CORTISONE Discovery Day 6 – Document Management, Workflow & Task Management, and e-Forms

Date: 5 and 6 June 2019

Times: To be agreed with attendees

Venue: Central London

The CORTISONE programme is holding a series of Discovery Days to complement the successful CORTISONE Industry Days, the most recent of which was held on 28th January 2019. These Discovery Days give potential suppliers the opportunity to present information on their services and demonstrate their products to relevant technical and business staff from the CORTISONE programme.

These Discovery Days are intended to inform and validate the CORTISONE ecosystem design and to refine the CORTISONE requirements. Note that beyond seeking technical clarifications or explanations of functionality attendees will not be able to enter into dialogue about the requirements as part of a Discovery Day.

Discovery Day 6 on 5 June 2019, extending to 6 June 2019 if needed, will focus on three services which must be able to both function in a stand-alone capacity and also be capable of integrating with mainstream clinical services and with each other to provide a suite of common services across the CORTISONE ecosystem. These services are:

  • Document Management
  • Workflow & Task Management
  • e-Forms

For this Discovery Day, we would like to see demonstrations of products supporting one or more of these; the demonstration could address Document Management and/or Workflow & Task Management and/or e-Forms.

Discovery Day 5 (Document Management) led to an improved understanding of the requirements for Document Management within the CORTISONE ecosystem. This Discovery Day seeks to validate this understanding and examine further capabilities of commercial Document Management Systems and related services. Some products may be capable of delivering more than one service. We would like to see demonstrations of, or information about, (a) the functional capabilities listed below and (b) the extent to which the product(s) can support the Exemplar Use Case described below.

Document Management

Building on Discovery Day 5 (Document Management), we would like to see further demonstrations of Document Management Systems which address the capabilities below. As a minimum we would like to see demonstrations of, or information about, the system’s ability to:

  • Integrate with Primary Medical Care, Dental Healthcare and other CORTISONE systems by managing documents related to their patient records
  • Display multiple documents at the same time
  • Open in, and maintain, patient context (i.e. the selected patient in the clinical system)
  • Add documents from multiple clinical systems and via ad hoc user uploads
  • Support the bulk import of scanned batches of multi-page paper documents and optimise scanning settings to handle different paper characteristics (e.g. size, single/double-sided, colour, printed text, graphs, high and low resolution images, hand-written text, etc)
  • Provide Optical Character Recognition (OCR) functionality and store the OCR’d text along with the original as part of the stored document
  • Receive, store and display structured clinical documents (e.g. HL7 CDA, FHIR, DICOM, IHE-XDS etc)
  • Support audio, video and image sets
  • Support records of physical items, e.g. additional metadata identifying location within a warehouse
  • Define different metadata items and create metadata manually and automatically, from structured documents, from OCR’d text and from any existing metadata
  • Update metadata configurations as required
  • Import very large volumes (in excess of 100,000,000 documents) of existing documents from other systems and to ‘process’ these documents to generate metadata

We are also interested in the system’s potential ability to:

  • Import documents from medical devices (e.g. ECG traces, Spirometry Results, Ultrasound Scans, etc)
  • Intelligently parse OCR’d text to detect metadata, document type and clinical terms; to store any OCR’d text with the document and to create and send coded clinical entries from the parsed text to patient record systems
  • Provide advanced search capabilities including the ability to search structured documents, associated OCR generated text, clinical terms generated by parsing, etc
  • Manage different versions of documents and different sets of documents (e.g. DICOM image set, CDA Document set)
  • Support information asset retention and disposal policies and information lifecycle management, e.g. automated archiving, provision of tiered storage, etc
  • Provide a VNA (Vendor Neutral Archive) for use by both PACS/RIS systems and other CORTISONE applications
  • Provide a Zero Footprint DICOM Viewer

 Workflow & Task Management

As a minimum we would like to see demonstrations of or information about the system’s ability to:

  • Integrate with Primary Medical Care, Dental Healthcare and other CORTISONE systems
  • Create Task Templates and Workflow Templates (an arrangement of two or more tasks in a variety of different ways) in order to model complex business processes with expected durations and importance levels
  • Associate multiple artefacts with a workflow (e.g. documents, e-Forms, URLs)
  • Support multiple organisations and teams or groups of users such that tasks and workflows can be assigned to a team/group as well as specific individuals

We are also interested in the system’s potential ability to:

  • Track the progress of Tasks and Workflows both by individuals/teams/groups assigned them and by ‘managers’ to monitor business operations and to easily detect delays and bottlenecks
  • Remind users and managers of due/overdue tasks or workflows

e-Forms

As a minimum we would like to see demonstrations of or information about the system’s ability to:

  • Integrate with Primary Medical Care, Dental Healthcare and other CORTISONE systems
  • Define e-Form templates, create new versions and control publication of versions (e.g. not to make available until complete and tested) and to support instances of old versions of forms which may still be in circulation
  • (a) store data captured on forms in a way that allows it to be accessed by other systems; (b) to interface to other systems to select data (e.g. a Master Patient Index to select a patient); (c) to ‘push’ collected data to other systems (e.g. to a patient’s electronic health record) and (d) to import or view existing data from other systems (e.g. previous weight measurements, existing medication)

We are also interested in the system’s potential ability to:

  • Control who has access to view or update parts of a form
  • Define e-Form ‘building blocks’ that allow sections of forms to be re-used in other forms
  • Allow multiple users to update different sections of a form at the same time and to handle instances in which two or more users try to update the same section at the same time
  • Share dates across multiple fields, prompt for dates, make fields mandatory, create inter-dependencies between fields, etc

The ability for products to interoperate with other components of the CORTISONE ecosystem, especially the Integration Platform, the Enterprise Master Patient Index and the other Common Services covered by this Discovery Day, is key. Any product demonstrated should have the ability to interoperate and to support our vision for this collaboration as illustrated by the Exemplar Use Case below.

Exemplar Use Case – Medical Boards

Medical Boards (commonly known as MDTs in the NHS) convene on a regular basis to review a patient’s condition, treatment and ongoing management.  This may involve clinicians and others from different care services planning the future management (care provision) for a patient.  This will typically involve the completion of a Care Plan involving the provision of multiple care packages from multiple services with each service contributing to the plan.

In the CORTISONE world this might be achieved through the use of a shared Care Plan, with the Care Plan co-ordinator circulating the Care Plan (e-Form) with an associated set of references (links) to documents (held in the Document Management system) about the patient, distributed between the various provider personnel for their input (a Task assigned to them) using a Workflow Tool to manage the completion of the e-Form by the required people.  Individuals assigned a Task (within the Workflow) (e.g. to review a patient’s medication), with the e-Form attached, are able to view the referenced documents (in the Document Management System), complete their sections of the Care Plan (e-Form), view (as permitted) other parts of the Care Plan (e-Form) (e.g. medication review results) and mark their Task as complete.  The Care Plan co-ordinator is able to monitor the progress of the Workflow and is able to see who has completed their Tasks and to view the Care Plan (e-Form) during its journey along the Workflow.

Note: Any of these services can be provided by any product as long as the required service is available to all CORTISONE services independently of the host product.  For example, if a particular product delivering another CORTISONE service also provides a Workflow & Task Management capability it will only be considered to be acceptable as the CORTISONE Workflow & Task Management Service if it can be used by other CORTISONE services (e.g. it is possible to workflow a radiology image between radiologists for comment/review, or to circulate a discharge report to all GPs in a General Practice).

We are also interested in seeing information about:

  • Healthcare reference sites (in the UK or elsewhere)

Suppliers able to demonstrate potentially suitable products that can deliver one or more of these services are invited to request a place on the day by sending an email stating the products they intend to demonstrate together with an indication of which criteria they satisfy, to: ISSDev-ASDT-EngageCORTISONE-Gp@mod.gov.uk no later than 10:00 on 14 May 2019. Further information will be supplied to confirmed attendees.

Responding to this announcement is voluntary and does not start the official procurement process for the CORTISONE requirement. Participation in the Discovery Days does not guarantee, or jeopardise, your inclusion in a future procurement exercise. It should be noted that all information released in relation to the Discovery Days is released on a without commitment basis, is subject to change and may not form part of any future procurement process.

No down-selection will take place as a consequence of any responses or interactions relating to the Discovery Days. Additionally, no information provided in response to this announcement or in relation to the Discovery Days will be used in any way for the purpose of evaluating suppliers or their products in any future procurement process.

What is Programme CORTISONE?

The aim of Programme CORTISONE is to deliver an integrated ecosystem of medical information services to the Defence Medical Services. Its vision is to deliver ‘a sustainable, integrated, cohesive and enduring information capability that will fully and effectively support the delivery of evidence-based medical and dental health and healthcare outputs, to achieve the Aim of the Defence Medical Services (DMS)’ – which is to Promote, Protect and Restore the health of the Defence population in order to maximise their fitness for role, while maintaining an occupational focus and an operational edge.

A multi-million-pound programme, with global reach and operations equivalent in size to two large CCGs (Clinical Commissioning Groups) and a Community Trust, CORTISONE looks to procure a full suite of healthcare software from multiple healthcare product/service suppliers, together with develop and deliver services. It is anticipated that elements of the ecosystem will be re-competed on a regular basis to ensure the best solutions are being delivered to users, giving an ongoing opportunity for market players to get involved with the ecosystem on a long-term basis.

The MoD is looking for a range of companies to engage with the programme, delivering a full suite of healthcare software to meet use-cases and patient-journey-defined functional requirements. With the modular nature of the procurement allowing innovation, all suppliers are encouraged to take a leading role in delivery of functionality.

Previous Discovery Days have addressed:

  • Primary Healthcare (Discovery Day 1, 30 July 2018)
  • Dental Healthcare (Discovery Day 2, 31 July 2018)
  • Integration Platforms (Discovery Day 3, 1 and 2 October 2018)
  • Enterprise Master Patient Index products (Discovery Day 4, 23 and 24 October 2018)
  • Document Management (Discovery Day 5, 12 and 13 November 2018)

CORTISONE is also looking to the future and will exploit innovation to align with NHS strategy, virtualise healthcare and integrate with services across the healthcare sector. This might include telemedicine, patient record integration with the NHS and other patient databases, patient condition tracking etc.