eRS API Attachment Integration solution

Tender description

Summary of the work An Initial phase to develop cloud hosted solution to auto download ERS attachments using NHS Digital published APIs for admin teams to manually upload into the Trusts Electronic Patient Record system. Latest start date Tuesday 1 March 2022 Budget Range To be delivered within circa £30,000 to £60,000 Why the Work is Being Done Electronic Patient referrals from GP Practices are sent via the national eRS system. these referrals are automatically booked into out electronic patient record outpatient module, however any attachements are not. Currently, a small team of admininistrators on a daily basis log onto to this system navigate to new referrals, download attachments, convert to PDF and upload into the EPR. APIs are now available to automate part of this task. Solution needs to be up in beta phase (recognising time takes to go through NHSD processes) and running no later than the 31st March. Problem to Be Solved Allow admin teams to logon, in a morning, "see" referrals attachements that are need to be downloaded, click a button PDFs generated into a secure location, allowing the adminstrators to open EPR and attach the attachment. Integration with national system will utlise standardises API Who Are the Users Admin teams need to logon with thier Rotherham Azure Active directory acccout credentials, be presented with outstanding referrlas downloads, click a DOWNLOAD NOW button, and be presented with a PDF that they can then manually upload into our EPR. PDF will have a standardised naming convention of NHSNumber_GPPracticeID_Referalldate_ClinicCode.pdf Work Already Done None Existing Team TRFT Health Informatics lead Head of software development Current Phase Beta Skills & Experience • Have experience in using NHSD APIs (authenticate, connect, download) and NHSD assurance processes • Have experience in develop cloud hosted web based solutions with AAD authentication • Have experience in UI design • Work within the specified budget set out in this requirement • At least demonstrable experience of implementing solutions using NHSD APIs - https://digital.nhs.uk/developer/guides-and-documentation/introduction-to-healthcare-technology/integration-and-apis • Must provide a solution that enables download of eRS attachments with metadata with one click and allows the user to input the patients pathwayID • Must provide a solution that maintans visual indicators of attachements that have been downloaded and allows users to filter already downloaded attachment to avoid duplication or re-work • Must provide solution that maintains audit records to determine who and when and what as downloaded, that are accessible via API or bulk downloads by administrators • Must provide a solution that places downloads onto an on premises windows UNC path network share following specification as detailed in: MEDITECH Specification R1512.pdf • Supplier must include a detailed system architecture diagram, showing how all relevant data flow and integration connect • The supplier must work with subject matter experts and end users to design UI when the products requires further development • Supplier must provide details of the standard report set that would be provided with the product Nice to Haves • The Trust has a 'Cloud First' policy for digital solutions, Supplier should provide a solution which is cloud hosted (public or private) or detail why local installation is proposed. • Suppliers should provide screenshots and examples of what your software solution would look like on a PC web browser (chrome) Work Location Rotherham NHS Foundation Trust, Moorgate Road, S60 2UD Working Arrangments Happy for supplier to work remotely Security Clearance Must adhere to all trust policies and health and safety guidelines while working on trust premises Additional T&Cs Expected to follow DoS T&C's No. of Suppliers to Evaluate 4 Proposal Criteria • Approach and methodology • How the approach or solution meets user need • How the approach or solution meets our organisation’s policy or goal • Estimated timeframes for the work, Value for money Cultural Fit Criteria • How will you consider equality and diversity in the provision and operation of services? This could include ensuring the workforce is representative of the communities served • What are the main environmental impacts associated with delivering the contract outputs and how will impacts be reduced, managed and verified? • Do you pay national real living wage • Please describe how/if you support charities and communities • How do you encourage organisation wide awareness and education in terms of social value? Also include how you actively encourage staff and clients to familiarise themselves with the new guidance Payment Approach Fixed price Assessment Method • Case study • Work history Evaluation Weighting Technical competence 40% Cultural fit 10% Price 50% Questions from Suppliers 1. The criteria refers to MEDITECH Specification R1512.pdf – are you able to provide a copy of this specification? Although the specification is related, it is not essential to complete the task. The task is to automate the downloading of the referral attachments and text from the eRS system in to a structured folder system.If there is still a requirement for a copy of this specification please contact lisa.tearney@nhs.net 2. The criteria includes a requirement to provide “screenshots and examples of what your software solution would look like on a PC web browser (chrome)” – given this is a beta phase tender can you clarify what you would expect from suppliers who are not the incumbent? Evidence of successful access and response using the eRS and related APIs and then screenshots of the downloaded files in the local folder structure created for the process would be sufficient.Please provide screen shots to lisa.tearney@nhs.net at the point of your submission 3. If we could provide an alternative solution which we believe achieves the purpose you require but sits behind your own perimeters and is no code configurable by your own staff. How can we progress and present this within the specific 100 word answers to the questions? Solutions must have proven ability to extract data from NHS eRS API. 100 words needs to articulate the soluiton 4. The Trust has a ‘Cloud First’ policy for digital solutions, Supplier should provide a solution which is cloud hosted (public or private) or detail why local installation is proposed.”This looks like a system requirement that should be defined by the buyer – please could you clarify. We have a cloud first policy. However we recognise some suppliers may need for on premis software. If so suppliers should state why this is necessary 5. We are a bit confused by the question “Supplier must provide details of the standard report set that would be provided with the product” – this sounds like a system requirement that the buyer should define rather than a way of evaluating a suppliers capabilities to build a system. Is this procurement for a team of specialists or a product? This procurement is for a product