users Application 2 2 3GB 3x366B 2 cD 36GB Servers CPUs RAM HrdDrv HrdDrv HrdDrv Additional Notes New Main Pagefile Trans TempDB logs Database 1 2 Windows 2003 standard Server MS SQL Server 2005 standard edition Desktop PC Figure 4 Desktop PC Requirements Test T 1 4 2 8 108 2068 E TRequires TS for multi user testing Upgrade GHor gt Automation 1 1P428 168 2008 S Manager GHor gt All servers have the following common specifications except as otherwise noted Section B3 18 Response to Mandatory Technical Requirements Figure 5 Server Additional Requirements Processors Xeon 2 8Ghz or higher Array Controller RAID 1 Hard Drives as indicated in the Server table Main SCSI RAID 1 drives Pagefile sys TempDB SCSI drive Transaction logs SCSI drive sql server ONLY Operating System Windows Server 2000 or higher unless otherwise indicated Network Card 10 100 Ethernet NIC suggested upgrade 2 NIC s teamed Network Protocol Microsoft TCP IP Backup
398. ulation The module provides an organization with the ability to track and develop standards for such services as family planning infant and maternal care school health immunizations health prevention and the control of communicable diseases Clinical Orders The Clinical Orders Module is a valuable tool to document and track ancillary orders dispensing medication pharmacy information and informed consents With these unique features clinicians can integrate orders with treatment plans measure order specific outcomes structure contracts by medication use and maximize outcome based reimbursements Outcomes The Outcomes Module provides the user with the ability to include and use instruments and assessments to meet clinical fiscal structural and process outcome measurement and reporting needs Its design allows for maximum customization to assist the need for using a unified database unicaresys com 60000 2700089 oct woo Quality Management The Quality Management Module is a comprehensive tools that focuses on providing a company with the ability to document and develop an action plan for follow up on grievances incidents reporting and issues relating to an organization a program a clinical provider or a client It provides the ability to create reminders for critical follow up compliance Family Care The Family Care Module is designed to focus on companies providing Foster Residential Care Adoption and Day Care Service f
399. unting man Stpm 43pm 100 Ammen M Faomfse NY Geo npm spm 100 Amnen M FosoieFace ny s 39 Therapy 090102 2182p 52 100 Routan M fice ny 6 100 mda 090203 213 120 Rouan M Y Y Location C C Totals Sorico Count 11 Un duplicated Count 2 na Company Totais Service Gount 11 Un duplicated Chant Count 2 Tu Dally Totais Service Count 11 Un duplicated Client Count 2 wv Page 33 of 63 Sample Pro Filer Reports Episode Admissions Purpose of Report This report lists episode admissions within a selected date range for all clients and sorts by company It includes admission date admission provider SSN and DOB It also includes a bar chart showing the admission totals for each company Sample Report Output Page 34 of 63 Sample Pro Filer Reports Episode Admissions By Date Rang 16 SSN 50 AdmitDate AdmitUser Company Name 20 Client Name 000 000 0000 9 1 2004 Higbee Keith 26 3112004 Routen Mark Unduplicated Count 2 Company Name 9 10 23 1966 11 1 2003 Higbee Keith 4 11 14 1972 8 1 2003 Higbee Keith 35 5 21 1940 5 1 2004 Routen Mark 12 4 8 2004 Routen Mark 28 312004 Higbee Keith 4 16 1970 11172003 Routen Mark 18 10021719458 10 2003 Routen Mark 21 9 13 1960 3112004 Routen Mark 29 3 26 2004 3 12004 Routen Mark 5 5 10 1968 Ti12003 Higbee K
400. up procedures based on the following formula CRITICAL response required within 4 hours URGENT response within 1 business day IMPORTANT response within 2 business days NEEDED response within 3 business days DESIRABLE response within 2 weeks The following escalation procedures are designed to facilitate the reporting of complaints or other issues related to support e Account Coordinator e Manager Support Services e Vice President for Support Services and or Vice President for Implementation Services e President CUSTOMER SUPPORT METHODOLOGIES UNI CARE provides support services based on one or a combination of the following methodologies Telephone support from 8 a m to 6 p m EST Telephone support via beeper after hours On line support via dedicated line s and modem s E mail support via the Internet Web Site support via the Internet UNI CARE s support agreement with Lane County requires a dedicated line and modem open to the UNI CARE support staffto be used for diagnostics and issue resolution NEW RELEASES UNI CARE staff has developed a windows based system to replace its COBOL Legacy system The initial development was completed in 2000 and the system was released to the marketplace in that year UNI CARE provides new releases annually with updates issued in between via our customer web site Customers are notified of the pending upgrades updates as they are planned and upon their release provided with e Upgrad
401. vailable to monitor timely and accurate payments The UNI CARE Pro Filer system will improve the care clients receive by making charts accessible from the location that the client receives services The UNI CARE Pro Filer system offers access to a consolidated database from various remote locations multidisciplinary access for all care providers to access and contribute to one record The UNI CARE Pro Filer system is designed to offer clinical administrative and financial staff the ability to work on a consolidated multi disciplinary record reducing the number of times information is requested of the client The UNI CARE Pro Filer system is designed around the ability to record all client information in a consolidated record that strives to eliminate duplication of data elements All the client demographic and financial information which remain constant regardless of episode of care are stored and updated in an area that can be shared with the clinical information recorded under an episode of care increasing coordination across programs in Lane County The UNI CARE Pro Filer system is designed to promote coordination among programs The database revolves around the client information that can be viewed and updated by a multidisciplinary team of clinical administrative and financial staff increasing security by restricting access and with a clear history of access recorded The UNI CARE Pro Filer system is designed to b
402. ve this interface may consist of either one or two components as follows a a custom extraction tool or b a custom report from our Reporting Entities Tool depending on the specific data elements required 6 Communicable Disease Epidemiology Interface Users manage client data regarding communicable diseases in this system Data is sent to the State of Oregon from Public Health Currently a MS Access 2000 database is located on a file server Users access the system via desktop shortcuts Pro Filer will replace the Access based system for data entry Interface Type Unknown unspecified Section B6 D 4 Interface Services From a Pro Filer perspective this interface may consist of either one or two components as follows a a custom extraction tool or b a custom report from our Reporting Entities Tool depending on the specific data elements required 7 Views Interface 1 way Views is currently a client server application that runs as a Windows service on its own server Workstations access the application through a shortcut on the desktop Views is used by all H amp HS Views uses a proprietary database and programmatic access is not allowed The Views system provides a tool to import data from a variety of different source systems via CSV or XML files The Views system also has an Advanced Data Connectivity module that can connect to source systems and call stored procedures or queries to populate t
403. visions to DSI in a timely manner If at any time hereafter Licensor shall a cease to provide support for the Licensed Programs for reasons other than Licensee s non compliance with contractual clauses or b apply for the appointment of a trustee or receiver for any part of its assets make an assignment for the benefit of creditors commence any proceedings relating to it under any Chapter 7 bankruptcy proceeding dissolution or other liquidation law of any jurisdiction or any such application is filed or any such proceedings are commenced against Licensor and Licensor indicates its approval consent or acquiescence or an order is entered appointing such trustee or receiver or adjudicating Licensor bankrupt under a Chapter 7 proceeding or approving the petition in any such proceedings or any order is entered in any proceedings against Licensor decreeing the dissolution or division of Licensor or its assets or any material part of the operations of Licensor shall cease then Licensor Licensor s trustee in bankruptcy jurisdiction shall notify DSI by certified mail wit copy of the Licensed Programs source code to make derivative works based upon such source reasonably required for Licensee s internal use Programs in accordance with this Agreement Li contract signature and 250 at the beginning or a directive from a court of competent a copy of the notice to Licensee to deliver a Licensee Licensee may use
404. w their proposed system limits access to individual system functions and reports to authorized users Pro Filer EHR has a built in comprehensive history tracking and auditing feature including date time and user stamp that is fully configurable by the Lane County administrative staff Events tracked can be reported on through the Pro Filer EHR graphical interface and through OS tools such as event viewer 6 2 2 3 4 DESIRABLE AUDIT OF USER ACTIVITY 6 2 2 3 4 1 Vendors should describe how their proposed system provides the capability to track audit user activity Pro Filer EHR has a built in comprehensive history tracking and auditing feature including date time and user stamp that is fully configurable by the Lane County administrative staff Events tracked can be reported on through the Pro Filer EHR graphical interface and through OS tools such as event viewer 6 2 2 3 5 DESIRABLE DATA STORED ON PORTABLE WORKSTATIONS OR HAND HELD DATA DEVICES 6 2 2 3 5 1 Protected information stored on a portable workstation or hand held data device should use an industry standard level of encryption Vendors should describe how data is protected on portable workstations or hand held data devices e g a Personal Digital Assistant PDA or Universal Serial Bus USB Flash Drive Include encryption methods used in the proposed system UNI CARE recommends running remote devices such as a laptop via Terminal Server or Citri
405. wer Level Protocol e Interfaces can be implemented in a number of environments including among applications on a single processor point to point between systems or over a network In most cases the interface will be built on top of some media and access method HL7 interfaces exist at the seventh or application layer of the OSI model As such they usually require the support of some lower level protocol LLP Things to consider include the current environment time frame for installation existing staff experience expertise long range communications strategy and cost Select Install Hardware e Hardware includes upgrades to and or purchases of new hardware components such as memory or disk CPU communications boards networking hardware e g bridges routers gateways modems multiplexers etc workstations and printers Section B6 D 16 Interface Services Make sure to take delivery and installation lead times into account when planning your order dates for any hardware components Select Install Software e Software includes not only HL7 interface code for each application but also additions or modifications to system or application software communications software and perhaps network management or diagnostic software Network Communication Testing e After selecting and installing the hardware you have software and lower level protocol necessary for the interface the basic communications environment Th
406. within a Crystal Report to determine the format to output the report through The key values can be set via user input parameters which in turn allows users to specify data export values at report generation time This is an improvement over hard coding the output which leads to multiple versions of the same report for different output requirements Purchasing Crystal Reports Crystal Reports is available in three versions Standard Professional and Developer The additional features provided by the Professional edition are of a more technical nature such as increased native and ODBC database drivers and advanced SQL server side reporting functions The Professional version also ships with a 5 user Crystal Enterprise license Enterprise is a Crystal s web deployment tool and requires significant additional hardware servers to deploy It is a complex report deployment strategy that is well beyond the needs of most companies The Developer version provides the embeddable Crystal Reports Engine that we have integrated into Pro Filer For purposes of creating Pro Filer reports Crystal Reports Standard version 8 or above is acceptable Note if you are building reports to be used by Pro Filer users from within Pro Filer it is actually UNI CARE s embedded engine that will be running the report not your version that was used to create the report Crystal includes a good end user report creation interface known as the
407. x therefore no data is saved on the remote device Please note Pro Filer does not support the use of PDA 6 2 2 3 6 DESIRABLE INACTIVITY BASED LOGOFF 6 2 2 3 6 1 Vendors should describe how their proposed system automatically logs users off of the application running on a workstation after a defined period of inactivity on that workstation This security protocol is not defined within the Pro Filer application and is done through the group policies of the Windows OS Lane County s System Administrator should define this protocol and such a protocol will terminate login access to Pro Filer for the terminated session 6 2 2 3 7 DESIRABLE INTRANET SECURITY 6 2 2 3 7 1 If the proposed system application is intended for use on an Intranet Lane County can provide a secure environment for Section B4 14 Response to Desirable Technical Requirements 6 2 2 4 6 2 2 5 running the proposed system Vendors should describe the security features provided in the Intranet component of the proposed system Not applicable UNI CARE is proposing implementing Pro Filer via Terminal Server or Citrix SERVER SOFTWARE 6 2 2 4 1 DESIRABLE WEB SERVER SOFTWARE 6 2 2 4 1 1 SUPPORT Any web application components of the proposed system should use NET 2 framework Vendors should describe their proposed solution s web application component language if different from this UNI CARE s web based components
408. y Vendor proposals must address their software support related to reminders ticklers notifications and data integrity edits Section B1 10 SECTION B 2 Response to Desirable Functional Requirements Response to Desirable Functional Requirements 6 1 2 DESIRABLE FUNCTIONAL REQUIREMENTS Table 6 1 2 below sets forth COUNTY business processes and related new system functional requirements that are desired by the COUNTY in its new system Vendors should describe in their proposals the extent to which their proposed software meets or does not meet each of the desirable requirements set forth in Table 6 1 2 Column 4 0 Vendors should address each requirement in order by number e g D 1 1 D 1 2 etc Vendors may propose additional functionality not addressed in the mandatory or desirable functional requirements General product descriptions and or advertising materials related to the proposed software will not be considered by the COUNTY to be sufficient information to warrant critical review by the Evaluation Committee Table 6 1 2 COUNTY Business Processes and Desirable Functional Requirements 1 0 Business Process Number 2 0 Business Process 3 0 Business Process Description The process of tracking and reporting individual services Desirable Functional Requirements The new system should include the capability of capturing and reporting data related to D 1 1 Adult Protective Services D 1 2 Child Protect
409. y as a basis for judgment and the issuance of executions thereon Service of a petition to confirm the arbitration award may be made by First Class mail or by commercial express mail to the attorney for the party or if unrepresented to the party at its last known business address 10 07 Limitation of Actions No proceeding regardless of form arising out of or related to the Agreement may be brought by either party more than one 1 year after the accrual of the cause of action except that i proceedings related to violation of a party s proprietary rights or any duty to protect Confidential Information may be brought at any time within the applicable statute of limitations and ii proceedings for non payment may be brought up to two 2 years after the date the last payment was due 10 08 Complete Agreement This Agreement including all of the Exhibits attached hereto contains the final complete and exclusive expression of the understanding between the parties with respect to the transactions contemplated by this Agreement and supersedes any prior or contemporaneous agreement or representation oral or written by either of them No course of prior dealings between the parties and no custom of usage of trade or course of performance rendered under this Agreement is relevant to supplement or explain any term used in this Agreement 10 09 Form and Execution of Agreement The titles and headings preceding the text of the sections and subsect
410. y other provision or a subsequent waiver of that provision 10 02 Force Majeure Neither party to this Agreement shall be responsible nor shall it be held liable to the other for any non performance or delay in performance of its obligations under any term or provision of this Agreement directly or indirectly resulting from any cause or circumstance beyond its control including by way of example war strike riot or natural disaster or failure of the other party hereto to fulfill any of its obligations hereunder provided that a party s inability to perform due to its own financial difficulties or general economic conditions shall not constitute an excuse for such non performance or delay in performance by such party 10 03 Notices Any notice required or permitted to be given pursuant to this Agreement shall be in writing and shall be deemed sufficiently given a the following business day after having been timely sent by reputable overnight courier service for priority next day delivery or b upon confirmation of receipt by the recipient after having been sent by electronic mail or fax in each case to the applicable party s street address e mail address or fax number as set forth below as the same may be amended by such party upon written notice to the other or by such other means as the parties may hereafter agree in writing Licensee Street City State Zip Attn Phone Fax E mail Licensor Street 540 N Tamiam

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