Electronic Health Record System RFP

Background
Tooele County's Department of Human Services is seeking proposals from qualified vendors to provide and implement a secure, scalable Electronic Health Record (EHR) system for the County’s behavioral health billing and claims needs. The County acts as a coordinating entity for a network of healthcare providers delivering services in community-based settings. The goal is to modernize and standardize workflows through a centralized digital platform while allowing providers to maintain their existing EHR systems.

Work Details
The selected vendor will provide, configure, implement, and support a platform that includes the following functional components:

1. Provider Submission Portal:
- Secure authentication and user access for provider organizations.
- Web-based portal and/or API-based submission capabilities.
- Ability to submit encounter/service data (e.g., service type, date, duration, provider, client identifiers) and billing/claims data (CPT/HCPCS codes, modifiers, units, payer information).
- Capability to upload supporting documentation.
- User-friendly interface suitable for non-technical billing staff.

2. Data Validation & Workflow Management:
- Real-time/batch validation of required fields and formats.
- Automated flagging of incomplete or inconsistent submissions.
- Workflow tracking (e.g., submitted, under review, approved, rejected).
- Full audit trails for submissions, edits, and approvals.

3. Billing Integration & Output:
- Structured export/integration with billing systems or payers.
- Ability to generate claims-ready datasets (e.g., ANSI 837 format).
- Reporting tools for reconciliation, payment tracking, error identification.

4. Security & Compliance:
- Full compliance with HIPAA/PHI requirements.
- Role-Based Access Control (RBAC), encryption of data in transit and at rest.

5. Scalability & Future-State Considerations:
- The system must be designed for future scalability into EHR functionality, clinical documentation management, scheduling services, outcomes tracking, and compliance with CMS API standards.

Period of Performance
The contract performance will begin on June 1, 2026, with a desired go-live target of October 1, 2026. The estimated contract period includes:
- Base Year: June 1, 2026 – May 31, 2027
- Option Year 1: June 1, 2027 – May 31, 2028
- Option Year 2: June 1, 2028 – May 31, 2029
- Option Year 3: June 1, 2029 – May 31, 2030
- Option Year 4: June 1, 2030 – May 31, 2031.

Place of Performance
The services will be performed within Tooele County.

Bidder Requirements
Vendors must demonstrate experience with HIPAA-compliant systems and knowledge of claims processing (ANSI 837). Behavioral health experience is preferred.