Next Steps
Please download and fill out this Client Information Form (CIF) which includes the following information:
- Legal Business Name
- Operating Name
- Executive Director/CEO or signing authority name and email address
- Executive Assistant Equivalent (Office Manager) name and email address
Please skip the following field on the Client Information Form (CIF):
This form is also a self-attestation that your organization is a Health Information Custodian (HIC) under PHIPA. You must be a HIC to enter into agreement with Ontario Health.
Please include your letters patent, incorporation documents, or name change documents along with this form to confirm your legal name.
You must select a CMS vendor through your organization’s procurement process. The following CMS applications are eligible for the one-time funding opportunity:
- CRMS
- VitalHub Treat
- Vitalhub CaseWORKS
- EMHWare
Quote Submission
Once you choose a vendor, you must submit an itemized quote for the full and final cost of the migration.
- Health service providers must submit an itemized quote for the full and final cost of the entire migration, inclusive of all applicable taxes or fees.
- This quote will be used to draft the agreement between your organization and Ontario Health (OH).
- Important: OH cannot adjust funding amounts if the final invoice exceeds the quoted amount submitted. If the final invoice is less than the quoted amount submitted, OH will recover the difference, during the contract settlement process in spring/summer 2025.
Examples of vendor costs to be reimbursed by One-Time Funding Opportunity
- One year licensing, subscription or maintenance fee
- Data Migration / Data Transfer (can include cost/invoice from current vendor system & cost of migration to new system)
*please note that you will be required to submit an invoice from your current vendor and new vendor if applicable - User Licenses / Software Licenses
- Training
- Office 365 Integration
- MHA Applicable Modules
- Configuration
- Vendor supports.
Examples of vendor costs that are not eligible for one-time funding
- Ongoing licensing/subscription fees
- Purchasing of new software or equipment unrelated to the CMS migration (e.g. Microsoft 365, computers)
- Custom reporting outside the scope of MHA.
The following is an example of what a health service provider (HSP) may submit for quotes from a current vendor and a new vendor:
Quote #1
| Vendor | Anzer IT Solutions |
|---|---|
| Quote Amount | $4,888 (submitted by HSP as an itemized quote from Anzer for the full and final amount inclusive of all taxes and fees) |
| Description | fee required for organizing and extracting the data from the original vendor I a format that meets migration requirements for the new vendor/CMS. |
Quote #2
| Vendor | EMHWare |
|---|---|
| Quote Amount | $45,255 (submitted by the HSP as an itemized quote from EMHWare for the full and final amount inclusive of all taxes and fees) |
| Description | fees for implementing new the CMS as per the one-time funding requirements. |
The completed Client Information Form and Quotes must be submitted via your existing Expression of Interest ticket on the Mental Health and Addictions Provincial Data Set (PDS) Service Desk (for step-by-step instructions on how to attach files to a ticket, go to the bottom of this page). Quotes will be accepted between November 11th, 2024 and January 6th, 2025. Funds will be allocated on a first come, first serve basis until the pool of funds is exhausted.
OH will confirm the final funding amount to be allocated to the HSP within 3-5 business days of receipt of the quote submission.
If you have any questions, please submit them via your existing Expression of Interest ticket.
How to attach a file to your existing Expression of Interest ticket
Click on the Add a comment… text in the comment field at the top of the ticket to expose the field editing toolbar.
Click on the Attachment button under the field to attach a file from your computer.
Add some text to the comment: this will enable the Post Comment button.
When finished, click Post Comment to post the comment and attached file(s) to the ticket.
