Integrated Web-based Electronic Health Record and Practice Management System

RFP for an integrated web-based EHR and practice management system combining clinical, billing, and scheduling features, with a three-year contract in New York.

Provide an integrated web-based Electronic Health Record (EHR) and Practice Management System
Comply with current and scheduled State and Federal standards, including NYS OMH, OASAS, DOH, HIPAA, HITECH, SOC 2, ONC, CURES Act, MACRA, and MIPS
Include a fully integrated billing and scheduling system
Offer customizable applications for various programs
Ensure smooth, flexible clinical workflow with minimal redundancy
Provide accurate and reliable built-in reports, customizable forms, and letters
Support easy client transition among programs
Be fully accessible and user-friendly in the field via wireless or cellular connections
Enable generation of risk assessments and safety plans in the field and clinic
Support clinical management and administration in generating measurable outcomes data
Include core components: Clinical Record, E-Prescribing, E-Labs, Connectivity (HL7), Patient Portal, Reporting and Analytics, Regulatory Compliance for Documentation
Provide Project Management, Implementation Services, Data Migration, Training, and Go Live Support
Support on-premise or SaaS hosting solutions with data encryption at rest and in transit
Provide a current, comprehensive data dictionary with real-time updates and API access
Allow recording of software demonstrations and training sessions
Support multiple user sessions via web browser
Integrate with HIE data interchange (HealtheLink and RRHIO) for hospital admissions, discharges, and transfers
Offer evidence-based suggestions for treatment plans and ability to create a library
Provide a searchable database on any field for client records
Include an integrated telehealth system or support a third-party system
Support 'Golden Thread' documentation connecting assessments, treatment plans, and progress notes
Include NYSCRI/OMIG/OMH/OASAS/DOH compliant assessments and forms
Offer advanced note-taking features like voice dictation and smart phrases
Capture group services with clinical documentation
Provide various screening and monitoring tools (e.g., PHQ-9, LOCATDR, CAGE, DAST, Fagerstrom, GAD7, AUDIT, DLA20, PCL-C, Columbia Suicide Severity Scale)
Integrate with OMH NIMRS Incident Review system for incident report completion
Minimize duplicate data entry across forms and assessments
Support adding and uploading external documents with minimal steps
Offer flexible options for printing charts, including external or selected documents
Allow multiple forms to be open simultaneously for the same client
Provide personalized in-basket/dashboard support for clinicians with reminders and alerts
Capture internal and external messages (email, telephone, text)
Enable printout of legal health records and provide clinical summaries to patients
Allow de-identification of protected health information
Support specific flags or color-codes for client conditions (e.g., high risk, legal status)
Provide system or routing documentation to other providers for signatures
Present lists of treatment plans and reviews based on OMH regulatory business rules
Block billing for noncompliance with regulatory requirements
Offer clinical pathways connecting problems, symptoms, goals, objectives, and interventions
Document safety risks and crisis plans with clinical decision support
Manage required fields in documentation to reduce auditing needs
Provide diagnostic support with ability to see diagnostic criteria
Support electronic transfer of prescription information, including controlled substances and samples
Create and manage medication lists, allergies, and adverse reactions
Identify and communicate drug interaction warnings (drug-to-drug, drug-to-allergy, drug-to-disease, drug-to-pregnancy)
Alert providers to potential administration errors (wrong patient, drug, dose, route, time)
Support multiple drug formularies and prescribing guidelines with regular medication updates
Interface with local or national pharmacies and support electronic prior authorizations
Record issuing samples and link to local pharmacies
Send and receive lab orders and results electronically, with pre-filled demographics and alerts
Provide secure web messaging, remote access, authentication, and audit trail services
Support interoperability through compliance with data interchange standards and agreements (HEALTHeLINK and RRHIO)
Include a patient portal for patient access, documentation signing, payments, and uploads
Allow messages between patient and provider via the portal, with multi-language communication options
Provide patient education materials via the portal and an online feedback mechanism
Offer automated appointment reminders (phone, email, text) and missed appointment notifications
Ensure the patient portal is compliant with Cures Act requirements
Support importing patient health history data from existing systems
Permit configuration of user accounts, roles, and groups to restrict access based on need-to-know
Present a chronological, filterable, and comprehensive review of patient's EHR with accounting for disclosures
Produce an audit trail of key activities (access, modifications, deletions, transactions)
Manage client records release, including digital image of authorization forms and financial responsibility
Provide privacy and security components compliant with national (HIPAA) and New York State laws
Securely send/receive documents, notes, authorizations, and reports via fax, email, and/or upload
Support real-time and retrospective trending, analysis, and reporting of clinical, operational, financial, and demographic data
Allow general users without SQL knowledge to produce and run reports
Permit administrative access to the database for data mining and management
Track clinical staff time for productivity analysis and process improvement
Allow customized reports and studies utilizing individual and group health data
Export report information to other formats
Support embedded reporting tools accessing external data sources (NYS OMH, OASAS, etc.)
Include integrated client progress and outcome tracking
Provide data reporting upon request and alert reports by user
Support appointment to progress note reconciliation, at-risk patient tracking, caseload report tracking, service tracking, referral tracking, admission/discharge tracking, scheduled appointments, unique persons service, required assessment/document completion tracking, billable hours tracking, time spent in direct service tracking, attendance tracking, and diagnostic statistic tracking
Support screening that captures demographics, insurance, and diagnosis from initial contact to disposition
Record demographics including preferred name, language, insurance type, gender, race, ethnicity, contacts, and date of birth
Import patient demographic data via HL7 interface from external systems
Provide a Kiosk or tablet for patient self-check-in and documentation completion
Warn users of potential duplicate registration records
Allow search by birth date or other identifying information
Alert reception staff to account status and payments due when patients check in
Enable electronic signature by provider on all documents
Pull data forward from past episodes of treatment without disrupting custom form development
Manage clients in multiple programs and show current and past enrollments
Maintain daily, weekly, and monthly provider and group appointment schedules
Permit authorized users to alter provider schedules and appointment slots
Track and manage schedule changes (bumps, cancellations, no-shows)
Integrate provider scheduling with resource scheduling
Automate insurance eligibility checking before appointments
Display schedules for multiple days or providers on a single screen
Search for next available appointments of proper duration
Include automated appointment reminder system and recall capability
Book events, meetings, availability types, and resources (rooms, equipment, vehicles)
Schedule meetings for multiple attendees
Link scheduler to appointment reminders at preferred client contact method
Provide an alert pop-up function warning of scheduling concerns or conflicts
Include an integrated scanning solution for old charts and incoming paper documents
Ensure scanned documents are readily available within the patient's chart and attached to intra-office communication
Store scanned insurance cards and driver's licenses in patient demographics
Satisfy NYS retention schedule requirements for mental health and substance abuse records
Share coding master files between Practice Management System (PMS) and EHR
Store co-pay information, track deductibles, and balances by individual
Calculate sliding scale fees
Operate on an open-item billing system with reports for insurance bills over 30 days
Permit batch posting of electronic remittances for multiple patients
Enable robust standard and user-customizable reports for billing data
Enable robust flags and alerts tied to billing functions
Integrate online access for claim status inquiry and electronic remittance advice
Calculate and automatically update fee schedules for insurers based on contract data
Automate ICD and CPT updates
Integrate EHR with billing and scheduling to ensure billed services are supported by documentation for clean claims
Support changes to billing forms or reports without vendor intervention
Ensure consistency with APGs and all payer requirements for maximized billing
Facilitate electronic submission of one file to multiple payers
Produce financial, receivables, and RVU reports
Produce on-demand detailed receipts, customizable self-pay statements, EOBs, and costs of services
Store patient budget payments and alert billing staff to overdue payments
Enable claims status inquiry
Integrate online access and automatic checks for insurance verification, pre-authorization, and eligibility
Allow automatic processing or billing of primary and secondary insurances
Connect notes with billing and include built-in validation for documentation completion prior to billing
Integrate with NYS Consolidated Fiscal Reporting forms and formats
Auto-check insurance eligibility electronically from public and private payers
Track and update credentialing parameters for providers and insurance companies
Automatically complete NYS OMH Patient Characteristics Survey data collection and reporting
Allow for future external (remote/off-site) audit and review of clinical records by oversight bodies
Address specifications for NYS-licensed OMH Part 599 Mental Health Clinic Treatment Program
Vendor must provide an implementation plan including preparation, training, and go-live support
Vendor must describe data conversion/migration procedures and constraints
Vendor must describe methodology for transitioning to the proposed system
Vendor must describe the testing process and provide access to test environments/scripts
Vendor must specify which users will be trained and if staff will be on-site during 'Go Live'
Vendor must describe issues management strategy and support capabilities, including escalation procedures
Vendor must describe ongoing support services, including online support, remote assistance, user forums, and conferences
Vendor must outline how clinics will be notified of upgrades and who is responsible for installation
Vendor must explain how the company stays up-to-date on meaningful use definition changes and system transformation
Vendor must specify its responsibility if problem resolution is not met, standards are not met, upgrades cause problems, training is inadequate, implementation is delayed, incompatibility issues arise, promised functionality is missing, hardware is damaged, data is corrupted, or contract is terminated
Data ownership must reside with the customer (Essex County), with clear terms for data return
Vendor must describe necessary database/network server, workstation, tablet PCs/PDAs, and other equipment requirements
Vendor must describe communications requirements (ISP, browser, network type, bandwidth, security)
Vendor must provide recent SAS 70/SSAE 16 SOC 1 audit results and HIPAA Privacy and Security Rules compliance
Vendor must describe authentication mechanisms, including multifactor authentication, strong password enforcement, and role-based access control
Vendor must detail data protection measures for data stored in the cloud, including security standards, protection from loss/theft/hacking, backup copies, recovery time, and encryption
Vendor must provide details on data centers (ownership, location, certification, redundancy, physical security, business interruption plan, decommissioning procedures)
Vendor must describe network security for data in transmission, encryption capabilities, and risk reduction steps
Vendor must confirm continuous monitoring of systems and networks for security events and logging of access sessions
Vendor must offer the ability to activate emergency access to the EHR and provide for recovery from emergencies
Vendor must provide customer support/IT support contract and relevant service level agreements
Vendor must provide written security and privacy policies and procedures (including disaster recovery)
Vendor must describe new features/updates release and deployment process
Vendor must provide the type/version/brand of database and platform used for the system
Vendor must specify servers, operating systems, virtual environment status, and normal maintenance window timeframe

$500,000 – $2,000,000

RFP Distribution: February 27th, 2026

Last Date to Accept Questions from Vendors: April 1st, 2026

Responses Due to Purchasing: April 20th, 2026

RFP Review, Questions & Demonstration: May 4th, 2026

Vendor Selection: July 29th, 2026

Estimated Contract Start Date: October 1st, 2026

Essex County

Organization overview and procurement intelligence available on paid plans.

This RFP seeks a vendor to provide an integrated web-based electronic health record (EHR) and practice management system for use in New York. The solution must be fully integrated, combining EHR functionalities with billing and scheduling to optimize operational efficiency within clinical settings. It should facilitate resource management and population health initiatives, while also improving governance and decision support for the clinical workforce.

The required system must support clinical decision-making using content, workflow, alerts, and standard tracking practices, and be accessible in the field via wireless or cellular connections. The platform should support holistic client service, including data extraction to address social determinants of health, and enable users in both clinical and administrative roles to generate measurable outcome data. The system is expected to be highly user friendly and support management and administration activities. The contract period will span three years.

Questions regarding the RFP must be submitted no later than April 1, 2026.

Integrated Web-based Electronic Health Record and Practice Management System

Overview

Fit Score

SUMMARY

KEY REQUIREMENTS

BUDGET

CONTRACT DURATION

TIMELINE

QUESTION DEADLINE

Issuing Agency

DESCRIPTION

Similar RFPs