The Department of Homeland Security, Immigration and Customs Enforcement, Office of Enforcement and Removal Operations, ICE Health Service Corps (IHSC) has a requirement for procurement of an electronic Health Record System.

The Department of Homeland Security (DHS) Immigration and Customs Enforcement (ICE) Office of Enforcement and Removal Operations (ERO) enforces the nation’s immigration laws. ERO identifies and apprehends, detains, and removes illegal aliens from the United States. ICE Health Service Corps (IHSC) serves as the health authority for ICE / ERO on all matters related to detainee healthcare. ICE / ERO / IHSC healthcare includes several distinct activities and services required by DHS to support the enforcement of immigration law and maintain national security. There are currently 21 IHSC managed detention facilities with a total national average population of 6800 detainees. IHSC currently employs 1600 end-users.

ICE acquired the eHR system to increase operational efficiency, enhance reporting capabilities, and improve the quality of detainee health care. Program management and execution for the eHR system is led by the ICE Office of the Chief Information Officer (OCIO). The ICE / OCIO eHR Program Office ensures the operation and maintenance of the eHR system. The eHR system vendors include, eClinicalWorks (eCW), Fusion Health CIPS™ Correctional Pharmacy Software, Fusion Health sMARt Electronic Medication Administration Record (eMAR), Open Dental Software (for charting), and Schick Dental (for imaging). This RFI does not include a request for correctional EHR or dental software but requires the vendor’s pharmacy solution to be able to interface with eClinicalWorks software. The vendor’s software product must be certified by the Office of the National Coordinator for Health Information Technology (ONCHIT), which requires the vendor to maintain certified functionality during system integration through continuous testing.

• To perform Agile software development for Solution Integration and Tier 3 Helpdesk support for the electronic Medication and Administration Records (eMAR) and pharmacy applications, subsystems,web services, and optional system enhancements. Contractor Tier 3 support shall include an eHR resource that has subject matter expertise with the configuration of correctional process flows from the vendor’s ancillary applications and system administration of its applications. Support shall include assisting ICE  Government and technical support contract employees with the operations and maintenance (O&M) of the eHR. On-site support resources shall have access to eHR technical staff on an as-needed basis. Specific services which are incorporated into the aggregated system of the electronic medical records database – specifically, a pharmacy records management system that integrates with medication administration software that tracks the distribution of medication to detainees. This data is then transmitted to the detainee’s electronic health record. This effort includes:
  • Agile Software Development for Solution Integration
  • Tier 3 Support
  • Additional Agile Software Development
  • Project Management Support
  • Application Management Support

  RFI Objectives: To determine the capabilities and offerings of existing electronic health record system vendors with an eHR specific for correctional facilities or tailored to meet ICE’s requirements. This overall scope consists of the following:

  • Artificial Intelligence Medical Coding
  • Behavioral Health Module
  • Barcode scanning capability
  • Computer accessories compatibility including barcode scanners, printers, scanners, signature pads, and medical equipment
  • External data source/data reporting/data analytics systems with a customizable interface
  • Dental Module
  • Pharmacy Module
  • Electronic Medical Administration Record (eMAR) with correctional facility pill line management
  • Nurse Charting Module including 24-hour continuous narrative and point of care documentation capabilities
  • Patient Portal
  • Provider Consultant documentation component (Infectious Disease, Mental Health, Cardiology, etc.)
  • Referral Management functionality (external specialty consults and care for all ICE detainees)
  • System Upgrades & Enhancements
  • System Tier 3 Support
  • Telehealth capabilities

  Future State for an eHR system that:

  • Is appropriate for a correctional facility environment (e.g., detention, holding) where large groups of patients with varying levels of medical acuity are provided healthcare for both short and long-term periods and inter-transferred within a system of 150+ ICE contracted facilities.
  • Can be adapted and configured for a dynamic, evolving correctional healthcare system.
  • Maintains a central database of all patients, that allows patient information to be shared and exchanged across all IHSC facilities (so that transfers between facilities do not require re-entry of information).
  • Shares and exchanges patient information with ICE databases and other correctional software.
  • Includes a module for reporting via creation of reports and dashboards; or allows the option to integrate with or interface with external reporting capabilities (Microsoft Suite, Business Intelligence Tools, Cloud-Based Tools).
  • Supports automated clinical electronic revenue cycle and medical coding tracking functions.
  • Supports clinical decision support tools, including alerts based on user-defined rules.
  • Includes a module for Pharmacy, Dental, and Radiology; or allows integration with or can interface to:a pharmacy system, a dental system, a laboratory system, and a radiology system (Note: IHSC uses third-party laboratory and radiology companies.).
  • Interfaces with third-party software to transmit orders to receive medication, lab, and radiology orders results (lab results in discrete data format).
  • Functions with automated medication dispensing systems.
  • Supports the long-term care environment, including the capture and submission of Minimum Data Set (MDS) information.
  • Provides a mechanism for user-defined, ad hoc reporting, as well as analytical reporting.
  • Supports document imaging and indexing to identify document types and attach to a patient’s record.
  • Supports resource scheduling (e.g., equipment, rooms, clinicians) and patient scheduling into those resources.
  • Captures patient data electronically from portable medical devices (e.g., glucometers).
  • Supports capability of documenting on handheld or tablet devices.
  • Supports telehealth (e.g., remote consults).
  • Supports infection control monitoring, tracking, and reporting.
  • Maintains core functionality offline with minimal impact to end users in the event of a network downtime, power outage, or medical air mission.
  • Role-based access and functionalities control to include comprehensive access audit log.
  • Single Sign On functionality with DHS Authentication (PIV) Standardization
  • Intuitive user-friendly graphical displays that adhere to the Americans with Disability 508 Guidelines.
  • Ability to conduct mass documentation and/or ordering for groups of patients within a specified criterion.
  • System availability with uptime that exceeds 97%.
  • Adherence to DHS Security Standards as required