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EHR Vendor Selection Process and Criteria

On November 6, 2009, NYC REACH and the New York eHealth Collaborative (NYeC) (the regional extension center for New York State) issued a joint Request for Information (RFI) to electronic health record (EHR) software vendors. The RFI was created to obtain information from as many vendors as possible about functional and operational areas, with a goal to select suitable EHR vendors to partner with the Extension Centers. While a joint RFI was issued and the selection process was the same, each Extension Center chose their preferred vendors independently.

 

The process lasted approximately seven months, and for NYeC, culminated with the selection of five preferred vendors in May 2010 which were then announced the first week of June 2010.  In addition to the Preferred EHR Vendors, NYeC REC will work with a larger group of EHR vendors. If you choose to implement, or already use, an EHR that is not on our preferred but is capable of getting your practice to Meaningful Use, the REC will work with you after you are live on the system to help you achieve Meaningful Use. Please contact us if you have a question about a specific EHR.
 

RFI Process

Vendor Evaluation

Selection Criteria

 

RFI Process

To ensure that all interested EHR vendors had the opportunity to respond to the RFI, the document was widely disseminated through multiple channels including direct emails to hundreds of vendors and stakeholders and a posting on websites for both the Fund for Public Health in New York and the New York eHealth Collaborative. The RFI was disseminated in the first few weeks of November 2009. Responses were due on December 16, 2009, allowing vendors ample opportunity to read, ask questions and reply to the request. On December 7, 2009 a public question and answer conference call addressed all questions posed by interested vendors. Approximately 30 questions were asked and the answers were made publicly available through webpostings.

 

Thirty-five vendors indicated their intention to reply. Their first task was to reply to the "minimum requirements" section of the RFI. This section was designed to ensure that only vendors with a minimum set of capabilities completed the full RFI. Of the 35 interested vendors, twenty-five met the minimum requirements and moved on to the next phase - completing the full RFI.


 

As we progress as a Regional Extension Center, we plan to reevaluate the marketplace regularly and will consider new partners to include on the preferred list for our REC participants to choose from. 

 

 

Vendor Evaluation
 

The evaluation team was comprised of personnel from NYeC, the New York City Department of Health and Mental Hygiene's Primary Care Information Project (PCIP), the Fund for Public Health in New York, and the Massachusetts eHealth Collaborative as well as practicing physicians. The team included experts in all the relevant areas including: standards, certification, meaningful use, interoperability, quality, implementation, software development, training, clinical, data warehouse, evaluation and others.

 

Each RFI was reviewed by members of the evaluation team with the relevant expertise. Based on an objective and quantitative ranking, 10 vendors were invited to demo their EHR and present its capabilities. Seven were invited back for in-depth discussions about their product and potential partnership with the Extension Centers. Five preferred EHR vendors were selected by NYeC REC - eClinicalWorks, Eclipsys, Greenway, Nextgen and Sage. Three vendors were selected by NYC REACH as Preferred EHR Vendors: eClinicalWorks, MDLand and Greenway. Neither NYC REACH nor NYeC have financial conflicts with the vendors selected, and do not receive any financial remuneration from selected vendors.

 

 

Selection Criteria
 

Minimum Requirements Criteria

  • CCHIT certification (at least CCHIT 2008 or 2009 or Preliminary ARRA 2011 certification)
  • Standards Based (ICD9, CPT, LOINC, CCD)
  • HIPAA Privacy and Security Compliance and other regulatory requirements such as JCAHO, CMS and NYeC and Local laws
  • Complete integrated solution (EHR/PM, CDSS, Portal, ePrescribing, Lab interfaces, etc)
  • At least 200 providers using system in NYC
  • Local presence and willingness to build out a local team
  • Physician and clinicians on staff

 

Technical Architecture

  • Enterprise or locally hosted, preference for software as a service (SaaS)
  • Software/Hardware/Database/Data Warehouse Architecture
  • Security
  • Third party interfaces, plug-ins, reporting tools
  • Data Validation methodology
  • Disaster Recovery, Backup procedures, failover plans
  • Codification and structuring of diagnosis, problem list, meds, labs, vitals, chief complaints, etc.
  • Vocabulary services - ICD9, SNOMED, CPT, Drug databases
  • Decision support/rules engine/public health integration
  • All aspects of Meaningful Use functionality were evaluated, including:
    • CPOE, allergy checking, ePrescribing, patient demographics (race/ethnicity), vital signs, BMI, structured data
    • Registry functions, patient list generation by condition
    • CMS ambulatory quality measure reporting
    • CDSS rules
    • Insurance eligibility checking
    • HIE (including public health agencies - CIR, etc)
    • Medication Reconciliation
    • Quality measurement

 

Collaboration with Extension Center

  • Recruitment, outreach, IT services partners, training, incorporation of user feedback
  • Implementation, project management, workflow analysis
  • Generate utilization report cards
  • Privacy/Security
  • Local workforce: testing plan, resources, prioritization of issues

 

Vendor Overview

  • # EHR installations/de-installations
  • # staff who are physicians
  • # staff in sales/development/implementation/support/administration
  • Current relationships - fiscal, business or other within NYS/NYC
  • Public or private company
  • Annual revenue/cash/income/assets/liabilities/compound annual growth rate
  • References
  • Pricing