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Sample RFP (request for proposal) for purchasing RIS/PACS.

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  1. 1. RFP for RIS / PACS We are requesting proposals for (circle one) RIS PACS RIS/PACS for our radiology department. RFP’s are due on ___________________ and should be sent to _________________________________________. The Hospital name and address are as follows: _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________ ________________________ The hospital requires (Qty) _____ Radiologist Workstations, _____ ED workstations, ______ OR workstations, _____ Technologist QC Workstations, ______ Paper scan workstations, ______ film Scan workstations, ______ CR workstations, _______ Image capture stations for non-DICOM modalities, and ______ Dictation stations
  2. 2. Radiology Image load requirements are as follows: Studies per month: MR _________ CT _________ CT – 4 _________ CT – 16 _________ CT – 32 _________ CT – 64 _________ US _________ Radiology _________ NM _________ Angio _________ All submitters must provide the following: 1. A list of 20 reference sites 2. An ROI calculator showing how the radiology department will gain a return on investment. 3. A recent KLAS report showing current status AND trends. 4. A quote based on the information above. In addition, each quote shall contain the following: a. On site installation and apps training b. 2 month follow up on site training c. 1 year follow up on site training d. Complete software obsolescence for 5 years – including new releases e. Complete hardware obsolescence for 5 years – including computer and server replacement f. Off-site emergency backup of all images and reports g. HL7 interface, as needed so reports come into PACS h. IF RIS AND PACS, a desktop integration for voice recognition and dictation at the PACS workstation. i. DICOM push to radiologist workstations j. Unlimited modality connections k. Referring Physicians viewer unlimited license that can bring up images and reports on any computer anywhere.
  3. 3. l. A 7 year on-site archive m.A back up redundant 7 year on-site archive. n. Whatever pricing method you use – also include the 5 year cost with inclusion of ALL of the above. To each question/statement below please: 1) Answer the question, or 2) State if your system has the feature, and 3) State if there is an additional cost to install or use this feature, and 1 General Hardware/Software 1.1.1 What brand and model of hardware do you provide? What operating systems do you provide? 1.1.2 What database systems are used? 1.1.3 Does your proposal include a redundant server with redundant storage systems? 1.1.4 What security measures does your system use? 1.1.5 Does your system use Active Directory Integration for system access? 1.1.6 What type of access do you require to support your system? 1.1.7 Is there anti-virus on the machines? 1.1.8 99.99% uptime, including prior studies 1.1.9 Real time remote monitoring tools 2 Digital Image acquisition and transmission requirements 2.1.1 Provide the capability to receive DICOM 3.0 images from any DICOM 3.0 compatible modality. 2.1.2 Support unlimited modalities. Is there a cost for connecting multiple modalities? 2.1.3 Auto-route images to a secondary location such as a centralized remote long- term storage archive. 2.1.4 Auto-route images to unlimited Radiologist’s workstations and remote referring physician viewing workstations based on rules.
  4. 4. 2.1.5 Ability to pre-fetch images from a secondary location such as a remote long-term storage archive or a remote shared centralized storage system. 2.1.6 DICOM send, query and receive supported. 2.1.7 HL-7 interface to RIS/HIS systems. 2.1.8 Does your HL-7 interface use a broker or is it broker-less based? 2.1.9 If Broker based interface, what is the cost of the interface broker and continuing costs for interface? 2.1.10 Provide work-lists to modalities that support work-lists. 3 Technologist Workstation 3.1.1 Provide the ability for technologists to view and manipulate data received from DICOM modalities. 3.1.2 Support simultaneous multiple study examinations and cross-referencing. 3.1.3 Support pan and zoom, window/level, measurement and cine functions. 3.1.4 Support synchronized stacking and annotation. 3.1.5 Support mouse wheel scroll for slice-by-slice viewing. 3.1.6 Support DICOM receive, send and query. 3.1.7 Ability to create a Patient CD that includes the images along with a full-featured viewer to provide to patients and referring physicians. 3.1.8 Display single or multiple slice images. 3.1.9 Print to any supported local and/or network paper printer. 3.1.10 The ability to print to a network attached DICOM-compatible printer. 3.1.11 Support viewing monochrome and color images. 3.1.12 Ability to add a CD publisher that auto prints labels on the CD or DVD 4 Radiologist diagnostic reading workstation 4.1.1 Permit physicians and radiologists to view and manipulate data received from DICOM modalities. 4.1.2 Print to any supported local and/or network paper printer and provide the ability to print to a network attached DICOM printer.
  5. 5. 4.1.3 How many displays does your system support per workstation? 4.1.4 Ability to annotate images with text and/or drawing tools. 4.1.5 Ability to annotate images with audio clips synchronized with recorded mouse movements. 4.1.6 Personal customization ability to assign any feature to any keypress or mouse function. 4.1.7 “Thumbnail” view providing a quick glance at the series within a study. 4.1.8 Route studies, series, or a single image from an archive to another workstation or archive. 4.1.9 Easy access to all DICOM fields in each image. 4.1.10 Provide for automatic pre-fetching of related studies from archive. 4.1.11 Personal customizable hanging protocols and window/level presets. 4.1.12 Free-form region of interest (ROI) measurements. 4.1.13 Key Images series. 4.1.14 Cine. 4.1.15 Automatic update of viewer software when server software is updated. 4.1.16 Voice / Cursor annotation 4.1.17 Bar coding 4.1.18 Color 3 Mp auto calibrating monitors 4.1.19 MPS/MPR 4.1.20 Advanced Hanging protocols 4.1.21 Choose series floating toolbar 4.1.22 Auto sync and set sync 4.1.23 Auto reviewed 4.1.24 Auto checkout 4.1.25 Advanced measuring tools 4.1.26 Allow for check out of studies by radiologist so nobody else can read them while they are checked out.
  6. 6. 5 Archive storage system 5.1.1 Store any DICOM 3.0 information from diverse modalities. 5.1.2 Provide an online search engine to index the stored images. 5.1.3 Provide instant unlimited access to archived studies. 5.1.4 Provide an open architecture enabling retrieval of archives by any device that supports DICOM query and DICOM receive. 5.1.5 Provide unlimited expansion in storage capacity. 5.1.6 Have fault-tolerant RAID-5 technology. 5.1.7 Provide on-site redundant archiving. 5.1.8 Provide off-site redundant archiving. 5.1.9 Ability to compress archived image. 5.1.10 Self-monitoring system capable of notifying administrators of problems via e-mail and other methods. 5.1.11 Capable of restricting user access to patient data by group membership. 5.1.12 Capable of restricting user access to various features based on roles. 5.1.13 Audit user access to patient data for HIPAA compliance. 5.1.14 Collaboration features allow users to take ownership of studies and mark review status and utilization or peer review comments. 5.1.15 Users can create a personal "worklist" to organize studies to be read. 5.1.16 Provide a system whereby all the 7 year data and images are on-line at all times, using spinning disk storage. 6 Secure Image Transmission Requirements 6.1.1 Provide a secure method of transmission that meets HIPAA guidelines for image transmission. 6.1.2 Support 128-bit encryption. 6.1.3 Support multiple Virtual Private Networks (VPNs) to remote locations. 6.1.4 Audit user access to patient data. 6.1.5 Image Transmission Management.
  7. 7. 6.1.6 Provide image push to any number of destinations from a single DICOM send. 6.1.7 Provide rules based, intelligent routing. 6.1.8 Provide the ability to track transmissions and retransmit studies. 7 Image Distribution Options 7.1 Web Distribution of Images 7.1.1 Images are available from a secure web site, “https” with a secure user name and password. 7.1.2 Images are available using a VPN to connect to the LAN and then connect to web server. 7.1.3 Unlimited web viewer licenses for Referring physicians. 7.1.4 Make single studies retrievable on a single use basis through password protection. 7.1.5 Capable of restricting user access to patient data by group membership. 7.1.6 Includes compression technology to decrease download times. 7.1.7 Transmissions are 128-bit encrypted to provide HIPAA-complaint solution. 7.1.8 Offer optional hosted web distribution server. 7.1.9 Images are available in both DICOM full function and JPEG partial function to accommodate any type of computer or Internet connection. 7.1.10 Old study comparison available on the Web server. 7.1.11 Advanced functions such as ROI, Cross localize, and advanced hanging protocols available on web based viewers. 7.2 Local Area Network Distribution 7.2.1 Images populated to a central image database on PACS server. 7.2.2 Viewers downloaded onto PCs within departments located on the facilities LAN. 7.2.3 Images pulled across LAN on as needed basis by any computer with viewer software. 8 Radiology Information System 8.1.8 Modality bases scheduling
  8. 8. 8.1.2 IHE Compliant 8.1.3 Electronic signature 8.1.4 Auto fax and auto e-mail of reports and reminders 8.1.5 CPT code look-up tables 8.1.6 Paper scan into the RIS 8.1.7 Voice recognition and transcription 8.1.8 Procedure prerequisite alerts 8.1.9 Allow cancelled orders to be rebooked 8.1.10 Automatically assign unique radiology accession number for each exam at time of order entry. 8.1.11 Maintain history file of all performed radiology exams. 8.1.12 Support user-defined mnemonic codes and/or visual pick lists (e.g. using a mouse) to select exams. 8.1.13 Allow modification to orders without having to re-key order information. 8.1.14 System should prohibit exam cancellation after statistical data has been captured or report transcribed. 8.1.15 Provide graphic display of schedule to view time slots by room, date, modality, department or facility. 8.1.16 Support automated patient wait lists for suggesting earlier exam times, if slots become available. 8.1.17 Automatically alert user of incompatible test conflicts when entering requests for a patient. 8.1.18 Support display of worklists updated in real-time to monitor workflow (e.g. for active appointments and exams). 8.1.19 Support prioritized worklist displays for radiologists (e.g. for pending dictation, electronic signature and follow up). 8.1.20 Support entry of technical notes by the radiologist in exam case records. 8.1.21 Provide ability for radiologists or transcriptionists (with appropriate security access) to retrieve procedures from a shared worklist. 8.1.22 Support use of bar code technology to track patients and events for workflow reporting (e.g. patient ID, procedure ID, exam room location, etc.)
  9. 9. 8.1.23 Automatically retrieve patient demographic, location, medical, and physician data into patient exam report. 8.1.24 Provide integrated word processing capabilities for transcription result reporting. 8.1.25 Provide ability to automatically fax preliminary and final reports to referring physician and courtesy copies to other physicians. 8.1.26 Provide on-line storage and access for three years of exam report history. 8.1.27 Support and comply with MQSA mammography standards. 8.1.28 Support American College of Radiology's Breast imaging and Reporting and Data Base system (BIRADS) lexicon. 8.1.29 Provide templates (that can be customized) for physician result letters, patient result letters and follow-up patient letters. 8.1.30 Scheduler allows for double booking. 8.1.31 Generate mammography statistical reports by radiologist, referring physician, and location for user-defined time intervals. 8.1.32 Print daily activity log of all exams by radiology accession number. 8.1.33 Print workload projection report of exam commitments to aid in staff and room scheduling. 8.1.34 Print room utilization report of total number of exams by room (within user- defined time period), also listing average and longest exam times. 8.1.35 Print exam turnaround time report showing average and longest exam times by procedure. 8.1.36 Print workload statistics by patient type, procedure, resource and technologist. 8.1.37 Time stamp each step in the workflow 8.1.38 Print payment receipt. 8.1.39 Provide ability to perform billing for affiliated providers (e.g. clinic, small hospital, free-standing emergency room). 8.1.40 Provide electronic billing interface to radiologist's billing computer system. 8.1.41 Support direct interfacing to modalities via DICOM interface 8.1.42 Support healthcare HL7 interfacing standards for communication with external systems.
  10. 10. 8.1.43 Support electronic interface to HIS order communications system to receive exam orders and transmit charge transactions. 8.1.44 Support electronic interface to and integration with transcription system. 8.1.45 Support electronic interface to and integration with PACS system. 8.1.46 Support an enterprise-wide single sign-on user authentication process that allows individual users to logon to different systems with one global user ID and password. 8.1.47 Support automatic log off of work stations connected to patient information systems after a site-defined time period of inactivity (e.g. 5 minutes). 8.1.48 Support data access controls that allows assignment of security at the data element level within files. 8.1.49 Web based – available from any computer 8.1.50 Provide pre authorization alerts 8.1.51 Workflow based following schedule, screened, check in, scan start, scan complete, report dictated, report complete, report signed, report finalized, billing information. 8.1.52 Uses same database as PACS 8.1.53 Allow referring physician access to scheduler 8.1.54 Allow scheduling of two exams simultaneously 8.1.55 Allow printing at any workstation to be set up with customizable print rules 8.1.56 Provide procedure prerequisite alerts 8.1.57 Be able to automatically send patient reminder letters 9 Additional Software 9.1.1 Orthopedic Trauma tools and Templates. 9.1.2 Other software. 10 Please include additional information in these areas 10.1.1 Company History in PACS arena. 10.1.2 Number of installed facilities.