Medical Record Documentation (Dictation and Transcription) System with Epic Integration - V.11/2025

The County of San Mateo is seeking proposals from qualified vendors to provide an advanced medical dictation and transcription system. The system must utilize cutting edge speech recognition, ambient listening, and artificial intelligence (AI) technologies, while integrating seamlessly with our existing Epic Electronic Health Record (EHR) environment. The primary objectives are to improve documentation accuracy, reduce turnaround times, increase clinician efficiency, and ensure full compliance with HIPAA and healthcare data security standards.

Our current transcription process is manual, time-consuming, and fragmented. Clinicians rely on outdated dictation workflows, leading to delays in documentation and administrative inefficiencies. We aim to modernize this process with a scalable, AI-driven platform that supports real-time and asynchronous, or synchronous documentation, integrates with Epic software, and allows for easy editing, review, and finalization within the EHR.

In addition to core functionality, the County values solutions that can:
- Seamlessly input documented information into structured fields.
- Add diagnoses with appropriate ICD codes and procedures with CPT codes.
- Place orders (radiology, medications, labs, referrals) with high accuracy.

This RFP was released on September 8, 2025 and canceled on November 6, 2025. Anyone that submitted on the old RFP must submit a new proposal to be considered for this RFP. We have added the questions and answers from the previous RFP, to the attachments section of this RFP, titled "Q&A Report - Medical Record Documentation (Dictation and Transcription) System_Redacted".

PLEASE REVIEW THE MINIMUM REQUIREMENTS. All minimum requirements must be met, otherwise submission will be disqualified.