Requirement Specification Document for Care Management Software

Introduction

This document outlines the requirements for a new software solution aimed at managing participants within our organisation's Aged Care, NDIS, Home Assist Secure (HAS), and Commonwealth Home Support Program (CHSP) services. The solution must ensure confidentiality, efficient care management, rostering, invoicing, mobile accessibility, comprehensive reporting, seamless integrations, and compliance with relevant standards. We currently have around 100 participants and nine staff members.

Objectives

• To procure a software solution that supports the management of Aged Care, NDIS, HAS, and CHSP programs.

• To enhance the efficiency of care delivery, administrative tasks, and reporting.

• To ensure data security, compliance with industry standards, and improve participant engagement.

Requirements

1. Program Support

• Aged Care and NDIS: Full integration with Aged Care and NDIS workflows.

• HAS and CHSP: Support for Home Assist Secure and Commonwealth Home Support Program management.

2. Confidentiality

• Access Control: Role-based access ensuring staff see only relevant information.

• Data Protection: Audit logs for monitoring data access and modifications.

3. Care Management

• Service Management: Tools for managing service agreements, care plans, support plans, and consent forms.

• Documentation: Progress note taking, referrals, and incident reporting.

• Task Management: Ability to assign and track tasks for follow-up actions.

4. Rostering

• Scheduling: Capability to schedule staff for client services across various locations.

• Time Tracking: Clock on/off functionality with staff location tracking.

5. Invoicing

• Integration: Linking service delivery with invoicing, including progress notes and time spent with clients.

• Materials and Labour: Tracking of materials and labour for invoicing home modifications and HAS services.

6. Mobile Accessibility

• Functionality: Support for note-taking, care plan signatures, and shift rostering on mobile devices.

7. Reporting

• CHSP Reporting: End of month reporting for CHSP, including client balance of funds.

• Dashboard: Participant dashboards for a snapshot of client status, services rendered, and costs.

• Provider Statements: Breakdowns by services and entries, including client service contributions.

8. Integrations

• PRODA and DEX: Direct reporting capabilities to PRODA and DEX for compliance and reporting.

9. Compliance

• Standards: Must meet NDIS and Aged Care Standards and be ISO 27001 certified.

10. IT Requirements

• Data Residency: Data must be stored on servers located in Australia.

• Security: Encryption in transit and at rest, with Multi-Factor Authentication (MFA).

• Integrations: Azure SSO for login and API access through REST for future integrations.

11. Nice to Have

• Participant Portal: A portal for participants to view their budget and service utilization.

• Additional IT Features: Preferential features include Azure SSO compatibility and extended API access.

Submission Guidelines

Vendors are requested to submit proposals that include a detailed description of their software solution, how it meets the above requirements, case studies or examples of similar implementations, a clear pricing model, and information on support and maintenance services.

Evaluation Criteria

Proposals will be evaluated based on the following criteria:

• Compliance with the specified requirements

• Cost-effectiveness

• Ease of use and implementation

• Vendor experience and reputation

• Quality of support and maintenance services

Conclusion

This document serves as a foundational guideline for vendors to understand our organisation's needs. We seek a comprehensive solution that not only meets our current requirements but is also scalable and adaptable to future needs within the Aged Care, NDIS, HAS, and CHSP program management context.

For any queries, Please contact Aaron Skinn on 07 4651 5696 or aarons@barc.qld.gov.au