Japanese Government Procurement

National University Corporation - Notice of request for submission of materialsIntegrated Hospital Information System 1 Set

This procurement is covered by the WTO Agreement on Government Procurement, Japan-EU Economic Partnership Agreement or Japan-UK Comprehensive Economic Partnership Agreement.

Japanese

Publishing date Oct 07, 2024
Type of notice Notice of request for submission of materials
Procurement entity National University Corporation - Ehime
Classification
0014 Office Machines & Automatic Data Processing Equipment
Summay of notice ⑴ Classification of the products to be procured : 14
⑵ Nature and quantity of the products to be rent : Integrated Hospital Information System 1 Set
⑶ Type of the procurement : Rent
⑷ Basic requirements of the procurement :
A The system should be designed to enhance patient care, streamline clinical activities, and optimize hospital management at Ehime University Hospital. Furthermore, the system should facilitate clinical research and education at the School of Medicine of Ehime University. It should integrate and streamline medical service by departments such as diagnosis and treatment, nursing, the clinical lab, pharmaceutical, radiology, the surgery unit, blood transfusion, the endoscopy center, ICU, NICU, pathology, nutrition, central supply, rehabilitation service, clinical trial management, medical safety management ,the total medical support center, and the medical accounting.
B It is imperative that the system be able to connect with legacy sub-systems and modalities and exchange data with these systems in order to provide comprehensive browsing and searching for medical information.
C The hospital information system should be organized with the following systems : Electronic Medical Record System, Laboratory Information System (LIS), Blood Sampling Tube Preparation System, Electrocardiogram Analysis Reporting System, Respiratory Function Test and Reporting System, Endoscope Picture Archiving and Reporting System, Bacteriological Examination Report System, Blood Bank and Management Reporting System, Pathology Order Entry and Reporting System, Cancer Registry, Picture Archiving and Communication System, Radiology Information System, Radiotherapy Information System, Radiology Reporting System, Thin Slice Image Server, Cardiography Video Filing System, Intensive Care Unit system, Surgery Department System, Anesthesia Information Management System, Surgery video archive system, Electronic Medical Record system for Obstetrics, Perinatal Management System, Electronic Medical Record system for Ophthalmology, Electronic Medical Record system for Dentistry, System for The Food and Nutrition Department, Rehabilitation Management System, Infection Management System for the Infection Control Unit, Nurse Call System, Vital Sign Management System, Nurse Shift Rostering System, Incident Report System, Integrated Medical Device Management System, Drug Dispensing System, Injection Preparation Support System, Medication Counseling System, Drug Information System, Drug Management System, Data Warehouse, Document Scan System, Medical Image Filing System, Document Management System, Integrated Medical Information Viewing System, Medical qQuestionnaire System, Portal Site Management System, Secure Cloud Communication Service, File Sharing System, Regional Health Information Exchange System, Medical Accounting System, Outpatient Reception System, Parking Ticket System, Time and Attendance Management System, Logistics System, Hospital Management Analysis System, Hospital Infromation Platform System, IC Card Issuing System, Financial Accounting System, and Management Accounting System. The system must be authenticated using two or more factors. Furthermore, it is preferable to implement single sign-on for all integrated hospital information system components.
D It is imperative that the system guarantees the integrity, availability, and confidentiality of medical information. It must authenticate users to ascertain their authority to access the electronic medical record and leave a time stamp on the medical records to achieve accountability, thus ensuring information security and the protection of personal information.
E It is essential that the system provides 24x7 service and prevents the entire system from shutting down during any disruption or disaster. All data must be backed up without suspending the system at any time. As a measure against cyber attacks, systems must be backed up offline, either logically or physically. To mitigate risk in the event of a disaster, backup data must be stored in a secure location separate from the site where the Integrated Hospital Information System is operated.
F It is essential that the EHR client terminal be equipped with dual 19-inch or larger monitors. Some client terminals should be capable of displaying high-resolution medical images, for a filmless diagnosis. Some client terminals should be capable of connecting three or more high-resolution monitors.
G The system must support the standard medical information model and terminology adopted by HELICS (Healthcare Information and Communication Standards Committee). It means as well as patient profile, appointment, prescription and dosage, injection, procedure, blood transfusion, surgery, dental care, nursing care, bed management, nutrition, JLAC10, NANDA, NIC-NOC, ICD-10 and MEDIS disease codes, DPC, CDISC, and all master data for the all system must be centrally managed in a database. In the event of future revisions, the database must be updated in accordance with the maintenance contract. The history of master data must be managed, and synchronized with annalysis by the Data Warehouse.
H It is essential that the system employs virtualization and unified storage technologies to consolidate servers and storage, thereby reducing costs, ensuring long-term medical record archiving, and enhancing system stability. It is essential that the virtualization system be capable of supporting the migration of legacy systems to the new servers. It is essential that the system be equipped with a maintenance function to prevent performance degradation over an extended period of use. The system should allow for seamless and cost-effective performance upgrades at any time. It should also provide a secure thin client system with a fast response time, enabling users to access the system from various locations using virtual desktop infrastructure. The server system providing the virtual machine infrastructure must perform at a level that surpasses that of the legacy system, ensuring a fast response even during peak loads.
I To prevent patient mix-ups, medical professional must be able to authenticate patients using patient barcodes or patient ID cards. The system shall be designed with safety as a primary objective, with the aim of preventing medical accidents. The system must be able to communicate with smartphones and premises telephones.
J The system must include features for the management of incident reports and analysis. The incident report system should be accessible to users across organizations.
K It is essential that the ordering system retain order information with a time stamp, operator's name, place, and other relevant details to guarantee traceability and safety management.
L To provide a comfortable working environment by unifying the GUI of the system. A centralized management system for each terminal is required. For mobile terminals, the system must provide highly secure authentication and management functions to support BYOD (bring your own device) management. It must also provide highly secure authentication and management functions that satisfy the BYOD requirements of the latest version of the Guidelines for the Secure Management of Medical Information Systems. Additionally, the system must provide secure information exchange of information, including personal information, among healthcare professionals.
M It is essential that the system has document management capabilities. Clinical documents must be digitized and can be signed electronically. The document management system allows users to design forms and apply tags to items in the form with complete freedom. These forms data can then be imported to the DWH for secondary use. All documents can be printed on paper, exported as PDF documents, or XML format with standardized tag elements. The document management system must register metadata and documents in the DWH and provide full-text search services. It also guides users in creating and managing documents required for admission and discharge, team medical care, and medical billing conditions. The system centralizes management of all medical documents and serves as a backup reference in the event of a disaster.
N By utilizing a VPN, users can securely access electronic medical records and perform remote maintenance on medical information systems.
O The University will construct and provide the Hospital Information Network. Network equipment, cables, etc. to connect to the hospital information network shall be included in this procurement.
P It is the responsibility of the system provider to provide comprehensive training in maintenance management and operation. All data and master data from the legacy system must be migrated into the new system in its entirety.
Q The logistics system must provide inventory management by scanning barcodes on supplies. The logistics system must use the moving average method for counting wholesale property. The system should support SPD and electronic commerce using a standardized supply master code. The logistics system can read and manage lot numbers and expiration dates from the barcodes on supplies. All messages from the ordering system and sub systems to the medical accounting system must be captured and loaded into the management analysis reporting system.
R The system should establish the traceability of medical drugs by managing expiration dates and lot numbers of drugs utilizing GS1 barcodes and QR codes on prescriptions, medication record, wristbands, and drug label documents.
S All medical information must be stored in the data warehouse (DWH). The DWH must have centralized administrative control over the data and provide high-speed search ability by utilizing the data cube model. The system must have a BI tool with the capability of exporting data and printing in a variety of document formats. The DWH can be connected from FileMaker (through ESS connection), Microsoft Access (through ODBC connection), and other systems through the JDBC connection.
T We welcome any suggestions regarding key technologies that have demonstrated a significant improvement in the quality and safety of medical treatments compared to existing systems.
U If split procurement is deemed a more cost-effective and functional approach than single procurement, the split procurement shall be proposed.
⑸ Time limit for the submission of the requested material : 17 : 15 29 November, 2024
⑹ Contact point for the notice : Kimura Satoko, Procurement and Contracts Ⅱ, Management and Accounting Division, National University Corporation Ehime University School of Medicine, Shitsukawa Toon-shi Ehime Pref. 791-0295 Japan, TEL 089-960-5214,
MAIL mecho2@stu.ehime-u.ac.jp