Project Information

Bid Title

Medical Record Documentation (Dictation and Transcription) System with Epic Integration

Issuing Agency

County of San Mateo

Location

California

Published Date

Sep 8, 2025

Closing Date

Oct 31, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Project ID:

Title: Medical Record Documentation (Dictation and Transcription) System with Epic Integration

Addenda: 0

Release Date: 9/9/2025

Due Date: 10/31/2025

Post Information

Posted At:Mon, Sep 8, 2025 2:03 PMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

Overview

Summary

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.

Background

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 Clinicians rely on outdated dictation workflows, leading to delays in documentation and administrative inefficiencies.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.

Timeline

RFP Released:

September 9, 2025

Deadline for Questions, Comments and Contract Exceptions:

September 26, 2025, 12:00pm

Question Response Deadline:

October 7, 2025, 2:00pm

Proposal Due Date and Time:

October 31, 2025, 2:00pm

Interviews (tentative):

November 17, 2025

Anticipated Contract Award Date:

March 10, 2026

Commodity Codes

• NAICS 561410Document Preparation Services

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