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As part of our ongoing commitment to keeping you informed, HCMACS Program monthly communications highlights the key milestones recently achieved and upcoming activities. These accomplishments and activities reflect the dedication, collaboration, and expertise of everyone involved. We are excited to share our newest newsletter template and format. Special thanks to HCA’s communication and graphics team for making this happen.
Additionally, HCMACS Program wants to extend this gratitude to all involved in advancing the HCMACS solution to improve care coordination for our safety-net populations. Implementing an enterprise multi-agency EHR solution cannot be done without our agency partners and advocates. Thank you for your ongoing commitment and support.
Key milestones this past month include advancing our pre-implementation readiness activities and budget and finance items to stay on track with our August 2027 go-live.
Notable highlights include:
- HCMACS Program and project team members contributed weeks, days and hours to scoring responses to the HCMACS request for proposal (RFPs) and interviewing the top bidder candidates. These proposals are to support the design, configuration and training of HCMACS, provide implementation resources, and support provider onboarding to HCMACS. Once the vendor is onboarded, the HCMACS program will move forward with the configuration and build of the solution. By October 17, we will be able to announce our Apparent Successful Bidders (ASBs) and move into contract negotiations.
- RFP by the numbers:
- System Integrator (SI) SOW had 5 scored proposals, totaling about 750 pages and about 37 hours of reading.
- HCA Provider Support SOW had 12 proposals, totaling 1,020 pages and about 51 hours of reading.
- The Implementation Support SOW had 29 proposals, totaling about 580 pages and 29 hours of reading.
- Another 15 hours was spent in bidder interviews and team debriefs.
- HCMACS decision packages were submitted by DOC, DSHS and HCA on September 15th to request funding for SFY27-SFY29.
- Implementation Advanced Planning Document (IAPD) updated and to be submitted to CMS on October 01, 2025. This is to request enhanced match for FFY28. HCMAC has CMS approval to implement the enterprise solution through FFY27.
- The strategic communications plan was updated.
- The OCM SOW was approved by ESC.
- QA efforts launched and initial QA deliverables were received and reviewed.
- Continued project level vendor meetings with Epic to support agency project needs; while aligning at the program level.
- HCMACS Program Management Office (PMO) hosted deep dives with Epic to inform upcoming decisions related to governance and selection of third-party applications. PMO extended meetings to include time for program level risk management.
During the week of October 6th, HCMACS Program Office and Epic will be onsite in Olympia to meet with agency partners, tribal health organizations, perform in-depth planning with the HCMACS PMO and complete site visits. We are looking forward to the time together and all that we will accomplish.
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- HCMACS Program Executive Steering Committee Meetings: 9/29, 10/13, 10/27
- HHS Coalition Governance G2 Meetings: HCMACS updates monthly, next update is 10/10/25
- HCMACS Weekly System Integrator RFP Evaluation Workgroup: Tues 1:30 PM (canceled 10/7 for onsite)
- HCMACS Program Technical and Data Workgroup: 10/07/25 canceled, 10/21/25
- HCMACS Biweekly PMO and Roadmap Workgroup: 10/07/25 canceled, 10/21/25
- HCMACS Weekly Budget Workgroup: Weds 3:00 PM (canceled 10/8 for onsite)
- HCMACS Biweekly Planning Committee Meetings: 10/09/25 canceled, 10/23/25
- HCMACS Biweekly Communications Meetings: 10/09/25 canceled, 10/23/25
- HCMACS Financial Leadership Meetings: Monthly
- Week of October 6: Epic onsite
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Program Management Office
The Program Management Office (PMO) is making steady progress as we move deeper into the pre-implementation phase of HCMACS. Recent work has focused on preparing for upcoming Epic on-site planning in Olympia, defining governance frameworks for advisory councils and workgroups (to be launched in 2026), transitioning to Jira as our primary program management tool, and strengthening our risk and issue management processes. Looking ahead, our priorities include building out detailed program and project milestones through February 2026, receiving WaTech approval on our updated re-baselined schedule, updating the Program Management Plan with QA input, ramping up and overseeing program office resourcing, and expanding program and agency outcome metrics to track success.
SI RFP workgroup
The SI RFP workgroup is in its second week of oral interviews with top bidders. Look for the Apparent Successful Bidders (ASBs) announcement on October 17.
Tech and Data workgroup
The Tech and Data workgroup is finalizing scope for Wave 1 third-party applications and integrations while advancing data strategy and governance in partnership with WaTech. Security planning is underway to prepare for HCMACS RFP contract activities, including risk assessments. Upcoming sessions with Epic will cover conversion and integrations such as Epic Care Everywhere and Bridges. An onsite working session in the week of October 6 will drive preparation for the HCMACS RFP award(s), with scoping completion targeted for October 31.
HCMACS Planning Committee
The HCMACS Planning Committee is an HCMACS Program “all hands” meeting comprised of clinical, technical, and project level staff. This bi-weekly meeting highlights program, projects, and established working group progress to date, while providing insight into upcoming decisions and next steps. In addition, this group supports the development of our multi-agency culture and enterprise approach.
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The Budget workgroup has finalized the decision package effort with agencies submitting coordinated decision packages on September 15th. An IAPD update was submitted to CMS October 1, 2025, and the submission of required quarterly legislative reporting will be completed by end of month. Together, these efforts mark steady progress toward alignment and readiness across agencies.
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Department of Corrections
The project is moving forward with steady progress. The project schedule has been baselined and submitted to WaTech, with governance charters advancing for review in October. Key management positions have been filled, with additional staff starting this fall and early next year. Communications and change management are transitioning to DOC leadership, and a new change agent network is being established. Readiness activities remain steady, including site assessments, HIPAA conversion planning, and Wi-Fi and facility upgrades to support the 1115 waiver.
Department of Social and Human Services
The project remains steady across all areas. Finance and budget work is progressing with the FY26 allotment established in AFRS and a new PowerBI dashboard in development. Schedule performance is being actively managed through JIRA and Confluence discovery sessions to align with HCMACS and WaTech. Governance discussions will include DSHS’s request to add SCC to Wave 1 scope during the October ESC session.
Resources continue to strengthen, with a Business Analyst joining in October and additional roles planned for early 2026. Communications and change management plans are in draft and review, with an OCM watchlist in place to monitor and address potential risks. Readiness efforts are ongoing, including billing workflow standardization, proposal evaluations, facility site visits, and contract reviews, as well as preparations for QA activities and upcoming interviews with Public Knowledge.
Health Care Authority
Readiness and communications activities at HCA are advancing. Epic will speak directly with interested tribes and behavioral health providers during the week of October 6. Additionally, the HCA team is evaluating bidders for the HCA Provider Support scope of work that was included in the HCMACS RFP. Oral presentations are this week and the Apparent Successful Bidder (ASB) will be announced on October 17.
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We look forward to seeing many of you in person where we will continue milestone planning, governance discussions, scoping efforts, third party application prioritization and requirements, and HCA Connect offering discussions.
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Health Care Management and Coordination System (HCMACS) is an integrated, enterprise-wide Electronic Health Record (EHR) solution that will help unify care delivery across multiple state agencies, Tribes, public health institutions, and community-based providers.
Check out our Roadmap to learn more about the implementation and approach.
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