Electronic Health Records & Clinical Audit System copy Live 2019 - 24 Month Contract

Tender description

Summary of the work Safe / effective indexing of confidential scanned paper and electronic clinical records. Easy retrieval of records as we transition between a paper based system to an electronic system. Automatically audits the standard of care documented per record. We face an increasing number of mandatory national audits. Various outputs are required. Expected Contract Length 2 years Latest start date Monday 4 February 2019 Budget Range Statement of needs has been completed detailing the budget range and is available by e-mailing for a copy. Why the Work is Being Done A system is required to ensure the safe and effective indexing of both confidential scanned paper and electronic clinical records. This is required to ensure easy retrieval of records as the Trust is transitioning between a current paper based system to a new electronic based system. The system is also required to automatically audit the standard of care documented on each record as the Trust faces an increasing number of mandatory national audits. Various outputs are required from this system. Problem to Be Solved Records are currently paper based, scanned into a database and matched to our computer aided dispatch system. This ensures that a record is received for each 999 call received. Currently only 90% of incidents have a paper record matched to them due to the inability to receive instant notification of a match. We aim to increase matching to 97%. Currently audit processes involve manual review of each record, this is not sustainable with a growing number of records received and the quantity of national audits. A logic based solution is required. Who Are the Users There are multiple users, all requiring various functionality from the system. Senior Manager, I need to be able to easily monitor performance and export data from the system. Local Leader, I need to be able to view records and performance to manage my staff. Clinical Auditor, I need a system that uses logic to make decisions and allows for quick and easy assessment of other elements. Health Records Officer, I need a system that allows for quick validation of OCR data and search of CAD to match records. Clinician, I need to see my performance data so I can improve. Early Market Engagement The Trust has already engaged with several suppliers to determine its requirements. Work Already Done Statement of needs has been completed as is available by e-mailing for a copy. Existing Team The supplier will work with internal Head's of Department's, the Trust's Data and Information teams and potentially our CAD, ePCR and scanned health records database contractor. Current Phase Live Skills & Experience • Can you detail your previous history of delivering this type / level of service. • Can you confirm what Ambulance sector experience your organisation ahas. • What Paper & Electronic health record management experience does your organisation have • How do you create and maintain Database's. • How do you Integrate with other NHS systems through open API • How do you present data for improvement • What Experience do you have of working with non-technical experts • Are you capable of delivering systems hosted on Citrix • What experience do you have of delivering data validation systems • What experience do you have of using logic to deliver clinical audit activities • What records do you have of proactive system development • What is the earliest date that the system can be delivered • Confirmation is required that you are capable of meeting NHS information governance requirements Work Location The two main locations for this work are the Trust's Crawley Headquarters and the Health Records team in Paddock Wood, Kent. Working Arrangments Please see Statement of Needs by e-mailing for a copy Security Clearance NHS standard security clearance required. Additional T&Cs As per current NHS standard terms and conditions. No. of Suppliers to Evaluate 5 Proposal Criteria • Technical Solution • Approach & Methodology • How the approach or solution meets user needs • How the approach or solution meets your organisation’s policy or goal • Estimated timeframes for the work • Identified risks and dependencies and offered approaches to manage them • Team Structure • Value for Money Cultural Fit Criteria • Tansparancy of decision making and price • Team Working • How do you support low technical / knowledge clients Payment Approach Fixed price Evaluation Weighting Technical competence 40% Cultural fit 20% Price 40% Questions from Suppliers 1. Can I have the email address please? – As per 'Statement of needs has been completed and is available by e-mailing for a copy.' john.hughes@secamb.nhs.uk 2. Does all work need to be completed onsite or is remote working an option? It will be essential for some work to be carried out onsite, however remote working would be acceptable for some activities 3. Budget Range We have a maximum budget of £130k (Inc VAT) for a two year requirement. 4. What are the maximum number of forms that require processing in a working day ? The Health Records team scan approximately 20,000 forms per week. However, this will reduce as the Trust introduces and electronic patient record system. 5. Please could you confirm if this tender is for "the supply, installation, configuration and support for an Electronic Health Records & Clinical Audit System" (as specified in the SoN), or for a more discrete requirement related to that? The tender is for the supply, installation, configuration and support of a health records and clinical audit system. 6. Please could you confirm which suppliers you have worked prior to this being issued, if the engagement was deemed a success, and if they are likely to be tendering for this subsequent piece of work? The Trust has not has such a product in the past. The products that this system is required to interact with include; Formic, Cleric computer aided dispatch system, Cleric electronic patient record system and the NHS electronic staff record database. 7. Do you anticipate this being the configuration of a platform or a bespoke application? There are platforms on the market that appear to meet the needs of the Trust. However, the objective of procuring through this framework is to seek out the supplier that is best able to meet the needs of the Trust. 8. Please clarify if there is a scanning requirement. Section 4.1 states 'The system MUST digitise the Trust’s current and future main patient clinical record and A4 associated forms... suggesting that clinical records WILL need to be scanned whereas the introduction states under Specification Overview 'The system will need to receive scanned images...' suggesting there will NOT be a need to digitise the images as they are already scanned (digitised). The Trust has scanning software in place for our paper records. This software has the capability to run character recognition. The system must either digitise the scanned image received from this software (and run its own character recognition) or make use of the character recognition data supplied by this software.