THE OHIO STATE UNIVERSITY HEALTH SYSTEM – BID COVER (7/1/07)

INQUIRY #: 08-92290-MN Closing Date/Time: Thursday, March 06, 2008 By 4:00 P.M. Est Bid documents must be received by the Closing Date/Time at location referenced below.

No Pre-Bid Conference Pre-Bid Conference

Date: Location:

Publish Date: Thursday, January 31, 2008 Closing Date/Time: Thursday, March 06, 2008 By 4:00 P.M. EST Bid documents must be received by the Bid Closing Date/Time at location referenced below. Project Summary: The Ohio State Univerrsity Medical Center is seeking proposals for an Encoding and DRG-APC Software Management System solution to include ICD-9-CM Encoding, MS-DRG Grouping, and

CPT-4/HCPCS Encoding and APC Grouping for its Medical Information Management.

Category Code(s): PROFS, CONSS, SOFTW (Internal use only) Submit Bid To: INQ# 08--92290-MN

Materiel Systems/Purchasing 660 Ackerman RoadBuilding 8, Suite 406 Columbus, Ohio 43202

Contact: Margaret Newland Email: margaret.newland@osumc.edu Voice: 614 293-2240 Fax: 614-293-2170 To be considered a bid proposal must be signed and received by The Ohio State University Health System (The OSUHS) at the address, date and time indicated above. No bids will be accepted after specified time and date. Requests submitted to an address other than the above, or received after the deadline, will not be considered. I. Sign, date and return all sections of the bid inquiry form as instructed. II. Ensure that the bid proposal is properly delivered and in the possession of The Ohio State University Health System, Purchasing Department at the time of

bid closing. If the proposal is mailed, make sure it is properly identified as a BID response. Any hand-delivered proposals must be sealed in an envelope or a properly labeled package and given directly to The Ohio State University Health System, Purchasing Department at the above address.

III. Seven (7) copies of the proposal must be received at the issuing office, by the closing time and date indicated above. One copy of the proposal should be clearly marked “MASTER”. If discrepancies among copies are found, the proposal may be rejected. If however, the proposal is not rejected, the “MASTER” copy will provide the basis for resolving any discrepancies.

!V One (1) disk copy of the proposal in word/excel format as well as one in PDF if desired must be received at the issuing office, by the closing time and date indicated above. The word format is used for contract development for successful bidder. Cost of Response to Bid Inquiry: The bidder, by submitting its proposal, agrees that any cost incurred by responding to this Bid Inquiry, or in support of activities associated with this request, shall be borne solely by the bidder and may not be billed to OSUHS. OSUHS will not incur any obligation or liability whatsoever to anyone by reason of issuance of the Bid Inquiry. V. Bid proposals cannot be accepted by e-mail. V! . Bidder Signature_________________________________________________________________________________ Date: ____________________________________

The Ohio State University Health System Bid Inquiry Description Purchasing Contact

Name: Margaret Newland Medical Center Senior Buyer Telephone: 614-293-2240 Fax: 614-293-2170 E-mail: Margaret.Newland@osumc.edu

Products and/or Services

Encoding & DRG-APC Software Management System solution to include ICD-9-CM Encoding, MS-DRG Grouping, and CPT-4/HCPCS Encoding and APC Grouping for its Medical Information Management.

Award Method A Single Source Award is anticipated. OSUHS reserves the right to issue a multiple source award should a Single Source Award not be a viable solution and/or not be selected by this RFP Bidders are encouraged to respond to all specifications within this RFP. If bidder is unable to comply to a specification, bidders are requested to document their non-compliance Bids will be accepted from bidders that are unable to provide all specifications

Projected Term Dates

January 04, 2009 through January 04, 2011.

Renewal Options

This agreement may be extended for up to 4 additional 2 year terms upon written mutual agreement. Additionally, licenses, and maintenance including system upgrades may be renewed upon written mutual agreement for the duration of the system. Should any of the products contained in the subsequent contract discontinue or become obsolete and are replaced by a new version of the originally contracted product, or if additional modules are developed, OSUMC reserves the right to add to this contract, any next generation of a product contained in this bid without re-bidding. Price will be negotiated upon product release and upon acceptance by OSUMC will be added to the contract for the remainder of the term. OSUMC reserves the right to accept or reject the new version of the originally bid product, at it’s discretion. OSUMC reserves the right to renew maintenance and support for the lifecycle of the system.

Price Protection Period

Price is valid for above period unless otherwise stated.

Bidder is required to complete the following section below: Payment Terms (Select one of the following)

___60 Days from invoice date; Net invoice due, or ___45 days from invoice date: 1% discount off total invoice or ___30 days from invoice date: 2% discount off total invoice or ___15 days from invoice date: 3% discount off total invoice

Supplier Contact

Name: Telephone: Cellular: Fax: E-Mail:

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Table Of Contents

I. Description of Organization

II. Standard Bid Instructions

III. How to Submit Questions

IV. Site Visits and Product Demonstrations

V. Certification

VI. Minimum Requirements & Evaluation Criteria

VII. Scope of Work

VIII. Specifications

IX. Price Submittal

X. References

XI. Vendor Data Security and Confidentiality Agreement

XII. Patient Confidentiality Agreement

XIII. HIPAA

XIV. Travel Policy

XV. BAA Addendum

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I. Description of Organization A. The Ohio State University Medical Center As one of the largest and most diverse academic medical centers in the country, The Ohio State University Medical Center includes the College of Medicine and Public Health and The Ohio State University Health System. The College of Medicine and Public Health includes the School of Allied Medical Professions and the School of Biomedical Science. The Ohio State University Health System includes University Hospital, The Arthur G. James Cancer Hospital and Richard J. Solove Research Institute, University Hospital East, OSU Harding, the Dorothy M. Davis Heart and Lung Research Institute, a federally designated Comprehensive Cancer Center, a network of more than 30 physician offices located throughout central Ohio, and the Richard M. Ross Heart Hospital. The Ohio State University Health System is a tertiary referral center licensed for 1,072 beds that serve patients throughout Central Ohio and is progressive provider of the latest in health care treatments and procedures. The Ohio State University Health System employs 9,336 employees. The Ohio State University Medical Center has consistently been named one of America’s best hospitals by U.S. News & World Report magazine. Also, in the nationally acclaimed directory of “Best Doctors in America,” 145 of the 182 central Ohio doctors on the list are affiliated with OSU Medical Center. In addition, the Medical Center is widely recognized for programs in heart care, cancer, orthopedics, organ transplantation, rehabilitation, women’s services and neurosciences. The Medical Center’s College of Medicine has consistently ranked among the top colleges according to U.S. News & World Report’s listing of Best Graduate Schools. The College is known for its curricular innovation and world-renowned faculty. The medical school receives nearly 4,000 applications but selects only 210 students for admission annually. Approximately 520 residents and fellows participate in more than 60 Ohio State residency programs. OSUMC believes that technology and a fully integrated Electronic Medical Record (EMR) is an essential component to delivering safe high quality care.

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B. Estimated annualized bed volumes:

OSUH w/

Ross

James Cancer Hospital

UH East

OSU Harding

Total For Health System

Total Growth

Rate Since FY06

Admissions** 35,347 8,391 10,283 2,719 56,739 11.1%Patient Days 200,584 55,865 51,835 20,969 329,253 12.0%Average Daily Census 549 153 142 57 901 11.9%Available Beds* 524 139 153 68 884 0.2%

ICU Beds 69 24 19 0 112 0.0%Bassinets 35 0 0 0 35 0.0%NICU Bassinets 49 0 0 0 49 0.0%

Total Beds 677 163 172 68 1,080 0.2%Inpatient Surgery 10,429 2,853 2,200 0 15,483 5.8%Outpatient Surgery 7,629 2,067 5,547 0 15,243 14.2%Surgery - Total 18,059 4,920 7,747 0 30,725 9.8%# of Nursing Units 30 11 8 3 52 4.0% ED Visits 59,852 42,067 101,919 13.4%Admissions 14,861 6,784 21,645 15.1%Percentage admitted 24.8% 16.1% 21.2% 1.5%Available beds 45 25 70 0.0%

Hospital ED Visits/Month

University Hospitals 60,000 University Hospitals East 23,000

For more information on The Ohio State University Medical Center go to: www.medicalcenter.osu.edu

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C. Coding Systems Overview

The Medical Information Management Department currently utilizes SQL-based. ClinTrac, a 3M product, for medical record abstracting. Patient demographics in the ClinTrac system are populated by SoftMed’s Chart ID product via a feed from SoftMed’s ChartLinc interface and the ADT system. The ClinTrac software interfaces with 3M Coding and Reimbursement System for ICD-9-CM and CPT coding and MS-DRG grouping. After abstracting is complete, the data is transmitted to the Siemen’s patient management system where cases are batched and transmitted to the patient accounting system. Outpatient codes are accepted by various ancillaries and batched to Siemen’s patient accounting (day end processing).

D. Project Goal Overview Summary

OSOSUMC is seeking an Encoding & DRG-APC Software Management System solution to include ICD-9-CM Encoding, MS-DRG Grouping, and CPT-4/HCPCS Encoding and APC Grouping for its Medical Information Management.

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II. Standard Bid Instructions and Information Bidders are cautioned to read this entire document carefully and to prepare and submit their response providing all requested information in accordance with the terms and conditions set forth herein. To be considered, bidders must submit a complete bid response. The bid must be dated, signed by an official authorized to bind the bidder to the terms of the bid response and submitted to the Purchasing Department in accordance with the terms and conditions of this request for quotation. Proposals that deviate from the required format and content without permission will not be considered. 1. Bid Submittal: Bidders may submit bids via hand delivery

or mail. Bidders may not submit bids via email or facsimile. Receipt of the bid response by the University mail system does not constitute receipt by Purchasing. Bids received after the closing date and time will not be considered. Requests for extension of closing date and time will not be granted unless the University determines, at its sole discretion, that the original due date appears impractical. Notice of any extension will be provided in writing to all bidders.

2. Signature Required: The original bid cover sheet and Supplier certification form must be signed and completed by the bidder submitting the bid response. Failure to sign the bid response or submit a signed certification may disqualify your bid. Any bid, which does not include prices, terms, F.O.B. point, the inquiry number, date and a realistic delivery promise, may be considered an incomplete bid.

3. Non-Discrimination: In submitting its bid or performing which results from an award by the University, the successful bidder agrees not to discriminate against any employee or applicant for employment with respect to hire, tenure, terms, conditions or privileges of employment or any matter directly or indirectly related to employment because of race, color, creed, religion, sexual orientation, national origin, sex, age, handicap or Vietnam era veteran status. The successful bidder further agrees that every sub-contract for parts and/or service for any ensuing order will contain a provision requiring non-discrimination in employment as specified above. This covenant is required pursuant to Executive Order 11246, Laws and Regulations of the State of Ohio and policy of The Ohio State University. Any breach thereof may be regarded as material breach of contract or purchase order.

4. Specifications: A quotation is requested on the materials and/or services specified. Instructions, manufacturer’s model of catalogue numbers, etc., where shown herein, are for descriptive purposes only and to guide the bidder in interpretation of the quality, design and performance desired, and shall not be construed to exclude quotations offering other types of material or service unless otherwise noted. If the description of your offer differs in any way, you must give complete detailed description of your quotation including pictures and literature where applicable. Unless specific exception is made, assumption will be that you are bidding exactly as specified on this price inquiry.

5. Pricing: ALL PRICES MUST BE FIRM and in compliance with bid specifications. Please review your bid carefully, since it may not be corrected after the bid closing date. Any agreement or purchase orders resulting from this inquiry shall require the successful bidder to adhere to all specified conditions. Failure by the bidder to meet delivery schedules: to deliver within a reasonable time, as interpreted solely by the buyer; to make replacement of

rejected articles; or any other failure to perform in accordance with the terms and conditions of the inquiry and resultant agreement shall allow the buyer, at its sole discretion, to rescind or cancel the agreement and purchase in the open market articles or services of comparable grade to replace those rejected or not delivered. Bidder agrees to reimburse the University for any expense incurred in excess of the original contract price on all such purchases.

6. University Rights: University reserves the right to reject all, some, or none of the received bids and to waive informalities contained in bids, which are not inconsistent with law. The University may also waive any minor defects in the bid.

7. Evaluation: If an award of contract is made, the bidder whose bid is the lowest responsive and responsible will be accepted. Factors which may determine the award are detailed more fully in the specifications, including but not limited to: the bid’s responsiveness to all specifications in the inquiry; quality of the bidder’s products or services; bidder’s ability to perform the contract; and bidder’s general responsibility as evidenced by past performance. All proposals will be evaluated for Minority Business (MBE) Certification with the State of Ohio. If a bidder(s) are determined to be responsive, responsible and qualified in the technical evaluation of the specification, then a minimum of 15% of the aggregate award will be awarded the MBE bidder(s).

8. Award: Unless the bidder states otherwise, the buyer reserves the right to award by items, groups of items, or as a whole, whichever is deemed most advantageous to the University. Award shall be made to the most responsive and responsible bidder whose proposal is determined to be the best overall value to The OSUHS, taking into consideration all of the evaluation factors set forth in the solicitation. Price, although a primary consideration, will not be the sole determining factor.

9. Freight Terms: All prices quoted are to be F.O.B. Destination. Unless clearly stated otherwise by the bidder, prices quoted shall include all charges for transportation, packaging, and crate containers, etc., necessary to complete delivery on a F.O.B Destination basis.

10. Sales Tax: The Ohio State University, as an instrumentality of the State of Ohio, is exempt from Ohio sales tax and Federal excise tax, including Federal transportation tax. The University Purchasing Department upon request will furnish an exemption certificate.

11. Invoicing: If you are the award recipient, your invoice must match the resultant purchase order on a line-by-line basis. The invoice must be identical in terms of cost; units specified; quantity ordered; and item descriptions. Unless specifically exempted, unit prices must be entered and item total extended on each invoice.

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12. Cash Discount: Cash discounts detailed on the bid inquiry description will be accepted and the University will endeavor to use same. Discounts will be considered in computing the net figure of your quotation for award decisions. Requests for plus discount for non-payment of invoice beyond due date will become a consideration in bid awards.

13. Samples: Any samples required for award evaluation must be furnished as requested, free of any expense. Samples will not be returned to the bidder. Requested or necessary samples become the property of The Ohio Sate University.

14. Compliance: Bidder warrants that both in submission of it’s bid performance of any resultant purchase order of contract, bidder will comply with all applicable Federal, state, local, and University laws, regulations, rules, or ordinances.

15. Advertising: No bidder providing products or services to the University shall appropriate or make use of the University’s name or other identifying marks or property in its advertising without prior written consent of the University’s Office of Trademark and Licensing.

16. No Findings for Recovery: Bidder warrants that it is not subject to an “unresolved” finding for recovery under Ohio Revised Code Section 9.24. Bidder further agrees that if this warranty is deemed to be false, the resulting Purchase order from this Bid shall be void ab initio as between the parties and the Bidder must immediately repay to the University any funds paid under Purchase Order, or an action for recovery may be immediately commenced by University for the recovery of said funds

17. Proprietary Information: All evaluation criteria for bids is non-proprietary and subject to public disclosure after

contract award. All bids, except for items reasonably identified by the bidder as trade secrets or proprietary information, are subject to public disclosure under Ohio Revised Code Section 149.43. Bidder shall be solely responsible for protecting its own trade secret or proprietary information, and will be responsible for all costs associated with protecting this information from disclosure. University shall keep one (1) copy of the bid in accordance with its records retention schedule. Respondents may not mark their entire response confidential.

18. Rejection of Bid: OSUHS reserves the right to accept or reject any and all proposals. All answers supplied to questions asked in this BID INQUIRY are subject to verification. Misleading and inaccurate answers will be grounds for disqualification at any stage in the evaluation and procurement process.

19. Incorporation into Contract: The bid inquiry and the awarded bidder’s response to the bid inquiry may be incorporated into the contract document at the discretion of OSUMC

20. Employees: In compliance with the Ohio Revised Code Section 2921.42, the successful bidder shall not be permitted to utilize any current employees of The Ohio State University in fulfillment of this agreement. If the University determines that the successful bidder in fulfillment of the successful bidder’s obligations is utilizing any of its current employees under the ensuing agreement, the University may terminate the ensuing agreement without penalty.

Note: The provisions of this form are based upon University regulations and Federal regulations.

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III. How to Submit Questions

Every attempt will be made to promptly answer all inquiries from each vendor. Each bidder understands and agrees that they have a duty to inquire about and clarify any element of the Bid Inquiry that the vendor does not fully understand or believes may be interpreted in more than one way. Each bidder further understands that they have an obligation to explain and clarify any and all conditions imposed on or included in its responses to the Bid Inquiry. The bidder is encouraged to seek further information and clarification throughout the submission process. The bidder may only direct questions to the purchasing contact listed. Any bidder that initially contacts other OSUHS personnel directly, in person, in writing, or by telephone, without previous notification and approval, will be disqualified from consideration.

Bidders that are currently doing business with the institution must limit their contacts to those necessary to support existing operations. Questions need to be submitted in writing by e-mail to

Margaret Newland at: Margaret.Newland@osumc.edu , no later than 4:00 p.m. EST, Friday, February 15 2008 Responses to questions will be posted as an amendment to the bid inquiry no later than seven business days after the question due date. Electronic notification of the amendment will be emailed to suppliers registered on the website. The bidder should be aware that all questions and the respective answers are shared with competing bidders at the discretion of The OSUHS.

IV. Site Visits and Product Demonstrations The Ohio State University Medical Center, at its discretion, reserves the right to request a product demonstration from any or all of the Bid Inquiry products. The requested bidder will present a product demonstration that will follow a script, created and provided by The Ohio State University Medical Center or an unscripted product demonstration at the direction of The Ohio State University Medical Center. The Ohio State University Medical Center, at its discretion, reserves the right to request site visits to bidder’s current product installation sites, from any or all bidders. Bidders are required to provide a list of sites with current product installations. Specifically include sites that fit the following categories and note which sites incorporate which category:

• Large multi-entity hospitals (1000+ beds total in all entities) • Academic Medical Centers • Institutions with encoding products

The Ohio State University Medical Center, at its discretion, reserves the right to select the bidder’s current product installation site, to visit.

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V. Certification OSU Certification Form

Please check the appropriate box(s) as applicable to the bidder. Failure to complete this form with requested information concerning any of the representations cited below may result in the disqualification of your bid submittal. The University, at its discretion, may disqualify your bid if any such representations are deemed untrue, inaccurate or if any such employment/affiliation creates a potential conflict of interest.

A. Minority Business Enterprise (MBE) - The Bidder is is not a State of Ohio Certified MBE supplier (ORC 122.71). See http://das.ohio.gov/eod/eodmbeoff.htm to verify MBE status.

B. Encouraging Diversity Growth and Equity (EDGE) – The Bidder is is not a State of Ohio Certified

EDGE supplier (ORC 123.152). See http://das.ohio.gov/eod/Edge/Index.htm to verify EDGE status.

C. Domestic Preference (Buy America) - The products(s) are are not produced or mined in the United States of America, its possessions, or Puerto Rico.

D. Ohio Preference (Buy Ohio) 1. The product(s) being offered are raised, grown, produced, mined or manufactured in Ohio. Yes (No further response is required) No (Go to Question D2)

2. The Bidder has a Significant Economic Presence within the state of Ohio. Yes (Answer a, b, c, below) No

a. Do you have ten or more employees based in Ohio, or seventy-five percent or more of your

employees based in Ohio? Yes No b. Have you paid the required taxes due the state of Ohio? Yes No c. Are you registered with the Secretary of State? Yes (Charter/Registration No.: ____________________________) No

3. The Bidder is considered a “Border State” Bidder (Indiana, Kentucky, Michigan, New York and

Pennsylvania), offering product(s) produced or mined in the border state. Yes No

E. No Findings for Recovery – The bidder warrants that it is is not subject to an “unresolved” finding for recovery under Ohio Revised Code Section 9.24.

F. Conflict of Interest The Bidder certifies that none of the company’s directors or principal officers are employed by or

affiliated with The Ohio State University. The Bidder certifies that the name(s)/title(s) of the Bidder’s directors or principal officers

employed by or be affiliated with The Ohio State University are listed below:

Name (print) Title (print) Name (print) Title (print)

Bidder certifies that the above information is true to the best of his/her knowledge.

Signed: Title:

Company:

Federal Tax I.D. Number

Note: The provisions of this form are based upon University and Federal regulations and the requirement of the Ohio Revised Code.

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VI. Minimum Requirements and Evaluation Criteria This Bid Inquiry or Request for Proposal (RFP) contains the minimum requirements that the proposing Suppliers must satisfy in order to be eligible for evaluation. Minimum Requirements: • Core Functionality

o Base fundamental functionality that enhances one or all aspects of the code assignment process.

• Key Capabilities o Feature(s) that will enhance targeted aspects of the code assignment process including a

reference suite, expert coding logic system, capability to automatically prioritize the sequencing of codes for optimal MS-DRG assignment, severity of illness grouper, and MCE, OCE and CCI edits.

• Modules o ICD-9-CM encoding software

o CPT-4/HCPCS encoding software

o Inpatient Prospective Payment MS-DRG Grouper

o Severity of Illness, Risk of Mortality Grouper

o APC grouping software

o State of Ohio Medicaid grouper

o State of Ohio Prison grouper

o Inpatient Psychiatric Prospective Payment System grouping software

o Coding reference suite

o Stand alone encoding system

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Evaluation Criteria

The basis for evaluation will include, but not be limited, to the following criteria:

Final selection of the vendor will be based on a thorough evaluation of the vendor’s ability to meet the stated requirements on an item-by-item basis. In addition to the vendor’s cited capabilities to satisfy the requirements, the following items will also be considered:

o History of successful implementation o Flexibility for change o Integrity of system design o Appropriateness of contract terms and conditions o Specific capability descriptions o Breadth of functionality o Quality/reliability of software o Expansion capability of the system o System performance o Vendor commitment to the health care industry o Vendor experience with other academic medical centers o Vendor support – current and future o Vendor stability o Vendors’ future direction and vision and its alignment with future direction and vision with

OSUMC o References o Strategic development plans for this product for future releases o Cost (licenses, hardware required, implementation fees, and any other costs required to

implement the product at OSUMC.

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VII. Scope of Work

It is OSUMC’s intent to acquire an expert logic disease process encoding product that enhances the efficiency, quality of the code assignment process. We believe a robust encoding product is essential in supporting OSUMC‘s vision and its ability to manage changing regulatory requirements from both government and managed care payers. Goals

o Implement an expert logic disease process encoding product that allows the coding of diagnoses, operative procedures, drugs and chemicals, late effects, V-codes and E-codes simultaneously.

o Improve the coding productivity and quality of codes assigned.

o Assign the most MS-DRG that most accurately reflects the patient’s severity of illness.

o Provide for assignment of Present on Admission Indicators (POAs).

o Implement a system that provides information on which diagnoses contribute to a patient’s

severity of illness (SOI) and risk of mortality (ROM)

o Implement a system that provides clinical alerts and Medicare edits to assist in the inpatient and outpatient code assignment process.

o Implement a system that is HIPAA compliant.

o Acquire a system that interfaces with SoftMed’s ClinTrac module. o Implement a system that is compatible with proving staff with the opportunity to work remotely.

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VIII. Specifications

The OSUMC requests instructions be adhered to as closely as possible. The OSUMC wishes to evaluate vendors based upon their responses, level of clarity and detail with respect to each of the criteria presented in this bid inquiry or RFP. It is recommended that the vendor arrange all responses in the order they appear in the bid inquiry or RFP. General Response Questions

GENERAL RESPONSE QUESTIONS ANSWER

Company name

Date of response

Respondent’s name (main vendor contact)

Title

Address

Phone number

Fax number

E-mail address

Location of company headquarters

Location(s) of RC product development

Location of nearest support office

Total number of employees in the company

Number of development staff

Number of technical implementation staff

What is the latest version of your product?

Number of current versions currently supported

Name any vendors who you have formal “vendor partner” written agreements with.

Number of live installations

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1. Provide your company’s Mission and Vision statements. 2. What is your company /product’s position in the healthcare marketplace nationally and regionally? 3. When did the company’s first encoding product become operational? When was the most recent

system installed? 4. How many encoding systems have been installed in hospitals in the state of Ohio and nationally? 5. In how many academic medical centers has the product been installed. 6. Submit your latest annual financial statements, preferably financial statements audited by a

certified public accountant. 7. Summarize your vision and goals for your company and its product and services as it relates to

inpatient/outpatient coding and coding related products. 8. Describe any factors that differentiate you as a vendor. 9. Do you have business partners? If so, please specify. 10. If OSUMC has a need beyond the scope/capability of the existing software please describe your

process of how you would work with us to add the functionality. Please include costing models or any other relevant considerations.

System Architecture And Security Describe the system architecture of your system, e.g., client server, operating system, data base, network, web access, ad hoc query and reporting capabilities, printing, etc. Use the table below or attach documentation and a recommended configuration for The Ohio State University Health System that covers these elements.

Software Product Release From whom does the customer purchase this software?

Server Operating System Workstation Operating System

Application Programming Language

Network Software Communications Software Report Writer Screen Builder Database Other Other Other Other NOTE: If any of these are third party products, please list if they standard with the application or additional charge.

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Please indicate the minimum hardware requirements for each of the items listed below: Server

• Processor • Memory • Disk space • Disk drive • CD-ROM • Monitor • Network interface card • Sound card • Mouse • Modem (required or optional) • Telephone line • Printer requirements

Workstations • Processor • Memory • Disk space • Disk drive • CD-ROM • Monitor • Network interface card • Sound card • Mouse • Modem • Telephone line • Printer • Other • Other • Other

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Software 1. The application must interface with 3M/SoftMed’s ClinTrac Application. 2. Discharge data must be received from the hospital ClinTrac system to the encoding system. 3. The encoding system must send billing information for both ICD-9-CM and/or CPT-4 codes,

and admission diagnosis to ClinTrac for transfer to the hospital patient management system. 4. The encoding system must send revised codes directly to the patient accounting system. 5. Is there ability to transfer hard-coded HCPCS and CPT-4 codes via HL7 messages from the

patient accounting system to APC grouping software? 6. Is there ability to accept Level II HCPCS codes via interface into APC grouper? 7. Is there ability to group all soft and hard-coded CPT and HCPCS codes into the appropriate

APC grouper? 8. Is there ability to move only revised codes into the patient accounting system? 9. Is there ability to store all patient ADT and financial information in repository for reporting

purposes? 10. Is there ability to send debits and credits via APC software to the patient accounting system? 11. Is there ability to maintain real-time interface from encoder to patient management system? 12. Is there ability to have batch interface of revised codes to patient accounting system? 13. Is there ability to have batch interface from patient accounting to APC product with ability to

interface real-time in the future?

System Requirements 1. The system must be HIPAA compliant.

2. The preferred system will be an expert logic disease process system that assists coders in

the selection of ICD-9-CM and CPT codes.

3. The preferred system will be an expert logic system that allows the coding of diagnoses, operative procedures, drugs and chemicals, late effects, V-codes, and E-codes simultaneously.

4. The system must provide a coding screen that displays medical record number, patient

name, age and sex; admission and discharge dates; admitting diagnosis, principal and secondary diagnoses, and principal and secondary procedures; MS-DRG, MS-DRG description, MS-DRG geometric and average lengths of stay, outlier status, co-morbid and complicating conditions (CCs), and POA indicators.

5. The system must have the ability to seamlessly integrate with the 3M APR-DRG grouper. 6. The system must have complete ICD-9-CM tabular reference with include and exclude notes;

and, complete CPT-4 text reference with notes and notices.

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7. The system must have the capability to automatically prioritize the sequencing of codes for

complications/co-morbidities that impact MS-DRG assignment.

8. The preferred system will have MCE, OCE, and CCI edits that are tied to a reference package. The reference package should be cross-referenced to similar information as well as exact words.

9. The system must prevent use of unacceptable code combinations as a result of CCI or OCE

edits.

10. The system must provide an on-line Medicare code editor that identifies diagnoses and procedures that are unacceptable or questioned by Medicare.

11. There must be a query system that automatically assists the coder in the selection of the

most specific codes.

12. The preferred system will have a clinical analyzer to assist in the selection of complications and co-morbidities.

13. The preferred system must be able to identify complications, co-morbidities, and procedures

that affect prospective payment.

14. The preferred system must support reasonable edit checks to insure proper coding, e.g., the patient’s sex correlates with the procedure performed.

15. There must be an established interface between the ClinTrac abstracting system and the

encoding system.

16. There must be a quick entry feature that replaces long medical terminology after a short abbreviation is keyed, e.g., HTN = hypertension.

17. There must be a quick entry feature that directly accesses include and exclude notes and

hospital specific notes.

18. There must be a reference suite that includes:

o AHA Coding Clinic o AHA Coding Clinic for HCPCS o CPT Assistant o Coders’ Desk Reference by Ingenix o Faye Brown’s ICD-9-CM Coding Reference o A medical dictionary o A drug reference o An anatomy reference o Mosby’s Manual Of Diagnostic And Lab Tests o MS-DRGs definitions manual o The Merck Manual

Inquiry #08-92290-MN 18 of 42

19. System must provide comparative analysis of MS-DRG assignment to enhance legitimate hospital reimbursement. The MS-DRG analysis must provide:

o MS-DRG, MDC, and relative weight o Average and geometric lengths of stay o Principal and secondary diagnoses required to generate a MS-DRG, o Identify secondary diagnoses that qualify as a MCC or CC, and o Expected reimbursement.

20. The preferred system should provide on-line access to previous groupers based on the

patient’s discharge date. 21. The MS-DRG grouper must provide the ability to re-sequence codes. 22. The preferred system should have grouping software for MS-DRGs, Ohio Medicaid DRGs,

Ohio Prison Grouper, APCs and inpatient rehabilitation. 23. The preferred system should allow assignment of Reason for Visit and Present on Admission

during the coding process. 24. The system must generate a coding summary on demand to include hospital identification

information. 25. The system must automate and integrate complete text of the AMA CPT-4 with ICD-9-CM. 26. The system must provide a crosswalk from ICD-9-CM procedure codes to CPT-4 codes. This

is to be a one ICD-9-CM procedure code to a multiple CPT-4 code crosswalk. Systems that provide only a one to one crosswalk are unacceptable.

27. The system must provide access to CPT-4 codes by alphabetic search via the index or

tabular sections, direct code entry, abbreviation search, ICD-9-CM crosswalk to CPT-4, or search tabular section.

28. The system should allow adding and editing CPT modifiers during the coding process. 29. System must provide APC payments for CPT-4 codes with notations as to what groups they

correspond. The system must provide the ability to find CPT-4 codes that are not in the APC payment groups.

30. The system must provide an APC pricing and display the payment on the coding screen. 31. The system must edit CPT-4 codes with diagnostic information for consistency with ICD-9-

CM diagnoses. 32. The vendor must provide software updates to coincide with the mandated changes for annual

CMS updates for ICD-9-CM and MS-DRG grouper prior to October 1, and the annual CPT-4 updates prior to January 1.

33. The preferred system will have a companion stand alone system for independent look-ups of

ICD-9-CM and CPT-4 codes.

Inquiry #08-92290-MN 19 of 42

General Questions Please indicate whether the option is currently available or will be available in the future. If future availability is anticipated, please indicate the date.

1. Are there screen prompts or highlights to indicate:

• Complications/comorbidities • Major surgical procedures • Include/exclude notes • Clinical resource information • Coding clinic text

2. If direct code entry is available, are edits and notes bypassed?

3. How does the system support use by coders at various levels of expertise? 4. Can experienced coders bypass the edits? 5. Are there edits that cannot be bypassed until resolved? 6. Can coding of diagnoses and procedures be accomplished in any order? 7. How does the system assist the coder in reviewing the medical record for missed diagnoses

and procedures? 8. How many diagnoses and procedure codes can be entered for each patient?

9. How many diagnoses and procedure codes will flow to patient accounting?

10. Are manifestation codes automatically assigned?

11. Can the coder select multiple complication, co-morbidity, and manifestation codes without

returning to the main screen?

12. Are External Cause of Injury codes on-line?

13. Is full text description displayed during code assignment?

14. Can we turn edits off if desired?

15. Does the grouper indicate the discharge disposition of the patient? 16. Does the system support multiple payors? If so, how many? 17. Does MS-DRG/APC grouping occur based on dates of service? Does the system have the

ability to use multiple groupers based on date of service? 18. Does coding occur based on dates of service? 19. Can grouper be selected based on payor information? If so, how many groupers does the

system allow? 20. Can the grouper be overridden by the use? Can the grouper be changed by the user?

Inquiry #08-92290-MN 20 of 42

Clinical and Financial Integration with Encoder

1. Is there an automated coding audit at the touch of a single key that displays the initial MS-DRG on the screen?

2. Is there an automated coding audit at the touch of a single key that displays a list of clinically

related MS-DRGs? 3. Does the system provide educational information regarding physical findings with detailed

explanation and interpretation? 4. Does the system provide access to laboratory tests with detailed explanation and

interpretation? 5. Can the system provide educational reference information for each clinically related MS-

DRG? 6. Does the system prompt the coder for possible complications/co-morbidities that may be

overlooked? Does it provide simultaneous CPT and ICD-9 procedure codes at one time? 7. Does the system have built-in edits and help messages that pop up during the coding session

to assist coders in obtaining the most accurate and complete code on a consistent basis? 8. Can the system display medical terms commonly used to describe conditions associated with

a particular MS-DRG? 9. Can the system check for LCD edits? 10. Does the system support classification of the following types of patients:

• Inpatient • Emergency department • Outpatient • Observation • Ambulatory surgery

11. Does the system support ICD-9-CM and CPT diagnosis and procedure assignments by entry

of:

• Standard abbreviations • User defined abbreviations • Synonyms • Key word • Alphabetic search • Direct code entry • Book search • Scan tabular list or index • Other

12. Does the system contain coding logic edits? 13. Does the system contain on-line prompts?

Inquiry #08-92290-MN 21 of 42

14. How does the system have links, by code number, to Coding Clinic and Fay Brown references?

15. How does the system support coders in identifying missed diagnoses/procedures? 16. Does the Coding Clinic reference contain issue date and page number? 17. Is coding, editing and grouping an integrated operation? 18. Describe access to the following notes and prompts:

• Include notes • Exclude notes • Instructional notes • Additional codes

19. Does the system support multiple concurrent users? If so, how many? Are they licensed? Is it

an organization license or a user license? 20. Does the system support multiple payers? 21. Does the system support different years of codes, groupers, and Coding Clinics? How many

years? 22. Does the system handle multiple years for CPT simultaneously? How many years? 23. Can the grouper be selected based on payer information? 24. Can the grouper be over-ridden by the user? 25. Are timely software updates released to coincide with CMS and AMA revisions? Provide

release dates for the last three years. 26. Does CMS use your encoder? 27. Does the system boost compliance and reduce delays by applying the most up-to-dates

rules, weights, and rates available from CMS? 28. Is the system a single, seamless software solution for the coding, grouping, and estimating

payment of individual records to minimize errors and improve coding accuracy during the code assignment process? Is it designed to be continuously updated to meet changing regulatory standards?

29. How are problem tickets prioritized? What is the average turn around time? 30. Does the system provide CMS’s APC pricing program with the dollar value? 31. Does the system provide a support line staffed with APC experts? What are the hours of

operation by time zone? 32. Does the system generate quality reports based on edits? Can the system provide

productivity reports? Can the system identify coders who may be maximizing reimbursement?

Inquiry #08-92290-MN 22 of 42

33. Can the coder review imported charge line item detail at the same time they are doing other CPT coding and then compete the grouping of the outpatient cases into the appropriate APC?

34. Does the system provide expected payments during the coding process so that potential

errors or lapses in documentation can be identified? Does it provided estimated payment for APCs, fee schedules, and beneficiary co-payments?

35. Does the APC grouper calculate the APCs, identify edit errors, and determine payment for

each line item on the claim, as well as the entire claim in order for the hospital to be able to determine areas for operational improvement?

36. Does the system resolve errors efficiently with expanded OCE edits integrated into the

grouper, clarify documentation, and correct claims to ensure full and timely reimbursement. 37. Does the APC grouper list status indicators for each CPT code? 38. Does the APC grouper have the ability to indicate expected payment for each CPT or

HCPCS line item? 39. Does the APC grouper have the ability to incorporate NCI and OCE edits as appropriate for

each grouping? 40. Does the APC grouper have the ability to interface with encoding software and ClinTrac? 41. Is there a crosswalk between ICD-9-CM procedure codes and CPT? Does the crosswalk

identify CPT codes that match ICD-9-CM CM procedure codes and vice versa? 42. Can the crosswalk be accessed without leaving the encoder? 43. Will the system display the ICD-9-CM and CPT codes on the same screen? 44. How are Medicare outpatient coding edits maintained? 45. Does the system have all current NCCI and OCE edits in place? Are they updated on a

regular basis as regulatory changes take place? Is the grouper updated along with the reimbursement formulas and edits?

46. Are clinical and financial edits on-line? 47. Does the system edit for consistency between ICD-9-CM diagnostic information and CPT

codes? 48. Are on-line edits and prompts available for:

• Medicare • Clinical educational information • Reimbursement

49. Does the vendor offer expert support services after installation and training to make sure

maximum capabilities of the software? Are there low-cost, in-house educational programs on all issues related to OPPS for all hospital staff? Do they offer specific education, customized implementation guidance, on-site assistance, system integration planning, and financial analysis and reporting?

Inquiry #08-92290-MN 23 of 42

Computer Interfaces and Networking

1. What interfaces are available with this system? 2. Can the system receive ADT information in real-time? 3. Does this system integrate with ClinTrac directly or via an interface engine? 4. How is the integrity of the data ensured? 5. List the names of hospital information systems in which there have been successful

interfaces with the company’s system. With what medical record abstracting systems does the company have interfaces?

6. What ADT information is required to be downloaded into the encoding system? Is there a

cost for the interface? 7. What information will be sent back to ClinTrac? Is there an associated interface cost? 8. Identify the familiarity of protocol specific configurations. Example: IP, DNS and PIX frame

types? 9. Does the system have a preference for TCP/IP or IPX? Are both protocols supported? 10. Describe the communications between system components -- for example, the interaction

between the server and clients as well as the interaction between ClinTrac and the encoding software.

11. Describe the remote access possibilities -- for example, telnet, intranet, PCAnywhere, Citrix,

Nfuse, VPN, etc. Are the products standard with the application or an additional charge? 12. Are the limitations to using your product remotely? 13 Does the system require dial-out capabilities?

System Security 1. Can access to the system be suspended? 2. Are users required to manually log into the application or does the application automatically

log them in via a hot key in ClinTrac? 3. Is there a system of user names and passwords to access programs? Who controls

password assignment? 4. What software is available to prevent unauthorized access? Please describe the levels of

security available on the system. Can access to some programs be limited by sign-on? 5. Can functions be limited by groups of users? 6. Can user logins be defaulted to a specific screen? 7. Is a logon required to access all functions of the system or are portions available without

having to enter sign on?

Inquiry #08-92290-MN 24 of 42

8. Can reports be generated from the system that show user information such as last logins, number of users, levels of access?

9. What are the minimum/maximum lengths of the user IDs and passwords? 10. Can you set passwords to expire globally or is it set at the user account level or both? 11. Does the system give users a warning message before their password expires? 12. Does the system require the user to change the password on the initial login? 13. Does the system keep track of a user’s previous passwords and prevent the user from using

a password or similar password again? 14. What is format of passwords? 15. Does the system have a timeout function for user inactivity and can this function be set

globally and at the PC level? 16. Does the system have an import/export function to create and delete user accounts or does

an account have to be created one at a time? 17. What levels of access exist within the system and is it possible for the system administrator to

create additional levels of access or restrict existing ones? 18. Can the individual users or security groups view be customized? 19. Describe user licensing. Concurrent vs. actual? How do we add more users?

Inquiry #08-92290-MN 25 of 42

General Support

The vendor will be expected to perform all activities necessary to provide The Ohio State University Health System with a totally operational system. This includes:

• Software installation • System modifications • System conversions • Training • Post-implementation support • A 24-hour help line.

Installation Plan

1. Provide an installation work plan. Indicate what tasks are the responsibility of OSUMC and what tasks are responsibility of the vendor. For each task, provide a detailed estimate of the number of persons and schedule of days required for each responsible party. Estimates are not binding, but should reflect the hospital size and scope of the system proposed.

2. What resources will be provided during installation and their associated cost? 3. What supplies must OSUMC provide during installation? 4. What hospital employees are required before, during and after installation? What are their

responsibilities? 5. Will company support personnel be available to correct problems that may develop? Is there

an additional charge? 6. Does the vendor assume liability for any damages incurred during shipping and/or

installation? 7. What is the company’s approach to user acceptance testing? 8. Specify guarantees provided for successful implementation. What follow-up contact is

provided to address problems arising after implementation? Describe follow-up schedule. Who will provide the follow-up?

Support

1. How many hospital FTEs are required to support the system? 2. Does the company provide system updates to existing clients as new system features are

developed? Who installs software upgrades to your system? Is assistance provided during implementation of updates?

3. What is the process for correcting errors in the system? How long does it take for a major

error to be corrected? 4. Describe remote dial up requirements. 5. Does your facility use external modems or internal modem pool for customer site remote

access?

Inquiry #08-92290-MN 26 of 42

Documentation And Training

1. The vendor selected will be required to provide current documentation for all system components, including:

• Application software • Modifications to Application software, during or after the system

implementation • Operating system and utilities • Files and databases • Operator run documentation • Backup and restore procedures • Downtime procedures for users and computer operations • Disaster recovery procedures

2. Describe your approach to training staffing office personnel, managers, employees, and

administrators, including the types of classes, timing, location, duration, and number of personnel who can participate.

3. Describe the help-line/support services following completion of training.

Post Implementation

1. Describe how your organization supports the business objectives after implementation. 2. Describe the nature and extent of software maintenance and support services included in the

maintenance agreement. Specifically, indicate what services are included in the base maintenance fee and what services are provided at an additional cost.

3. Describe the benefits realized by clients contracting for such services.

4. Describe your service structure post live. Is there a specific contact person or a general help desk concept?

5. Describe your 24-hour help line support process (e.g., call and leave a message or someone answers immediately).

6. Is technical support 24x7 or just help desk support?

7. What are the hours of support?

8. What is the turnaround on critical support issues?

9. What is the turnaround on non-critical?

10. How are calls documented?

11. What is the escalation procedure for issues not addressed in a timely or sufficient manner?

Inquiry #08-92290-MN 27 of 42

12. OSUHS uses a remote dialup system that includes a SecureID Card. This is a physical card that has a password that changes every 3 minutes in sync with the server. The vendor is required to call into the OSUHS Help Desk to obtain this temporary number. The Help Desk is staffed 24 hours. From the dial up, the vendor can use either telnet or Citrix to connect to the system. With this description, would there be any issues with support?

13. Can trouble tickets/requests be initiated via the Internet?

14. Can the OSUHS view/print the status of a ticket?

15. How are bug fixes handled and documented? Are they included in the support fee?

16. Is periodic monitoring of the system possible to identify problems? Describe what type of monitoring support is available.

17. Describe your methodology for system upgrades, modifications, and conversions (including testing scenarios). Are upgrades and modifications included in the support fee? How much downtime is usually associated with each?

18. What do you currently have in development to roll out in the next 18 months?

19. Do you have product advisory groups, including clients, which review and prioritize new enhancement request and input direction on product direction?

20. Do you have user groups to facilitate an exchange of information among clients?

21. How often do systems upgrades occur and how long do they take.

22. Does the system/vendor have a mechanism for alerting sites to new regulatory/compliance changes and support methods for easy integration of these changes?

23. Do you hold a user group meeting? How often?

Training

1. How much training is required for hospital support personnel? Please provide a summary of the training program, including class description, location and number of people to be trained.

2. What provisions are made for training new users? How long does it take to train someone

unfamiliar with the system? 3. Is training needed for a new module or software upgrade? How is this typically arranged and

paid for? 4. Do you have a user group? How often do they meet? 5. How long will it take to train staff to be proficient in using the system? 6. Describe the documentation provided with the system. 7. Is documentation available in hardcopy and/or on-line?

8. Is technical support available via your website?

Inquiry #08-92290-MN 28 of 42

9. What documentation is provided with release of updates?

Cost Summary

1. Itemize the cost of the ICD-9-CM encoder, CPT encoder, MS-DRG grouper, APR DRG Grouper, APC grouper, implementation, writing of interfaces, and training.

2. Please describe hardware requirements for system support. If more than one option exists,

please describe each option. 3. Provide the itemized cost of hardware for each of the above options. OSUMC reserves the

right to purchase hardware independently. 4. Identify any other implementation costs. 5. Are there other direct and/or indirect costs required to run the system? 6. What is the annual cost of software maintenance? 7. Are there additional charges for software upgrades, documentation support or manuals? 8. Are there additional charges for software enhancement?

Contractual Issues

1. Negotiations

• Your sample standard agreement should be submitted with the bid.

• Prices must be listed in both the summary and by individual item or component. All prices must be firm for 90 days from the proposal date.

• The selected vendor will be responsible for the delivery, installation and maintenance

of software. The vendor will be considered the sole contact pertaining to the selected system, service and contract.

2. Criteria for Selection Summary

Final selection of the vendor will be based on a thorough evaluation of the vendor’s ability to meet the stated requirements on an item-by-item basis. In addition to the vendor’s cited capabilities to satisfy the requirements, the following items will also be considered:

o History of successful implementation o Flexibility for change o Integrity of system design o Appropriateness of contract terms and conditions o Specific capability descriptions o Breadth of functionality o Quality/reliability of software o Expansion capability of the system o System performance o Vendor commitment to the health care industry o Vendor experience with other academic medical centers o Vendor support – current and future

Inquiry #08-92290-MN 29 of 42

o Vendor stability o Vendors’ future direction and vision and its alignment with future direction and vision with

OSUMC o References o Strategic development plans for this product for future releases o Cost (licenses, hardware required, implementation fees, and any other costs required to

implement the product at OSUMC.

•

Inquiry #08-92290-MN 30 of 42

IX. Price Submittal

Thoroughly describe and itemize your projected costs to OSUHS for completing the project. Include a description of any variables that might affect costs. Usage may be more or less than the estimated usage. If modules can be purchased separately please itemize them in such a way that OSUMC will be able to clearly understand the cost for each. Total costs for the project should be summarized as follows: Inquiry No: 07- 1. Software Licensing Fees

1a. Subscription Application Fees (indicate if required, optional or recommended)

1b. Interfaces (please list all interfaces you offer with associated license and implementation costs)

Inquiry #08-92290-MN 31 of 42

2. Yearly Software and Maintenance Fees

3. Any Third party products required to achieve full functionality of the software

4. Hardware Estimate (OSUMC does reserve the right to purchase own hardware)

5. Vendor Supplied Implementation Services Including any additional fees for customized interfaces outlined in “Integration and Other System Functionality”

Inquiry #08-92290-MN 32 of 42

5a. Back loading Costs and Services Include any costs for back loading (if applicable)

6. Training Costs (please include recommended level for training)

7. Estimate of Hours from OSUHS personnel to implement

8. Consulting Costs

Inquiry #08-92290-MN 33 of 42

9. Travel Costs

Inquiry #08-92290-MN 34 of 42

X. References

Bidders are requested to submit no less than three references for other customers similar to The OSUHS. References should include name and address of company, name title and phone number of contact person(s), and recruiters with their detailed periods of engagement. The bidder, by submitting the references, has received the right by the respective company to be contacted by The OSUHS.

1. Please list three academic medical centers that are currently using your encoding products.

CLIENT NAME CLIENT LOCATION LIVE DATE

2. Provide your firm’s authorized contact for questions and/or further discussions by The OSUHS.

Inquiry #08-92290-MN 35 of 42

XI. Vendor Data Security and Confidentiality Agreement

The Ohio State University Health System (OSUHS) has data contained within its various Information Systems. This data includes, but is not limited to, patient demographics, patient medical information, patient medical insurance and third party payor information, and OSUHS financial information.

OSUHS is willing to allow vendors access to such information, subject to the following conditions:

1. Vendor hereby acknowledges that all information from

OSUHS’s Information Systems is confidential and the property of OSUHS. The Vendor shall cause its employees to keep absolutely secret and confidential and not disclose or release to any other person or entity any of the information of OSUHS’s Information System.

2. Vendor agrees to access and use information obtained from OSUHS’s Information Systems only for the purpose(s) for which the vendor is granted permission to access such information. The Vendor agrees not to access, use, share or disclose any information obtained from the OSUHS’s Information Systems to any third party, other than employees or agents of the Vendor, without the prior written permission of OSUMC. The vendor and its employees shall maintain the necessary security arrangements to prevent the unauthorized disclosure of OSUHS’s information received or accessed in any form.

3. Both parties agree that any breach of the confidentiality obligations of this agreement will result in irreparable damage for which there is no adequate remedy at law. Therefore, it is agreed that OSUHS shall be entitled to equitable relief, including an injunction enjoining any such breach by any court of competent jurisdiction. Such injunction shall be without prejudice to any other right or remedy to which OSUHS may be entitled, including damages. Vendor hereby agrees to defend, indemnify and hold OSUHS, its officers, agents, and employees harmless from any and all claims, suits, demands, awards and judgments for personal or bodily injury resulting from any

disclosure of information by Vendor or by Vendor’s agents or employees to any third party in violation of the terms of this Agreement. The terms of this paragraph shall survive termination of this Agreement.

4. Either party may terminate this Agreement and access to OSUHS’s Information Systems upon five (5) days prior written notice of one party to the other. Vendor agrees that OSUMC may immediately terminate this Agreement and deny Vendor access to OSUHS’s Information Systems without notice whenever OSUMC, in its sole opinion, has determined that Vendor, its agents, or employees has violated any of the provisions of this Agreement. In the event of such termination, Vendor agrees that OSUMC shall not be liable to Vendor for any damages resulting from Vendor’s inability to access information within OSUHS Information Systems.

5. The obligation to maintain the confidentiality of the information survives the termination of this agreement. Upon termination of this agreement, all information accessed shall either be returned to OSUMC or destroyed.

6. Vendor agrees that OSUHS does not guarantee to Vendor the accuracy of any data contained in OSUHS information systems. If either party becomes legally compelled by law, process or order of any court or governmental agency to disclose any confidential information, that party shall notify the other so that it may seek a protective order or take other appropriate action.

Inquiry #08-92290-MN 36 of 42

XII. Patient Confidentiality Agreement

It is the policy of THE OHIO STATE UNIVERSITY MEDICAL CENTER , that all employees are to respect and maintain confidentiality in all discussions, deliberations and any other communications of information made known in the course of their work. Employees have both a legal and ethical duty not to reveal confidential communications concerning THE OHIO STATE UNIVERSITY MEDICAL CENTER, patient medical records and billing documents It is the responsibility of all employees to refrain from discussion regarding information and THE OHIO STATE UNIVERSITY MEDICAL CENTER in business places, i.e. elevators and lobby areas. This information should not be discussed with anyone unless it pertains directly to their job, and then the discussion should be away from public areas. Confidential information should never be discussed with persons outside of THE OHIO STATE UNIVERSITY MEDICAL CENTER including your own family. Conversations regarding patient accounts or information sensitive to THE OHIO STATE UNIVERSITY MEDICAL CENTER in elevators, public areas of the building, etc. are considered a breach of confidentiality. Information generated through contact between patients and health care providers is privileged and confidential. This privilege extends to all forms and formats in which information is maintained and stored, and requires the patient's knowledge and consent prior to any disclosure.

Inquiry #08-92290-MN 37 of 42

XIII. HIPAA Supplier acknowledges and agrees that all Patient Identifiable Information, (Protected Health Information or “PHI”), as defined in the 1996 Health Insurance Portability and Accountability Act and the Standards for Privacy of Individually Identifiable Health Information at 45 C.F.R. Part 160 and Part 164, (the “Privacy Rule”) and other rules issued pursuant thereto (collectively hereinafter referred to as “HIPAA”), provided to Supplier by OSUHS is confidential and the property of the OSUHS without regard to medium of storage or method of transmission of such information. Supplier agrees to keep all PHI confidential. Capitalized terms not otherwise defined in this Agreement shall have the meanings given to them in the Privacy Rule. Except as otherwise limited in this Agreement, Supplier may use or disclose PHI necessary to perform functions, activities, or services for, or on behalf of, OSUHS as specified in Agreement or for the proper management and administration of Supplier, provided that such use or disclosure would not violate the Privacy Rule if done by OSUHS or the minimum necessary policies and procedures of the OSUHS. Supplier agrees to make requests only for such information that is the minimum necessary to perform the required function of the Agreement. Supplier agrees that OSUHS may review the request and deny or restrict such information OSUHS may deem in its judgment as unnecessary or overbroad. Supplier agrees to take reasonable steps necessary to protect the security and confidentiality of PHI so as to enable OSUHS to comply with HIPAA, and other laws relating to the privacy and security of PHI, which are now in force or which may hereafter be in force, including, without limitation, the following actions: A. Not use or disclose PHI other than as permitted or required by the Agreement or as required by Law; and B. Use appropriate safeguards to prevent use or disclosure of the PHI other than as provided for by this Agreement; and C. Mitigate, to the extent practicable, any harmful effect that is known to Supplier of a use or disclosure of PHI by Supplier in violation of the requirements of this Agreement; and D. Promptly report in writing to OSUHS any use or disclosure of the PHI not provided for by this Agreement of which it becomes aware; and E. Ensure that any agent, including a subcontractor, to whom it provides PHI received from, or created or received by Supplier on behalf of OSUHS agrees to the same restrictions and conditions that apply through this Agreement to Supplier with respect to such information; and F. At the request of OSUHS, provide access to PHI in a Designated Record Set, as directed by OSUHS, to an Individual in order for OSUHS to meet the requirements under 45 CFR § 164.524; and G. At the request of OSUHS, make any amendment(s) to PHI in a Designated Record Set that the OSUHS directs pursuant to 45 CFR § 164.526. If an Individual requests an amendment of PHI directly from Supplier or its agents or subcontractors, Supplier will notify OSUHS in writing within five (5) business days. OSUHS shall be responsible for properly responding to such a request; and H. Make internal practices, books, and records, including policies and procedures and PHI, relating to the use and disclosure of PHI

received from, or created or received by Supplier on behalf of, OSUHS available to the Secretary of the Department of Health and Human Services (the “Secretary”), in a time and manner or designated by the Secretary, for purposes of the Secretary determining OSUHS’s compliance with the Privacy Rule. Supplier shall provide OSUHS with a copy of any PHI that Supplier provides to the Secretary concurrently with providing such PHI to the Secretary; and I. Document such disclosures of PHI and information related to such disclosures as would be required for OSUHS to respond to a request by an Individual for an accounting of disclosures of PHI in accordance with 45 CFR § 164.528; and J. Provide to OSUHS, within ten (10) business days of a request by OSUHS, information Collected in accordance with Section I above, to permit OSUHS to respond to a request by an Individual for an accounting of disclosures of PHI in accordance with 45 CFR § 164.528

K. Upon termination of this Agreement, return or destroy all PHI received from, or created or received on its behalf of OSUHS, that Supplier still maintains in any form and retain no copies of such information. This provision shall apply to PHI that is in the possession of Supplier and any subcontractors or agents of Supplier. Not withstanding the foregoing, in the event that Supplier determines that returning or destroying the PHI is infeasible, Supplier shall provide to OSUHS written notification of the conditions that make return or destruction infeasible (“Notice of Infeasibility”) within thirty (30) days of the termination of this Agreement. If OSUHS agrees with Suppliers determination that return or destruction of the PHI is infeasible, then it will, within thirty (30) days of the receipt of the Notice of Infeasibility, so notify Supplier in writing and Supplier shall extend the protections of this Agreement to such PHI and limit further uses and disclosures of such PHI to those purposes that make the return or destruction infeasible, for so long as Supplier maintains such PHI. If OSUHS does not provide written notice of acceptance of Suppliers determination of infeasibility then Supplier shall comply with the requirement above to return or destroy the PHI.

If OSUHS reasonably believes that Supplier has violated a material term of this Section, OSUHS may terminate this Agreement immediately by giving Supplier written notice of termination. Alternatively OSUHS may in its sole discretion provide an opportunity for Supplier to cure the breach or end the violation and terminate this Agreement if Supplier does not cure the breach or end the violation within the time specified by OSUHS. It is the intent of the parties that this Agreement complies with the requirements of HIPAA. Any ambiguity in this Agreement shall be resolved to permit OSUHS to comply with the Privacy Rule. If necessary, the parties agree to use good faith efforts to amend this Agreement from time to time in order to assure that this Agreement is consistent with HIPAA and regulations promulgated hereunder. The obligations of the Supplier under this Section shall survive the expiration or termination of this Agreement

Inquiry #08-92290-MN 38 of 42

XIV. OSUHS Travel Policy

OSUHS Travel Policy Guidelines: Refer to this site for updates of the travel policy: http://www.busops.ohio-state.edu/travel/travelpolicies.pdf

TRAVEL POLICY The policy guidelines set forth herein are intended to ensure compliance with the rates of reimbursement approved by the University’s Board of Trustees for all authorized Commercial Airfare

Tickets should be purchased 14-21 days in advance for lowest fare Only coach class tickets can be purchased for domestic travel. If flight time exceeds five consecutive hours from the United States port to the overseas port for international travel, a “less than first class” fare (e.g. business class) can be purchased. Tickets are to be purchased at least 14-21 days in advance of trip for lowest fare. The original passenger receipt of the ticket must be retained by the traveler and must accompany the reimbursement request. Any unused tickets must be submitted to receive reimbursement. Original receipt required. Only coach class tickets are reimbursable. First class tickets are reimbursed only if no coach tickets are available. A letter from the travel agency confirming this situation is required.

Rental Cars Original receipt required. Sub-compact or compact cars should be requested. Only Limited Damage Waiver or Collision Damage Waiver coverage will be reimbursed. Generally, the University has a corporate discount arrangement with a major car vendor. The cost of a rental car is to be considered a miscellaneous travel expense if more than one type of transportation is used. Rental cars are reserved through the individual travel agencies. Airport or hotel shuttles are to be taken whenever possible.

Personal Automobile

Mileage for automobiles will be set as listed in Mileage Chart (See Travel Website) for round trips up to 400 miles. For round trips 400 miles or more, reimbursement will be made for actual mileage or round-trip airfare, whichever is lower. In certain cases, such as a trip where 2 or more people are riding in the same auto, reimbursement may be made for actual mileage even if the cost is greater than that of the lowest available airfare. For mileage greater than 400 miles to be approved, proof must be submitted that it will be less expensive than airfare. A quote for airline rate is to be obtained when the Travel Request is submitted and rate information is to be attached to the request as proof. The quote is to be obtained as of request date prior to the trip Mileage is payable to only one person if two or more employees are traveling in the same vehicle. Reimbursement will be made to the automobile’s owner based upon the federal mileage reimbursement rate. No traveler may be reimbursed for expenses on a mileage basis unless he or she has a valid driver’s license and carries personal motor vehicle insurance. Further, University and State regulation require that University travelers wear seat belts while on authorized travel. The University does not provide liability insurance for drivers of personal vehicles, and is not responsible for any traffic violations arising from the operation of a personal vehicle.

Miscellaneous Transportation

Hotel shuttles are to be used whenever possible to avoid incurring further expense. Original receipts are required except for taxi fares totaling less than $25.00, i.e. taxi, bus, rail, ferry, etc. Tips associated with taxi fares are reimbursable, but are not to exceed 20% of the taxi fare.

Lodging Itemized original receipt required. The cost of overnight lodging (room and tax only) obtained at a commercial facility will be reimbursed to the traveler if authorized travel is further than 30 miles from the traveler’s home. A government rate is to be requested even if a conference rate has been negotiated. If a government rate is not available, a corporate rate is to be requested. If not available, another hotel within close proximity is to be contacted re. a discounted rate. A partial listing of hotels offering government rates is located on the Travel Webster and Appendix D. When making hotel reservation, ask if a hotel shuttle is available or for the least expensive ground transportation. In-State Lodging: Maximum reimbursement rates are $75.00 night room rate plus tax.

Non-University Employee Travel

Prospective Employees: Departments desiring to prepay airline tickets for prospective employees interviewing for positions at The Ohio State University can do so if airfare is booked with a designated University travel agency. Other travel expenses must be reimbursed through Accounts Payable. Service Providers: As the expense associated with non-University employees providing service to the University and receiving payment is considered income, travel expenses cannot be prepaid or reimbursed through the Travel Office. Airfare can be prepaid.

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XV. Business Associate Addendum

*Where applicable, successful bidders will be required to sign This Business Associate Addendum (the “Addendum”) is entered into this_________ day of ___________, 2006 by and between The Ohio State University on behalf of its ____________________(INSERT NAME OF BUSINESS UNIT) (“Covered Entity”) and Successful Vendor Name (Business Associate). Whereas, Covered Entity and Business Associate are parties to an agreement entered into contemporaneously herewith (“Underlying Agreement”); and Whereas, Covered Entity, pursuant to the Underlying Agreement, provides Business Associate with certain individually identifiable protected health information that is necessary for Business Associate to perform the services called for in the Underlying Agreement and is subject to protection under the Health Insurance Portability and Accountability Act of 1996(“HIPAA”) and the Standards for Privacy of Individually Identifiable Health Information and Security Standards for the Protection of Electronic Protected Health Information, 45 C.F.R. Part 160 and Part 164 (“Rules”); and Whereas, the parties purpose for entering into this Addendum is to comply with the requirements of applicable laws and regulations, including but not limited to HIPAA and the Rules. NOW, THEREFORE, in consideration of the forgoing and the promises and mutual covenants contained herein, the parties agree as follows: 1. Definitions. Unless otherwise provided in this Addendum, capitalized terms shall have the same

meaning as set forth in the Rules. 2. Duties and Responsibilities of Business Associate:

A. Business Associate acknowledges and agrees that all patient identifiable information (the “PHI”), as defined by the Rules, provided to Business Associate by Covered Entity is confidential and the property of Covered Entity without regard to medium of storage or method of transmission of such information. Business Associate agrees to keep all PHI confidential.

B. Except as otherwise limited in this Addendum, Business Associate may use or disclose PHI

necessary to perform functions, activities, or services for, or on behalf of, Covered Entity as specified in the Underlying Agreement or for the proper management and administration of Business Associate, provided that such use or disclosure would not violate the Rules if done by Covered Entity.

C. Business Associate agrees to take reasonable steps necessary to protect the security and

confidentiality of PHI so as to enable Covered Entity to comply with HIPAA, the Rules and other laws relating to the privacy and security of PHI, which are now in force or which may hereafter be in force, including, without limitation, the following actions:

(1.) use or disclose PHI only as permitted or required by the Underlying Agreement

and this Addendum, or as Required by Law; and

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(2.) use appropriate safeguards to prevent use or disclosure of the PHI other than as provided for by the Underlying Agreement and this Addendum; and

(3.) to the extent practicable, mitigate any harmful effect that is known to Business

Associate of a use or disclosure of PHI by Business Associate in violation of the requirements of the Underlying Agreement or this Addendum; and

(4.) promptly report in writing to Covered Entity any use or disclosure of the PHI not

provided for by the Underlying Agreement or this Addendum, of which Business Associate becomes aware; and

(5.) require any contractors or agents, including a subcontractors, to whom Business

Associate provides PHI received from, or created or received by Business Associate on behalf of Covered Entity, to agree to the same restrictions and conditions that apply to Business Associate pursuant to this Addendum; and

(6.) make its internal practices (including policies and procedures), books, and

records relating to the use and disclosure of PHI received from, or created or received by Business Associate on behalf of, Covered Entity, available to the Secretary of the Department of Health and Human Services (the “Secretary”) for purposes of determining Covered Entities compliance with the Rules. Business Associate shall provide Covered Entity with a copy of any PHI that Business Associate provides to the Secretary concurrently with providing such PHI to the Secretary; and

(7.) within fifteen (15) days of receiving a written request from Covered Entity,

provide to Covered Entity the information necessary for the Covered Entity to make an accounting of disclosures of PHI about an Individual as necessary for Covered Entity to comply with 45 C.F.R. 164.528; and

(8.) make available information necessary for Covered Entity to respond to an

Individuals request for access to PHI about them as is necessary for Covered Entity to comply with 45 C.F.R. 164.524. Such information shall be made available within ten (10) ten days of receiving a written request from Covered Entity for such information. In the event an Individual contacts Business Associate, or its agents or subcontractors, directly requesting access to PHI, Business Associate will not grant access to PHI but will notify Covered Entity in writing within five (5) business days of such contact; and

(9.) within 15 fifteen days of receiving a written request from Covered Entity

incorporate any amendments or corrections to PHI as necessary for Covered Entity to comply with 45 C.F.R. 164.526. In the event an Individual contacts Business Associate, or its agents or subcontractors, directly about making amendment to PHI, Business Associate will not make any amendments to PHI but will notify Covered Entity in writing within five (5) business days of such contact.

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3. Security Rule Provisions. Business Associate agrees to the following additional obligations in order that Covered Entity may meet its obligations under HIPAA Security Rule, 45 C.F.R. Part 164, Subpart C, with respect to electronic PHI:

D. Business Associate will employ appropriate administrative, technical, and physical safe

guards to protect the confidentiality, integrity, and availability of the electronic PHI that it creates, receives, maintains, or transmits on behalf of Covered Entity.

E. Business Associate will Report to Covered Entity any Security Incident of which it

becomes aware.

F. Business Associate will ensure that any agent, including a subcontractor, to whom it provides such electronic PHI agrees to implement reasonable and appropriate safeguards to protect it.

4. Termination. Covered Entity may immediately terminate the Underlying Agreement, including

this Addendum, by giving Business Associate written notice of termination, if Covered Entity determines that Business Associate has violated a material term of this Addendum. Alternatively, Covered Entity may in its sole discretion provide an opportunity for Business Associate to cure the breach and end the violation. If Business Associate fails to cure the breach to the satisfaction of Covered Entity, the Covered Entity may immediately thereafter terminate the Underlying Agreement. Termination of the Underlying Agreement shall result in the termination of this Addendum.

Business Associate agrees that upon termination of the Underlying Agreement, it will return or destroy all PHI received from, or created or received on behalf of, Covered Entity, that Business Associate still maintains in any form and retain no copies of such information. This provision shall apply to PHI that is in the possession of Business Associate and any subcontractors or agents of Business Associate. In the event that returning or destroying the PHI is infeasible, as determined by Covered Entity, Business Associate agrees to extend the protections of the Underlying Agreement and this Addendum to such PHI and limit further uses and disclosures of such PHI to those purposes that make the return or destruction infeasible, for so long as Business Associate maintains such PHI.

5. Amendment. It is the intent of the parties that the Underlying Agreement and this Addendum comply with the requirements of HIPAA and the Rules. Any ambiguity in the Underlying Agreement or this Addendum shall be resolved to permit Covered Entity to comply with HIPAA and the Rules. If necessary, the parties agree to use good faith efforts to amend the Underlying Agreement and this Addendum from time to time as is necessary for Covered Entity to be in compliance with HIPAA and regulations promulgated there under.

6. Survival. The obligations of the Business Associate under this Addendum shall survive the

expiration or termination of the Underlying Agreement and this Addendum. 7. No Third Party Beneficiaries. Nothing express or implied in this Addendum is intended to

confer, nor shall confer, upon any person other than the parties, and their permitted successors and assigns if any, rights, remedies, obligations or liabilities whatsoever.

8. Miscellaneous: As amended by this Addendum, the Underlying Agreement and all its terms and

conditions shall remain in full force and effect.

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