Moorfields Eye Hospital - Electronic Medical Records (EMR) Training 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. The first phase of go-live will be in Q1 2018/19. The first release will include a technical refresh as well as new functionality, 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 further releases for all remaining Ophthalmic sub-specialties released 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 IT dept. does not employ permanent clinical systems trainers or eLearning developers and there is a requirement for 3 trainers and 2 eLearning developers plus 1 training team administrator. Who Are the Users EMR users are clinical staff and AHPs including Optometrists and pharmacy staff. Some administrative staff including medical secretaries and booking office staff will access the system. Currently Croydon and Bedford use an alternative system 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. 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 Care hub 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 EMR 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 utilising the OpenEyes product), training Manager, 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 base for work - City Road, London, EC1V 2PD, with a need to travel to other satellite sites to deliver training Working Arrangments Mobile working will also be required across Trust sites in London and the South East (Bedford and Dartford) to support training events and workshops. Travel expenses will not be paid unless travel is required between sites during a working day. The trainers, eLearning developers and administrator will report to the training manager. The supplier will supply training environments and a Train the Trainer event where all training resources will be required to attend. Weekend work may be required at cutover for each release phase. Security Clearance DBS required Additional T&Cs Skills & Experience Teaching or training qualification such as PTLLS or CTLLS* and over 2 years’ experience of training in the adult learning (healthcare) sector. *Will consider without training qualification if experience of working in a training role is extensive* Previous NHS EPR experience Training in NHS or private healthcare sector Advanced Experience of developing training materials such as Schemes of work or curriculum, Lesson Plans, User guides and QRG’s to a high-quality standard Experience or knowledge of storyboarding for eLearning Developed eLearning courses using Articulate 360 Experience of working in a Project environment Familiar with SCORM files Ability to work on own initiative Experience of working with Learning Management Systems and Learning paths Excellent Microsoft skills Excellent communication skills Excellent organisational skills Knowledge of the full training cycle Nice to Haves Can facilitate training workshops eLearning development using Articulate Developed courses using Articulate Rise Can facilitate classroom training and workshops No. of Suppliers to Evaluate 3 Proposal Criteria Approach and methodology (training delivery) Approach and methodology (training environments, data sets, scenarios, etc) Overall knowledge of the training lifecycle within projects of this size or similar Team structure Value for money Cultural Fit Criteria Approach to identifying environment issues (TRAIN domain) Approach to working with Change Team to define training scenarios and workflows Approach to identifying dependencies between EMR programme work streams and how they will be managed Approach to and evidence of ability and experience of presenting/briefing various work streams and clinical staff on their role and contribution to the training work stream Approach to team management Approach to QA Payment Approach Capped time and materials Assessment Method Written proposal Case study Work history Reference Presentation Evaluation Weighting Technical competence 65% Cultural fit 15% Price 20% Questions from Suppliers Budget range £90,000.00