RE-ADVERTISED

Purpose of the contract

The WHO Country Office and the Ministry of Health (MoH) in Vanuatu currently require a specialist Hospital Radiology Information System (RIS) and Picture Archiving and Communication System (PACS) consultant to progress the Hospital Information Management System (HIMS) project. 

The specific objective of this consultancy is to develop costed plans for the incorporation of the existing radiology/PACS infrastructure into a planned national hospital information management system.

Background

The Vanuatu Hospital Information System database was first developed in 1993 using Microsoft Access software. Additional modules were incorporated into the system over time to respond to the expanding information needs of hospitals and the Ministry of Health (MoH). The system only deals with inpatient activity and does not capture outpatient services and service events. The system is still functioning at Vila Central Hospital (VCH), Northern Provincial Hospital (NPH) and Lenakel Hospital with no linkage between the hospitals. Several other stand-alone departmental electronic information systems also exist in some hospitals that are not linked to the main Hospital Information System database. These include pharmacy logistics system m-Supply and radiology systems. 

The current Microsoft Access system has endured beyond its years.  However, there are clear indications that the system is beginning to fail and is no longer meeting the evolving needs of the health system – a health system that must address changing patterns of disease and keep up with new technologies and advances in diagnosis, treatment and care.

A Hospital Information Management System Working Group (HIMSWG) has been established to manage the scoping, design and planning for the potential development of a replacement hospital information system. During 2017, a HIMS Investment Strategy was developed and subsequently endorsed by the MoH Executive. This strategy defines the acquisition and implementation of an integrated system that incorporates a patient administration system, simple electronic medical record (EMR), clinical results viewer and linkages to the clinical support systems in pathology, radiology and pharmacy.  The system will initially be implemented in the two main hospitals of Vanuatu and potentially other provincial hospitals at later stages.  The intention is to use existing RIS/PACS equipment and systems (as far as possible) to link to the results viewer, patient master index and patient administration system.

An effective digital radiology-PACS system is considered an essential and key component of an integrated Vanuatu Hospital Information Management System and the HIMS Working Group has adopted the following vision for the Vanuatu radiology/PACS clinical capability;

• The radiology-PACS system should include all modalities, x-ray, ultrasound and mammogram.
• Images should be available through or via links from a clinical results viewer component of the HIMS.
• Images should be available via the standard MoH network with resolution variable depending on the display device.
• All past images and images from all linked hospitals in Vanuatu should be available for recall and display.
• The radiology/PACS systems should use the same unique patient identifier as used in the other components of the HIMS.

Following confirmation of available funds, the HIMS Working Group has requested the World Health Organization to contract a technical consultant for the planning of the radiology/PACS aspects as per the HIMS Investment Strategy.

Work to be performed

Method(s) to carry out the activity

The consultant is contracted under the World Health Organization and, from an organizational perspective, his/her activities will be supervised by the in-country WHO HIS Technical Officer. The consultant reports directly to the HIMSWG. He/she will attend the monthly HIMSWG meeting to provide updates on progress, identify risks or roadblocks he/she faces, and to address any stakeholder requests or concerns. He/she will work closely with local counterparts to coordinate technical consultations and the development of the technical requirements. Close coordination will be required with the ongoing digital health information strategy project.

Outputs and activities

1. Working with the Radiology Manager, MoH IT Manager, WHO HIS Technical Officer and the digital health strategy adviser, develop the work and consultation plan.
2. Review the existing radiology/PACS infrastructure at the Vila Central Hospital (VCH) and Northern Provincial Hospital (NPH).
3. Carry out consultations with technical and clinical staff regarding the current state and goal state situation.
4. Prepare detailed and costed short/medium term plans for;

• Distribution of PACS radiology images at VCH via the standard hospital network rather than the current dedicated wireless network
• Provision of hardware and software licencing, maintenance and support for existing and planned infrastructure

1. Develop a plan detailing the steps and costs required to modify and extend the existing radiology hardware and software to prepare it for incorporation as part of an integrated HIMS

Deliverables

• Work and consultation plan completed during first week
• Presentation to the HIMSWG
• Final report and recommendations

Technical Supervision

The selected contractor will work on the supervision of:

Responsible officer:        Mr Michael Buttsworth, Technical Officer, Health Systems
Email: [email protected]

Manager: Dr Jacob Kool, Vanuatu Country Office Manager
Email: [email protected]

Specific requirements
Qualifications required:
Minimum tertiary qualifications in health sciences, ICT or related field

Experience required:
Essential: At least seven [7] years’ experience in the detailed design and implementation of radiology information and PACS systems including the interfacing/integration with clinical information systems.
Desirable: Previous experience working in Pacific Island countries and health systems

Skills / Technical skills and knowledge:

High-level skills in the design and implementation of radiology information and PACS systems including the interfacing/integration with clinical information systems

Language requirements:

Must be fluent in English and able to read/write/speak at an expert level. Knowledge of French and/or Bislama would be useful but not necessary.

Place of assignment

The assignment will predominantly take place in Port Vila, Vanuatu, with travel to several provinces. WHO will facilitate visa requirements through the Ministry of Health and Ministry of Foreign Affairs.

Timeline and duration of assignment

Start date: 01/07/2018

End date: 31/07/2018

The consultant would be expected to spend one month in-country to complete the assignment

Deliverable(s) to be submitted during and after the period of the assignment including manner of delivery and payment

• Countersigned contract
• Brief report outlining progress following each mission
• Final report detailing achievements against expected outputs including both in-country and remote support

Payments will be paid to the consultant’s nominated bank account according to an agreed payment schedule. Payments will only occur following the review and acceptance of the submitted deliverable by the WHO Responsible Officer and after he/she is satisfied that the outputs have been delivered in accordance with the contract.

Contract type

The contract type is a short-term consultancy (STC). All applicants should nominate their daily rate. WHO will pay flights and daily per diems according to WHO assessed rates in addition to consultancy fees. Consultancy rates will be assessed against the consultant’s experience and capacity to meet the deliverables.

Applications

Qualified and interested specialists should submit their CV and a cover letter to Michael Buttsworth at [email protected] by 11 June 2018. Please use Tender Notice No. 72277 as subject to all submissions. The cover letter should outline how their experience and qualifications make them a suitable candidate for this position and should include their proposed daily consultancy fee and availability. Only the successful candidate will be contacted.

* Annex    Current State

This annex describes the existing equipment and volumes at the two main hospitals.

Vila Central Hospital

Digital X-ray linked to a standalone PACS server and software (Konica-Minolta)

• Image distribution is via a dedicated wireless network, not via the general hospital network.
• There are limited locations (3) where clinicians can view images.

Ultrasound  Siemens Shimadzu

• Images are stored for a limited time and can be retrieved by name.
• DICOM compatible

Mammogram

• Existing machine not in use; new machine to be purchased

Both the digital x-ray and ultrasound have throughput of approximately 300 patients per week.

Northern Provincial Hospital

A digital x-ray system compatible with the system in Vila Central Hospital has recently been commissioned. It has no associated PACS. Images are stored and viewed from an attached local PC.

Ultrasound

• Images are stored for a limited time and can be retrieved by name.
• DICOM compatible