Multisystem Coordination

Multisystem Coordination (MSC) is a regional effort on the part of five Southwestern Ohio counties to develop a stronger, more effective response to youth and adults with complex needs. We are currently in the development phase. We have the following goals:

1. Develop a Policy and Procedures team with representatives from each county participating in MSC to present concerns and brainstorm solutions to the challenges facing youth and adults with multiple diagnoses. This team is responsible for developing the framework for assessing needs and making recommendations.

2. Develop the resources needed for multisystem youth and adults. This includes but is not limited to: emergency respite care, planned/strategic respite care, intensive treatment teams, and mobile crisis response.

3. Create a regional Multidisciplinary Resource Committee to listen to the history of an individual in need of services, ask questions, make assessments, and put together recommendations.

4. Create and maintain a regional database for existing resources, including their specialized services and current availability, that can be accessed to make recommendations for youth and adults served by MSC.

RFP INQUIRIES

Accepting Inquiries through October 15th, 2021

Accepting proposals through October 31st, 2021

Date

Proposer

Inquiry

10/4/2021

Caseworthy

Can you provide a total of number of users that will require access to the system? I.E. Number of staff that will be entering data in the system.

There will be 8-10 staff members utilizing the system.

10/4/2021

Caseworthy

How is the current data for SWCOG across the multiple counties being tracked? 

Currently, the Multisystem Coordination data is being tracked in excel spreadsheets. The Home Equipment and Modification data is currently tracked in a custom workflow tool.

10/4/2021

Caseworthy

Can you please confirm that you would want clients/end users to have access to a self service portal to request home modifications/etc?

Referrals will be coming via email to the staff utilizing the system, with the required documentation to open a case. There is no need for a self-service portal for requests at this time.

10/8/2021

Lion + Panda

Besides your users, are there any additional users from the counties you represent (Butler DD as an example) or from families?  If so, how many additional users would have access to the solution?

At this time there are not additional users; however, it is possible that in the future, as the MSC program grows, users in the counties we serve will utilize the software as well. We currently have 1-2 representatives from each county served, and if we were to expand software use we would most likely start with them (ten additional individuals).

10/13/2021

Innovaccer

How many lives do you anticipate managing and the population mix (Medicaid, Medicare, etc.) on the platform?

The Multisystem Coordination program estimates that it will be managing 50-100 clients at a time. The Home Equipment program is responsible for up to 500 individuals, though they do not all receive referrals simultaneously.

While we will be documenting the funding sources for the clients, each of these programs are funded through county board programs.  Therefore, we may document cost, but will not be responsible for billing through the platform. Instead these funding sources will be used to match with available providers (for MSC) or identify what paperwork might be needed (for HME). 

10/13/2021

Innovaccer

What are the expected resources that the system is expected to maintain a directory of? How often is it updated?

The resources the system will be maintaining are currently documented within an excel spreadsheet; we plan to update that directory monthly. However, the resources within the system that are documented as providers will be updated weekly.

For example, a resource might be a program (in this example, we’ll call it BetterCare) available through a county for individuals with diagnoses/ within an age range. Our resource directory (currently and in the future) will include the name of this program, a contact point, the counties it serves, and the services it provides. This way we can reference the types of general services available, share it with counties or families, and consider options for service collaboration across counties.

 Within the BetterCare program there might be two services: Respite Care and Family Support. Each of those would be documented as a service provider within the MSC program, so that if we searched “respite” as a service, BetterCare Respite would show up as a provider profile, including the funding accepted, diagnoses served, and current availability. We would like to be able to update that availability as needed, but at least on a weekly basis. 

10/13/2021

Innovaccer

What are the Provider entities in scope?

Providers for the multisystem coordination will be providing a variety of services. The following are expected, though we may need the capability to add more services if/when they are developed.

Occupational Therapy, Speech Language Therapy, Physical Therapy, Cognitive Behavioral Therapy, Dialectical Behavior Therapy, Counseling, Music Therapy, Family Support, In-Home Support, Community Support, Behavior Technician, Board Certified Behavioral Analyst (BCBA), Trauma-Responsive Care, Homemaker Personal Care (HPC), Emergency Respite, Planned Respite.

For each provider, we would like to have the option to identify which insurance and waiver options are accepted, the counties they serve, and if they are currently accepting clients.

For HME, less information is needed. All providers are certified through the Ohio Department of Developmental Disabilities. Their information is held in a state database, and we would just need a provider name and number to select. For the purpose of this proposal, this function can be demonstrated as “Provider 1” and continue thru Provider 4, with an accompanying random 5-digit code. Once the contract is awarded, the specific providers and numbers will be given. 

 10/13/21  Innovaccer

 Could you please elaborate on the Home modifications and equipment? What kind of modifications is SWOCOG looking at? Is there a list of vendors/partners that conduct the home modifications for eligible individuals?

SWOCOG participates as the project coordinator for home modifications.  Modifications include but are not limited to: bathroom modifications, ramp, door widenings, grab bars, ADA toilets.  Anything that under qualifying DODD standards that would make a home more accessible.  There are varying steps in qualifying and required procedures that need documented.  Adaptive equipment would be equipment that would enable someone to be more independent or meet a health and safety need.  Funding varies, so the procurement steps vary.  Yes, there is a list of certified DODD providers that will bid on the projects; as noted above, for the purpose of the proposal these providers can be labeled "Provider #". 

 10/13/21  Innovaccer  What is your current technology landscape –

1. Tools/data source types(EHR, EMR, etc.) for integrations and challenges

There is a custom workflow set up for HME, but the data source types are Microsoft office attachments. There is not a MSC system yet, but we do want to include some basic medical information—to document recent hospitalizations, medication changes, etc. If this is not possible, we would be open to working with a proposal recommended EHR.

2. Integration with 3rd Party tools/platforms and challenges

There are not yet any tools to integrate for MSC, other than data to be transferred from Microsoft Office.

 3. Any pop health system/care management platform, any programs/partners?

There are not any existing platforms for MSC at this time. HME uses a customized workflow online, which allows them to upload/attach documents for each step.

 4. Data Migration - Will there be a need to migrate historical data from other platforms? Do you have any other active implementations that might impact this project?

There will be some data to include from Microsoft office (excel spreadsheets) and PDFs for MSC. Home Modification and Equipment runs on a custom workflow, and some data would need to migrate. There is a tech team responsible for their current workflow who would collaborate with any identified party. 

10/18/21 Innovaccer

What is the current referral landscape active? What type of systems we might have to integrate with to support interoperability? Can we get the drop-down list for type of modifications and equipment?

 There are currently 282 ongoing home modification and equipment projects. The data associated with these projects will be provided to the company awarded the contract.

 There are currently 69 types of home modifications, but there could be new modifications added in the future. For the purpose of this proposal please use four common examples: Ramp, Bathroom, Grab Bar, and Ceiling Track.

 There is a similar scope for home equipment, with 156 known options. The team is open to suggestion for the best way to organize these options to efficiently tag potential items on a user’s request for HME. 

10/13/21 Innovaccer

Is SWOCOG open to allow vendors to participate in one of the two scope of work/deliverables, for instance, only participating in “Multisystem Coordination” and not in “Home Modifications and Equipment”?

Yes, though it is noted that solutions with both components will be given preference.

 10/13/21  Innovaccer

What is the estimated annual budget and term for this solution?

 The estimated budget for creation and implementation the first year is $50,000.  

 Additional inquiries and responses will be updated and shared the week of 10/18/2021.