VCUR 2008 Eligible Items
The following information is one part of POSP's Program Guidelines. Please reference
the complete guidelines as needed.
This section provides a listing of the eligible items for the
VCUR 2008 EMR solutions as defined in the Request for Proposal
(RFP) and the MSA. POSP will review and provide acceptance of
eligible items during the contracting process. Items being
reimbursed must be maintained by the qualified service provider for
five years.
One-Time Cost Component 1 - Hardware
All hardware that is required to make complete and full use of
the VCUR 2008 EMR solution (whether provisioned from a data centre
or as part of a community-based solution).
| Type |
Description |
| Server |
Local servers and storage devices; office class fax
servers |
| Workstations |
Workstation PCs, laptop PCs, tablet PCs |
| Printers |
Office class printers and scanners |
| Tape Drives |
Data storage devices that read and write data on a removable
tape cartridge |
| Switches |
Network devices used to connect segments of a local area
network (LAN) or multiple LANs and to filter and forward packets
among them |
| Routers |
Network devices that forward packets from one network to
another |
| Data Service Units/Modems |
Electronic devices that make possible the transmission of data
to or from a computer through telephone or other communication
lines |
| UPS |
Uninterruptible power supplies |
| Security Access Devices |
Local security or access devices |
| Tapes |
Cartridges used in a tape drive to store data |
| CDs |
Compact discs that can store data on their surface |
| Thin Client Device |
Thin client device |
| LAN Devices |
LAN devices |
One-Time Cost Component 2 - Software
All software that is required to make complete and full use of
the VCUR 2008 EMR solution (whether provisioned from a data centre
or as part of a community-based solution).
| Type |
Description |
| EMR Solution Software Licences |
All software licences so as to permit use of the EMR solution
in a manner which meets or exceeds all core requirements |
| Operating System |
All software licences so as to permit use of the EMR solution
in a manner which meets or exceeds all core requirements |
| Database Software |
All software licences so as to permit use of the EMR solution
in a manner which meets or exceeds all core requirements |
| Office Automation Software Licences |
All software licences so as to permit use of the EMR solution
in a manner which meets or exceeds all core requirements |
One-Time Cost Component 3 - Services
All services that are required to complete the implementation
and make complete and full use of the VCUR 2008 EMR solution
(whether provisioned from a data centre or as part of a
community-based solution).
| Type |
Description |
| Implementation Planning |
To prepare for the successful implementation of the EMR
solution |
| Hardware/Network Planning |
Includes developing the list of client side hardware, software
and office renovations (network and electrical wiring, power,
furniture) needed to support the EMR solution |
| Configuration Planning |
A description of how the various technical components, such as
configuration options and supporting equipment, are to be set up
and integrated |
| Data Conversion Loading |
The assessment, planning, demonstration and conversion of data
from source to target EMR, if applicable |
| Workflow Analysis and Design |
Services for developing and documenting workflow processes,
including both current state and future state |
| Implementation Support |
Providing adequate support during go-live and warranty
periods |
| Hardware and Network Installation |
Installation of the hardware and network infrastructure that
will be used for the EMR solution |
| EMR Solution Application Loading, Setup and Testing |
The EMR solution is loaded, tested and configured to the
clinic's specification, including setup of all user accounts |
| Medical Devices Integration |
Connection of specialized equipment and integration of data
into patient charts |
| Initial Training |
Provision of initial training that provides reasonable
assurance that the eligible physician and other permitted users are
able to use the EMR solution successfully |
| Implementation Progress Review |
Participation in formal meetings after start of implementation
to review progress and next steps |
| Termination Costs |
Related services required for data conversion (ToPD export) and
an electronic copy for printout (PDF) of patient data |
Recurring Costs
All items that are required to support the ongoing operations of
the VCUR 2008 EMR solution and make complete and full use of the
EMR solution on an ongoing basis (whether provisioned from a data
centre or as part of a community-based solution).
| Type |
Description |
| Hardware Maintenance |
Recurring maintenance to ensure the operation of all hardware
and equipment |
| EMR Solution Software Maintenance |
Ensure all software licences and service of the EMR solution
are maintained to meet or exceed all requirements |
| Office Automation Software Maintenance |
Ensure all software licences and service of the EMR solution
are maintained to meet or exceed all requirements |
| Release Planning, Implementation, Support and Training |
Development, testing, releasing and making generally available
regular upgrades; delivery of training services; delivery of user
group services; co-ordination with the province’s other health
system architecture initiatives |
| Helpdesk Level 1 Support |
Assistance over the phone or by email to address issues
encountered with the EMR solution |
| Helpdesk Level 2 and 3 Support |
Assistance to resolve issues that cannot be resolved by
Helpdesk Level 1 Support |
| Internet Service Provider |
Provide access and connectivity to the Internet |
| Data Centre Services |
Ongoing support and maintenance of the data centre including
support of data hosting and EMR solution application and office
automation application hosting and the network link |
| Configuration Testing |
Hardware and network installation, medical devices integration,
EMR solution application loading, setup and testing, backup
testing; end-to-end configuration testing of the EMR solution and
data access from the physician office for remote access |
| Disaster Planning |
Specific procedures for the restoration of data and
systems |
| Backup Testing |
Testing of the backup system |
Hardware Maintenance
All new hardware provided to a clinic as part of the VCUR 2008
EMR solution is to be fully maintained by the QSP for the duration
of the MSA or over the term of the five-year contract, whichever
ends first. This maintenance may or may not extend to items that
are not part of the EMR solution. Physicians should check with
their QSP.
Hardware supplied by the QSP is not the same as hardware
certified by the QSP. The QSP is required to maintain only the
hardware that it provides and ensure it works when changes are made
to the solution. If a physician wants to use pre-existing clinic
hardware, the physician takes on the responsibility to maintain it.
The QSP will certify that the hardware works with the EMR solution
at the time of installation and indicate the standard to which it
must be maintained to continue working with the EMR software. The
cost of maintenance on pre-existing clinic hardware is not
reimbursable by POSP.
The QSP may determine that pre-existing hardware no longer meets
the minimum standards for its EMR solution and must be replaced.
Responsibility for replacement is with the physician; however,
replacement may be accomplished through the QSP and reimbursed by
POSP subject to the maximum funding reimbursable by POSP.
Removal of Items from the VCUR 2008 EMR Solution
The MSA allows for physicians and QSPs to agree to remove
eligible items from the VCUR 2008 EMR solution under reasonable
circumstances. If products or services are removed from the EMR
solution, the solution price must be reduced. The price reduction
amount is negotiated between the physician and the QSP.
If training is removed from the EMR solution, and physicians
subsequently wish to receive training, POSP will not reimburse for
future training, either basic or advanced.
Replacement of Physicians or Other Clinic Staff
The QSP may not charge for substitutions or exchanges of the
eligible physician and staff member full time equivalents (locums,
temporary or replacement staff or staff turn-over), except for
training.
All physicians new to the clinic are strongly encouraged to have
training. Initial training is reimbursable by POSP subject to the
maximum reimbursement amounts for a physician. Physicians who do
not receive training when joining the clinic will not be reimbursed
for future training, either basic or advanced.
If requested by the clinic, the QSP may provide and charge for
basic and/or advanced training, configuration and other additional
services. If physicians or staff join the clinic to replace someone
who is leaving, the QSP may charge for additional configuration and
services requested by the clinic beyond what is required to simply
provide EMR access to the new person.
Any costs associated with the replacement of physicians or staff
will require an amended quote from the QSP and must be reviewed and
approved by POSP.
Refunds, Rebates or Discounts
POSP reimbursement to physicians is based on actual costs
incurred for the operation of EMRs. POSP has an obligation to make
adjustments if the actual cost of the EMR is reduced due to a
refund, rebate or discount. If a QSP is providing physicians with a
rebate or refund, they may do so in one of two ways:
1. The discounted amount will be
reflected as an adjustment on the next invoice, of which POSP will
pay 70% of the reduced invoice.
2. The refunded amount will be sent
to the physician/clinic directly if the invoice has been paid. If
POSP has already provided the physician’s reimbursement, the
physician will need to return 70% of the refunded amount to
POSP.
Once the refund is provided, POSP will reinstate the physician’s
reimbursement maximum by the corresponding amount.
VCUR 2008 Additional Eligible Items
The RFP and MSA include a defined list of eligible items that
were intended to make up the EMR solution. Since the time of the
RFP, a variety of items have been identified that were not listed
in the RFP/MSA as being included in the solution, but could
potentially be considered of benefit to physicians or required by
physicians as part of an EMR solution.
Process for Classifying Identified Items
The following process will be followed in cases where a
stakeholder has identified potential additional eligible items.
1. Stakeholder (physician, vendor, other stakeholder) submits a
request to the POSP Program Management Office (PMO) for
consideration of an additional eligible item.
2. The POSP PMO provides a decision on placing the proposed item
into one of the following categories:
a. Additional eligible item – These
items, provided the costs are within reason, can be added to the
vendor agreement over and above the maximum vendor price defined in
the MSA. These items should be reimbursable from POSP to the
physician at 70%, assuming that the total amount of the contract
does not exceed $20,000 for one-time costs and $50,000 (including
GST) in total.
b. Not eligible for reimbursement –
These items can be included in the vendor agreement; however, they
will not be eligible for reimbursement from POSP.
c. Included in vendor pricing –
These items are considered eligible to be included in the EMR
solution as defined in the MSA. In the event an item is categorized
this way, Alberta Health will need to address the specific item
directly with the vendor and provide a recommendation.
3. POSP posts the list of updated “Items Approved as Additional
Eligible Items” and “Items Not Approved as Additional Eligible
Items.” See sections below for current list of identified
items.
Items Approved as Additional Eligible Items
The following items have been approved by POSP and identified as
additional eligible items (provided the costs are within reason),
reimbursable from POSP to the physician at 70%, assuming the total
amount of all eligible items does not exceed $20,000 for one-time
costs and $50,000 (including GST) in total.
- Electrical wiring and network cabling
- Enhanced faxing capability
- Enhanced office productivity tools
- Last mile connectivity from ISP
- Specialized capability such as forms, templates and
workflow
- Ad-Hoc “Other Services” identified in MSA but where pricing was
not required in RFP
- Certification of hardware where physician supplies hardware for
the solution
- Cost associated with more than three full time equivalents per
physician in a clinic
- Wall mounts for monitors
- Keyboard trays
- Phone line for dedicated fax purposes
- Voice recognition software
- Single-physician clinic costs
Items Not Approved as Additional Eligible Items
The following items have been identified but determined by POSP
as not being eligible for reimbursement.
- Training costs that are proposed by the QSP for the EMR
solution that are initially declined by the physician(s) during
project planning, but later requested by the physician or
clinic
- Maintenance costs for certified pre-existing hardware
- Dictation services
- Additional data storage
- Enhanced ISP capacity
- Televox engagement communication solutions
- Network redundancy costs not included in RFP response
- Photoshop software
- Mobile Internet connectivity devices, such as rocket sticks,
unless the clinic provides patient care through mobile devices
- Digital cameras