SOURCES SOUGHT
R -- Medical Transcription Service
- Notice Date
- 5/7/2003
- Notice Type
- Sources Sought
- Contracting Office
- Department of the Navy, Bureau of Medicine and Surgery, NH Guam, Bldg #1, L-Wing, Rm K116 Farenholt Road, Agana Heights, GU, 96919
- ZIP Code
- 96919
- Solicitation Number
- N68096-03-Q-0038
- Response Due
- 5/12/2003
- Archive Date
- 5/27/2003
- Point of Contact
- Charles Apelo, Purchasing Agent, Phone 671 344-9457, Fax 671 344-9256,
- E-Mail Address
-
csapelo@gam10.med.navy.mil
- Description
- This synopsis is issued for informational and planning purposes only. The U.S. Naval Hospital, Guam is seeking interested sources that are capable of performing the sevices listed above. Interested offerors capable of performing the functions under Scope of Work as listed below are requested to submit the following information on or before May 12, 2003. A brief description of their company including business size (large, small, small-disadvantaged, 8(a), or women owned business concern). history, and a description of primary services, as well as the North American Industry Classification System (NAICS) code(s) for the service. In addition, provide the company point of contact, address, telephone number, fax number and email address. All responses must be submitted via facsimile to (671)344-9256, Attention to Charles Apelo. This request for information is not a commercial solicitation and the Government will not pay for any information submitted or for any costs associated with providing this information. See below for "Statement of Work": 1.1 SCOPE OF WORK. 1.1.1 The Contractor shall provide medical transcription services for United States Naval Hospital Guam (USNHG). The Contractor shall provide services in accordance with this contract by qualified personnel. 1.1.2 The Contractor shall provide medical transcription services from dictation (voice recordings) which covers a wide range of medical specialties. The Contractor shall transcribe all dictation in the correct Government required format as specified by USNHG. The Contractor shall transcribe directly into an automated information system and return the finished product to USNHG as prescribed by USNHG utilizing guidelines established by American Association for Medical Transcription (AAMT). The Contractor must comply with ALL healthcare industry security standards for data and information related to patients, these are maintained at levels in accordance with Health Insurance Portability and Accountability Act (HIPAA) rules and regulations. 1.1.3 Information received from USNHG is the property of the U.S. Government. The Contractor must maintain strict security measures. All information (written, oral or electronic) is confidential and falls under the requirements for the Privacy Act of 1974 and the Health Insurance Portability and Accountability Act (HIPAA). Said information may only be released to the USNHG Patient Administration Department. The Contractor is required to take every necessary precaution to safeguard all USNHG information. This provision shall survive termination of this contract. 1.2 INDEPENDENT CONTRACTOR. The services rendered by the Contractor are rendered in the capacity of an independent Contractor. The Government will evaluate the quality of services for purposes of contract inspection and acceptance. The Contractor shall be solely responsible for any and all liability caused by the acts or omissions of its agents or employees. The Contractor shall not in any manner represent or infer that it is an instrumentality or agent of the United States Government. The Contractor shall recognize that USNHG maintains administrative and operational responsibility for all activities within the Command and may take such actions as necessary to preserve and maintain the integrity of the Command, subject to the limitations prescribed by law, Department of Defense (DoD) regulations, U.S. Navy Regulations and other regulations as applicable. 1.3 QUALITY OF SERVICE. The services specified shall be performed in accordance with established principles and ethics of the medical profession. The Contractor shall comply with applicable provisions of law and the rules and regulations of any and all Governmental authorities and the regulations and standards of USNHG. The Contractor shall adhere to and comply with all Department of Navy, Bureau of Medicine and Surgery and USNHG Instructions and notices that may be in effect during the term of the contract. 1.4 The Contractor shall maintain a copy of this contract at all times. Contract employees shall read, be familiar with, and implement the contract. GOVERNMENT FURNISHED PROPERTY AND SERVICES 2.1 PUBLICATIONS AND FORMS. The Government will furnish all forms and publications required for the contract. The Contractor is required to comply with various instructions, directives and regulations covering routine administrative, safety and security matters in the same manner as other members of the staff. Such compliance does not constitute a material expense to the contract. SPECIFIC TASKS 3.1 GENERAL PRINCIPLES. 3.1.1 The contractor shall provide transcription services for USNHG in accordance with terms and conditions herein, and as required by USNHG. 3.2 SPECIFIC DUTIES. 3.2.1 The Contractor shall provide medical transcription services for a wide range of medical specialties. The contractor shall produce transcription from voice recordings. Transcriptions shall be produced in prescribed formats as described by USNHG. 3.2.1.1 The Contractor shall accurately transcribe common medical terminology. Transcribed reports shall be returned with no errors in spelling, grammar, or punctuation and with no missing words. Reports submitted containing errors will be returned to the Contractor for correction when feasible. Corrected reports shall be delivered no later than the next scheduled workday. If there is an omission to a report, the contractor shall attach a cover sheet detailing the omission. 3.2.1.2 The Contractor shall accomplish the work in the following order: As soon as possible, but no later than 24 hours from the receipt of dictated material or as specified by USNHG. 3.2.1.3 The contractor shall prepare the final work for distribution and return to the originator. Reports may include, but are not limited to: Type of Report: TurnAround Time Narrative Summaries: Reports, which describe a patient?s hospitalization, are to be transcribed in CHCS . 24 hours Clinical Notes: Notes documenting outpatient visit are to be transcribed and transmitted. 24 hours Radiology Reports: Reports of radiological, nuclear medicine, ultrasound. Magnetic resonance imaging studies and computer tomography studies to be transcribed in CHCS. 24 hours Operation Reports: Reports of operative procedures are to be transcribed and transmitted. 24 hours 3.2.1.4 The transcription process shall use digital dictation voice files from the dictation server to create transcribed reports and pass them to the transcription server or for narrative summaries, electronic consults, operation reports, and radiology reports entered directly into CHCS. 3.2.1.5 All processed transcriptions must conform to the following document format: The patient?s name, social security number, unit, work number, date dictated, date transcribed, initials of transcriber and facility name will appear in the bottom left-hand corner of each page of transcription. The physician?s signature block will appear on the last page of each document. The name of the document and form number will appear in the bottom right-hand corner of each page. Form names and numbers can be provided by the Government facility. The Contractor shall be capable of making format changes to the above as per Government requests 3.2.1.6 Transcription line count criteria: Lines: Defined as any line 65 characters in length. If a line contains text it is considered a line. Pitch is 12; font is Times New Roman. Blank Lines: Defined as a line containing no text. If the line contains no text it will not be counted. Underline and Bold: If underlining and/or bolding appears within a line of text the combination of underline, bold and text are counted as a single line. 3.2.1.7 PLAN AND TIMELINE ITEM RESPONSIBLE PARTY DUE DATE Get sample formats Contractor/Client Day 1 Get list of facilities and departments Contractor/ Client Day 1 Provide physician rosters Client Week 1 Approve work types Client Week 1 Define database fields Client Week 1 Define needs for systems interface Contractor/Client Week 1 Connectivity issues Contractor/Client Week 1 Approve format samples Client Week 2 Approve Project and LIVE date Contractor Mvts/Client Week 2 Check all management reports Contractor Mvts/Client Week 2 4.1 Training. The contractor shall provide all training necessary to perform the work in this contract. Training will consist of initial intensive and development training. 4.2. Performance Evaluation Meetings. The Project Manager shall meet with the Contractor no less than weekly during the first two (2) months of the contract to evaluate the Contractor?s performance, if necessary. A mutual effort will be made to resolve all problems identified. 4.2.1. The Contractor may be requested by the Government to provide information occasionally when a report is identified as missing from the patient?s record. 4.2.1.2 During the term of the contract, the Contractor shall maintain copies of all dictations for one year from date of dictation. At contract completion, all magnetic media shall be returned to the Government. 4.2.1.3 Performance of this service involves exposure to and transmittal of highly confidential information. All Contractor employees will comply with USNHG confidentiality requirements. 4.2.2 HEALTHCARE ADMINISTRATION. 4.2.2.1 The Government will retain complete administrative control of all patients. All records produced in the performance of this contract and all evaluations of patients are the property of, and subject to the exclusive control of, the Government. The Contractor may retain a copy of all such records or evaluations, but may not provide further copies or disclose the information from such records or evaluations to third parties. All requests from other treatment facilities or other individuals for patient records shall be handled in accordance with procedures specified by applicable USNHG instructions. 4.2.2.2 If a subpoena or court order is received for the production of a medical record, the Contractor shall refer the subpoena or court order to USNHG for action. 4.3 TRANSCRIPTION SERVICES PROVIDED BY THE CONTRACTOR IN THE CONTRACTOR?S FACILITY. In addition to the duties stated above the following duties apply: 4.3.1 The Contractor shall provide all managerial, supervisory, and support personnel for medical transcription services to be performed at the Contractor?s facility in support of USNHG. 4.3.4 Contractors must be able to deliver completed documents electronically in the correct format required by the USNHG?s server and as specified, with the exception of narrative summaries, electronic consults, and radiology reports. These reports will be transcribed directly into USNHG?s clinical information system ? the Composite Healthcare System (CHCS). User accounts and passwords will be requested by the Contractor for transcriptionists assigned to these types of reports. The Contractor transcriptionists must keep their user account and password confidential to prevent breaches of patient privacy. Access to the USNHG CHCS will be via Internet Explorer on the Contractor?s computers. A basic instruction sheet on the operation of CHCS and technical support for CHCS issues will be provided by USNHG. USNHG will be responsible for moving the completed documents to the users. Required formats may include the patients name, the patients family member prefix/sponsor?s social security number, medical record location, physician?s name, referring clinic or ward, etc. All reports as described above, will use established formats and compatible software as agreed upon by the Government. The contractor shall establish the appropriate security measures to ensure data integrity by using encryption methods when transmitting patient information to USNHG. The contractor shall maintain compliance with the Health Insurance Portability and Accountability Act (HIPPA) of 1996 4.3.5 The Contractor shall have established reliable system downtime procedures that result in no workflow changes for USNHG and no loss of archived information. 4.3.6 The Contractor shall maintain a record system that will ensure dictation can be traced. The Government may require the Contractor to ensure a specific report was, in fact, received as dictation on a certain day, and that the dictation was transcribed, in specified form, on a specific day, for distribution. 4.3.6.1 The Contractor shall develop and maintain a systematic written record to ensure that transcribed reports can be traced. An entry shall be made for each report to be transcribed. Each entry shall include the following information: initials of the transcriptionist, initials of the Quality Control Coordinator, the date the work was received, the date completed work was returned to the MTF, title of work (i.e. Outpatient Notes), the number of transcribed lines in each report, the patient's name and last four digits of the patient's sponsor's social security number. 4.3.6.2 The record must be legible, preferably typewritten. 4.3.6.3 Applicable sections from the record or cover sheet shall be submitted with each delivery of completed work. 4.3.7 The Contractor shall provide all supplies and equipment, including maintenance. OTHER PROVISIONS 5.1 The Contractor shall not employ any alien in the performance of the contract in violation of the Immigration Laws of the United States. 5.2.1 Confidentiality of Information. Unless otherwise specified, all financial, statistical, personnel and/or technical data which is furnished, produced or otherwise available to the Contractor during the performance of this contract are considered confidential business information and shall not be used for purposes other than performance of work under this contract nor be released by the Contractor without prior written consent from USNHG. Any presentation of any statistical or analytical materials, or any reports based on information obtained from the studies covered by this contract, will be subject to review and approval by USNHG before publication or dissemination. 5.2.2 Neither the Contractor nor Contractor employees shall make any disclosure regarding the contract or its employees USNHG, its patients, or staff members without prior approval of the Commander. All inquiries from the media shall be forwarded to the USNHG Public Affairs Officer. 5.3 CONFLICT OF INTEREST 5.3.1 The Contractor shall not hire any employee for performance under this contract whose employment would result in a conflict with Government or Navy Standards of Conduct (DOD Directive 5500.7 (latest revision)). 5.3.2 The Contractor and Contractor employees are not prohibited by reason of their performance under this contract from outside employment, if there is no conflict with the performance of services under this contract. 5.4 MISCELLANEOUS PROVISIONS 5.4.1 The Contractor shall be responsible for payment of all wages and salaries, taxes, withholding payments, penalties, fees, fringe benefits, professional liability insurance premiums, contributions to insurance and pension or other deferred compensation plans including, but not limited to, Workers' Compensation and Social Security obligations, licensing fees, etc., and the filing of all necessary documents, forms and returns pertinent to all of the foregoing. The Contractor shall indemnify and hold the Government harmless from and against any and all claims by Contractor employees for the payment or filing of any of the foregoing compensation. The Contractor agrees to pay all applicable federal, State, and local income taxes, including any and all other Governmental fees, taxes, or expenses levied against it. PERSONNEL QUALIFICATIONS 6.1 PERSONNEL QUALIFICATIONS. 6.1.1 The generic qualifications for contract personnel are provided herein. In addition to these qualifications, Contractor employees shall have demonstrable professional capabilities consistent with their education, training, experience, and/or certification. This section is in no way intended to dictate/prescribe to the Contractor a staffing scheme for the performance of the services delineated in this performance work statement. 6.2 All contract medical transcriptionists shall possess the following minimum qualifications: 6.2.1 High school diploma or GED certificate. 6.2.2 Minimum of 12 months experience as a medical transcriptionist within the last 36 months. 6.2.3 Knowledge of medical terminology, anatomy, medical documentation requirement, and technical and administrative correspondence and other reports necessary for the completion of patient records. 6.2.4 Ability to operate dictation/transcription equipment and word processing equipment. 6.2.5 Ability to type on a computer/word processor. 7.1 Duration: Contract Life. Either party may terminate this contract with or without cause with 90 days written notice. 7.2 Business Volume: Anticipate approximately 34,000 lines per month with workload increasing or decreasing on an as needed basis. 7.3 Billing: Monthly billing cycle 7.3.1 Invoicing: The billing cycle will begin each calendar month. Invoice statements shall be provided and are due within 30 days of receipt. Billable lines will be defined as 18 words per line. Fixed headers, footers, and macros routinely duplicated are not billable. Information typed by USNHG staff is not billable. The contractor shall use Microsoft Word an industry-accepted, commercial software program with a standard word count function. Proprietary software is not acceptable. The government must be able to audit and validate all invoices using the transcribed report and commercial software. Contractor will keep an accurate accounting of each dictation/transcription and include a transmittal report with each batch of reports delivered to USNHG. The Contractor shall submit a typewritten Monthly Status Report to the Contracting Officer and POINT OF CONTACT by the fifth workday of each month. The Monthly Status Report shall contain the following information: a. Title ("Contract Status Report") b. Contract, Invoice and Control Numbers c. Contractor's Name and Address d. Date of Report e. Reporting Period f. Name of Individual Preparing the Report g. Delivery Orders issued during the month h. Description of progress made during the reporting period, including problem areas encountered and recommendations i. Results obtained relating to previously identified problem areas. j. Quantities of work completed and delivered k. Total price of completed work delivered 7.4 This document can be amended at any time by agreement of the parties, provided that before any amendment shall have effect it shall be reduced to writing and signed by both parties. PERFORMANCE REQUIREMENTS SUMMARY 1. Government Quality Assurance: Contractor performance of listed requirements will be compared to the contract standards and allowable degree of deviation will be considered. 1.1 The Government may use a variety of surveillance methods to evaluate the Contractor?s performance. Only compatible methods will be used at any one time during an inspection period. The methods of surveillance used are: 1.1.1 Customer Complaints: Corrections determined by customer complaints will be documented as errors in the monthly totals. 1.2 Errors. USNHG will inform the contractor of errors. The Contractor at his expense will correct contractor transcription errors, when feasible. The government will use the following guidelines for typographical/ transcription errors: 1.2.1 Spelling: An incorrect spelling of either an English word or medical terminology. If the misspelling changes the context of the sentence, it will be charged as a transcription error. Example: hypotension: low blood pressure Hypertension: high blood pressure 1.2.2 Letter omissions: An error of letter omission will be considered a typographical error unless it changes the context of the sentence. Otherwise, it will be charged as a transcription error. Example: Patient was under his car. Patient was under his care. 1.2.3 Letter addition: An error of letter addition will be considered a typographical error unless it changes the context of the sentence. Otherwise, it will be charged as a transcription error. Example: Singles Shingles 1.2.4 Letter Transposition: Any time a letter in a word is transposed, it will be charged as a typographical error. Example: Patient Pateint 1.2.5 Spacing: A typographical error will be charged when spacing is incorrect. Example: Her blood pressure was under control. Her blood pressure was under control. 1.2.6 Laboratory error: An error in Lab values will be charged as a transcription error as it could have an adverse effect on the patient?s care. Example: Blood pressure was 124/80 Blood pressure was 1214/80 1.2.7 Numerical error: A numerical error will be charged as a transcription error as it could have an adverse effect on the patient?s care. Example: The patient is gravida 2 para 9 ab 1 female. The patient is gravida 2 para 2 ab 1 female.
- Place of Performance
- Address: U.S. Naval Hospital, Guam, Bldg. 1 Wing L, Farenholt Rd., Agana Heights, Guam
- Zip Code: 96910
- Country: U.S.A.
- Zip Code: 96910
- Record
- SN00319676-W 20030509/030507213618 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |