Moorfields Eye Hospital - Electronic Medical Records (EMR) Testing Consultancy

Tender description

Why the Work is Being Done 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. 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-specialties; cataract, glaucoma and MR. In the first 12 months there will be 4 major releases, with subsequent releases for all remaining Ophthalmic sub-specialties releases on an agile basis. Problem to Be Solved A comprehensive Electronic Medical Record solution is required to meet the needs of Moorfields Eye Hospital and to provide paperless clinical records. We treat patients in 32 locations in and around London. 30 Sites use the OpenEyes, open source Ophthalmic record. Two sites use another system and they will be migrated to OpenEyes, the first of which will migrate in 2019/20. The Trust does not employ permanent testers and a test lead and test analyst are required - to be supplemented for 6-7 months with an additional tester for first phase of cutover from January to July 2018. Who Are the Users EMR users are clinical staff and AHPs including Optometrists, Pharmacy. Some administrative staff including medical secretaries and booking office staff will access the system. Currently Croydon and Bedford use an alternative systems which will be migrated to OpenEyes towards the end of the deployment cycle. The product will cover all 17 Ophthalmic sub-specialties. The system will be hosted off site by the supplier. The first stage of the programme is a technical refresh, migration to off site hosting and the test team will manage all aspects of the Authority's testing including data migration, performance and UAT. Early Market Engagement Work Already Done OpenEyes is operational on 30 sites but not fully utilised by all clinicians and all sub-specialties 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 specialties. Genetics and Refractive have very detailed specifications. Existing Team EPR Programme Team consists 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 (when migrating the 2 sites not currently utlising the OpenEyes product), 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 interface analyst. Clinical staff will also need contribute to specification, prototype review and UAT. The trust also has a part time IT clinical risk lead who is a consultant. Current Phase Not applicable Work Location Main site and base for work - City Road, London, EC1V 2PD. Very occasional travel may also be required to other Trust sites across London and the South East (Bedford and Dartford) to support UAT. Working Arrangments Most of this work needs to be on site (at least 95%) due to user clinical engagement required with UAT and engagement and communications required with the change team and wider EMR Team. Travel expenses will not be paid unless travel is required between sites during the course of the working day. The Test Team Lead will report to the Programme Manager. Note - the Trust employs a permanent interface analyst who will support interface testing and report to the Test Lead. Weekend working may be required during cutover and releases. The supplier will supply test environments. Security Clearance DBS required Additional T&Cs Skills & Experience Experience of responsibility for delivering the test workstream of a large scale EPR programme in an acute trust Experience of producing an EPR Test Strategy and test plan Experience of setting up test environments, performance testing and automated testing, delivering test scripts in a large scale acute EPR programme Evidence of approach to ensuring quality output from the test team - strategy, plans, scripts, automated testing and test environments environments Evidence of approach and methodology to develop test scripts and test environment Evidence of approach to supporting cutover and go-live process from a test workstream perspective Evidence and approach to ensuring clinical engagement with UAT Nice to Haves Experience – testing an Ophthalmic solution No. of Suppliers to Evaluate 3 Proposal Criteria Approach and methodology (Test Strategy) Approach and methodology (Test environment set-up and automated testing) Approach and methodology (UAT) Draft plan and timescales and/or approach to test workstream planning Team structure and substitutes Value for money Cultural Fit Criteria Approach to identifying test 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 Evidence of ability and experience of presenting / briefing various workstreams and clinical staff on their role and contribution to testing Approach to team management 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 - 3/7/17 to 31/3/18 budget range- £120,000 to £150,000 (excludes vat) (2) 2018/19 - 1/4/2018 to 31/3/2019 budget range £200,000 to £260,000 (excludes vat) (3) 2018/19 - 1/4/2018 to 31/8/2019 £100,000 to £120,000. (excludes vat) all budgets exclude vat and trust's permanent interface analyst/tester