Healthy Start Florida
Data System RFI.
Webauthor's response to the HSMN Data System RFI, organized in the same order as your document. Each section below maps to an RFI section — ending in a live demonstration of all six use-case scenarios on existing functionality available to our customers today.
Per the RFI ground rule, this demo only shows functionality currently available to Webauthor Flex customers — SAMIS ($600M+/yr, 1,300 orgs), 16 Florida ELCs, Healthy Start Pinellas (Doula + 1st 1,000 Days), HMHB Palm Beach, and others. Names, IDs, and metrics on these screens have been styled for an HSF-aligned preview; the underlying screens, workflows, AI, validation, billing, and EVV are all running today for live customers. Reference customer interviews are available on request through your procurement team.
Since 1995. Built for Florida programs.
Webauthor is headquartered in Royal Palm Beach, Florida. For 30 years we've built enterprise data systems for non-profit and government agencies — and we're already in the Healthy Start space.
Webauthor's Flex platform is the technology backbone for some of Florida's largest public-sector programs. Since 2015, Flex has powered SAMIS — the financial and program data system used by approximately 1,300 organizations under the Florida Alliance for Children's Councils and Trusts — collectively managing more than $600 million per year.
We work with 16 of Florida's Early Learning Coalitions and a dozen non-profit case-management clients — including names directly adjacent to this RFI: Healthy Start Pinellas (Doula Program + 1st 1,000 Days), Healthy Mothers Healthy Babies of Palm Beach, Easterseals Florida, Juvenile Welfare Board of Pinellas, Center for Child Counseling, and Hispanic Unity of Florida.
What you will see in Section 5 is Flex running on its production codebase — the same modules our live customers use daily — configured with HSMN-appropriate terminology, workflows, and reporting.
State-approved integration track record. Flex has been named on the Georgia Department of Community Health's official EVV vendor list (Completed Integration · Approved and Production Ready) — continuously since 2021, nearly five years. See the Netsmart EVV proof point →
Royal Palm Beach HQ. Leadership previously at Spherion (Fortune 500, $3.8B global).
Financial + program data for ~1,300 organizations under Florida Alliance of Children's Councils & Trusts.
Open Enrollment, DCF referrals, STAR assessment, grant funds, training — all on Flex.
Healthy Start Pinellas · Healthy Mothers Healthy Babies (Palm Beach) · both live on Flex.
Security, architecture, and interoperability — point by point.
Each card below addresses a specific RFI Section C requirement. The live demo in Section 5 runs on this same architecture.
Cloud-based architecture
AWS-hosted multi-tenant SaaS. Elastic scaling on Lambda, ElastiCache, DynamoDB, and S3.
Section C · CloudRole-based access
State, coalition, and provider roles with row-level visibility rules. Full action audit trail.
Section C · RBACHIPAA compliance
BAA-ready, encryption at rest and in transit, access logging, minimum-necessary enforcement.
Section C · HIPAA99.9% availability
System + data availability target. Multi-AZ redundancy, automated backups, documented DR & backup protocols.
Section C · UptimeNo integration dependencies
We speak every standard protocol directly — REST, SOAP, HL7 v2.x / FHIR R4, X12 EDI, SFTP, webhooks, flat files, even email. No middleware required.
Section C · InteropHosting environment
Amazon Web Services, US-East regions with optional region-locked tenancy for state-resident data.
Section C · HostingData encryption
AES-256 at rest, TLS 1.2+ in transit, per-tenant KMS keys, secrets managed via AWS Secrets Manager.
Section C · EncryptionDR & uptime
Cross-AZ redundancy, automated backups, documented RTO/RPO. Target SLA in the written response.
Section C · DR · SLAAgile, collaborative, iterative.
Webauthor uses a highly collaborative Agile model — a shared responsibility between our team and the client system administrator. The phases below are illustrative; actual timelines come from discovery, once we understand your current data and integration needs.
Discover & Configure
Workflow mapping, data model fit, role design, branding.
Wk 1–4Data Migration
Legacy extract, mapping, validation, dry run, cutover plan.
Wk 3–8UAT & Training
Train-the-trainer, role-based curricula, sandbox tenant.
Wk 7–10Pilot Rollout
One or two coalitions go live; feedback loop into configuration.
Wk 10–14Statewide & Support
Remaining coalitions, hypercare, steady-state support model.
Wk 14+Data migration approach
Structured ETL validated against record counts and domain rules, with parallel run before cutover. Exact scope confirmed during discovery.
Section D · MigrationTraining & onboarding
Project kickoff training, Knowledge Base tutorial videos, on-demand screencasts during rollout, and customizable in-app tool tips.
Section D · TrainingSupport model
Webauthor's own support ticketing system plus proactive monitoring. We provide Tier-2 to client site administrators; clients handle Tier-1 for their end users.
Section D · SupportAll six scenarios, on existing functionality.
Each scenario below maps to a specific RFI Section 5 requirement. Launch any scenario directly, or walk a day in the life of one of three user personas.
Client Intakes
- Enter a new participant
- Complete risk screening
- Assign case to a provider
Case Management & Services
- Record case notes and services
- Create and track referrals
- Schedule and document follow-ups
Care Coordination
- Transfer or share a participant record
- Visibility controls and permissions
Outcome Tracking
- Prenatal enrollment through birth outcome
- Infant follow-up services
Reporting & Dashboards
- Standard program performance report
- Ad-hoc reporting capability
- Key-indicator dashboard
Data Quality & Compliance
- Validation rules and error checking
- Missing / incomplete data surfaced
Maria Alvarez
Caseload, today's follow-ups, overdue screenings, and one-click intake — the daily driver view.
Open Maria's dayCoalition Admin
Assign caseloads, manage providers and permissions, monitor throughput and data quality.
Open admin viewHealthy Start Florida
Statewide rollup — program performance, outcome tracking, ad-hoc explorer.
Open state viewSame data — three lenses.
One question, “Is caseload within the 35-per-CM target?”, rendered three ways. Same underlying record set; each role sees what they can act on.
- Flag 3 oldest for reassignment
- Request temporary help from supervisor
- See today's priority list (5 overdue)
- Rebalance 18 cases across 4 CMs
- Authorize 1 FTE hire (within budget)
- Escalate caseload mix to State
- Approve +9 FTE statewide (Miami-Dade + Broward)
- Cost-model the add to HRSA grant budget
- Add caseload to HRSA Q3 benchmark report
participants table. Permissions and scope are enforced server-side;
each role sees only what their HRSA/HIPAA access class allows. Try the role-switcher pill
at the top of any landing page to toggle lenses.
Jump directly to any demo screen
Each screen mapped to its RFI Section 5 scenario.