We are a consulting firm based in northern Germany and are looking for software for a non-profit organization operating throughout Germany to document client care and create evaluations. However, the solution will initially be used at the main location in northern Germany. The goal is to make the software available in all facilities at a later date.
The introduction of the new documentation software and the revision of the existing documentation software are intended to achieve the following objectives:
- Mapping of processes
- To support documentation, the process steps of social medical aftercare are to be mapped in the software.
- Mapping of the various clinical pictures within social medical aftercare and their interconnection.
- Evaluations
- Provision of defined evaluations or clean raw data for the creation of evaluations
- Avoidance of media discontinuity
- General usability and availability of documentation throughout social medical aftercare (in accordance with the authorization concept)
- Support for media-break-free client documentation and management
- Cooperation and data protection, information security
- Implementation of an efficient, effective, and detailed authorization concept
- Detailed breakdown of access, entry, and editing permissions down to the client level
- IT landscape
- Integration into the existing IT landscape
- Employee competence
- Enabling employees to work with the program
The software should meet the following requirements:
Digitization of documents, including
- Paper mail should be digitized using a suitable process and made available electronically for further processing.
- Various inboxes
- Documents received in a central inbox should be linkable to an individual keyword mask that allows relevant metadata to be captured
- Based on the metadata, incoming mail (documents) should be automatically moved to other group or employee mailboxes
- There should be statistical analysis and reporting.
- The owners of inboxes should be informed about incoming mail by email and/or via a dashboard (after logging into the software product).
- The information procedure should be customizable and analyzable both individually by the user and administratively.
- Scanned documents should be automatically assigned to the respective client in the software.
Search, including
- The search function should be located directly on the overview page.
- Full-text search function
- The results list should be displayed during input and continuously updated (“live search”).
- The search function should make search suggestions when there are few or no hits. This should help searchers improve their search strategy, especially in the case of typos.
Electronic signature, including
- The provider should explain how the QES (in accordance with European Regulations) can be integrated into the software solution, how it works and how it is handled, and which providers are suitable for signature creation (best practice).
- The program should be able to provide documents with a QES to confirm their authenticity (e.g., invoices, etc.).
- The QES should be attached to other electronic data or logically linked to it and serve for authentication purposes.
Evaluations and reporting, including
- Predefined routine evaluations must be stored.
- It must be possible to export all data stored in the software product in lists so that it can be further processed in MS Excel or in a BI tool.
- The search function must be used for evaluations and reports.
Archiving (long-term archiving, legal retention periods)
Digital work processes, including
- It should be possible to run work processes defined by the client in the future as workflows within the system.
- Electronic forms and masks should be created using a form editor.
- It should be possible to map workflows that automatically branch depending on certain parameters (value limits, approval limits, etc.); i.e., they should be able to process decision rules.
- A complete history of a workflow should be mapped and accessible (who made which decision and when).
Work processes
- Receipt of a consultation
- Submission of an application
- Performance of the service
- Completion of the service
- Family care
- Determination of a possible risk to the welfare of a child
IT and information security, data protection, etc.
- The provider should explain the extent to which the requirements of the client's valid information security guidelines are met
- The program should take into account the relevant data protection regulations
Migration, etc.
- Transfer of old data – the migration involves very large amounts of data (client files) that have already been produced and are stored in the current documentation software
- However, this requires complete documentation of the entire process (e.g., audit compliance) in order to be able to prove that everything that was to be migrated has been migrated correctly to the software product
- The migrated files should be marked as migrated in their metadata and labeled with the migration date.
Interface, including
- Provide an option that can be integrated into the MS Office (and Office 365 in the future) environment and is easy to use from there to archive documents and emails in the software product and edit them in a version-supported manner.
- Provide a REST interface, a long-lived interface for importing, exporting, and finding documents.
- There should be an (API) interface between the software and the respective hospital information systems.
- There should be an interface to the legal electronic patient record.
Miscellaneous, including
- Should respond to user input at all times (no “freezing” of the user interface).
- Should give users the option to cancel ongoing processes.
- User rights management, appropriate assignment of permissions (admin, user, etc.)
- Multi-client capable
- Scalability - the provider must explain how the software can be scaled to other locations and facilities
- Network-compatible
- Support for mobile devices
- Delivery, installation, and commissioning of the software by the provider
- Appropriate response times after fault reports
- The option of training by the provider
- Must offer the option of remote maintenance
- The provider must be established on the market, be able to provide three references with the relevant experience and sufficient creditworthiness, and be able to present a certificate of good standing from the financial and social security authorities
- A software maintenance contract must be offered for a period of 60 months, which includes software updates, support, troubleshooting, and usage rights for new versions of the software.
The following exclusion criteria have been defined:
- Ensuring legally compliant documentation in accordance with the statutory retention periods and transferring the legally compliant documentation into a computer-readable format
- Integration of process control in the software
- Provision of a database in the software with defined key figures or the option of exporting an Excel file with defined data for further processing. Ensuring the auditability of data on a specified date
- Defining processing and response times for service requests and specifying the consequences of non-compliance; ensuring compliance with specific response times for fault reports
- The software must enable digital billing of cases to health insurance companies
Work is carried out in an MS Windows system landscape and virtualization environment.
Ten software workstations are currently planned. A Germany-wide transfer is intended.
A detailed specification sheet and, ideally, the evaluation sheet can be requested from the tenderer if necessary.