The successful vendor will submit a proposal specifying how they will provide a trauma registry data system application that will meet KTP monitoring, compliance, and reporting requirements. The contractor agrees to perform the following activities and/or develop the following products: • In consultation with KDHE KTP team, will design and fully implement a web-based application capable of collecting hospital self-reported data, receiving and storing electronic documentation, facilitating compliance verification and tracking, and any related functionality. • The trauma registry data systems application must have the capability to accept data from other outside local and state facilities via an online submittal process. • The trauma registry data system application must be able to generate customized reports from data within the application upon request. Formats for all reports must include delimited, MS Excel, and Adobe PDF. • The trauma registry data system application must be able to develop report templates from the data within the application. • Will develop a web-based application that reflects a responsive web design to allow for web navigation using various devices. • Will develop a website incorporating navigation via various modes (i.e. icon, search). • Will develop a custom content template for the end user to create and generate reports as necessary. • The Vendor will have access to Protected Health Information (PHI) as defined by HIPAA, it will be required to execute a Business Associate Agreement (BAA) with Kansas Department of Health and Environment prior to the start of services. Failure to do so may result in disqualification or termination of any resulting contract. Scope of Work The KTP a program within the Bureau of Community Health Systems within the Kansas Department of Health and Environment (KDHE) seeks to contract with a vendor to design and maintain a fully functional web-based application capable of performing all necessary functions to collect, store, report, calculate, and track all data elements, conduct verification checks, and develop quality improvement processes that are overseen by the KTP team. The successful proposal will provide specific solutions for the needs of the trauma registry systems itemized in this request for proposal, as well as an application that state-level users can expand to incorporate new trauma registry requirements. The final product will be a vendor-hosted solution that is accessible by both state and local facilities. Key Functional Requirements The KTP is seeking a new Trauma Registry Application with the following Requirements. • A centralized, web-based application capable of serving 130 healthcare facilities with at least 1,000 concurrent users and the ability to increase both facilities and users during the contract period. • The application shall include a clinical Performance Improvement and Patient Safety module. • The application shall be able to store PDF documents related to specific hospitals or all users. • Users shall be able to query current and historical data. • The application shall provide a mechanism to differentiate between NTDB-required and state-required fields in the data entry/data review screen. • The application shall include a method for identifying and alerting users of blank, invalid, or incorrect data and include error-rate reports for data integrity checks. • The application shall maintain the history of trauma data received. • In the absence of patient name, social security number, patient number, or address, the application shall identify and link records within the application for tracking patients seen at different hospitals (inter-facility transfers). The proposal shall include a description of how this will be accomplished through the use of unique identifier numbers.
