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  • 1. REQUEST FOR PROPOSAL *The fields highlighted in yellow, are to be completed by the client/laboratory submitting the RFP* INTRODUCTION This is an invitation to a select group of companies to submit proposals for a Laboratory Information System (LIS). Proposals must be received by Facility Name no later than Due Date stated below. Potential bidders are asked to complete and submit a proposal/bid intent form. Selected respondents will be requested to make on site presentations to demonstrate their Laboratory Information System. COVER PAGE LIS Company Name       Name of LIS       Date Submitted       Overview 1 Company Overview       2 System Description       3 Hardware Required hardware is described in the attached proposal. Requirements 4 Sample Contract Sample contract is attached in the Appendix. Proposals will not be accepted any time later than ____ p.m., ____, 200__. Proposals must be delivered or sent to the following address: Facility Name:       Contact Name       Street Address       Street Address       City, State, Zip Code       Phone Number       1
  • 2. Fax Number       E-mail Address       • Questions regarding this proposal package should be directed to the above contact Anticipated Time Frames for Evaluation and Selection Process Date Issue RFP to Vendors       Responses to RFP due       Finalists Selected       On Site Demonstration       Contract Signed       Commence Installation       2
  • 3. Facility Name Profile Below is a description of our organization including type (Hospital, Clinic, POL), size (number of beds, physicians, requisitions volume, etc), and configuration (# of satellites locations, # of workstations).       1. LIS Project Goals and Expectations The goals of the Laboratory Information System Project are: 3
  • 4.       GENERAL Section 1 General Questions: 1 Identify the company name, address, city, state, zip Company Name:       code, telephone, fax numbers, and website Address:       City/State/Zip:       Phone/Fax No.:       Website:       2 Identify the name, title, address, phone and fax Name and Title:       numbers, and e-mail address of the primary contact Address:       person for this project. City/State/Zip:       Phone/Fax No.:       Email:       3 How many years has your company been in business?       4 When was the first LIS system installed?       5 How many employees are dedicated to the support and implementation of the LIS system?       6 How many employees are dedicated to the development of the LIS system?       7 How many NEW customers acquired and installed       the LIS system last year? In the year before that? 8 How many total LIS installations has your company completed?       9 Is your company involved now in any litigation with a customer or other entity? Within the past 3 years? If yes, briefly describe.       10 How are customer requests for enhancements and customizations handled?       11 Describe the recent history of system enhancements.       12 Describe new features released within the past year.       13 Describe the company’s policy regarding the source code.       4
  • 5. LIS SOFTWARE Section 2 Overview of Software Features: YES NO Description/Comments/Future Date 1 Does the software provide an internal taskbar for integrated multitasking?       2 Can the software support data exports in a standard delimited format for import to other       Windows programs (such as Excel or Access)? 3 Does the software provide a web-based       outreach solution? 4 How much of the database will your company build prior to       installation? 5 How much down time should be expected while on site?       Section 3 Setup/Configuration: YES NO Description/Comments/Future Date 1 Does the software have the ability to change test reference ranges without creating a new       test code? 2 Does the software support special patient populations (Chemo, Coag Therapy, Diabetes Type II, etc) for reference ranges and group       mean reporting? 3 Does the software support the following result ranges:  High/Low:        Borderline High/Low:        Panic High/Low:        Invalid High/Low:       4 Does the software allow lab-defined age, gender, and special population related       reference ranges for all test results? 5 Does the software provide Medical Necessity validation based on lab-defined CPT/diagnosis       codes? 5
  • 6. 6 Does the software differentiate sample types and volume based on in-house and reference       lab requirements? Section 4 Hardware/Database Functionality: YES NO Description/Comments/Future Date 1 Does your LIS have the capability to provide a direct link to off-site locations for order entry       and result retrieval? 2 Does the database include functions that are designed to ensure integrity and fault-       tolerance in a network environment? 3 Does the system require regularly scheduled (e.g. daily, monthly) down time for backups,       maintenance, etc.? Briefly explain. 4 Is the system allowed to operate on both local and wide area networks, linking all practice       sites? 5 Does the system allow full functionality from       any workstation within the network? 6 Does the system allow for redundant storage of       all data files? 7 Does the system provide a check-point recovery capability to restore data files after a system       failure? 8 On what hardware platforms and operating systems does the       software run? 9 When working within the active database, please provide the 10,000:       response time to display a patient result report while the database 100,000:       is storing: 10,000/100,000/1,000,000/10,000,000 results? 1,000,000:       10,000,000:       10 How many result records can be stored in the active database with       continuous optimal performance? 11 At what point does your software require archiving (maximum result storage with reasonable query time)?       Section 5 HL7 Interface: Description/Comments/Future Date 6
  • 7. 1 Below are the 3rd party software systems (HIS, Electronic Medical Records, or Practice Management systems) to be interfaced with the LIS.                                                             YES NO Description/Comments/Future Date 2 Does the proposed system comply with current Health Level 7 (HL7) interface standards for       importing and exporting data to and from other systems? 3 Does the software provide the ability to prevent the export of billing data until all test       results are approved by the lab? 4 Is there a dedicated department for HL7 development and support?       Section 6 Reference Laboratories: YES NO Description/Comments/Future Date 1 Has your LIS been interfaced with reference laboratories? (Provide names of interfaced       reference laboratories.) 2 Does the interface allow for orders to be up-       loaded to the reference lab? 3 Does the interface include “Ask/Order Entry       Questions”? 4 Does the interface include CPT/ICD-9       validation? 5 Does the interface include auto printing of the       Advance Beneficiary Notice (ABN)? 6 Does the interface provide the ability to automatically filter panels to reference labs       based on insurance company? 7
  • 8. 7 Does the interface differentiate sample type requirements (type, volume, interfering       substances, etc...) based on reference lab requirements? 8 Does the software have the ability to visually prompt the user to order the appropriate       panels (reference lab or in-house)? 9 Does the software provide the ability to print reference laboratory requisitions as defined by       the reference lab? 10 Does the software allow manual entry of reference laboratory test results (e.g., non-       interfaced reference laboratories)? 11 Does the software support a “Favorites” list of Reference Lab profiles while maintaining all       profiles on-line? 12 Can reference lab results be integrated with in-       house results on the patient result report? Section 7 Quality Control (QC): YES NO Description/Comments/Future Date 1 Does the software include Westgard rules with       quality control (QC)? 2 Does the system accept downloading of results       from instruments to the LIS? 3 Does the software flag of out-of-range control       results? 4 Does the software flag control results that fail       Westgard rules? 5 Do the flags specify the violated Westgard rule?       6 Does the software allow entry of corrective       action comments while processing QC results? 7 Does the software provide the ability to view       and print QC graphs (Levey Jennings)? 8 Does the software provide the ability to plot multiple levels of control on one graph and       view all levels on one graph? 9 Does the software provide the ability to calculate/display QC statistics: Expected mean:       Cumulative mean:       Observed mean over a specified date range:       Standard deviation:       Coefficient of variation:       8
  • 9. 10 Does the software provide the ability to enter       comments by QC level? 11 Does the software provide the ability to enter       comments by QC result? 12 Does the software require archiving or deletion       of QC data? 13 Does the software support multiple lots of       controls? 14 Does the software provide the ability to perform comparison and correlation between       methods and instrumentation? 15 Does the software provide the ability to       perform Linearity studies? 16 Does the system support electronic export of       QC data for peer group analysis? Section 8 Microbiology: YES NO Description/Comments/Future Date 1 Does the software provide an electronic worksheet that supports paperless       microbiology? 2 Does the software allow for ordering of microbiology procedures on the same       requisition as general lab procedures? 3 Does the system allow for printing of labels specific to media setup protocols for each       microbiology procedure? 4 Does the system provide instrument interface to microbiology analyzers (Dade Microscan,       bioMerieux Vitek, Pheonix, etc…)? 5 Does the software provide the ability to       generate organism sensitivity reports? 6 Does the software provide the ability to print       and export preliminary as well as final reports? 7 Does the software provide the option for pre- defined result selection?       Section 9 Analyzer Interfacing: Below are the analyzers to be interfaced. Please describe the type of interface: uni-directional, bi- direction, and/or host-query. Please provide additional details if necessary. Uni-directional Bi-directional Host-Query Host-Query Details 1             9
  • 10. 2             3             4             5             6             7             8             9             10             Section 10 Training/Technical Support: YES NO Description/Comments/Future Date 1 Does the purchase price include system support for the first year (12 full months)?       2 Are future software updates a part of regular software maintenance fees? If not, please       explain. 3 Are technical support calls answered by system       installers/engineers? 4 What kind of response time can be expected       when calling in for technical support? 5 How and when are known software problems       (e.g. bugs, errors) resolved? 6 Will your company assume primary responsibility for all aspects of hardware and       software implementation? 7 Will your company assume primary responsibility for the LIS software if our facility       provides the hardware? 8 Is travel time included as part of training and installation costs?       9 Will our staff be required to go off site for       training? 10
  • 11. 10 What is maximum delivery time for custom programming jobs? Will       you guarantee this in the contract? 11 Specify the number of days/weeks included or required on site and On site:       off site. Off site:       Section 11 Security: YES NO Description/Comments/Future Date 1 Does the system provide an operational environment which will ensure the security and       integrity of the database? 2 Does the software segment the security setup       sections (requisitions ordering/processing/QC)? 3 Does the software restrict a user's access to specific areas of the application based on the       user’s responsibilities? 4 Does the software restrict a user's access to specific patient records based on specific tests       performed? 5 Does the software restrict access to configuration tables, profile indexes, etc. to       designated lab personnel via security controls? 6 Does the software provide the ability to track the status of requisitions throughout the       testing process? 7 Does the software provide multi-level security to ensure the confidentiality of all patient-       related information and to control access to outreach functions and features? 8 Does the software provide the ability to prevent the release of results/data to medical       staff until these results have been approved by a lab technician and/or lab manager? 9 Does the software provide the identification of the individual who created the order, collected the sample, received sample, and approved       results, including the date and time of these occurrences, so that this information is accessible throughout the process? 11
  • 12. 10 What safeguards (e.g. fault tolerance, hardware redundancy) are included in the system that eliminate unplanned downtime?       Section 12 Report Format and Delivery: YES NO Description/Comments/Future Date 1 Does the software provide automatic print       reporting capabilities? 2 Does the software provide automatic fax       reporting capabilities? 3 Does the system provide the fax recipient with       a table of contents for the fax? 4 Does the system provide automatic e-mail       reporting capabilities? 5 Does the system provide the ability to access       patient reports via the Internet? 6 Does the software automatically track printed reports?       7 Does the software display the original print date on the patient result report?       8 Does the software allow reporting of numerical results according to the lab-defined number of       decimal places? 9 Does the software allow reporting of short alpha results: (e.g. positive or negative) or long       alpha results? 10 Does the software allow automatic calculations       based on test results? 11 Does the software allow attachment of a defined or free text comment to any panel or       test? 12 Does the software provide the ability to choose between reportable and non-reportable       comments? 13 Does the software allow color-coded flagging of test results that fall outside established reference ranges (e.g. high, low, panic high,       panic low, invalid high, invalid low, borderline high, borderline low)? 14 Does the software allow the highlighting of abnormal results on patient reports solely       relying on colored text? 15 Does the software provide the ability to reprint patient reports?       12
  • 13. 16 Does the software provide the ability to recap out of range results within patient result       report? Section 13 Processing: YES NO Description/Comments/Future Date 1 Does the software allow the user to accept,       reject, re-run, or hold a test? 2 Does the software allow the user to override       current test results for a patient? 3 Does the software allow the user to retain       original results when a test is repeated? 4 Does the software provide the ability to change results without affecting previous results?       5 Does the software allow the user to review test result by patient, test type or flag type during       the result acceptance process? 6 Does the software provide the ability to automatically review graphs of historical test       results while processing? Section 14 Management Reports: YES NO Description/Comments/Future Date 1 Does the software provide the ability to create detailed cost accounting reports by date,       provider, accession, or panel? 2 Does the software provide the ability to create detailed billing reports filtered by date,       provider, accession, or panel? 3 Does the software provide the ability to create worklist pending reports filtered by date,       provider, panel, or accession? 4 Does the software provide the ability to create turnaround time reports filtered by date, panel,       or user? 5 Does the software provide the ability to generate result reports by requisition date       range? 6 Does the software provide the ability to create out of range summary by test, provider, date,       accession, or special population? 7 Does the software provide the ability to create       critical test value reports? 13
  • 14. 8 Does the software provide the ability to batch print patient result reports by multiple filter       criteria? Please specify. Section 15 Patient Records: YES NO Description/Comments/Future Date 1 Does the software maintain patient data and provide the ability to easily generate historical       patient reports? 2 Does the software allow for patient search based on:  Patient Name        Patient Identification Number        Patient Birth Date              Patient SSN 3 Does the software allow the user to search previous patient results for specific tests and       easily view historical results of that test? 4 Does the software allow the user to graph patient results by test to identify possible       trends? 5 Does the software provide the identification of the individual who ordered the test, collected the sample, and released the test results (including the date and time of these       occurrences) so that this information is accessible throughout the process? 6 Does the software allow the identification of an ordered panel as pending?       Section 16 Order Entry: YES NO Description/Comments/Future Date 1 Does the software allow compound test ordering: single panel linked to multiple tests       (e.g. CBC, Lipid Panel, or Comprehensive Metabolic Panel)? 2 Does the software allow the ability to visually identify available panels based on the       insurance company (Insurance Filtering)? 3 Does the software allow for override of       excluded panels? 14
  • 15. 4 Does the software allow panels to be re-routed based on the patient's payer contract       (Advanced Insurance Filtering)? 5 Does the software allow the user to order panels by entering rapid order codes, panel       number and/or by selecting from a menu? 6 Does the software automatically prompt a Medicare ABN form when test ordering fails       medical necessity validation? 7 Can the ABN be printed in Spanish?       8 Does the software allow entry of up to four diagnosis codes per requisition that can be       independently linked to ordered panels? 9 Does the software provide automatic bar-coded       label printing as orders are entered? 10 Does the software provide the ability to reflex       panels and tests based on specified criteria? 11 Does the software allow lab-defined label       configuration? 12 Does the software provide the ability to identify requisitions as pre-orders or future orders for a       patient? 13 Does the software provide the ability to manually create or automatically create worklists for manual tests that are pending (i.e.       monospot, ESR, urine sediments)? 14 Medical Necessity functions:  Does the software allow for updating diagnosis codes?        Does the software provide the ability to store diagnosis codes while recording patient demographics?       15 Describe the bar code formats your LIS can support.       Section 17 Order/Result Review: YES NO Description/Comments/Future Date 1 Does the software allow a manager to review preliminary results prior to release based on:  Ordered location        Technologist        Result range              Panel 15
  • 16. 2 Does the software allow for batch check in for:  Remote sites        Pre-orders              Samples to be collected 3 Does the system scan barcodes for automated       receipt of samples from other locations? 4 Does the system allow HL7 orders to be confirmed and/or reviewed before the order is       created? Section 18 Supplemental Material: YES NO Description/Comments/Future Date 1 Does the system provide specification documents that support current HL7 (Health       Level 7) healthcare industry system integration standards? If yes, please provide. 2 Does the company provide a statement of warranty for all products?       3 Does the company provide a statement of any       discounts applied to the proposal? 4 Does your company provide terms of use for       the system? 5 Does the company provide a copy of a Business Associate Agreement?       16
  • 17. 6 Provide at least 5 customer references. Enter the name, address, Contact 1: Name:       contact person, phone, software operating system, and installation Address:       date for each. Contact:       Phone:       SW OS:       Install Date:       Contact 2: Name:       Address:       Contact:       Phone:       SW OS:       Install Date:       Contact 3: Name:       Address:       Contact:       Phone:       SW OS:       Install Date:       Contact 4: Name:       Address:       Contact:       Phone:       SW OS:       Install Date:       Contact 5: Name:       Address:       Contact:       Phone:       SW OS:       Install Date:       17

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