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Selecting a Health Care Information System

Selecting a Health Care Information System. System Selection. Second phase of the life cycle Phase begins once decision made to purchase a new system Critical to the success of the project Requires the collection of additional information and awareness of funds available for the project.

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Selecting a Health Care Information System

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  1. Selecting a Health Care Information System

  2. System Selection • Second phase of the life cycle • Phase begins once decision made to purchase a new system • Critical to the success of the project • Requires the collection of additional information and awareness of funds available for the project

  3. Sources of Information • Trade shows and conferences • Publications • Professional organizations • Trade journals • Text books • Internet and World Wide Web • Site visits • Request for information/proposal/quote

  4. Request for Information (RFI) • Brief document sent to vendors that states plans to purchase and install a system • Asks the vendor for a description of the system, its capabilities, and perhaps: • About the company • Financial situation, investment into research • Number of installed sites • List of organizations • Technical capabilities • Integration with other systems • Required hardware • Procedure to distribute updates

  5. Request for Proposal (RFP) • Formal document sent to vendors that describes system requirements sought • What do I need in the system? • Detailed • Prioritizes requirements • Solicits proposals from vendors that describe their capabilities to meet the “wants” and “needs” • Responses are used to narrow the choices

  6. Strategies for successful RFP • Careful writing and reading of RFP • Vague questions can be misinterpreted • Limit questions to the most important • To produce simple and straight for word document • Items must be detailed and precise

  7. RFP design • Description of the organization • familiarize the vendor with the organization • Mission and goals • Clarifies the driving forces behind the the change • Structure of the organization • Type of organization • University, gov, teaching,… • Payor mix • % of pts with private insurance, gov insurance • Volume statistics • Number of beds, occupancy, annual outpatient visit

  8. RFP design • System requirements • Those developed by the committee • Do not limit the vendor to specific config • Criteria for evaluation the response • May improve the quality of vendors response • Deadline date

  9. Analysis of RFP Responses • Receipt of RFP responses is the beginning of the “evaluation” phase • Consider: • Was it submitted by the deadline date? • Is it a professional effort? • Were the vendor representatives responsive? • Does the proposal address the requirements outlined in the RFP or is it a standard bid?

  10. Request for Quote (RFQ) • Statement of need that focuses upon pricing, service levels, and contract terms • Skips marketing hype often received in response to RFP

  11. Request for Quote (RFQ) • After the system selection and recommendations negotiations are done through legal and purchasing representatives

  12. Questions?

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