PHE Electronic Patient Questionnaire – Alpha Phase

Tender description

Why the Work is Being Done PHE are looking to move away from a manual intensive paper-based system of PDQ’s to a solution that drives up patient responses by making it a more convenient process. The majority of infections occur post-discharge and are treated in the community, surveillance with high follow-up rates is essential for a complete picture of a hospital’s SSI incidence and increase the sensitivity for detecting hospitals with high SSI incidence. The solution should reduce the manual effort, provide patients with the choice of PDQ, option for automated follow-ups and be interoperable within the SSISS web-application and reduce costs. Problem to Be Solved PDQs are currently paper-based and manually distributed which has considerable administrative and financial resource implications for hospitals, including chasing-up non-responders. Once responses are received they are manually entered into the SSISS web-application. Due to the manual process uptake of post-discharge surveillance by hospitals is currently low and combined with a failure to obtain completed PDQ’s from patients this results in inadequate follow-up. Given the manual nature of the process there is a wide variety of methods used to obtain PDQ’s and a lack of consistency across hospitals e.g. some hospitals do not chase patients for responses. Who Are the Users The users are: Patients who need a more convenient way to complete a wound healing PDQ (currently paper based and postal) to inform hospitals if I suffered an infection post operation. Surveillance nurses who need a simpler system to process PDQs, submit data to PHE and better track patient responses via an interface. SSISS Team need a simplified PDQ system leading to increases in completion rates and view a PDQ interface to track patient responses and hospital participation. Early Market Engagement Some market engagement discussions have taken place. Work Already Done A discovery phase has been completed which involved user engagement across all end user groups and interested stakeholders. The following deliverables were produced: - Process maps describing the current and to-be processes, user experiences, including positive highlights and negative pain-points, high level volumetrics for the future solution, key findings and recommendations. Existing Team The supplier will be working with a core project management team. The supplier will be liaising primarily with the project lead Catherine Wloch. Access to Subject Matter Experts from across the agency will be offered at relevant periods of the programme. The programme is overseen by 1 Senior Responsible Owner -Theresa Lamagni Project lead – Catherine Wloch Operations manager – Joanna Conneely Software development -Victoria Adebisi Project Manager – Thuy Vuong. Current Phase Alpha Work Location The SSISS Team are currently based in PHE , Colindale, London NW9 5EQ. Working Arrangments Ideally PHE staff will work remotely from the suppliers, with face to face meetings where necessary. It is expected that the right tools will be used to allow close collaboration. Security Clearance Not required, DBS checks may be required. Additional T&Cs Skills & Experience Experienced in delivering a patient questionnaire or similar systems that collect, and manage identifiable patient data (15) Experience in designing systems for use on multiple devices (PC, tablets, smart phones) and web browsers (15) Experience in designing solutions for assisted digital users (15) Expose interoperable API’s for communication with ASP.NET MVC application (10) Experienced in designing systems that can support secure data exchange/ link records between systems and provide email security (10) Experienced in advising on IT infrastructure e.g. back-end database and the levels of support required for hosting the solution on PHE servers (10) Experienced in designing systems that automatically generate notifications based on pre-determined rules (10) Experience in designing detailed technical requirements to facilitate the evaluation of Beta phase suppliers (10) Must have completed the design of similar sized alpha phases (5) Experience of developing wireframes/mock-ups of dashboards and dashboard design (10) Suppliers shall provide evidence that they comply with the UK Cabinet Office Security Policy Framework or equivalent for data confidentiality, integrity and availability. This is based on ISO 27001 (10) Suppliers will be required to provide a minimum of 2 relevant case studies to demonstrate that they are experienced and capacity of providing similar-sized or equivalent services (10) Experience of working with customer subject matter experts (10) NHS IG toolkit compliant at least level 2 and access to N3 network (10) Nice to Haves Experience of deploying an IT system, with users based in all geographic areas (10) Experience in agile adoptions and embedding agile into organisations (10) Experience of handing over intellectual property (10) Experience of remote working (10) Experience of working with customer side Project Managers (10) No. of Suppliers to Evaluate 10 Proposal Criteria The proposed technical solution (50) The proposed approach and methodology (50) How the approach or solution meets our business and operational requirements (50) How the approach or solution meets user needs (50) Estimated timeframes for the work (50) How proposer has identified risks and dependencies and offered approaches to manage them (50) Team structure and organisational development (50) Innovation and flexibility (of the solution) (50) Cultural Fit Criteria Work as a team with our organisation and other suppliers (20) Transparent and collaborative when making decisions (20) Have a no-blame culture and encourage people to learn from their mistakes (20) Application of Agile Principles (20) Ability to add value (20) Payment Approach Capped time and materials Assessment Method Written proposal Case study Work history Presentation Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers Budget range