RFI - DHA Enterprise Voice Dictation System

Form / Attachment / Pricing Sheet

This document outlines the specific tasks and requirements for an enterprise voice dictation system for the Defense Health Agency (DHA). It details the challenges, objectives, and specific technical and functional requirements for a solution that supports radiologists across the DHA network.

Challenges:

• Operating in a global, secure network with rigorous requirements.
• Aligning with Department of War (DoW) Cybersecurity, Zero-Trust Architecture (ZTA), and DISA STIGs.
• Supporting low-latency speech-to-text on congested or medically segmented networks.
• Ensuring compliant handling of Protected Health Information (PHI).
• Capturing detailed logs while minimizing storage and avoiding PHI.
• Preventing data leakage.
• Minimizing performance degradation in various environments (MTFs, telehealth, remote).
• Seamless EHR interoperability.
• Support for DHA’s Virtual Desktop Infrastructure (VDI).
• Smooth authentication via CAC/PIV, SSO, or DoW enterprise identity solutions.
• Mission-critical uptime with failover capabilities.
• Enterprise-wide licensing and cost predictability without vendor lock-in.
• Compatibility with DHA’s Standard Operating Environment (SOE) after updates.

Objectives:

• Enhance radiologist productivity and report turnaround times.
• Ensure accuracy and consistency of diagnostic reports.
• Strengthen cybersecurity and protection of PHI.
• Support interoperability with radiology systems and MHS GENESIS.
• Enable scalable enterprise deployment across DHA (CONUS/OCONUS).
• Improve clinical standardization and template governance.
• Support future AI-driven radiology enhancements.

Specific Tasks:

• System Architecture & Availability: Active/Active, hot-swappable configuration.
• Workstation, PACS, and OS Integration: Support for Windows 10/11, government-hosted environments.
• Enterprise Workload, Templates, & Reporting: Support for ~350 Radiologists, ~3 million reports annually; automatic template mapping; nested fields; report sharing; Peer Review workflows; robust administrative reporting and analytics; Administrator Portal; custom data sets for AI validation; search for specific measurements; compliance/consistency analysis; identification of quality improvement areas; critical event identification; extraction of discrete data for research.
• Hardware & Peripheral Requirements: Include required peripheral input devices (microphones).
• Clinical Workflow & Critical Results: Support for Critical Results Management.
• DoW System Integration: Integrate with DoW RIS (Rhapsody) and EHR (MHS GENESIS) via API.
• DoW Cybersecurity & RMF Requirements: Vendor must have ATO or commit to RMF process; affirm compliance with cybersecurity, HIPAA, B2B; maintain RMF Approval for Term of Support (min 6 years); cybersecurity maintenance included during warranty and post-warranty.

This document provides critical details on the technical, functional, and security requirements for a voice dictation system. Bidders should pay close attention to the challenges, objectives, and specific tasks, particularly those related to integration, security (RMF, ZTA, HIPAA), performance, scalability, and interoperability with existing DHA systems (EHR, PACS, RIS). The requirements for template management, AI support, and reporting analytics are also key considerations for developing a compliant and competitive proposal.

Request for Information (RFI)

This RFI is issued by the Defense Health Agency (DHA) to gather information on commercial solutions for an Enterprise Voice Dictation System. The DHA aims to consolidate to a single, modernized dictation system for radiologists across its enterprise to improve accuracy, reduce report turnaround times, and ensure secure handling of Protected Health Information (PHI).

The DHA requires a system that provides:

• Highly accurate, specialty-tuned voice recognition for diagnostic imaging.
• Rapid dictation workflows supporting productivity.
• Secure handling of audio and electronic dictation containing PHI.
• Reliable operation in bandwidth-constrained environments (including OCONUS).
• Seamless integration with existing PACS, RIS, and EHR systems.
• Consistent formatting, customizable templates, and macro support.

Vendors are requested to provide a Capability Statement outlining a proposed solution that addresses:

• Real-time dictation, ambient listening, and AI-assisted documentation.

• Integration with PACS, MHS GENESIS/Cerner, and other DHA clinical systems.

• Compliance with Department of War (DoW) cybersecurity and Zero-Trust policies.

• Support for all Radiologists across CONUS and OCONUS sites.

• Effective operation in variable network conditions.

• A central system with administration, reporting, and access governance.

• A draft implementation plan, including key deliverables, timelines, potential risks, and mitigation strategies.

• Specific responses to Task Areas outlined in Attachment 1 (System Architecture, Integration, Workload, Hardware, Workflow, DoW Integration, DoW Cybersecurity).

• Submit a Capability Statement (max 20 pages, excluding cover/admin pages) in PDF format via email to Mr. David Daniel (David.r.daniel27.civ@health.mil).

• Subject line: "Enterprise Voice Dictation System – RFI Response."

• Include: Cage Code, UEI, company name/address, POC details, small business status, and NAICS codes.

• This is strictly an RFI for fact-finding and planning; it is NOT a solicitation or an offer.

• No contract will be awarded based on this RFI.

• Responses are voluntary and at no cost to the Government.

• The Government will use responses to determine if a small business set-aside is appropriate.

• Contact with Government personnel outside specified contacts is prohibited.

Responses are due no later than 5:00 PM ET on 23 February 2026.