Moorfields Eye Hospital - Support Delivery of the Deployment work stream for Ophthalmic EMR

Tender description

Why the Work is Being Done The Trust invested in the development of an Open Source Ophthalmic EMR, OpenEyes. The Trust recently concluded a tender process which identified Hicom as the preferred partner to complete the development of OpenEyes and deploy Hicom’s CareHub product, with the majority of the functionality being delivered in the first 3 years of the contract. The first phase of go-live will be in Q4 2017/2018. The first phase of delivery will include a technical refresh, reporting and migrating to off-site hosting followed by completion of functionality required to support the “Big Three” Ophthalmic sub-specialities; cataract, glaucoma and MR. Problem to Be Solved A fully comprehensive Electronic Medical Record (EMR) solution is required to meet the needs of Moorfields Eye Hospital as a world leading ophthalmic clinical, research and educational organisation and to provide paperless clinical records that will improve the quality of care, and enable administration and operational efficiencies. We treat patients in 32 locations in and around London, which means that we can provide more first-class care and treatment in the community, closer to where people live and work. 30 Sites use the OpenEyes, open source Ophthalmic record. Two sites use another system and they will be migrated to OpenEyes. Who Are the Users EMR users are primarily clinical staff and AHPs including Optometrists, Pharmacy. Some administrative staff including medical secretaries and booking office staff will access the system. All Trust sites will use the system. Currently Croydon and Bedford use an alternative systems which will be migrated to OpenEyes at the end of the deployment. The product will cover all 18 Ophthalmic sub-specialities. The system will be hosted off site by the supplier. Early Market Engagement Work Already Done OpenEyes is operational on 30 sites but not fully utilised by all clinicans and all sub-specialities and the product is not fully developed. The hicom Carehub product has not been deployed. as historic change management has been inadequate. Initial benefits work book and approach drafted. Change approach drafted in FBC. Clinical hazard log and action plan available for current version Procurement activity is complete. Supplier COTS product not yet deployed. High level functional specifications, including workflow diagrams, documented for all specialities. Genetics and Refractive have very detailed specifications. No SOPS documented Existing Team EPR Programme Team will consist of a range of Authority, supplier and consultancy teams to deliver the EMR solution. This will include the Programme Manager and deployment project leads, change team, test team, data migration team, trainers, technical lead, CIO and CCIO engagement, clinical secondments and other members of the IT department seconded to the project including 2 change leads/analysts and 1 deployment workstream lead. Clinical staff contribute to specification, prototype review and UAT. The trust also has a part time clinical risk lead who is a consultant. Current Phase Not started Work Location Main site and base for work - City Road, London, EC1V 2PD. Travel will also be required to other Trust sites across London and the South East (Bedford and Dartford) from time to time. Working Arrangments Most of this work needs to be on site (at least 90%) due to clinical engagement required and wider EMR Team communications. Travel expenses will not be paid unless travel is required between sites at the middle of the working day. Security Clearance DBS required Additional T&Cs Skills & Experience Experience of responsibility for managing EMR workstreams - cutover, training and infrastructure - in a large scale EPR programme in an acute trust Evidence and experience of producing cutover plans Evidence and experience of delivering training plan and managing the training resource in a large scale acute EPR programme Evidence and experience of managing assigned RAID logs Evidence of approach and methodology to determining training requirements and developing tools Evidence of approach to supporting cutover and go-live process Evidence of technical knowledge of desktop and LAN Nice to Haves Experience – delivery of workstream management for Ophthalmic solution Experience – analysing, documenting and achieving clinical sign off in Ophthalmic environment. No. of Suppliers to Evaluate 3 Proposal Criteria Approach and methodology (planning and cutover planning) Approach and methodology (training workstream management) Approach and methodology (infrastructure hosting) Draft plan and timescales Team structure Value for money Cultural Fit Criteria Approach to identifying issues and risks and how they will be managed Approach to identifying dependencies between EMR programme workstreams and how they will be managed Approach to and evidence of ability and experience of communication with clinical staff Approach to team integration with the wider IT EMR team including Programme Manager and IT staff Approach to QA and ensuring quality Payment Approach Capped time and materials Assessment Method Written proposal Case study Work history Reference Evaluation Weighting Technical competence 50% Cultural fit 10% Price 40% Questions from Suppliers Budget range (1) 2017/18 financial year - budget range £120,000 - £160,000 (2) 2018/19 financial year - £120,000 - £160,000 (excludes vat). note: trust will, in addition, also employ a permanent cutover/deployment manager and training resources, it programme manager, it infrastructure lead