Primary Health Record database for Continuing Healthcare (CHC)Non-CHC Placements service

Tender description

Summary of the work Provision of a database application to support NEL Clinical Services - Continuing Healthcare (CHC) and Non-CHC Placements, which includes Adults, Children, Mental Health, Learning Disabilities and S117. Expected Contract Length 2 years Latest start date Saturday 1 December 2018 Budget Range The cost base of the bid should be comprised of the following:- Licence Fees The approximate number of consecutive licences required over both sites will be between 60- 80, with the potential of 80-120 and above 120. The price per consecutive licence proposed by the Supplier should be within the 3 ranges as described above. Chargeable rates for the completion of the data migration and mobilisation (full breakdown required inclusive of training, development and technical support) Please provide an estimate of the hours required/unit costs or fixed fee as appropriate. Ongoing consultancy rates Please advise the day rate (week days/weekends) Why the Work is Being Done The current contract(s) elapse in April 2019 with no option for further extension, therefore NEL are conducting a Procurement through the Digital Marketplace Framework to obtain the future technical solution for managing the Primary Health Records for Continuing Healthcare (CHC) and Non-CHC placements. Problem to Be Solved The system must meet the NHS England Operating Model for NHS Continuing Healthcare (2015) and comply with the revision of the National Framework (2018), which will become operational from 1 October 2018. The system must contain feature functionality based on the domains of the NHS CHC Maturity Matrix published in April 2018. The system must have a fully digitised capability. If this is not currently available in the existing system, the Supplier will provide a product roadmap to build this into the system, or their plans to partner with other organisations to provide this capability. Who Are the Users The primary users of the system will be clinical and administrative staff. All primary users must be able to use the system in a professional manner, underpinned by expert technical training and any digital tools supplied by the Supplier. All users must be able to access the system remotely whilst working in the community, to both input and update information accordingly to support the end to end CHC and Non-CHC service. Early Market Engagement No early market engagement has been conducted other than operational discussions with existing system Suppliers. Work Already Done NEL is currently producing the technical specification and procurement documentation which will be structured to achieve NEL's strategic objectives for the service(s). Existing Team The existing team includes commercial subject matter experts, technical architects, technical and business operations, analysts ,clinicians and administrators. Current Phase Alpha Skills & Experience • Does the system contain an automatic clock start workflow, triggered by the capture of a CHC referral, taking into account NHS England 28 day KPI?1% • Does the system flag all overdue reviews and to report within defined date parameters (reviews due at predetermined patient pathway intervals for scheduling purposes)? 1% • Does the system have a configurable prompt mechanism to report items that are overdue according to the workflow profile?1% • Does the system meet the NHS England Standard Operating Model for NHS CHC (Mar 2015) and fully comply with the revision of the National Framework (Oct 2018)? 1% • Does the system comply with National Framework for Children and Young People’s Continuing Care?1% • Does the system have the functionality to record and report on CHC Appeals and Retrospective claims?1% • Does the system provide reports against National and Local KPIs?1% • Does the system provide workflows that meet the requirements of NHS Frameworks, and reflect the patient end to end CHC Pathway? 1% • Does the system allow secure remote access from outside of the NHS N3 gateway through secured devices and robust user security profiles using secured devices? 1% • Does the system contains a patient tracker mechanism which will report the status of patients through the entire CHC Pathway?1% • a) Does the system have an export function which is user configurable, to allow for data to be exported from the system to another database?1% • Does the system configure and auto generate decision letters, care plans, Individual Service User/Provider Agreement's (ISUPA's ) from digitised data? 1% • Is the system is compliant with: Data Protection Act 1998, GDPR, Freedom of Information Act 2000? Inc. reporting/analysis tools for the management of archiving? • Can you provide evidence that all software, licences or certificates needed to support the operation of the solution?1% • Do you have standard implementation/data migration plans that meet a project management methodology standard e.g. PRINCE2?1% • Do you provide pre-defined test scripts for UAT purposes, that include test procedures/scenarios and expected results?1% • Do you provide a training plan to support implementation of the system, Inc. approach, content, format, number of training days and cost to deliver? 1% • Does the system has a comprehensive suite of user training, accessible to all users regardless of their location?1% • Can you provide optimal configurable network bandwidth speed needed for both servers and workstations to guarantee an acceptable response time? Inc. all relevant metrics. 1% Nice to Haves • Does the system have web forms to allow capture of CHC Referral Checklists, Decision Support Tool, Fast Track, PHB referrals, etc? If no, please explain capability plan. 1% • Can the system support/contain robust database model mapping between referral, checklist and decision tools, enabling copy forward without duplicate entry?1% • With reference to the NHS CHC Maturity Matrix published in April 2018, does the system have fully or partially digitised capability? 1% • Does the system capture brokerage data linked to the Provider record, which is mapped to other data? i.e full history of rates applied to Providers/care packages. 1% • Can the system auto generate package of care costs for comparison purposes?1% • Does the system contain a PHB Financial Tracker mechanism, which will report the financial status of the PHB based on invoices received and balance of available spend. 1% • Will the system contain validation of referral and checklist data which complies with NHS Frameworks, including required fields for national KPI's?1% • Does the system contain dashboards (summary information) along with drill down capabilities to the data field level? 1% • Does the system has an inbuilt configurable graphics package, that can generate statistics and reports directly into user screens, based on user profiles? 1% • Does the graphics package have the capability to export dashboards and reports into excel or pdf based on user profiles and GDPR restrictions?1% • Can you evidence the software can be installed without errors on any existing NHS network stations/portable devices or are there any restrictions on devices?1% • Please desribe the system architecture? Inc. data management protocols, hardware/server operating system, shared memory, network connectivity, remote access, RDBMS. 1% • Do you have a formal process, inc. authorisation in writing by the customer for a Systems Administrator to roll-forward the system from backup to a more recent state? 1% • Does the system alert when Fast Tracks reach or pass their target date and require reviews? 1% • Does the system have the capability to interface with other agency systems with regard to quality, performance and safeguarding alerts?1% • Does the system have the capability to capture contractual KPI data returned by Providers?1% • Do you know the limit of scalability that you can support over time? Inc. responsiveness/stability/scalability/reliability/speed/resource usage/infrastructure.1% Work Location The Supplier will work in a mix of premises (including their own) with the Client, and travel will be required to attend key meetings, stakeholder engagement events etc. at the Client's premises in London at Clifton House, 75-77 Worship Street, London EC2A 2DU, Kent House, 81 Station Road, Ashford, Kent TN23 1PP and Bernard Weatherill House, 2nd Floor, Zone G, 8 Mint Walk, Croydon, CR0 1EA or other locations as agreed during planning meetings. This may include other team members working from the Supplier's office. Any travel and subsistence costs must be met by the Supplier. Working Arrangments The Supplier must work closely with the NEL technical and commercial teams in order to understand how to keep the service architecture and design in line with the specified requirements and the Digital Marketplace. The Supplier must be able to offer practical assistance and have test systems of professional and real-time comparable standard. Security Clearance NEL requires that all Supplier staff handling data must be approved, trained and aware of Data Protection issues and their individual responsibilities. The Supplier will guarantee that confidentiality, non-disclosure and code of conduct agreements are in place with the staff working on this project. Additional T&Cs DIGITAL OUTCOMES AND SPECIALISTS 3 FRAMEWORK AGREEMENT No. of Suppliers to Evaluate 5 Proposal Criteria • Does the system have user security profiles/groups capable of restricting access at form, field and data level. i.e technical staff to manage password access/user rights? 3% • Does the system maintain a full audit of all data captured, changed/deleted/amended, and are the audit tables secure and fully accessible and reportable by authorised user?3% • Does the system comply with N3 code of connection for NHS Firewalls and is compatible with all anti-virus/anti-malware software/encryption software? 3% • Does the system have the capability to restrict access to sensitive/specific records. This must be capable of overriding user profiles and activated only by specific users?3% • Does the system allow read-only external connectivity to the database (for example ODBC) for reporting?3% • Does the system include standard financial reporting capability and ability to schedule invoices? Inc. cost centres/subjective and analysis codes for each care package. 3% • Does the system report on invoice analysis by provider to include list of invoices processed by invoice number/date processed/patient details/unique reference?3% • Can the system automate reconciliation of invoice data by financial year and period to financial ledger extractions on a year to date (incremental) basis?3% • Does the system capture Provider records which include commercial relationships? I.e. Parent Organisation/subsidiaries?3% • Does the provider record capture Legal Entity, Trading Name, Financial Integrity, CQC ratings, Quality & Risk Alert Flags, Adult Protection Alerts, and Sanctions etc.?3% • Does the system have an advanced search engine which covers data, metadata and documents?3% • Does the system have a integrated reporting tool which can build reports across all data fields?3% • Does the system record care, safeguarding and risk alerts and associated events at a data level against the both the patient and provider records?3% • Does the system have the capability to generate CHC documents from the database using Standard Microsoft merge codes, utilising any data field in the database?3% • Do you have processes to ensure regular backups and the allocation, support and maintenance of storage media, including any offsite or hosted solutions? Please describe.3% • Does the system enable configuration of an access mechanism by an integrated network log-in, allowing for access via the network as well as remotely (online)?3% • Does the system allow for an Application Protocol Interface (API) for iOS and Android to allow capture of digitised referrals via the API?3% • Is the system integrated with NHS SPINE and managed in-house. If no integration with NHS SPINE, please describe other integration/interfaces to monitor NHS Patient status.3% • Do you have automated tools are used to install the system and load migration data? Please explain.3% • Are you able to provide your data model and data dictionary, inclusive of the associated mapping?3% Cultural Fit Criteria • Please describe your Company's core values and mission statement. 1% • How do you promote equality and diversity within your company and how is this reflected in your system in terms of user access?1% • How many of your employees are directly involved with the design, development, support and implementation of your CHC Software system?1% • How do you ensure CHC system development integrity? Through segregation of duties, policies and procedures or tools and methodology. Please describe.1% • Do you have a process in place to promote cross-departmental working in your company to provide continuity of service to your customers?1% • What do you think constitutes good leadership and how is this implemented within your company?1% • What is your annual staff turnover rate?1% • Do you have a staff development programme?1% • Have you company received awards/accreditations in the last 3 years and what memberships of official bodies does your company currently hold?1% • Do you have any partnership arrangements in place? If so please provide details of the organisation(s) and an example of how partnership working has improved your delivery.1% • How do you ensure polices and procedures are followed by all staff members, including confidentiality of data, safe working, equality and diversity etc.1% • Do you have a formal complaints procedure? If so please provide a copy.1% • What are your plans regarding CHC digitalisation and can you provide a road map which shows key milestones to achieving this goal.1% • Do you have internal KPIs to monitor the performance of your teams?1% • How do you manage customer satisfaction and feedback?1% • How do you engage customers and work with them on development of the product? What is the role of the product owner to bring new NHSE regulations to the market?2% • How do you ensure ALL customers are involved in decision making process?2% • How do you implement changes and inform customers of these and the implications these changes will have on their service?2% • How do you keep customers informed of any changes in your company? E.g. staff, direction, etc.1% Payment Approach Fixed price Evaluation Weighting Technical competence 60% Cultural fit 20% Price 20% Questions from Suppliers 1. Is this the correct framework for this opportunity? This seems to be a request for a product rather than bespoke development. Can you explain why this is not on the Technology Products 2 (RM 3733) Framework? "Digital Outcomes and specialists framework can be used to find outcomes/solutions or specialist for digital projects. With this in mind, our requirements were written to inform potential suppliers about our requirements in order that they could propose a solution to meet our requirements. The outcome is for a pre-configured product but to also consider any aspects of bespoke development that Suppliers may propose in their submission." 2. Please can you provide information on the data. Are there existing data models? What are expected data volumes in terms of number of records and update frequency? The expected data volumes in terms of number of records circa a minimum 4000 active Patient records at any given point for Kent and Croydon combined. At present, we hold approximately 4.5 years data for Kent and 2.5 years for Croydon. We would expect a daily update frequency. 3. Are you expecting a solution to be a prepackaged healthcare management solution? Would a bespoke development project be considered? We are expecting a pre-packaged healthcare management solution, however we would assess and consider a bespoke development.. 4. Is there any evaluation carried in the market in order to understand if a COTS product is available or would you like the supplier to carry out software development for a new solution from scratch? We have conducted market research and found that there are a number of OTS (off the shelf) CHC solutions, but that these would all require some development work to move to a fully digitised capability in 2019. 5. Does the system have to be hosted in N3? The system is not hosted in N3, but uses the NHS N3 network gateway protocols. The system must be compliant with secure protocols operated within an N3 environment and have appropriate safeguards due to the nature of the data being managed. 6. Will there only be one instance of the solution accessed only by NEL authorised users.a. As an example there will be a deployment to NEL assuming they manage the process on behalf of other CCGs and not multiple deployments of CCG specific solutions NEL are procuring for a single system solution. The system will be operated by NEL in various locations, which may be within a CCG environment and should allow secure access from secure equipment regardless of location. 7. Can the deadline be extended by one week due to this week being ½ term? Unfortunately, the portal does not allow changes to any part of the published requirements, including the deadline. Therefore, the deadline cannot be extended.