0
Building Systems That Grow:   The RFP Process By Diane Gaddis CEO & President November 2007 Copyright 2007 1
<ul><li>CHCA is a 501(c)(3) Health Center Controlled Network for section 330 safety-net health care centers and systems th...
CHCA Network Aggregate 2006 Results <ul><li>Total sites:  77 </li></ul><ul><li>Providers across the network:  </li></ul><u...
CHCA Professional Services   <ul><li>Project management </li></ul><ul><li>Training </li></ul><ul><li>Report Writing </li><...
5 “ Take one of these as often as you can afford to.”
EHR Vendor Selection Due Diligence   <ul><li>Early 2003:   Began market scan and research </li></ul><ul><li>Mid 2003:   St...
Selection Process Overview <ul><li>Process Analysis </li></ul><ul><li>Request for Information </li></ul><ul><li>Self-Educa...
Selection Committee <ul><li>Physicians, ARNPs, PAs, CNMs, etc </li></ul><ul><li>Nursing  </li></ul><ul><li>Finance </li></...
Request for Information <ul><li>Tool for self-education </li></ul><ul><li>Items to request –  </li></ul><ul><ul><li>Corpor...
Mini-Demos /  Education <ul><li>Vendors perform mini-demos </li></ul><ul><li>Schedule “Lunch and Learn” sessions </li></ul...
KLAS, TEPR, etc <ul><li>Investigate their methods </li></ul><ul><ul><li>Statistically sound? </li></ul></ul><ul><ul><li>In...
Narrowing the Field <ul><li>Thoroughly read the RFIs </li></ul><ul><li>The more eyes the better </li></ul><ul><li>Compare ...
Dog n’ Pony  Show <ul><li>Top two choices invited </li></ul><ul><li>One day for each </li></ul><ul><li>Primary attendees –...
Using Patient Visit Scenarios <ul><li>At least 6 sample visit scenarios </li></ul><ul><li>Cover the spectrum of service ty...
The Demo  Scorecard <ul><li>Limit scope </li></ul><ul><li>Cover scenarios and only key areas </li></ul><ul><li>All provide...
Request for  Proposal  <ul><li>Only top 2 vendors  </li></ul><ul><li>Must be very controlled </li></ul><ul><ul><li>Give si...
<ul><li>Provide short- and long-term projections </li></ul><ul><li>Technical infrastructure </li></ul><ul><li>Current in-h...
Crafting the RFI / RFP Package  <ul><li>Vendor Information: </li></ul><ul><ul><li>Request references that will provide sat...
Crafting the RFP Package  <ul><li>Functional Requirements:   </li></ul><ul><li>Very Important RFP Component! </li></ul><ul...
ftp://ftp.hrsa.gov/healthit/ehrguidelines.doc 20
The RFP  Scorecard <ul><li>Tie back to functional requirements </li></ul><ul><li>User friendly, allow for comments </li></...
Investment / Recurring Costs <ul><li>What is included in the license fee? </li></ul><ul><ul><li>Formulary subscription / u...
License   Fees <ul><li>Must understand licensing </li></ul><ul><ul><li>Per Physician </li></ul></ul><ul><ul><li>Per Provid...
Support Structure <ul><li>Hours of operations </li></ul><ul><li>Methods of support </li></ul><ul><li>User community  </li>...
Corporate Comparisons <ul><li>Positioned as a buyer </li></ul><ul><ul><li>Acquisitions build benefit to customers or dilut...
Contract Comparisons <ul><li>To Vendors: “Put your money where your mouth is” </li></ul><ul><li>Get it in writing </li></u...
Negotiate - Both Vendors <ul><li>A lot of work! Saves time later. </li></ul><ul><li>Negotiator must be armed with knowledg...
Dog n’ Pony  #2? <ul><li>Don’t be afraid to require </li></ul><ul><li>Use to clarify functional differences </li></ul><ul>...
Resource Ideas  <ul><li>Certification Commission for Healthcare Information Technology </li></ul><ul><li>www.cchit.org/wor...
Baby Step  Versus  Big Bang   30
Baby Step  Versus  Big Bang <ul><li>Big Bang Cons : </li></ul><ul><li>Takes 2+ years to build </li></ul><ul><li>More funct...
Baby Step  Versus  Big Bang <ul><li>Baby Step Cons : </li></ul><ul><li>Patience required as all functionality not availabl...
CHCA Network:  EHR Today 33
<ul><li>Over 68 providers  </li></ul><ul><li>Three multi-site CHC organizations </li></ul><ul><li>Serving six counties  </...
35
<ul><li>Strong history and commitment in the healthcare arena </li></ul><ul><li>Real-time and interactive clinical guideli...
<ul><li>CCHIT (Certification Commission for Healthcare Information Technology) Certified:  </li></ul><ul><ul><li>Formed in...
<ul><li>Lessons Learned & Other Advice In the RFI / RFP Process:  </li></ul><ul><li>You don’t know what you don’t know </l...
#1 Point to Remember: “ It’s not about the hardware and the software;  it’s about the people and  the process.” For More I...
Upcoming SlideShare
Loading in...5
×

Diane Gaddis

326

Published on

Published in: Technology, Business
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total Views
326
On Slideshare
0
From Embeds
0
Number of Embeds
0
Actions
Shares
0
Downloads
3
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

Transcript of "Diane Gaddis"

  1. 1. Building Systems That Grow: The RFP Process By Diane Gaddis CEO & President November 2007 Copyright 2007 1
  2. 2. <ul><li>CHCA is a 501(c)(3) Health Center Controlled Network for section 330 safety-net health care centers and systems throughout Florida. </li></ul><ul><li>CHCA facilitates the selection, implementation and support of services and technologies that allow its members to expand access to health care while improving quality outcomes. </li></ul><ul><li>CHCA members leverage resources across the network to enhance patient care while maintaining independent management structures </li></ul><ul><li>Members choose from a range of technology and services to enhance their health center operations, including health information technology (HIT) and the sharing of information across operational specialties. </li></ul>2
  3. 3. CHCA Network Aggregate 2006 Results <ul><li>Total sites: 77 </li></ul><ul><li>Providers across the network: </li></ul><ul><ul><li>159 physicians, 60 mid-levels </li></ul></ul><ul><li>Users: 311,489 </li></ul><ul><li>Encounters: 1,268,669 </li></ul><ul><li>Served 52% of Florida’s Rural Areas </li></ul>3 2006 Service Area With EHR Project
  4. 4. CHCA Professional Services <ul><li>Project management </li></ul><ul><li>Training </li></ul><ul><li>Report Writing </li></ul><ul><li>Technical Assistance </li></ul><ul><li>Workflow/Process Consultation </li></ul><ul><li>Go-Live Choreography </li></ul><ul><li>Day-to-day application support </li></ul>4
  5. 5. 5 “ Take one of these as often as you can afford to.”
  6. 6. EHR Vendor Selection Due Diligence <ul><li>Early 2003: Began market scan and research </li></ul><ul><li>Mid 2003: Started Workflow Analysis Process </li></ul><ul><li>Early 2004: Sent our RFI package to six vendors </li></ul><ul><li>Spring 2004: Two full day presentations by top two contenders for over 30 providers; began contract negotiations with both vendors </li></ul><ul><li>Summer 2004: Two full day hands-on demonstrations by vendors with select providers </li></ul><ul><li>Fall 2004: Announced primary vendor choice; continued negotiations with both vendors </li></ul><ul><li>Nov 2004: Primary vendor eliminated; continued negotiations with other </li></ul><ul><li>Dec 2004: Contract signed with GE for their Centricity EHR Product </li></ul><ul><li>Sep 2005: First Go-Live </li></ul>6
  7. 7. Selection Process Overview <ul><li>Process Analysis </li></ul><ul><li>Request for Information </li></ul><ul><li>Self-Education </li></ul><ul><li>Dog n’ Pony Show </li></ul><ul><li>Request for Proposal </li></ul><ul><li>Scoring Assessment </li></ul><ul><li>In-depth / Situational Vendor Presentations </li></ul><ul><li>Site Visits </li></ul><ul><li>Vendor Selection </li></ul><ul><li>Contract Negotiations </li></ul>7
  8. 8. Selection Committee <ul><li>Physicians, ARNPs, PAs, CNMs, etc </li></ul><ul><li>Nursing </li></ul><ul><li>Finance </li></ul><ul><li>Operations </li></ul><ul><li>Medical Records </li></ul><ul><li>And More Providers! </li></ul>8
  9. 9. Request for Information <ul><li>Tool for self-education </li></ul><ul><li>Items to request – </li></ul><ul><ul><li>Corporate information </li></ul></ul><ul><ul><li>General client information </li></ul></ul><ul><ul><li>Target markets </li></ul></ul><ul><ul><li>Support / Implementation methodologies </li></ul></ul><ul><ul><li>Features / Competitive Advantages </li></ul></ul>9
  10. 10. Mini-Demos / Education <ul><li>Vendors perform mini-demos </li></ul><ul><li>Schedule “Lunch and Learn” sessions </li></ul><ul><li>Deliver via Webex type services </li></ul><ul><li>Education component – not final selection </li></ul><ul><li>Seek out peers, technical assistance </li></ul>10
  11. 11. KLAS, TEPR, etc <ul><li>Investigate their methods </li></ul><ul><ul><li>Statistically sound? </li></ul></ul><ul><ul><li>Interactive competition? </li></ul></ul><ul><ul><li>How are customers found? </li></ul></ul><ul><ul><li>Judges relationships to vendors? </li></ul></ul><ul><ul><li>Vendors members / sponsors of ranking organization? </li></ul></ul><ul><ul><li>Is organization a stakeholder? </li></ul></ul>11
  12. 12. Narrowing the Field <ul><li>Thoroughly read the RFIs </li></ul><ul><li>The more eyes the better </li></ul><ul><li>Compare and contrast </li></ul><ul><li>Look past the gloss </li></ul><ul><li>Evaluate the quality of responses </li></ul><ul><li>Listen to colleagues </li></ul><ul><li>Reflect upon mini-demo sessions </li></ul>12
  13. 13. Dog n’ Pony Show <ul><li>Top two choices invited </li></ul><ul><li>One day for each </li></ul><ul><li>Primary attendees – providers, nursing </li></ul><ul><li>Use patient visit scenarios </li></ul><ul><li>Control the demo </li></ul>13
  14. 14. Using Patient Visit Scenarios <ul><li>At least 6 sample visit scenarios </li></ul><ul><li>Cover the spectrum of service types </li></ul><ul><li>Provide 3-4 days prior to demo </li></ul><ul><li>Establish moderator / interaction </li></ul><ul><li>Use a Scorecard </li></ul>14
  15. 15. The Demo Scorecard <ul><li>Limit scope </li></ul><ul><li>Cover scenarios and only key areas </li></ul><ul><li>All providers participate in scoring </li></ul><ul><li>Weight each area or item </li></ul><ul><li>Allow free text comments </li></ul>15
  16. 16. Request for Proposal <ul><li>Only top 2 vendors </li></ul><ul><li>Must be very controlled </li></ul><ul><ul><li>Give single point of contact </li></ul></ul><ul><ul><li>Dictate format for responses </li></ul></ul><ul><ul><li>Adhere to deadline </li></ul></ul><ul><li>Document vendor questions and replies </li></ul><ul><ul><li>To share or not to share with all? </li></ul></ul>16
  17. 17. <ul><li>Provide short- and long-term projections </li></ul><ul><li>Technical infrastructure </li></ul><ul><li>Current in-house staffing and support plans </li></ul><ul><li>Leadership </li></ul><ul><li>Contracting entity </li></ul>Request for Proposal, cont’d 17
  18. 18. Crafting the RFI / RFP Package <ul><li>Vendor Information: </li></ul><ul><ul><li>Request references that will provide satisfactory as well as dissatisfied responses </li></ul></ul><ul><ul><li>Commitment to CHC market? </li></ul></ul><ul><ul><li>Are references or show sites paid? </li></ul></ul><ul><ul><li>Project management samples </li></ul></ul>18
  19. 19. Crafting the RFP Package <ul><li>Functional Requirements: </li></ul><ul><li>Very Important RFP Component! </li></ul><ul><li>Expand with details </li></ul><ul><li>Designating “required” vs “optional” requirements </li></ul><ul><li>Attaches to the contract </li></ul><ul><li>Use HRSA guidelines as starting point </li></ul><ul><li>Clinicians must provide input </li></ul>19
  20. 20. ftp://ftp.hrsa.gov/healthit/ehrguidelines.doc 20
  21. 21. The RFP Scorecard <ul><li>Tie back to functional requirements </li></ul><ul><li>User friendly, allow for comments </li></ul><ul><li>Committee to weight each area </li></ul><ul><li>Limit areas – High priority focus </li></ul><ul><li>Grade RFP response thoroughness and quality </li></ul>21
  22. 22. Investment / Recurring Costs <ul><li>What is included in the license fee? </li></ul><ul><ul><li>Formulary subscription / updates? </li></ul></ul><ul><ul><li>Drug interaction subscription / updates? </li></ul></ul><ul><ul><li>Database licensing? </li></ul></ul><ul><ul><li>Patient education materials? </li></ul></ul><ul><li>Perform five year investment / cost analysis </li></ul>22
  23. 23. License Fees <ul><li>Must understand licensing </li></ul><ul><ul><li>Per Physician </li></ul></ul><ul><ul><li>Per Provider </li></ul></ul><ul><ul><li>Per Named User </li></ul></ul><ul><ul><li>Per Concurrent User </li></ul></ul><ul><li>Thoroughly understand vendor definitions </li></ul><ul><li>Thoroughly understand how they audit license compliance </li></ul>23
  24. 24. Support Structure <ul><li>Hours of operations </li></ul><ul><li>Methods of support </li></ul><ul><li>User community </li></ul><ul><ul><li>Local </li></ul></ul><ul><ul><li>Regional </li></ul></ul><ul><ul><li>National </li></ul></ul><ul><li>Special Interest Groups </li></ul><ul><li>After hours support access / costs </li></ul><ul><li>Service Level Agreements (SLAs) </li></ul>24
  25. 25. Corporate Comparisons <ul><li>Positioned as a buyer </li></ul><ul><ul><li>Acquisitions build benefit to customers or dilute resources? </li></ul></ul><ul><li>Positioned for a buy </li></ul><ul><ul><li>Future less known – new buyer impact? </li></ul></ul><ul><li>History of reorganizations? </li></ul><ul><li>History of management changes? </li></ul>25
  26. 26. Contract Comparisons <ul><li>To Vendors: “Put your money where your mouth is” </li></ul><ul><li>Get it in writing </li></ul><ul><li>Comparison tracking </li></ul><ul><li>What’s not included </li></ul>26 If they won’t put in writing what they verbalize, walk away
  27. 27. Negotiate - Both Vendors <ul><li>A lot of work! Saves time later. </li></ul><ul><li>Negotiator must be armed with knowledge </li></ul><ul><li>Conduct with integrity </li></ul><ul><li>Document, document, document </li></ul><ul><li>Thoroughly reread every version of contract sent </li></ul><ul><li>Involve attorney before signing </li></ul>27
  28. 28. Dog n’ Pony #2? <ul><li>Don’t be afraid to require </li></ul><ul><li>Use to clarify functional differences </li></ul><ul><li>Limit participants </li></ul><ul><li>Use that scorecard </li></ul><ul><li>Document key differences </li></ul><ul><li>Have vendor append functional requirements document </li></ul>28
  29. 29. Resource Ideas <ul><li>Certification Commission for Healthcare Information Technology </li></ul><ul><li>www.cchit.org/work/products.htm </li></ul><ul><li>AAFP’s Center for Health Information Technology </li></ul><ul><li>www.centerforhit.org </li></ul><ul><li>BPHC Functional Requirements Sample </li></ul><ul><li>ftp://ftp.hrsa.gov/healthit/ehrguidelines.doc </li></ul><ul><li>Health Information Management Systems Society (HIMSS) </li></ul><ul><li>www.himss.org </li></ul>29
  30. 30. Baby Step Versus Big Bang 30
  31. 31. Baby Step Versus Big Bang <ul><li>Big Bang Cons : </li></ul><ul><li>Takes 2+ years to build </li></ul><ul><li>More functionality at Go-Live may impact productivity levels for a longer period of time </li></ul><ul><li>Large staffing infrastructure needed to support at Day one </li></ul><ul><li>Larger investment required up-front </li></ul><ul><li>Longer time frame to recoup investment dollars </li></ul><ul><li>Big Bang Pros : </li></ul><ul><li>A more complete, comprehensive system is deployed to providers </li></ul><ul><li>More time available for configuration and testing </li></ul>31
  32. 32. Baby Step Versus Big Bang <ul><li>Baby Step Cons : </li></ul><ul><li>Patience required as all functionality not available initially </li></ul><ul><li>Baby Step Pros : </li></ul><ul><li>Return on Investment comes more quickly </li></ul><ul><li>Growing champions is easier </li></ul><ul><li>Implementation and support can be built slowly </li></ul><ul><li>Productivity levels return more quickly </li></ul>32
  33. 33. CHCA Network: EHR Today 33
  34. 34. <ul><li>Over 68 providers </li></ul><ul><li>Three multi-site CHC organizations </li></ul><ul><li>Serving six counties </li></ul>CHCA Network: EHR Today- 11/1/2007 Current Implementation Reach 34
  35. 35. 35
  36. 36. <ul><li>Strong history and commitment in the healthcare arena </li></ul><ul><li>Real-time and interactive clinical guidelines </li></ul><ul><li>Oracle platform </li></ul><ul><li>Works well in Citrix environment </li></ul><ul><li>User Friendly interface </li></ul><ul><li>NCQA certification for its diabetes reporting capabilities </li></ul><ul><li>Strong user forum </li></ul>CHCA Network: EHR Today Selected Vendor Strengths 36
  37. 37. <ul><li>CCHIT (Certification Commission for Healthcare Information Technology) Certified: </li></ul><ul><ul><li>Formed in July 2004, the Certification Commission is a recognized certification body for electronic health records and their networks, and a private, nonprofit initiative. </li></ul></ul><ul><ul><li>Rigorous criteria and processes to receive certification </li></ul></ul><ul><ul><li>HRSA continues to encourage adoption of products that have received this certification </li></ul></ul>CHCA Network: EHR Today Selected Vendor Strengths, cont’d 37
  38. 38. <ul><li>Lessons Learned & Other Advice In the RFI / RFP Process: </li></ul><ul><li>You don’t know what you don’t know </li></ul><ul><li>Be prepared to dedicate a substantial amount of time </li></ul><ul><li>Once the contract is signed, the majority of your leverage is gone. </li></ul>CHCA Network: EHR Today 38
  39. 39. #1 Point to Remember: “ It’s not about the hardware and the software; it’s about the people and the process.” For More Information, Contact: Diane Gaddis, CEO & President [email_address] 39
  1. A particular slide catching your eye?

    Clipping is a handy way to collect important slides you want to go back to later.

×