Developing Criteria For

Selecting a Final Vendor toDeliver the IC Product and Service

Eastern Medical Center

Background – Why EMC is in the Process

of Choosing an Infection Control Vendor

Will the new IC process will impact the work flow

in cross department areas surgery and ICU ?

The Center for Disease Control approximates that two million hospital patients each year contract infections unconnected to the conditions for which they were admitted.

These infections cause roughly 90 thousand deaths and escalate patient-care costs by 4.5 to 5.7 billion annually.

Improving Patient Care and Reimbursements

EMC has reached the final stages of evaluating and selecting a Infection control vendor

Evaluating Infection Control Vendors for EMC

The Political

Environment and Change Management

CMS

National Patient Safety Goals (NPSG)/Joint Commission CDC/National Healthcare Safety Network (NHSN)

Health Care-Associated Infection Prevention and Control Act 52 of 2007

HHS Action Plan for HAI Prevention

The American Recovery and Reinvestment Act (ARRA)

Pennsylvania Health Care Cost Containment Council (PHC4)

Political Drivers to Reduce HAIs at EMC

Assist in the detection and prevention of infections

Have systems in place to provide timely infection control surveillance and reporting.

Be CDC NHSN data submission ready as well as allow for data submission to state and payer mandated programs.

The Successful Vendor’s Software Must

The Project Manager will be responsible for supervising the change management process.◦ Minor changes within scope can be approved by

the Project Manager. ◦ Any change affecting an external contractor/sub-

contractor would need to be reviewed with that contractor in regards to any necessary contract revisions and/or payments, etc.

◦ Changes of scope and contract revisions would require the approval of the ICI Change Control Board).

Change Management Plan

The decision whether to accept or reject a change would be based on the following criteria:

Is the change unavoidable (i.e. legislative changes, mergers, acquisitions, etc)? or

Does the change increase the overall benefit to our organization (taking into account any impact on the costs, benefits, timescales and risks)?

Additionally,   Is the Project Team able to make such a change?...and Is the change best done now, or would it be more

beneficial to defer it until the current work is complete?

Change Management Plan…continued

Vendor Response, Analysis, Evaluation and

Ranking

Response Analysis 2 separate rating systems

◦ Vendor Evaluation◦ Vendor Ranking◦ Reduced likelihood of blanket answers

Delphi Method◦ Anonymous responses from EMC participants◦ Averaged together

RFP Responses 7 Vendors were approached with a RFP

2 Vendors Declined ◦ Premier◦ RL Solutions

5 Vendors Completed a RFP◦ VecnaMedical ◦ Quantros◦ Theradoc◦ BD◦ CareFusion

Vendor EvaluationCarefusion MedMind

Q uantros™ IC Insight

Vecna Medical™

Theradoc®

BD

Company Background

5 5 5 5 5

System Function 5 3 3 4 3

Technical 4 4 4 3 3

Security and Privacy

4 5 5 4 3

Pricing 3 4 2 5 3

Backup/ Recovery 5 5 4 3 4

Quality of Service 5 5 5 3 4

Support 5 5 3 3 5

Customi-zation 4 3 2 3 3

Integration 4 4 4 4 4

Training 5 5 4 3 4

References 5 5 4 3 5

TOTAL SCORE/ 60 54 53 45 43 46

Vendor RankingCategory Criteria Carefusion

MedMined Quantros™ Vecna

Medical™Theradoc® BD

Software Product

Return on Investment Maximum 10

8 9 7 7 8

Customer References Maximum 5

5 5 4 3 5

Ease of Use Maximum 5

5 5 3 4 4

Compatibility Maximum 5

4 4 3 3 3

Fitness for Use Maximum 5

9 9 8 7 8

Section Total Maximum 35

31 32 25 24 28

Implementation Services

Implementation Plan & Methodology Maximum 10

10 9 9 7 8

Documentation Maximum 10

8 9 6 7 7

Training Maximum 10

9 10 8 6 9

Section Total Maximum 30

27 28 23 20 24

Pricing Maximum 35 28 33 30 34 30

Grand Total Maximum 100 86 93 78 78 82

Estimated Budgets and Costs

For the Implementation

Annual Subscription Fee: $150 X 300 licenses beds = $40,000 (Includes unlimited seats and support) 

Implementation Fees:  $15,000   Interfaces -$25,000 ADT Lab Pharmacy Surgery

Preliminary Budget Estimates and Other Costs Associated with the Implementation

1 - 5 year cost estimates 

1st Year Costs: $80,000 

Year 2 - 5: $40,000

Preliminary Budget Estimates and Other Costs Associated with the Implementation

Clinical (ICP) : Evaluation of each vendor response, 

participation in onsite visits and reference calls 

participation in vendor demos  make recommendation of best fit based on

clinical needs 

The Role Each of The Constituencies had in The Decision 

IT - Evaluation of each vendor response review of IT requirements and interface

specs Review of support agreement participation in demo and reference calls provide recommendations for best vendor

fit based on IT requirements and resources needed

The Role Each of The Constituencies had in The Decision 

Finance -review of responses to pricing  determination of operating versus capital

budget review of Return on Investment from the

vendor Recommend best vendor fit based on

pricing and payment methods (monthly versus annual) 

The Role Each of The Constituencies had in The Decision 

Legal -review RFP responses and provide guidance prior to contract negotiation

The Role Each of The Constituencies

had in The Decision 

The Role of Acceptance Testing 

    

Technical Considerations No EMR

Interface with EMC’s:◦ Sunquest Laboratory (Lab/Microbiology)◦ WindoPath (Pathology)◦ ORSOS One-Call (Surgery)◦ Meditech Pharmacy◦ Meditech ADT

Software as a Service (SaaS)

Technical Considerations Data

◦ Systems◦ Type

Devices

Testing and Validation

Implementation

Vendor Size Consideration Explosion of Customer Base

Appropriate staff availability◦ Implementation Resources to Support

Desire Large Partner◦ Niche Specific◦ Comprehensive division of Large Vendor

   Assess software with respect to

requirements◦ We will require acceptance testing and withhold 25% of the payment

until we sign off on acceptance testing.

How? ◦ Process for acceptance testing

Installation testing Interface testing Component/Module Testing Final System testing

◦ Time commitment◦ Resources needed◦ Test script◦ Key areas of information updates

The Role of Acceptance Testing 

   When?

◦ After test environment is set up and clinical signoff◦ Part of the test environment or live environment

Unacceptable results during acceptance testing?  ◦ Preliminary result vs final result updates, resistance and

sensitivity testing on antibiotics◦ Does not dovetail precisely with the infection control

processes ◦ Makes processes more difficult to do than before ◦ Causes infection control processes to take longer than

previously ◦ Makes additional infection control processes necessary, while

making other processes obsolete

The Role of Acceptance Testing 

Our Final Infection Control

Vendor Selection

  

 

EMC Choose 2 FinalistsCategory Criteria CareFusion

MedMinedQuantros™ IC Insight

Software Product

Return on Investment Maximum 10

8 9

Customer References Maximum 5

5 5

Ease of Use Maximum 5

5 5

Compatibility Maximum 5

4 4

Fitness for Use Maximum 5

9 9

Section Total Maximum 35

31 32

Implementation Services

Implementation Plan & Methodology Maximum 10

10 9

Documentation Maximum 10

8 9

Training Maximum 10

9 10

Section Total Maximum 30

27 28

Pricing Maximum 35 28 33

Grand Total Maximum 100 86 93

Carefusion MedMind

Q uantros™ IC Insight

Company Background 5 5

System Function 5 3

Technical 4 4

Security and Privacy 4 5

Pricing 3 4

Backup/ Recovery 5 5

Quality of Service 5 5

Support 5 5

Customi-zation 4 3

Integration 4 4

Training 5 5

References 5 5

TOTAL SCORE/ 60 54 53

Rules based engine ………..

Issue smart alerts …………..

Fast implementation …………

“Always On” surveillance ……

Provide secure data access …

The Featured Benefits of Quantros IC Insight

Easy to use, with access to more than 1,000 rules, via the community library

Minimize alert fatigue, ensure active relevance

Quickly up and running in a comprehensive medication surveillance system

Transparently monitors 24/7 to ensure medication safety at all times

A HIPAA compliant secure SSL, Point-to Point system ensures secure data transfer

Centralized Dashboard Presenting Suspected Cases From One Intuitive Screen

http://www.quantros.com./pdf/QTS-SS-ICInsight.pdf

Has a solution feature that sends the hospital data off-site to be compiled and

analyzed by Cardinal’s epidemiologists.

This analysis implements a form of quality control, training and guidelines set by Cardinal’s epidemiologist instead of the hospital Infection Control Practioners.

Cardinal MedMined

1. It uses a list of rules as defined by the hospital to look for variances by using this feature departmental variances and conflicts can be diminished.

2. This will improved infection workflow management

3. The clinicians will be empowered to anticipate, identify and prevent infections. This will ensure adherence to best practices.

4.  Dashboard feature present’s monitoring suspected cases on screen.

Quantros IC Insight was EMC’s Final Selection

Was The Least Costly Vendor Chosen ?

EMC’s Vendor Choice was not based on the Least costly Vendor, it was based on two things specifically.

The Hospital’s desire to control it’s own work flow and data and use.

To ensure best practices and workflow through the use EMC rules via the Quantros rules based engine feature.

Reasons for Vendor Rejection: Implementation/Interface issues Product was not easy to use Product support/training options did not

meet the needs of our staff Poor value for the money Conflict of Interest Vendor references indicated frequent

unscheduled downtimes Product features did not meet our

immediate or future needs

Questions

KLAS Report Infection Control: Improving Patient Care and Reimbursements Released 06/08/2009

tp://www.klasresearch.com/store/reportdetail.aspx?productid=537 http://www.cdc.gov/hai/recoveryact The American Recovery and Reinvestment Act of 2009, Public Law 111-5

(ARRA) was signed into law on February 17, 2009. https://www.cfda.gov/index?

s=program&mode=form&tab=step1&id=ea9ba8ca3284e93605ab0865d2034c33

Joint commission Quantros web Carefusion http://

www.carefusion.com/products-and-services/products-services-categories/infection-prevention/medmined-benchmarking.aspx

Quantros IC Insight™ http://www.quantros.com./pdf/QTS-SS-ICInsight.pdf

Resources