The Sample Request for Proposal (RFP), business and finance homework help

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• ALL WORK ORIGNAL NO QUESITONS ABOUT IT • Overview: • The Sample Request for Proposal (RFP) is a guide that helps the practice in preparing for an onsite demonstration of an EHR production. • We are looking for an EHR that is going to be able to combine both our imaging and lab services to allow interoperability between our three groups. Allowing for clinicians to work in a centralized settings that allows for holistic care amongst patients. • • From Anytown Overview • A committee is being formed to discuss software required for practice management and data capture, as well as lab, radiology, and testing center interfaces • Your group has been asked to explore various options for Anytown and make recommendations regarding improvements in patient care, branding, market share or any other area through technology, EHR, integration with the radiology, testing, and laboratory services, and practice management systems. • • Here is what I need you to do, The SOW you created for me I had to work with my group and create one Single SOW (see attachment for the SOW which was submitted to the teacher and we got it back with good grade) NOW The goal of this group assignment is to complete an effective request for proposal (RFP) which you will send to vendors. To that end be sure to include the name, address and contact information for your health care organization (Anytown). You will continue to work with and involve the business owners of the system during this phase of the process. Deliverable to be included in the RFP: • Complete a request for proposal. • Use the consensus SOW from the previous assignment as a starting point. • Make sure the RFP looks at all components of the costs and time needed to complete the implementation of the project. • Have the vendor provide all components related to the cost and time based on their previous experience. • What are the specific functional requirements of the system? • What are the specific technical requirements of the system? • Use the RFP template (see attachment) • • THIS IS THAT PART I NEED YOU TO WORK ON I need you to open the attach template because that is the template we are going to use as a group and on that template I’m responsible for the following parts • • • • REQUEST FOR PROPOSAL ELECTRONIC HEALTH RECORD Practice Background and Information Vender Background and Information Use the template along with the SOW both are attached to fill out the information for the RFP in the template and you have to add some stuff I looking for around 5-7 pages for this double-spaced, 1-inch margins, Times New Roman, 12 pt. font. Cite all outside resources. Consensus Statement of Work For Anytown Case Study – Value Neutral Image Archiving; The CFO Perspective Between: and: ANYTOWN_____ MERGE HealthCare Inc. Prepared by: Group 4 Effective Date: 07-09-17 Under Contract #: 123456 Under Contract Name: ANYTOWN_MERGE Table of Contents 1.0 Introduction 1.1 Project Title 1.2 Background 1.3 Objectives 1.4 Reference to other applicable documents 2.0 Staffing Roles and Responsibilities 2.1 Staffing Project Manager – Contractor Project Manager – Organization 2.2 Roles and Responsibilities Matrix Contractor Staff, Roles and Responsibilities Organization Staff, Roles and Responsibilities 3.0 Key Assumptions 4.0 Risks 5.0 Scope of Work 5.1 Inclusions 5.2 Exclusions 5.3 Deliverables 5.4 Milestones 6.0 Work Approach 7.0 Completion Criteria and Final Acceptance Criteria 7.1 Completion Criteria 7.2 Final Acceptance 8.0 Schedule 9.0 Project Management (if applicable) 10.0 Organization Policies Standards Supported Software and Computing Environment 11.0 Timeline and Period of Performance 12.0 Compensation and Payment Schedule 13.0 Miscellaneous 14.0 Appendices Execution/Signature Block 15.0 Source References [Anytown Case Study – Value Neutral Archiving] Page 2 of 18 4 4 4 4 4 4 4 4 5 5 5 5 5 5 6 6 6 6 6 6 7 7 7 7 7 7 7 7 8 8 9 10 Statement of Work 1.0 Introduction 1.1 Project Title This work is being performed for Anytown as an independent assessment for enhancements of medical imaging archiving utilizing software presented by MERGE HealthCare Inc. (MRGE). This Statement of Work (SOW) is made and entered by and between (“ANYTOWN”) and MRGE. This SOW incorporates by reference the terms and conditions of Contract Number [N/A] in effect between (“ANYTOWN”) and MRGE In case of any conflict between this SOW and the Contract, the Contract shall prevail. The ANYTOWN and Contractor agree as follows: 1.2 Background Anytown Community Physicians (ACP) is proposing an expansion of its current practices to expand and develop health services that are fully integrated that operates with a competitive advantage over standard physician practices. “The goals of the founding physicians are to form a large multispecialty physician-owned medical group, preserve the private practice of medicine, and to develop services to best serve their patients”1. Anytown program management derives from various specializations of healthcare, information technology, and financial institutions. Each of our managers have previously collaborated with SOWs in the perspective of a Chief Financial Officer (CFO) and Chief Information Officer (CIO). The intention of this SOW will be written from a CFO perspective and with CIO input since all acquisitions require a financial structure with technical input. 1.3 Objectives Clinical innovation in advanced imaging will evolve vendor-neutral archiving for both patients and providers. The primary objectives of this project are to collaborate with MERGE HealthCare Inc. to provide advance software, hardware, and system integration to interoperate compatible medical image producing systems. Incorporating specialized independent software will provide centralized imaging data and archiving for Anytown community physicians to obtain and access medical imaging in realtime. 1.4 Reference to other applicable documents ● Request for Proposal (RFP) – Used to bid contractual collaboration with third party software organizations for Anytown imaging archiving, sustainability, and interoperability. ● Federal Regulations – Food and Drug Administration (FDA) Guidelines pertaining to Medical Device Data Systems (MDDS) in conjunction with the 21st Century Cures Act [Anytown Case Study – Value Neutral Archiving] Page 3 of 18 ● Hospital Regulations – Adheres to medical software implementation requirements set forth by HIPAA standards and the HITECH Act. ● Software Interface Control Document - Contractor software specification document details all interface information and software structure. The interface control document is the specification documentation for proper transfer and interoperability access. ● Center for Devices and Radiological Health Requirements – National consensus standards that was developed by the FDA and the standards management staff to facilitate the recognition of national and international medical device and software consensus standards. ● U.S. Department of Health and Human Services - Food and Drug Administration Requirements that adhere to HIPAA and ISO Quality management and quality assurance standards. ISO/IEC 12119:1994 Information technology software quality packages. Software Validation as requirement of the Quality System Regulation -Title 21 Code of Federal Regulations (CFR) Part 820, and 61 Federal Register (FR) 52602 2.0 Staffing Roles and Responsibilities 2.1 Staffing Project Managers – Organization – Group 4 The Organization’s Project Managers are: [1] Name: Address: City: Phone: Email: [2] Name: Address: City: Phone: Email: I HAVE THE NAME OF THE PROJECT MANAGERS IF NEEDS TO BE INCLUDED JUST CREATE THE TEMPALTE AND ILL FILL IT IN [3] Name: Address: City: Phone Email [4] Name: Address: City: Phone: [Anytown Case Study – Value Neutral Archiving] Page 4 of 18 Email: 2.2 Roles and Responsibilities Matrix Contractor Staff, Roles and Responsibilities ● Contractor Program Manager – Main source of project SOW communication is in coordination with the program manager. Communication channels structured between Anytown and the contractor will be directed and planned with each program manager. Primary role is leading external team members listed below to ensure the requirements listed within this SOW are accurate and complete. Compensation is based on the completion phases stated within this SOW or RFP. ● Transcriptionist – Primary role is similar to a technical or medical writer that establishes proper documentation structure and content between all stakeholders. Medical and technical translation is important in a sustainable and fluid project structure. Primary role may include, but not limited to the distribution of the Software Interface Control Documentation that details the specification of the product framework. Transcriptionist compensation will be established between organizing company and contractor needs based on the contents stipulated within this SOW. Hourly and salary compensation is negotiable based on project need. ● Health IT Systems Administrator – Health information technology must be monitored and assessed continuously for accuracy, quality, accessibility, and security. The HIT administrator will collaborate with physicians and Anytown HIT representatives to incorporate the requirements of the SOW. IT system administrators must be in constant communication with medical, technical, and administrative stakeholders to assure all system documentation, software structure, and system integration is under all guidelines and requirements. HIT compensation will be based on a project phase completion timeframe. ● Miscellaneous Internal and External Support – This section is provided to incorporate all other support systems and teams that may be associated with the completion of the SOW. Additional compensation for support outside the scope of the SOW will be addressed and negotiable through a separate SOW and RFP. Organizational chart is not required from the contractor as it is only warranted for proper communication channel support. 2.2.1 Contractor Staff, Roles, and Responsibilities Table I: Contractor Roles and Compensation Major Task or Individual Weekly Hours component Contractor Staff for each staff Patient Medical Coder 40 Management Components [Anytown Case Study – Value Neutral Archiving] Rate Cost $ 40 $1600 Page 5 of 18 Clinical components Laboratory components Medical records Technician I Medical records Technician I 40 $ 25 $1000 40 $ 25 $1000 Billing system Health information Technician II Senior Network Engineer 40 $ 30 $1200 40 $ 40 $1600 Medical Facility Installation Technician IT support technician Medical Device Technician 40 $ 30 $1200 40 $ 30 $1200 40 $ 35 $1400 Radiology Information System Hardware installation Networking Medical Devices Installation (If applicable) Total Cost $ 10,200 Organization Staff, Roles and Responsibilities ● Anytown Program Managers – Each program manager will collaborate as a “board of directors” to insure accuracy and quality of the software framework and its implementation. The main source of project SOW communication is in coordination with the contractor’s program manager. Communication channels structured between Anytown and the contractor will be directed and planned by each program manager within their specialized sector. The primary role is leading internal team members listed below to ensure the requirements listed within this SOW are accurate and complete. Compensation is based Anytown salary requirements and a full time employee or consultant. ● Chief Information Officer Champions– Consulting team liaison representing a third party medical representative that understands the underlying need of medical imaging sustainability and interoperability within the clinical sector. Primary medical communications between Anytown and other medical staffing to identify key needs, requirements, and quality functions. CIO will be compensated based on completion during each structured phase of the project. Stipends or contractor’s salary may be negotiable during initial product need development. ● Clerical Staff – responsibility of all clerical staff is to provide structured communication between all stakeholders. With various third party organization involvements, the clerical staff roles include documentation control, communication channel, payment processing, and [Anytown Case Study – Value Neutral Archiving] Page 6 of 18 contractual distribution. Clerical Staff will be contained within the overall contractual payment between organizer and contractor at an hourly or salary basis. ● Reading / Referring Physician – Provides medical recommendations and an overview on the past, present, and future imaging resolutions, information, and recommendation. Physician referral responsibilities are always in conjunction with CIO and other health informatics personnel. Using hospital and institutional resources to provide real-time data and information based on the contractual need per this SOW. A physician’s referral provides direct medical access and communication. Supporting physicians will be compensated based on completion during each structured phase of the project. Stipends or contractor’s salary may be negotiable. ● Internal Software Transcriptionist – Primary role is similar to a technical or medical writer that establishes the proper documentation structure and content between all stakeholders. Medical and technical translation is important in a sustainable and fluid project structure. Transcriptionist compensation will be established between organizing company and contractor needs based on the contents stipulated within this SOW. Hourly and salary compensation is negotiable based on a project need. ● Health IT Systems Administrator – Health information technology must be monitored and assessed continuously for accuracy, quality, accessibility, and security. The HIT administrator will collaborate with physicians and Anytown HIT representatives to incorporate the requirements of the SOW. IT system administrators must be in constant communication with medical, technical, and administrative stakeholders to assure all system documentation, software structure, and system integration is under all guidelines and requirements. HIT compensation will be based on a project phase completion timeframe. ● Miscellaneous Internal Support (Legal) – This section is provided to incorporate all other support systems and teams that may be associated with the completion of the SOW. Additional compensation for support outside the scope of the SOW will be addressed and negotiable through a separate SOW and RFP. Organizational chart is not required from the contractor as it is only warranted for proper communication channel support. Integration internal support team will include Anytown legal representatives that will ensure proper contractual content is applicable to the court of law and abides to all Federal regulations and legislation. 3.0 Key Assumptions ● Return on Investment (ROI) – Establishment of proper software archiving can provide a stable and sustainable return on investment based on the assumption of possible growth for Anytown. Financial growth for Anytown’s balance sheet can be displayed through a free cash flow growth with the assumption that the software acquired is warranted for universal use and interoperability. [Anytown Case Study – Value Neutral Archiving] Page 7 of 18 ● Contractor’s support is not limited to participation and collaboration not stipulated within the SOW. Additional support can be added with confidence to the SOW throughout the process as they arise. ● Software is created with full redundancy protocol to account for security, quality, and access risks. 100% uptime is essential for Anytown and will be stressed throughout the project. ● Through group meetings, research will make a prioritization list that can be agreed upon for the vendors to focus on. ● Documentation and protocol creation will be used to ensure a clean migration and a knowledge base for future training and troubleshooting. ● Standard Operating Procedures will aid in the use of finding alternatives to see how they compare and contrast to the current proposed solution. ● Software shall be fully interoperable with the needs of imaging archiving. ● The software will comply with all procedures that relate to patient records requests. ● Requirements not met under the condition of this SOW will result in the VOID of the acquisition. It is the responsibility of the contractor and Anytown to understand the requirements and content represented by this SOW. ● Alternative SOW and RFP is required for contract acquisition VOID and reversal. 4.0 Risks ● Project risks and mitigation steps are provided and described within the acceptance procedure created and documented between Anytown and the contractor. The acceptance procedure criterion will identify all mitigation steps for product outcome and provide any product redundancy protocols. ● Contractor responsibility is required for a statement prior to the acceptance of the SOW. Any additional risks or constraints to the SOW will be conducted through Anytown Project Management approval and concurrence process and added to the SOW as a new revision. ● Company buy-in is important, as they are vital to the success of the implementation. Open communication between everyone will help to keep everyone feeling involved. ● New software presents a potential workflow disruption that should be mitigated through a robust development process ● There will be risks for any kind of IT failure ranging from infrastructure to user problems. Developing the protocols can help reduce the risk of interrupted services for end users. ● The vendor used needs to have contractors who are well versed in their area of focus. The contractors will be risk moderators to keep from having any downtime during the process of IT hardware and software rollout. Other associated project risks include: ● The probable conflict between client and contractor staff. ● Trust issues between the contractor and the client. ● Increased costs beyond the budgeted amount. ● Mismatch in competencies offered by the new technology. [Anytown Case Study – Value Neutral Archiving] Page 8 of 18 ● Lack of commitment to adhere to the schedule. ● Mitigating the risks will take the following steps respectfully: o The involvement of both project managers (contractor and client side) in conflict resolution. o Status-update meetings to uphold the trust and confidence of each side. o Consultation between contractor and CFO on budget adjustments. o Revision of technology and re-statement of company order. o Penalties to be agreed upon for the lateness on each deliverable. 5.0 Scope of Work Anytown Requirements: ● Identify Project Management and Project Sponsorship ● Identify Physician, SW, and HIT Champions ● HIT Implementation support ● Obtain IP address, ensuring connectivity to Network / EPIC ● Staff Training ● Installation Support ● Legal Support representative Contractor Requirements: ● Obtain devices and system components ● Obtain IP address, ensuring connectivity to Network / EPIC ● Software implementation / Validation ● Performance / Acceptance Test ● Device Calibration / Reliability Test ● Staff Training ● Installation ● List of the scope of work is identified within the key deliveries and cost estimate. 5.1 Inclusions Performance inclusions are defined as targeting the value-neutral imaging archiving system. Focusing on the value-neutral sense of the growth process is to provide global sector interoperability to the medical imaging field. The following section ...
Purchase answer to see full attachment

Tutor Answer

henryprofessor
School: University of Virginia

Attached.

REQUEST FOR PROPOSAL:
ELECTRONIC HEALTH RECORD

Customer
Date

DOQ IT: Request for Proposal – Electronic Health Record Page

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Contents

REQUEST FOR PROPOSAL:

1

ELECTRONIC HEALTH RECORD

1

Practice Background and Information

3

Vendor Background and Information

5

Category
References

6
9

System Features

11

Pricing and Contracts

22

System Support

24

Implementation

27

Documentation and Training

28

Technical Design and Operational Requirements

30

Practice Management System Integration & Other Interfaces

34

Report Generation and Tools

35

Security

37

HIPAA

39

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Practice Background and Information
1.

Practice Primary Contact

◼ Name: Anytown Community Physicians (ACP)
◼ Title: Community Physicians Merger
◼ Office/Location Address: 192 Park Avenue, New York.
◼ Phone Number: +1 866-632-7862
◼ E-Mail address: careers@anytown.co.us
◼ Practice’s Internet Home Page: www.anytown.com

2.

Overview of Practice

◼ Number of Providers (by Specialty): Three providers in one (Laboratory,
radiology, and testing centers).

◼ Number of Clinical Support Staff: 527
◼ Number of Administrative (Front Desk and Back Office): 97
◼ Number of Locations: 3
◼ Patient Visits per Year: 112, 456
◼ New Patients Visits per Year: 40, 239
◼ Current Number of Existing Patients: 10, 235

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3. OVERVIEW OF PRACTICE’S CURRENT IT ENVIRONMENT
The current workforce working on Information technology in Anytown is 15 IT experts.
The current IT environment is composed of a network of desktops running on Windows 8
OS. The Practice Management System available is Eclipse Standard PMS. All locations
of the health center are on PC but only the billing system is currently on wireless
network.
4. Additional information


Transcription services are outsourced due to lack of proper technology.



Also, the institution receives lab information from the following external
institutions.
Source

LIS

% of Results

MOUNT SINAI QUEENS

Comp Pro- med

30

Montefiore Medical Center

Lab-ware

LIMS 20

solutions

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Vendor Background and Information
1. Vendor Primary Contact

◼ Name: MERGE HealthCare Inc. (MRGE).
◼ Title: EHR Systems Supply Center
◼ Office/Location Address: 11 Maiden Lane, New York, NY 10015
◼ Phone Number: +1 866-572-5456
◼ E-Mail address: service@mergehealthcare.co.us
◼ Organization’s Internet Home Page: www.mergehealthcare.com

2. Additional Location Information


Corporate Headquarters: 11 Maiden Lane, New York, NY 10015



Field Support Offices:
1. Capital District Office, 875 Central Ave
Albany, NY 12306- 26743;
2. Central New York Regional Office
306 South Salina Street Syracuse, NY 13302-1323

3. Research Spending
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What percent of revenue did your company expend for research and development on
your proposed products during the last three fiscal? What is budgeted for the current
and next fiscal years?
Spending on research: 2014- 3% of revenues
2015- 5% of revenue
2016- 5% of revenue
The company plans to increase the spending on research to 7% and 8% of revenue in
2017 and 2018 respectively.

4.

Number of employees

Category

# Employees

Total Employees

512

Executives and Managers

50

Marketing/Sales

45

Installation

112

Research and Development

50

Application Support

55

Technical Support

105

Customer Service

20

Other

75

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Those with clinical background:

10



Physicians

2



RN’s

3



Other Clinicians

5

5. Has your company acquired or merged with any other organizations in the past three
years? If so, please list each organization and the purpose behind such activity.
N/A
6. Please provide your most recently completed fiscal year’s financial statements
and annual report.
Assets

Current assets:
Cash and cash equivalents

2016

2015

(In Thousands)
$ 263,652 $ 194,904

Short-term investments

173,244 174,806

Total cash and cash equivalents and short-term investments

436,896 369,710

Client accounts receivable, less allowances for doubtful
accounts (2016 – $27,402; 2015 – $20,680)

299,391 262,818

Professional liabilities

37,083 34,294

Assets limited as to use

22,543 26,661

Due from related organizations, net

258,764 202,536

Inventories

35,324 32,582

Other current assets

48,442 30,631

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Total current assets

1,138,443 959,232

Pooled investments

733,549 684,285

Other investments

193,260 174,809

Assets limited as to use

76,456 42,439

Other assets

36,701 35,430

Professional liabilities insurance recoveries receivable

210,137 194,333

Property, plant, and equipment, net

942,495 915,442

Total assets

$ 3,331,041

$ 3,005,970

7. How long has your company been in the business of developing and marketing your
products?
10 Years

8. Please describe your alliances and partnerships.
MERGE Healthcare Inc. is linked to the best technology providers in the country. The
allegiance with such high technology providers has promoted our brand to be among the
best in the city and the country as a whole. The perfection of our art can be seen in the
reference section that explains our achievements and the satisfaction levels we have
managed in the industry.

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References

1. What is the total number of client installations using your proposed system?
The current number of installations using our proposed system is eleven clients who we
have supplied in the last 10 years of service. Most of the installations are in organizations
larger in structure and operation than Anytown.

2. What is the number of client installations in practices similar in size, specialty, etc.
using your proposed system?
Client installations in practices similar in size, capacity, and specialty to Anytown are
five.

3. Some of the practice contact information are:
I.

Company name: Good Samaritan Hospital
Contact name: Sharon Barangan
Company Address: 1000 Montauk Hwy, West Islip, NY 11795
Contact telephone: +1 631-159-5000

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II.

Company name: Calvary Hospital, Bronx
Contact name: Leslie Soren
Company Address: 1740 Eastchester Rd, Bronx, NY 10461
Contact telephone: +1 718-518-3000

III.

Company name: Queens Hospital Center
Contact name: Karen Hayes
Company Address: 82-68 164th St, Jamaica, NY 11432
Contact telephone: +1 718-883-3000

4. Provide specific examples of tangible benefits (Return on Investment) that can be
documented by other users/clients of your proposed system.
Return on Investment
Calvary Hospital invested 1.35 million dollars in the equipment. Upon an audit after
five years, the revenue they made was above 3.4 million dollars. The ROI was 152%.
Improvement in Care
The New York Central Clinic implemented the system in 2008. After two years of
practice, customer approval increased by 50 % as a result of the implementation.

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System Features
1. What are the names/versions of your proposed products/applications?

Briefly

describe each application’s functionality.

2. Please review the list of features and please indicate if your proposed solution has

them available, not available or planned (indicate anticipated delivery date).

Not
EHR Features
Available

Available

Planned

CLINICAL MANAGEMENT
Ability to enter all demographic & registration
information in Practice Management System and
transfer it to EHR without any data entry needed
into HER
Ability to customize the patient demographic
banner to display any number of Practice
Management System fields to the clinician.
Ability to switch from one patient record to another
quickly and easily
Able to organize the screen and customize tabs or
modules according to user preferences

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Ability to display a patient summary or “face”
sheet including patient demographics, problems,
medications, allergies, health maintenance,
encounter listing, patient tasks, recent encounters,
patient picture, and personal profile.
Has problem list with most common problems
available for each physician.
Ability to add problems beyond a ICD-9 list to a
recognized standard nomenclature (e.g. SNOMED
CT or MEDCIN)
Ability to display and manage health maintenance
alerts including chronic disease reminders per
patient.
Has medication list with formulary display.
Has allergy list including on-screen indicator of
urgent reactions
Do you have integration to an eHealth or patient
on-line solution allowing patient populations to
verify their medical record, access billing status,
review tests results and communicate to the
physician?
Displays notification to provider of critical lab
and other test results for immediate attention with
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a prioritization alert
Problem lists, allergies and medications can be
updated or edited and signed at any time
Has standard order sets that can be customized by
each provider based on his/her favorites
Has medical necessity and duplicate checking per
orderable item?
Has ability to connect orders to a result for
follow-up and reconciliation?
User can review and sign results for any ordered
tests and procedures
User can create test results letters
Ability to send message and link to patient chart
to additional non-ordering providers re: results
documentation
Allows providers to fax prescriptions to pharmacy
using patient’s stored pharmacy fax number
System stores patients’ preferred pharmacy phone
number, fax number and address

Has prescription writing feature that records date,
sig, number and directions

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Has plain paper prescription printing so that
product is sufficient for patient to take to pharmacy
Gives alerts when prescription conflicts with
documented allergy
Gives alerts for drug-disease incompatibility (ex:
beta-blocker in asthma)
Tracks drug interactions and displays alerts when
conflicting medication is documented
Ability to automatically link prescription to the
appropriate formulary.
Electronic transmission to pharmacies using fax,
and SCRIPT standard
Have wireless PDA solution for prescription
writing.
Automatically checks for coverage and eligibility
through RxHub.
Ability to download medication history from
RxHub to identify duplication medications and
potential interactions.
Tracking of patients using specified medications
Tracking of drug formularies from insurance
companies (provide list of carriers and how

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formularies are initially provided and subsequently
updated.)
Ability to customize formularies
Ability to search and report on prescribed
medications in case of a drug recall
Cost analysis of prescribed medications in
comparison to formulary and generics
Maintains medication lists in different list for
historical and current
Ability to provide alternative suggestions for
medications
Has lists of providers’ most prescribed medications
and dosages
Ability to perform patient p...

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Anonymous
Return customer, been using sp for a good two years now.

Anonymous
Thanks as always for the good work!

Anonymous
Excellent job

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