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TRANSCRIPT
*The fields highlighted in yellow, are to be completed by the client/laboratory submitting the RFP*
INTRODUCTION
This is an invitation to a select group of companies to submit proposals for a Laboratory Information System (LIS). Proposals must be received by Facility Name no later than Due Date stated below. Potential bidders are asked to complete and submit a proposal/bid intent form. Selected respondents will be requested to make on site presentations to demonstrate their Laboratory Information System.
COVER PAGELIS Company Name βββββ
Name of LIS βββββDate Submitted βββββOverview
1 Company Overview βββββ2 System Description βββββ3 Hardware
RequirementsRequired hardware is described in the attached proposal.
4 Sample Contract Sample contract is attached in the Appendix.
Proposals will not be accepted any time later than ____ p.m., ____, 200__. Proposals must be delivered or sent to thefollowing address:
Facility Name: βββββ
Contact Name βββββStreet Address βββββStreet Address βββββCity, State, Zip Code βββββ
Phone Number βββββ
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REQUEST FOR
Fax Number βββββ
E-mail Address βββββ
Questions regarding this proposal package should be directed to the above contact
Anticipated Time Frames for Evaluation and Selection Process
Date
Issue RFP to Vendors βββββ
Responses to RFP due βββββFinalists Selected βββββOn Site Demonstration βββββContract Signed βββββ
Commence Installation βββββ
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Facility Name ProfileBelow is a description of our organization including type (Hospital, Clinic, POL), size (number of beds, physicians, requisitions volume, etc), and configuration (# of satellites locations, # of workstations).
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1. LIS Project Goals and Expectations
The goals of the Laboratory Information System Project are:
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GENERALSection 1
General Questions:
1 Identify the company name, address, city, state, zip code, telephone, fax numbers, and website
Company Name: βββββAddress: βββββCity/State/Zip: βββββPhone/Fax No.: βββββWebsite: βββββ
2 Identify the name, title, address, phone and fax numbers, and e-mail address of the primary contact person for this project.
Name and Title: βββββAddress: βββββCity/State/Zip: βββββPhone/Fax No.: βββββEmail: βββββ
3 How many years has your company been in business? βββββ
4 When was the first LIS system installed? βββββ
5 How many employees are dedicated to the support and implementation of the LIS system?
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6 How many employees are dedicated to the development of the LIS system? βββββ
7 How many NEW customers acquired and installed the LIS system last year? In the year before that?
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8 How many total LIS installations has your company completed? βββββ
9 Is your company involved now in any litigation with a customer or other entity? Within the past 3 years? If yes, briefly describe.
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10 How are customer requests for enhancements and customizations handled?
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11 Describe the recent history of system enhancements. βββββ
12 Describe new features released within the past year. βββββ
13 Describe the companyβs policy regarding the source code. βββββ
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LIS SOFTWARESection 2
Overview of Software Features:
YES NO Description/Comments/Future Date1 Does the software provide an internal
taskbar for integrated multitasking? βββββ
2 Can the software support data exports in a standard delimited format for import to other Windows programs (such as Excel or Access)?
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3 Does the software provide a web-based outreach solution? βββββ
4 How much of the database will your company build prior to installation?
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5 How much down time should be expected while on site?
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Section 3
Setup/Configuration:
YES NO Description/Comments/Future Date1 Does the software have the ability to
change test reference ranges without creating a new test code?
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2 Does the software support special patient populations (Chemo, Coag Therapy, Diabetes Type II, etc) for reference ranges and group mean reporting?
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3 Does the software support the following result ranges:
High/Low: βββββ Borderline High/Low: βββββ Panic High/Low: βββββ Invalid High/Low: βββββ
4 Does the software allow lab-defined age, gender, and special population related reference ranges for all test results?
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5 Does the software provide Medical Necessity validation based on lab-defined CPT/diagnosis codes?
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6 Does the software differentiate sample types and volume based on in-house and reference lab requirements?
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Section 4
Hardware/Database Functionality:
YES NO Description/Comments/Future Date1 Does your LIS have the capability to
provide a direct link to off-site locations for order entry and result retrieval?
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2 Does the database include functions that are designed to ensure integrity and fault-tolerance in a network environment?
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3 Does the system require regularly scheduled (e.g. daily, monthly) down time for backups, maintenance, etc.? Briefly explain.
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4 Is the system allowed to operate on both local and wide area networks, linking all practice sites?
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5 Does the system allow full functionality from any workstation within the network?
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6 Does the system allow for redundant storage of all data files? βββββ
7 Does the system provide a check-point recovery capability to restore data files after a system failure?
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8 On what hardware platforms and operating systems does the software run? βββββ
9 When working within the active database, please provide the response time to display a patient result report while the database is storing: 10,000/100,000/1,000,000/10,000,000 results?
10,000: βββββ100,000: βββββ1,000,000: βββββ10,000,000: βββββ
10 How many result records can be stored in the active database with continuous optimal performance? βββββ
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11 At what point does your software require archiving (maximum result storage with reasonable query time)? βββββ
Section 5
HL7 Interface:
Description/Comments/Future Date1 Below are the 3rd party software
systems (HIS, Electronic Medical Records, or Practice Management systems) to be interfaced with the LIS.
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YES NO Description/Comments/Future Date2 Does the proposed system comply
with current Health Level 7 (HL7) interface standards for importing and exporting data to and from other systems?
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3 Does the software provide the ability to prevent the export of billing data until all test results are approved by the lab?
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4 Is there a dedicated department for HL7 development and support? βββββ
Section 6
Reference Laboratories:
YES NO Description/Comments/Future Date
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1 Has your LIS been interfaced with reference laboratories? (Provide names of interfaced reference laboratories.)
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2 Does the interface allow for orders to be up-loaded to the reference lab? βββββ
3 Does the interface include βAsk/Order Entry Questionsβ? βββββ
4 Does the interface include CPT/ICD-9 validation? βββββ
5 Does the interface include auto printing of the Advance Beneficiary Notice (ABN)?
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6 Does the interface provide the ability to automatically filter panels to reference labs based on insurance company?
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7 Does the interface differentiate sample type requirements (type, volume, interfering substances, etc...) based on reference lab requirements?
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8 Does the software have the ability to visually prompt the user to order the appropriate panels (reference lab or in-house)?
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9 Does the software provide the ability to print reference laboratory requisitions as defined by the reference lab?
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10 Does the software allow manual entry of reference laboratory test results (e.g., non-interfaced reference laboratories)?
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11 Does the software support a βFavoritesβ list of Reference Lab profiles while maintaining all profiles on-line?
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12 Can reference lab results be integrated with in-house results on the patient result report?
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Section 7
Quality Control (QC):
YES NO Description/Comments/Future Date9
1 Does the software include Westgard rules with quality control (QC)? βββββ
2 Does the system accept downloading of results from instruments to the LIS?
βββββ
3 Does the software flag of out-of-range control results? βββββ
4 Does the software flag control results that fail Westgard rules? βββββ
5 Do the flags specify the violated Westgard rule? βββββ
6 Does the software allow entry of corrective action comments while processing QC results?
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7 Does the software provide the ability to view and print QC graphs (Levey Jennings)?
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8 Does the software provide the ability to plot multiple levels of control on one graph and view all levels on one graph?
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9 Does the software provide the ability to calculate/display QC statistics:Expected mean: βββββCumulative mean: βββββObserved mean over a specified date range: βββββ
Standard deviation: βββββCoefficient of variation: βββββ
10 Does the software provide the ability to enter comments by QC level? βββββ
11 Does the software provide the ability to enter comments by QC result? βββββ
12 Does the software require archiving or deletion of QC data? βββββ
13 Does the software support multiple lots of controls? βββββ
14 Does the software provide the ability to perform comparison and correlation between methods and instrumentation?
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15 Does the software provide the ability to perform Linearity studies? βββββ
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16 Does the system support electronic export of QC data for peer group analysis?
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Section 8
Microbiology:
YES NO Description/Comments/Future Date1 Does the software provide an
electronic worksheet that supports paperless microbiology?
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2 Does the software allow for ordering of microbiology procedures on the same requisition as general lab procedures?
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3 Does the system allow for printing of labels specific to media setup protocols for each microbiology procedure?
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4 Does the system provide instrument interface to microbiology analyzers (Dade Microscan, bioMerieux Vitek, Pheonix, etcβ¦)?
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5 Does the software provide the ability to generate organism sensitivity reports?
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6 Does the software provide the ability to print and export preliminary as well as final reports?
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7 Does the software provide the option for pre-defined result selection? βββββ
Section 9
Analyzer Interfacing:
Below are the analyzers to be interfaced. Please describe the type of interface: uni-directional, bi-direction, and/or host-query. Please provide additional details if necessary.
Uni-directional
Bi-directional
Host-Query Host-Query Details
1βββββ βββββ
2βββββ βββββ
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3βββββ βββββ
4βββββ βββββ
5βββββ βββββ
6βββββ βββββ
7βββββ βββββ
8βββββ βββββ
9βββββ βββββ
10βββββ βββββ
Section 10
Training/Technical Support:
YES NO Description/Comments/Future Date1 Does the purchase price include
system support for the first year (12 full months)?
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2 Are future software updates a part of regular software maintenance fees? If not, please explain.
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3 Are technical support calls answered by system installers/engineers? βββββ
4 What kind of response time can be expected when calling in for technical support?
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5 How and when are known software problems (e.g. bugs, errors) resolved? βββββ
6 Will your company assume primary responsibility for all aspects of hardware and software implementation?
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7 Will your company assume primary responsibility for the LIS software if our facility provides the hardware?
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8 Is travel time included as part of training and installation costs? βββββ
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9 Will our staff be required to go off site for training? βββββ
10 What is maximum delivery time for custom programming jobs? Will you guarantee this in the contract?
βββββ
11 Specify the number of days/weeks included or required on site and off site.
On site: βββββOff site: βββββ
Section 11
Security:
YES NO Description/Comments/Future Date1 Does the system provide an
operational environment which will ensure the security and integrity of the database?
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2 Does the software segment the security setup sections (requisitions ordering/processing/QC)?
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3 Does the software restrict a user's access to specific areas of the application based on the userβs responsibilities?
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4 Does the software restrict a user's access to specific patient records based on specific tests performed?
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5 Does the software restrict access to configuration tables, profile indexes, etc. to designated lab personnel via security controls?
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6 Does the software provide the ability to track the status of requisitions throughout the testing process?
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7 Does the software provide multi-level security to ensure the confidentiality of all patient-related information and to control access to outreach functions and features?
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8 Does the software provide the ability to prevent the release of results/data to medical staff until these results have been approved by a lab technician and/or lab manager?
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9 Does the software provide the identification of the individual who created the order, collected the sample, received sample, and approved results, including the date and time of these occurrences, so that this information is accessible throughout the process?
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10 What safeguards (e.g. fault tolerance, hardware redundancy) are included in the system that eliminate unplanned downtime? βββββ
Section 12
Report Format and Delivery:
YES NO Description/Comments/Future Date1 Does the software provide automatic
print reporting capabilities? βββββ
2 Does the software provide automatic fax reporting capabilities? βββββ
3 Does the system provide the fax recipient with a table of contents for the fax?
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4 Does the system provide automatic e-mail reporting capabilities? βββββ
5 Does the system provide the ability to access patient reports via the Internet?
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6 Does the software automatically track printed reports? βββββ
7 Does the software display the original print date on the patient result report?
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8 Does the software allow reporting of numerical results according to the lab-defined number of decimal places?
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9 Does the software allow reporting of short alpha results: (e.g. positive or negative) or long alpha results?
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10 Does the software allow automatic calculations based on test results? βββββ
11 Does the software allow attachment of a defined or free text comment to any panel or test?
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12 Does the software provide the ability to choose between reportable and non-reportable comments?
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13 Does the software allow color-coded flagging of test results that fall outside established reference ranges (e.g. high, low, panic high, panic low, invalid high, invalid low, borderline high, borderline low)?
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14 Does the software allow the highlighting of abnormal results on patient reports solely relying on colored text?
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15 Does the software provide the ability to reprint patient reports? βββββ
16 Does the software provide the ability to recap out of range results within patient result report? βββββ
Section 13
Processing:
YES NO Description/Comments/Future Date1 Does the software allow the user to
accept, reject, re-run, or hold a test? βββββ
2 Does the software allow the user to override current test results for a patient?
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3 Does the software allow the user to retain original results when a test is repeated?
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4 Does the software provide the ability to change results without affecting previous results?
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5 Does the software allow the user to review test result by patient, test type or flag type during the result acceptance process?
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6 Does the software provide the ability to automatically review graphs of historical test results while processing?
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Section 14
Management Reports:
YES NO Description/Comments/Future Date1 Does the software provide the ability
to create detailed cost accounting reports by date, provider, accession, or panel?
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2 Does the software provide the ability to create detailed billing reports filtered by date, provider, accession, or panel?
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3 Does the software provide the ability to create worklist pending reports filtered by date, provider, panel, or accession?
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4 Does the software provide the ability to create turnaround time reports filtered by date, panel, or user?
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5 Does the software provide the ability to generate result reports by requisition date range?
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6 Does the software provide the ability to create out of range summary by test, provider, date, accession, or special population?
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7 Does the software provide the ability to create critical test value reports? βββββ
8 Does the software provide the ability to batch print patient result reports by multiple filter criteria? Please specify.
βββββ
Section Patient Records:
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15YES NO Description/Comments/Future Date
1 Does the software maintain patient data and provide the ability to easily generate historical patient reports?
βββββ
2 Does the software allow for patient search based on:Patient NamePatient Identification NumberPatient Birth DatePatient SSN
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3 Does the software allow the user to search previous patient results for specific tests and easily view historical results of that test?
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4 Does the software allow the user to graph patient results by test to identify possible trends?
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5 Does the software provide the identification of the individual who ordered the test, collected the sample, and released the test results (including the date and time of these occurrences) so that this information is accessible throughout the process?
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6 Does the software allow the identification of an ordered panel as pending? βββββ
Section 16
Order Entry:
YES NO Description/Comments/Future Date1 Does the software allow compound
test ordering: single panel linked to multiple tests (e.g. CBC, Lipid Panel, or Comprehensive Metabolic Panel)?
βββββ
2 Does the software allow the ability to visually identify available panels based on the insurance company (Insurance Filtering)?
βββββ
3 Does the software allow for override of excluded panels? βββββ
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4 Does the software allow panels to be re-routed based on the patient's payer contract (Advanced Insurance Filtering)?
βββββ
5 Does the software allow the user to order panels by entering rapid order codes, panel number and/or by selecting from a menu?
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6 Does the software automatically prompt a Medicare ABN form when test ordering fails medical necessity validation?
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7 Can the ABN be printed in Spanish? βββββ8 Does the software allow entry of up to
four diagnosis codes per requisition that can be independently linked to ordered panels?
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9 Does the software provide automatic bar-coded label printing as orders are entered?
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10 Does the software provide the ability to reflex panels and tests based on specified criteria?
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11 Does the software allow lab-defined label configuration? βββββ
12 Does the software provide the ability to identify requisitions as pre-orders or future orders for a patient?
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13 Does the software provide the ability to manually create or automatically create worklists for manual tests that are pending (i.e. monospot, ESR, urine sediments)?
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14 Medical Necessity functions: Does the software allow for updating diagnosis codes?
Does the software provide the ability to store diagnosis codes while recording patient demographics?
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βββββ15 Describe the bar code formats your LIS can support.
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Section 17
Order/Result Review:
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YES NO Description/Comments/Future Date1 Does the software allow a manager to
review preliminary results prior to release based on: Ordered locationTechnologistResult rangePanel
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2 Does the software allow for batch check in for: Remote sites Pre-orders Samples to be collected
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3 Does the system scan barcodes for automated receipt of samples from other locations?
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4 Does the system allow HL7 orders to be confirmed and/or reviewed before the order is created?
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Section 18
Supplemental Material:
YES NO Description/Comments/Future Date1 Does the system provide specification
documents that support current HL7 (Health Level 7) healthcare industry system integration standards? If yes, please provide.
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2 Does the company provide a statement of warranty for all products? βββββ
3 Does the company provide a statement of any discounts applied to the proposal?
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4 Does your company provide terms of use for the system? βββββ
5 Does the company provide a copy of a Business Associate Agreement? βββββ
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6 Provide at least 5 customer references. Enter the name, address, contact person, phone, software operating system, and installation date for each.
Contact 1: Name: βββββAddress: βββββContact: βββββPhone: βββββSW OS: βββββInstall Date: βββββ
Contact 2: Name: βββββAddress: βββββContact: βββββPhone: βββββSW OS: βββββInstall Date: βββββ
Contact 3: Name: βββββAddress: βββββContact: βββββPhone: βββββSW OS: βββββInstall Date: βββββ
Contact 4: Name: βββββAddress: βββββContact: βββββPhone: βββββSW OS: βββββInstall Date: βββββ
Contact 5: Name: βββββAddress: βββββContact: βββββPhone: βββββSW OS: βββββInstall Date: βββββ
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