EEA Healthcare Process and Systems Redesign

Tender description

Summary of the work • Review earlier phase of discovery identifying outstanding gaps to be addressed in this follow up phase • Evaluate options for high level potential IT technical architecture solutions around which future digitisation could be modelled; .and from this • Produce an agreed next steps commercial/digital delivery approach and sequenced roadmap Expected Contract Length Up to the end of August 2016 Latest start date Early June 2016 Budget Range to discuss Why the Work is Being Done The Department of Health is responsible for the administration and operation of a series of processes relating to the statutory provision of healthcare under particular circumstances for UK citizens residing or visiting other EEA Member States, and for EEA citizens in the UK, and consequent financial claims and reimbursement processes. Current processes span several government departments and agencies and are supported by a number of IT systems. An early discovery has already been completed, We now want to commission a short but intensive completion of Discovery by August 2016 that will provide a service design roadmap. Problem to Be Solved Currently processes are handled by different agencies; are mainly paper based, supported by outdated and disparate IT systems. Collectively this can result in significant financial loses due to fraud and error. In addition, the early discovery has demonstrated that citizen user experience is suboptimal, not meeting government digital standards. Who Are the Users There are several channels for citizens to initially register in advance for entitlement to reimbursable healthcare. These channels comprise: • The European Health Insurance Card (EHIC for short term visits to another MS, mainly as a tourist • The S1 form for recipients of state pensions and some other benefits who move to live in another MS • The S2 form for citizens wishing to have planned treatment in another MS Most subsequent reimbursement is administered through govt to govt channels. Administration of both entitlement applications and reimbursements creates multiple administrative users across the end to end process. Work Already Done Early discovery exercise has provided detailed as is process mapping, review of current IT systems, Initial citizen user research and outline opportunities for change. Detailed outputs will be made available to inform this further discovery. Existing Team A single contracted supplier team will work with a small dedicated project team from the Department and given full access to all necessary business service operators and service specialists. Current Phase Discovery Skills & Experience • Be able to design solutions to connect multiple system applications • Have knowledge of Financial Reporting Systems • Have knowledge of data protection legislation implications • Have relevant technology market insight • Be able to undertake citizen user and business application user research • Be able to produce a readable cost benefit analysis • Provide insight into validation processes and other solutions to reduce fraud and error • Work collaboratively with in house team and other key stakeholders • Experience of designing cloud based solutions • Experience of completing Discovery projects to government digital standards • Must be able to have full team engaged by early June Nice to Haves • Some familiarity with the EEA health and social security regulatory framework • Working with multiple government departments and agencies Work Location Main business functions are located in a number of offices in the Newcastle and Washington Tyne & Wear area plus one function in London. Overall the contractor/department project team will be based mainly in the North East, but we envisage that some remote working will also be possible. Working Arrangments A single contracted supplier team will work with a small dedicated project team from the Department to enable on-going sharing of expertise and ideas. We envisage weekly or more frequent team/group meetings and wider workshops with other stakeholders. Reasonable expenses for travel and overnight expenses in line with Departmental policy will be reimbursed. Security Clearance To Seek Advice No. of Suppliers to Evaluate 5 Proposal Criteria • The proposed approach and methodology • How the approach or solution meets your organisation’s policy or goal • Estimated timeframes for the work • Team structure • Value for money of the proposal Cultural Fit Criteria • Work as a team with our organisation and other suppliers • Transparent and collaborative when making decisions • Works across multiple government agencies Payment Approach Capped time and materials Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. WebEx meeting postponed and new link Hello, PATRICK CLOVER changed the WebEx meeting information. EEA Healthcare Monday, May 16, 2016 11:00 am | GMT Summer Time (London, GMT+01:00) | 2 hrs Join WebEx meeting Meeting number: 591 129 365 Join by phoneConference dial-in number: 08004962856 (United Kingdom)Within the US and Canada: 1-8006093757 (US)Show global numbersAccess Code: 594 444 4Add this meeting to your calendar. (Cannot add from mobile devices.)Can't join the meeting? Contact support. 2. This webinar will be postponed till 11:30 16.05.2016 This webinar will be postponed till 11:30 16.05.2016 3. https://ukdoh.webex.com/ukdoh/j.php?MTID=m69e38b6c82b88db1d95682add9cfae5c https://ukdoh.webex.com/ukdoh/j.php?MTID=m69e38b6c82b88db1d95682add9cfae5cMeeting number: 591 129 365 4. DH Contact Details as part of the webex meeting I was asked to provide my contact details.patrick.clover@dh.gsi.gov.ukIf you have any further questions 5. Fromt he Webex meeting on Monday, the link below contains all of the information discussed and hopefully answers a lot of the further questions you may have. Please be aware that any information contained within this folder is for use with this procurement and remains the property of the Department of Health solely. You should copy and paste the link in to your local browser. https://drive.google.com/folderview?id=0B1p9RzRPu2siT2E5Q1R1YUNIZEE&usp=sharing