Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JUNE 14, 2013 FBO #4220
DOCUMENT

D -- HAPE-Disability Exam and Assessment Program (DEAP) - Attachment

Notice Date

6/12/2013
 

Notice Type

Attachment
 

NAICS

541519 — Other Computer Related Services
 

Contracting Office

Department of Veterans Affairs;Technology Acquisition Center;260 Industrial Way West;Eatontown NJ 07724
 

ZIP Code

07724
 

Solicitation Number

VA11813I0202
 

Response Due

6/24/2013
 

Archive Date

7/24/2013
 

Point of Contact

Peter Lewandowski
 

Small Business Set-Aside

N/A
 

Description

BNs BN1: Adhere to the Enterprise Level requirements within the Enterprise Requirements Management (ERM) Repository. BN2: Supported agencies shall have the ability to electronically submit requests for medical evaluation. BN3: VHA and VBA users shall have the ability to electronically create a request for medical evaluation from within their respective workflows/processes. BN4: C&P clinic users shall have the ability to obtain triage services (i.e., review and prioritization setting) on requests for exam. BN5: C&P clinic users shall have the ability to obtain system-assisted scheduling services on triaged requests for medical evaluation. BN6: System users shall have access to a role-based, centralized system to appropriately resolve requests for medical evaluation supporting a Veteran's or SM's claim with supported agencies. BN7: Provide C&P clinician with enhanced system-assisted usability when documenting and working with the requests for exams. BN8: Provide the ability for users to monitor work performed. BN9: Provide the ability for C&P users to send/receive electronic communications directly from within the system. BN10: Provide the ability to view all available Veteran/SM medical and other related records needed to perform an exam. BN11: Provide the ability for VBA end users to perform necessary actions within an electronic paperless DBQ process. BN12: Provide role-based reporting services to all C&P users/management as appropriate to their user role. BN13: System users shall have the ability to utilize up-to-date medical evaluation templates. BN14: Provide the ability for C&P clinic users to refer exams to contracted vendors from within the system. BN15: Provide the ability for C&P clinic users to confirm the receipt of a medical evaluation returned from the vendors. BN16: Provide the ability for C&P users to track and monitor all referrals of contracted exams. 0.10Provide the ability to monitor VLER DAS Notification Service for DBQ's filed to HDR on the claimant that has an open request. 0.1.1 Provide the ability to alert all users working the request of the DBQ entered through HDR. 0.20Provide the ability to send exam data (XML) through VLER DAS for writing and storage in the HDR 0.30Provide the ability to notify external customers Provide the ability to access data from the HDR. BN1: Adhere to the Enterprise Level requirements within the Enterprise Requirements Management (ERM) Repository BN2: Supported agencies shall have the ability to electronically submit requests for medical evaluation. 2.1VBA shall have the ability to electronically submit a request for medical. 2.2DoD shall have the ability to electronically send a request for medical evaluation. 2.3Provide the ability to add additional agencies. BN3: VHA and VBA users shall have the ability to electronically create a request for medical evaluation from within their respective workflows/processes. 3.1Provide the ability for exam requesters to create a request for exam. 3.2Provide the ability for exam requesters to create a request for a pinpoint medical evaluation 3.2.1 Provide the ability to link this "pinpointed exam" back to a previously completed exam. 3.3Provide the ability for exam requesters to obtain a system-assisted assignment of examining facility using the Claimant's location and contentions. 3.3.1Provide the ability to determine the nearest examining facility based on the claimant's geographic location and contention. 3.3.2Provide the ability to re-evaluate assigned exam facilities based on input of a temporary address. 3.3.3Provide the ability to determine the Veterans employment status with the assigned facility. 3.3.4Provide the ability to based assignment on the exams type that can be conducted at a facility in relation to the exam types needed for the contentions of the claim. 3.3.5Provide the ability to override an exam location assignment. 3.4Provide the ability for exam requestor to assign the claimants contentions on the request. 3.5Provide the ability to maintain the set of exam types that can be conducted at a facility. 3.6Provide the ability to associate an opinion indicator for each respective exam/assessment of the request. 3.7Provide the ability to associate comments with each respective type of exam/ assessment/opinion included in the request (i.e., align to specific exam helpful when only part of request is outsourced). 3.8Provide the ability to associate an optional comment for the overall request. 3.9Provide the ability to associate a claim-file-review indicator for each respective exam/assessment/ opinion of the request. 3.10Provide the ability to modify the request (e.g., cancel or add an exam/assessment/opinion of the request). 3.10.1Provide the ability to notify and track that a status change has occurred (e.g. the system notifies VHA that there is additional information needed for a new contention or for clarification). 3.10.2Provide the ability to modify a request at the contention level. 3.10.3Provide the ability to modify the contention at the report level. 3.10.4Provide the ability to report errors at the request level. 3.10.5Provide the ability to report errors at the report level. 3.10.6Provide the ability to track the making the status change. 3.11Provide the ability to return the request for medical assessment to the examining facility due to incompleteness or insufficiency. 3.11.1Provide the ability to indicate insufficient or incomplete areas of the medical evaluation. 3.13Provide the ability to retain the exam request for the life of the claim (i.e., until claim is closed regardless of any change to the request). 3.13.1Provide the ability to maintain an open status for all exam's that contain requested examinations which have not been completed and results documented. 3.14Provide the ability for a user with the capability to capture all the necessary data fields and information reflected on the VA Form 21-0819 or similar instrument acceptable to the VA, required to complete the exam or similar instrument. 3.14.1Provide the ability to accept electronically transmitted/submitted VA Forms 21-0819, if available, and self-populate all required data fields on the exam or similar instrument. 3.14.2Provide the ability to capture the status (Active Duty, Reserve Component (RC) (which includes the National Guard (NG)) for all IDES participants and reflect this information on the exam or similar instrument acceptable to the VA. 3.15Provide the ability to electronically communicate questions regarding the request to the requestor of the exam. 3.16Provide the ability for VBA staff to create a system-assisted request for medical evaluations from within VBA's workflow/processes. 3.17Provide the ability to access to external data to acquire Veteran data that has been validated e.g. MAPD, VBMS. 3.18Provide the ability to capture of Veteran exam request data i.e. what is required. There is policy that specifies this data. 3.19Provide the ability for data validation for the exam request e.g. missing data elements, family related data elements. 3.20Provide the ability for VBA staff to create a system-assisted request for a pinpoint medical evaluation (i.e. to satisfy just a section of the DBQ vs. an entire DBQ). 3.21 Provide the ability to link this "pinpointed exam" back to a previously completed exam. 3.22Provide the ability for VBA Staff to obtain a system-assisted assignment of examining facility together with the Claimant's location and contentions. 3.23Provide the ability to override an exam location assignment. 3.24Provide the ability to validate that an exam can be conducted at the selected facility. 3.25Provide the ability to determine the nearest performing facility based on the claimant's geographic location and contention. 3.26Provide the ability to apply configurable rules to assist to whom the exam request is assigned (VBA Contractor or VHA). 3.27Provide the ability to re-evaluate assigned exam facilities based on input of a temporary address. 3.28Provide the ability for VBA Staff to obtain a system-assisted assignment of the exam/ assessment/opinion type together with Claimants contentions matched to body system and DBQ name. 3.29Provide the ability to recommend the exam worksheet based on the claimant condition e.g. claimant states knee pain; the system recommends muscular skeletal knee worksheet. 3.30Provide the ability to override the recommended exam worksheet in all cases. 3.31Provide the ability to obtain a system-assisted Claimant category (e.g., IDES, POW) assignment for the overall request. 3.32Provide the ability to, based on the claimant category, differentiate a condition for the IDES population based on referred (fitness for duty) condition versus a claimed condition and modify the category of the condition throughout the claim life cycle. 3.33Provide the ability to obtain a system-assisted contention type (e.g., new, increase) assignments for each respective exam/opinion/ assessment of the request. 3.34Provide the ability to associate comments with each respective type of exam/ assessment/opinion included in the request (i.e., align to specific exam helpful when only part of request is outsourced). 3.35Provide the ability to associate an optional comment for the overall request. 3.36Provide the ability to associate a claim-file-review indicator for each respective exam/assessment/ opinion of the request. 3.37Provide the ability to modify the request (e.g., cancel or add an exam/assessment/opinion of the request). 3.38Provide the ability to notify and track that a status change has occurred e.g. the system notifies VHA that there is an additional information is needed for a new contention or for clarification 3.39Provide the ability to track the making the status change. 3.40Provide the ability to return the request for medical assessment to the examining facility due to incompleteness or insufficiency. 3.41Provide the ability to modify a request at the contention level within the defined system administered business rules based on policy. 3.42Provide the ability to modify the contention at the report level. 3.43Provide the ability to report errors at the request level. 3.43.1Provide the ability to report errors at the report level. 3.44Provide the ability to indicate insufficient or incomplete areas of the medical evaluation. 3.45Provide the ability to retain the request for medical assessment for the life of the claim (i.e., until claim is closed regardless of any change to the request). 3.46Provide the ability to maintain an open status for all exam's that contain requested examinations which have not been completed and resulted. 3.47Provide the ability for a user with the capability to capture all the necessary data fields and information reflected on the VA Form 21-0819 or similar instrument acceptable to the VA, required to complete the exam or similar instrument. 3.48Provide the ability to accept electronically transmitted/submitted VA Forms 21-0819, if available, and self-populate all required data fields on the exam or similar instrument. 3.49Provide the ability to capture the status (Active Duty, Reserve Component (RC) (which includes the National Guard (NG)) for all IDES participants and reflect this information on the exam or similar instrument acceptable to the VA. 3.50Provide the ability to flag the request as outsourced/contracted and to which vendor it was outsourced. 3.51Provide the ability for transaction logging. 3.52Provide the ability for audit tracking/capture. BN4: C&P clinic users shall have the ability to obtain triage services (i.e., review and prioritization setting) on requests for exam. 4.1Provide the ability to identify and view un-triaged requests. 4.1.1 Provide the ability to override a facility assignment of a request for exam. 4.1.2 Provide the ability to have access to e.g. CPRS/VistA Imaging, VIstAWeb/ALHTA/MEDChart. 4.1.3 Provide the ability to expedite the exam request based on current VBA expedite-claim type. 4.1.4 Provide the ability to maintain and update the current VBA expedited-claim type. 4.1.5 Provide the ability to individually and centrally identify all exam requests that fall under the ACE initiative. 4.1.6 Provide the ability for a user defined ability to search/identify existing clinical and encounter data on a Veteran and provide linkage to any data that is found. 4.1.7 Provide the ability to assign to a specific provider. 4.2 Provide the ability to assign an appointment type and length for each exam of the request based on examination type and other exams of the request. 4.2.1Provide the ability to obtain the Compensation Pension Unit (CPU) (i.e., duration in hours of exam) assignment on requests for exam based on a variety of attributes: category of the request, staffing and facility models, examination type. 4.3Provide the ability to obtain an assignment of other attributes (e.g., diagnostics required, referral suggested) required on requests for exams together with examination type. 4.3.1Provide the ability to override assignment of other attributes. 4.3.2Provide the ability to enter assignment of other attributes when system assistance does not provide 4.3.3Provide the ability to identify diagnostic testing that is needed to fulfill the exam based on exam type. 4.3.4Provide the ability to route or schedule all or part of the examination request internally (non-C&P VA specialist) and/or externally (contracted resource). 4.3.5Provide the ability to dynamically extract and export information that is part of the exam data elements for ingestion by VBMS or for reporting purposes. 4.4Provide the ability to modify the request for exam to correct exam ordered, add an exam or cancel a medical evaluation. 4.4.1Provide the ability to add child exam types linked to the parent exam type e.g. adding eye to already requested diabetes. 4.4.2Provide the ability to return inadequate exam requests and provide VHA comments to VBA. BN5: C&P clinic users shall have the ability to obtain system-assisted scheduling services on triaged requests for medical evaluation. 5.1Provide the ability to identify an unscheduled triaged request for exam: 5.1.1Provide the ability to view the exam(s) associated with the triaged request. 5.1.2Provide the ability to filter pending/unscheduled triage requests (e.g., by exam type, alphabetically by claimant name, by SSN, by scheduler's work list, by expedited priority). 5.2Provide the ability to obtain a system-assisted referral of individual exams/opinions/assessments of the request to another VA facility to perform medical exams/assessments/ opinions based on the system-assisted triage assignment. 5.3Provide the ability to obtain a system-assisted referral of individual exams/opinions/assessments of the request to external vendors contracted with VA to perform medical exams/assessments/ opinions based on the system-assisted triage assignment. 5.4Provide the ability to obtain the best available consecutive appointment times from the scheduling system. (i.e., using clinic scheduling matrices from VistA find best time slots). 5.4.1Provide the ability to send attributes for the appointments requiring scheduling (e.g., appointment types, date range required). 5.4.2Provide the ability to filter all combinations of appointments returned (i.e., filter by soonest date, or most compressed time frame) 5.4.3Provide the ability to select the combination of appointments desired. 5.4.4Provide the ability to automatically update the scheduling system with the selected appointments. 5.4.5Provide the ability to mark entire request as scheduled. 5.5Provide the ability to perform the following on scheduled appointments: search, view, report, and print. 5.6Provide the ability for scheduling clerk to reserve an exam request as "scheduling is in progress" (i.e., heads up to other clerks) 5.6.1Provide the ability to automatically un-reserve an exam request after one workday 5.7Provide the ability to establish a scheduling workflow 5.7.1Provide the ability for configurable workflow business rules automation (e.g. number of days an unscheduled exams is pending before taking action (blind schedule, cancel), blind scheduling indicator) 5.8Provide the ability to establish automatically generated phone calls, confirmation letters, emails, and/or text messages to Claimants advising them of upcoming appointments or other relevant information. 5.8.1Provide the ability to communicate with claimant. 5.8.2Provide the ability to log all communications with claimant (i.e. appointment confirmation, attempted communications/messages left, refusal to report for exam). 5.9Provide the ability to determine availability of disability examiners/clinicians. 5.9.1Provide the ability to specify VHA resources available needed to meet all exam requirements. 5.9.2Provide the ability to identify resources available that meet all exam requirements. 5.9.3Provide the ability to assign a VHA provider an exam that does not require an appointment with a claimant. 5.10Provide the ability to identify newly available exam slots (e.g. appointments that may have been recently cancelled). BN6: System users shall have access to a role-based, centralized system to appropriately resolve requests for medical evaluation supporting a Veteran's or SM's claim with supported agencies. 6.1Provide the ability for VA users to access the system to search, view, monitor, manage, communicate, report, print, manipulate or document requests for medical evaluation as their roles require, supporting a Claimant's claim with supported agencies. 6.2Provide the ability for all Health Administrative Specialists (HAS) to access the System to search, view, monitor, manage, communicate, report and print medical evaluation of Claimants. 6.3Provide the ability for external CP clinicians to access the System to search, view, monitor, communicate, report, print, manipulate and document request for medical evaluation requested or referred from VHA CP Clinic. 6.3.1 Provide the ability for external CP Clinicians or Contractors to complete a DBQ within the System on behalf of a Veteran. 6.3.2CP Clinician access to DBQ and exam worksheets is restricted based on their current DMA completed training modules relevant to the exam/DBQ for completion. (Note: This could be a scheduling requirement - do not schedule without current training). 6.4Provide the ability for all treating clinicians, VA or non-VA to access the System to view, print, manipulate, and document reports. 6.5Provide the ability for VA CP clinicians to perform system-assisted billing activities with DoD or other supported agencies to document requests for medical evaluation including ancillaries for referred disabilities based on payment charts. 6.7Provide the ability for VBA End Users to access the System to search, view, report, and print DBQs as needed within the service. 6.8Provide the ability to update DBQs with approved content (e.g., new template-DBQ, name change of medical evaluation -DBQ). 6.9Provide the ability for authorized users to update exam default service assignments (e.g., work assignments, triage assignments). 6.9.1 Requester/Submitter: The user that is submitting the exam request 6.9.2 Triager/Scheduler: The users at the receiving facility who analyzes the needs of the request and/or schedules evaluations as necessary 6.9.3 Examiner: The user who is fulfilling the needs of the exam request 6.9.4 Reviewer: The user who evaluates the examiners completed exam 6.9.5 Customer: The user who has read only access to metrics 6.9.6 Customer: The user who has ready only access to exam results 6.90Provide the ability for authorized users to update DBQ default service assignments (e.g., work assignments, triage assignments). 6.10Provide the ability to have system services (web services) that will allow other external systems (e.g. VBMS, DoD, SSA, VHA) to interact with all of the functionality of the DBQ Service through their roles and permissions. 6.10.1 Provide the ability to manage access through the role based security to both internal and external users e.g. DoD, Contract Examiners, SSA, Private Providers (not limited to this list). BN7: Provide C&P clinician with enhanced system-assisted usability when documenting and working with the requests for exams. 7.1Provide the ability to utilize role-based system-guided assistance when completing requests for medical evaluation. 7.2Provide the ability to view and reuse relevant administrative (i.e., Veteran/SM demographic data, claim) data. 7.3Provide the ability to utilize rules-based populated relevant clinical data within the DBQ based on previously entered content and other clinical data of record and claim data (e.g., side of body to be evaluated, functional limitations, pertinent positives and pertinent negatives data points). 7.4Provide the ability to utilize a pre-populated executive summary that is part of the DBQ that includes the claimed condition and any diagnosis already associated. 7.5Provide the ability to complete requests for medical evaluation through a system-guided, clinical-oriented logic document flow (i.e., SOAP Note Template - Subjective, Objective, Assessment, and Plan). 7.6Provide the ability to complete DBQs based on medical standards for documenting requests for medical evaluations that apply to all requests. 7.8Provide the ability to document requests for medical evaluation based on user preferences (e.g., hide instructions, notes, references, definitions or directions.) 7.9Provide the ability to walk the user through a variety of tools and/or pathways, in an interview-style for a CP/disability examination, to completion of a DBQ to assist in accessing and documenting medical evaluations. 7.10Provide the ability to perform queries/searches within the DBQ Service Gateway on medical information provided by Veteran/SM, requests for medical assessment, (e.g., search by Claimant identifiers, search for all evaluations of a request, specific data elements only vs. an entire request or evaluation). 7.11Provide the ability to denote a DBQ element as needing further review and/or information (i.e., bookmarking) DBQ Service Gateway users shall have bookmarking and annotating capability 7.12Provide the ability to annotate a DBQ element already supplied by the system or entered in a previous session. 7.14Provide the ability to view only the relevant rating specific information contained in a medical evaluation. 7.16Provide the ability to attach data from other electronic sources within a DBQ/medical evaluation template (e.g. digital images) 7.17Provide the ability to dictate medical findings to complete medical evaluations and transform the results into viewable/reusable data. 7.18Provide the ability to electronically incorporate medical evidence presented in paper format during a medical evaluation from the Claimant. 7.19Provide the ability to draw the user's attention to items of contention necessary to be addressed. 7.20Provide the ability to select a DBQ to complete from a system-proposed list of DBQs based on items of contention identified. 7.22Provide the ability to use common word processing functions (e.g. Cut, Copy, Paste, Spell Check, Auto-Correct, Bold, Underline, etc.) within the form. 7.23Provide the ability to automatically save in-progress exam data until user submits the data to VA 7.24Provide the ability to validate that all required data has been completed prior to submission 7.25Provide the ability to preview a form prior to submission. 7.26Provide the ability to document necessary general information that has not been auto-populated by the system to the exam/exam request after patient arrival (e.g., history, diagnostic codes (i.e., most current in use ICD 9, ICD10), opinion, functional limitations). 7.27 Provide the ability to add diagnostic testing to the examination 7.28 Provide the ability to add additional examinations to the request and appointment schedule 7.29Provide the ability to review an exam. 7.30 Provide the ability to update an exam as Ready to Review. 7.31 Provide the ability to view by role, or preference, necessary sections of a DBQ requiring review by a particular user or role. 7.32Provide the ability to view supporting medical ancillary data (e.g., labs, imaging, and photographs) related to the medical evaluation 7.33Provide the ability to draw the user's attention to items of contention necessary to be addressed. 7.34Provide the ability to count completed medical evaluations as "workload" associated to the performing CP Clinic. 7.35Provide the ability to send completed exam data to an external system for consumption/processing. 7.36Provide the ability to link the completed exam report to the exam of an exam request. 7.37Provide the ability for user to delete an incomplete form initiated by the user. 7.38Provide the ability to identify triaged and scheduled exams / exam requests (e.g., exam date and provider assigned). 7.39 Provide the ability to receive appointment details (i.e. exam date, time, length of appointment, location, and provider) from VA Scheduling Services (i.e. VistA) associated with the exam / exam request. 7.40 Provide the ability for VHA provider to view upcoming appointments (e.g. calendar) 7.41 Provide the ability to search, view, report, and print scheduled appointments. 7.42 Provide the ability to link appointment to specific exam(s). 7.43 Provide the ability to make appointment information available to internal/external requesting customers (e.g., VBMS, DoD). 7.44Provide the ability to update the appointment data. (i.e., if appointment is kept or no-show). 7.45 Provide the ability to mark no-show appointments. 7.46 Provide the ability to communicate cancelled or no-show appointments to internal/external requesting customers. 7.47 Provide the ability cancel a no-show appointment. 7.48 Provide the ability reschedule a no-show appointment. 7.49 Provide ability to track request from cancellation to new appointment time together with reasons. 7.50 Provide the ability to capture the arrival date/time of the patient 7.51 Provide the ability to cancel the appointment after patient arrival (i.e., decides they do not want to complete the exam). 7.52 Provide the ability to reschedule an appointment after patient arrival (i.e., patient get ill and cannot complete exam). 7.53 Provide the ability to capture the date/time of the examination BN8: Provide the ability for users to monitor work performed. 8.1Provide the ability to monitor the progression / status (e.g., referred, scheduled, and cancelled) of a request throughout the medical evaluation lifecycle. 8.1.1 Provide the ability for users to view the workflow for a request. 8.2Provide the ability to visually identify secondary information from the tracked request for medical evaluation process including users interacting with the request, locations servicing the request, and status of the request. 8.2.1 Provide the ability for a visual indicator of status changes per request. 8.2.1.1 Draft- Request created/Not Submitted 8.2.1.3 New- Request submitted 8.2.1.4 Request Re-Work - exam request sent back to VBA for additional information or clarification 8.2.1.5 Pending- Request in process 8.2.1.6 Completed- Request completed, Returned by Receiver, Requester Reviewing 8.2.1.7 Exam Re-Work- Exam Request sent back to VHA for additional information or New DBQ (replacing previous DBQ) 8.2.1.8 Cancelled- Request cancelled 8.2.1.9 Closed- Request finalized, no further edits 8.2.2 Provide the ability for a visual indicator of status changes (e.g. new, pending, scheduled etc.) per exam on the request 8.2.2.1 New- Request submitted 8.2.2.2 Pending- Request viewed by receiver 8.2.2.3 Pending Triage Completed- Exam marked ready for assignment 8.2.2.4 Pending Outsourced- Exam has been referred to vendor 8.2.2.5 Pending Outsourced Scheduled - Exam that has been scheduled by vendor 8.2.2.6 Pending Assigned- No appointment necessary 8.2.2.7 Pending Scheduled- Appointment made 8.2.2.8 Pending Exam Performed- Appointment(s) completed; awaiting completion of exam results 8.2.2.9 Pending (outsourced or in-house)Ready for Review-Exam results under review by examining facility 8.2.2.10 Exam Completed- Exam results completed; pending requester review 8.2.2.11 Re-Work - Requested Exam sent back to VHA for addendum or replacement with new DBQ 8.2.2.12 Exam Cancelled 8.2.2.13 Exam Closed- Exam results finalized; no further edits 8.2.2.14 Pending Rejected 8.2.3 Provide the ability for workflow management to include exam schedule statuses (e.g., "Called - No Contact-Not Time to Blind Schedule", "Called - No Contact-Not Time to Cancel") 8.3Provide the ability for a system user to view/monitor work assigned to them in the service. 8.3.1 Provide the ability for each user type to have a work list for workload management (requester, triage, etc.). 8.4Provide the ability to send alerts based on a user or user group defined alert subscription based on status (i.e., when exam status ready for review, no-show appointment) 8.5Provide the ability for transaction logging. 8.6Provide the ability for audit tracking/capture. 8.7Provide the ability to report and track all examination activities to include but not limited to, triage, scheduling, exams conducted, no shows, diagnostics testing, with data that can be exported. 8.8Provide the ability to track modifications made to exam requests (e.g., add an exam, cancel an exam, cancel request). BN9: Provide the ability for C&P users to send/receive electronic communications directly from within the system. 9.1Provide the ability to identify, share and use approved dialog templates for common requests (e.g., addendums from clinicians, additional information from requestor, insufficient exam). 9.1.1 Provide the ability to enter free text (i.e. no templates or a blank template) for specialized requests and dialog (e.g., explanations of actions). 9.1.2 Provide the ability to enter and save status comments to request and/or exam (i.e., why exam is being cancelled). 9.2Provide the ability to monitor/track the system communications conducted (e.g., clarifications, addendums) throughout the lifecycle of the request for medical evaluation. 9.2.1 Provide the ability to log communication stream between requester, triager, examiner etc. (i.e. users with edit access) 9.3Provide the ability to append text (i.e. addendums) to exam results 9.4Provide the ability for system to send automatic notifications based on status changes, or changes to work list based on a user or user group defined notification subscription. 9.4.1 Provide the ability to receive a notification when tracked work is awaiting action (e.g., appointment time, results ready for review, and all medical evaluations of request complete, request cancelled). 9.4.2 Provide the ability to receive notifications when tracked work reaches an identified cycle (milestone) in the process based on user or group preference settings. 9.4.3 Provide the ability to send notification when actions are not taken within a specified, configurable timeframe for that status (e.g., exam not scheduled within the National Policy guidelines of 3 days; claimant not reached for scheduling within facility-specified 7-day time period before blind scheduling, claimant not reached for scheduling within facility-specified 7-days' time period before cancelling exam or exam request). System shall support: 9.4.3.1 National Policy based timeframes 9.4.3.2 Regional/Facility Policy based timeframes 9.4.3.3 Contention based timeframes 9.4.3.4 Exam Priority based timeframes 9.4.3.5 User/ad-hoc based timeframes 9.4.4 Provide the ability to set future notification parameters (e.g. report turnaround days at 25, report turnaround at 31 days). 9.5Provide the ability for CP Clinic Users and CP Vendors to communicate through the system regarding exams 9.5.1 Provide the ability for system to send information to vendor systems regarding individual exams or exam request(e.g. exam request, comments, notifications etc.) recognizing that vendor systems will change over time 9.5.2 Provide the ability for system to receive information from vendor systems regarding individual exams or exam request (e.g. exam results, notifications, status changes, etc.). 9.6Provide the ability to send a notifications to all users e.g. alerts (with attributes i.e. Date Sent, Sender), instant messaging, login initiated request, requested exams have been completed, resulted and ready processing. BN10: Provide the ability to view all available Veteran/SM medical and other related records needed to perform an exam. 10.1Provide the ability to view all available electronic medical and related records through a centralized location. 10.2Provide the ability to view Claimants claim file through a centralized location. 10.3Provide the ability to view SM medical and service related information including pre-service, in-service, and post-service medical information (BHIE). 10.4Provide the ability to view Veteran/SM medical information from the private sector (i.e., Nationwide Health Information Network (NwHIN). 10.5Provide the ability to link to the appropriate DBQ Service and any other system or Web Service to ingest all necessary information e.g. Veteran Data, Military History, and DBQ Results. BN11: Provide the ability for VBA end users to perform necessary actions within an electronic paperless DBQ process. 11.1Provide the ability to auto populate relevant data from the medical evaluation or DBQ directly into VBA's claims processing system (i.e., making available for processing by rules based service). 11.1.1 Provide the ability to write exam data according to specified Schema. BN12: Provide role-based reporting services to all C&P users/management as appropriate to their user role. 12.1Provide the ability to view real-time, at a glance monitoring (i.e., dashboard), of key performance indicators (e.g., quality data, cost data, timeliness, workload, cycle times, inadequate medical evaluations, etc.) at a variety of levels (clinic, facility, regional, national) and user roles (management, user, etc.). 12.1.1Provide the ability to configure the dashboard by role-based preference e.g. Executive View, Manager View, View. 12.1.2Provide the ability to report real-time monitoring of key performance indicators. 12.1.2.1Provide the ability to report inventory and timeliness by status. 12.1.2.2Provide the ability to report re-work cycles. 12.1.2.3Provide the ability to report trend data. 12.1.2.4Provide the ability to report the number of DBQ's (e.g. requested, completed, cancelled, insufficient, no-show, pending etc.). 12.1.3Provide the ability to report capability of key performance indicators. 12.1.4Provide the ability to support, link and report with/to the Quality Data Tool and reporting procedures. 12.1.4.1Provide the ability to randomly select a percentage of completed exam packages based on user specified criteria. 12.1.4.2Provide the ability to retrieve exams reports from HDR based on selection or other criteria. 12.1.4.3Provide the ability for user interface to manually review the extracted data. 12.1.4.4Provide the ability to use predefined and configurable scoring algorithm(s) to record the results of quality review(s). 12.1.4.5Provide the ability to report Timeliness Data- The number of specified time units required to satisfy each component of exam and exam package life cycle(s). 12.1.4.6Provide the ability for the user interface to support configurable user driven ad hoc reporting capabilities. 12.1.4.7Provide the ability to export report output. 12.1.5Provide the ability for printing of key performance indicators. 12.1.5.1Provide the ability to export report output. 12.2Provide the ability to print a medical evaluation or a request for medical evaluation. 12.2.1Provide the ability to suppress the printing of unnecessary information by user preference. 12.2.1.1Provide the ability to setup persistent user print preferences. 12.2.2Provide the ability to print any portion of the exam package e.g. the request for service, completed results report, and or individual report sections. 12.3Provide the ability to create and print reports associated with contracted medical evaluations: 12.3.1 The clinic user and program office user shall be able to view referral reports. 12.3.1.1 The clinic user and program office user shall be able to print referral reports. 12.3.1.2 The clinic user and program office user shall be able to copy referral reports for pasting in text-like file (e.g., Notepad, MS Word). 12.3.1.3 The clinic user and program office user shall be able to use referral reports in MS Excel worksheets. 12.3.2 The clinic user and program office user shall be able to select the type of referral reports. 12.3.2.1 The clinic user and program office user shall be able to select detail referral reports. 12.3.2.2 Detailed referral reports are titled "Detail of Referred Exams" 12.3.2.3 The clinic user and program office user shall be able to select summary referral reports. 12.3.2.4 Summary referral reports are titled "Summary of Referred Exams" 12.3.2.5 The clinic user and program office user shall be able to select timeliness referral reports. 12.3.2.6 Timeliness referral reports are titled "Timeliness of Referred Exams" 12.3.3 The clinic user and program office user shall be able to select a detailed and summary referral report by a user specified primary status for both detail and summary reports. 12.3.3.1 The referral report selected using the primary status shall display the status selected as a subtitled of the report. 12.3.4 The clinic user and program office user shall be able to select a detailed and summary referral report by a user specified lifecycle status for both detail and summary reports. 12.3.4.1 The referral report selected using the lifecycle status shall display the status selected as a subtitled of the report. 12.3.5 Detail and Summary reports of referred examinations may be reported without regard to the status (i.e., pending or completed). 12.3.6 Timeliness is reported for referrals only in the Ready status. 12.3.7 The clinic user and program office user shall be able to select a referral report using a mandatory user-specified period of time. 12.3.7.1 The clinic user and program office user shall be able to select a referral report for a user specified date range (i.e., July 1, 2011 - July 15, 2011). 12.3.7.2 The clinic user and program office user shall be able to view referral reports by a user-specified week (e.g. Week of ). 12.3.7.3 The clinic user and program office user shall be able to view referral reports by a user-specified month (e.g., Month of ). 12.3.7.4 The clinic user and program office user shall be able to view referral reports by a user-specified year (e.g., year of ) 12.3.7.5 The clinic user and program office user shall be able to view reports of referred, pending examinations covering a user-specified number of days where the number of days refer to the days the referred exam has been pending and not returned (e.g., 30 days 12.3.7.6 The referral report selected using a specified date shall display the date range, specified week, specified, month, specified year or pending number of days selected as a subtitled of the report. 12.3.8 The clinic user and program office user shall be able to select a referral report for a user specified contractor from within the list of facility-assigned contractors. (e.g., QTC, VES, LHI). 12.3.8.1 The referral report selected specifying a contractor filter shall display the contractor selected as a subtitled of the report. 12.3.9 The program office user shall be able to select a referral report for a user specified C&P Clinic. 12.3.9.1 The referral report selected specifying a C&P Clinic filter shall display the clinic selected as a subtitled of the report. 12.3.10 The clinic user shall be able to select a referral report by a user specified date range and/or in combination with a user-specified contractor and/or in combination with a user-specified primary status or in combination with a user-specified lifecycle. 12.3.10.1 The program office user shall be able to select a referral report by a user specified date range and/or in combination with a user-specified contractor and/or in combination with a user-specified facility and/or in combination with a user-specified primary. 12.3.11 The clinic user and program office user shall be able to view detail reports of referred examinations from an exams request. 12.3.11.1 The clinic user and program office user shall be able to view the following elements for the Detail of Pending Referred Exams from to report: - Examination Request Date - Claim Number - Veteran or Service Member Name - Contractor of exam referral - Date/time referred to contractor - Examinations referred (listed one after another in a column) - followed by the exam lifecycle status (e.g., referred, received, scheduled, cancelled, rejected, approved, completed) 12.3.11.2 The clinic user and program office user shall be able to view the following elements for the Detail of Completed Referred Exams from to report: - Examination Request Date - Claim Number - Veteran or Service Member Name - Contractor of exam referral - Date/time referred to contractor - Examinations referred (listed one after another in a column) - followed by the exam lifecycle status (e.g., referred, received, scheduled, cancelled, rejected, approved, completed) - Examinations conducted (listed one after another in a column) - followed by the exam lifecycle status (e.g., referred, received, scheduled, cancelled, rejected, approved, completed) 12.3.11.3 The program office user shall be able to view the referring facility name in addition to all the elements of the Detail of Referred Exams from to report: - Referring Facility Name 12.3.12 The contractor timeliness is computed as the average number of days from the date/time the referral of examination is created to the date/time the referral is in the "under review" status (i.e., not computed until in the Ready status). 12.3.13 The clinic user and program office user shall be able to view contractor timeliness reports 12.3.13.1 The clinic user and program office user shall be able to view the following elements in the Timeliness of Referred Exams of 2507 Requests from to report: - Contractor Name - Contractor email address - Calculated timeliness values 12.3.14Summary reports sum examinations and characteristics of examinations within exam Requests referred to contractors. 12.3.14.1 The clinic user shall be able to view the following elements for the Summary of Referred Examinations of Exam Requests from to report: (Or for Month of OR for year of ) - Contractor Name - Contractor email address 12.3.14.2 The clinic user shall be able to select the elements desired for summing in this report: {number of exams, number of requests, sum of exams by type or DBQ referred, sum of exams by type or DBQ conducted}. 12.3.14.3 Summary reports sum the number of exam Requests referred to contractors. 12.3.14.4 Summary reports sum the number of examinations within exam requests referred to a contractor. 12.3.14.5 Summary reports sum the type of examinations referred to a contractor. 12.3.14.6 Summary reports sum the type of examinations conducted by the contractor. BN13: System users shall have the ability to utilize up-to-date medical evaluation templates. 13.1System users shall have access to changed content (e.g., medical evaluation templates, requests for medical evaluations) as updated by content management service. BN14: Provide the ability for C&P clinic users to refer exams to contracted vendors from within the system. 14.2Provide the ability for a C&P Clinic User to create a referral to a vendor from the request for exam. 14.2.1 Provide the ability to indicate only the contractually appropriate exam(s) from the request to send to a vendor. 14.2.2 Provide the ability to identify specific exam(s) from the request to send to a vendor. 14.2.3 Provide the ability to send all exams from the request to send to a vendor. 14.3Provide the ability to send the referral to a vendor. 14.3.1 Referred examinations from a single request to a single contractor at a specific date/time represents a single referral. 14.3.2 The referral date is the date/time it is referred to the contractor (i.e., not the date of the referral and not necessarily the date the contractor receives the referral). 14.3.3 A referral is uniquely identified by the veteran's social security number, the date of the exam request, the contractor of the referral, and the date/time of the referral. 14.3.4 A referral has three primary statuses of "Pending" or "Ready for Review" or "Rejected". 14.3.5 Exams of the referral has a lifecycle represented by the following set of statuses {referred, received, scheduled, cancelled, ready for review, approved, rejected}. 14.3.6 Provide the ability for the vendor to determine when referrals are received into their location/system. 14.3.7 Provide the ability to indicate which vendor to receive the request/referral from a list of vendors contracted with the specific agency/facility/office. 14.3.8 Provide the ability to include the following data on the referral to the vendor: {request remarks; exam remarks; claim file review indicator; opinion indicator; the requesting CP Clinic facility name, postal address, contact phone number and contact email address; and the requesting VBA Regional Office name and contact information}. 14.3.9 Provide the ability to include the following Veteran/SM information to the vendor for the referral: {Claimant's name, date of birth, gender, address and phone number(s), Social Security Number, and Claim File Number}. 14.3.10 Provide the ability to include the authorization number (from VHA Fee). 14.3.11 Provide the ability for the system to interface with the Fee Basis Claims System (FBCS)/VA Payment Manager (VAPM) to obtain the authorization. 14.3.12 Provide the ability for the system to provide required information for fee {i.e. contract number, patient information, vendor tax ID, NPI, contract number, valid dates for authorization, exams requesting, estimated cost, contractual price schedule}. 14.3.13 Provide the ability for the system to include all potentially triggered exams and diagnostics in the fee authorization based on initial exam. 14.4Provide the ability to track referrals sent to the vendor (e.g., vendor, date sent, authorization number, examination types, and status of referral). 14.4.1 Provide the ability to track Cfiles sent to vendor. 14.5Provide the ability to maintain vendor information (e.g., contact information, pricing charts) for all vendors contracted to perform medical evaluations. 14.6Provide the ability to maintain CP Clinic information (e.g., clinic name, supervisor, referring examiner and contact information) for all CP Clinics. 14.7Provide the ability to maintain a VA Regional Office (VARO) contact information (e.g., VARO name and contact information) for all VAROs. 14.8Provide the ability to correct/update information associated with a referral (e.g., date returned from vendor, date rejected). 14.8.1 Provide the ability to communicate in real time the status of the referral/report bidirectional exchange of information (i.e. vendor and VA). 14.9Provide the ability to recall a request/referral from a vendor. 14.9.1 Provide the ability to notify the vendor when a referral associated with a medical evaluation has been recalled or modified. 14.9.2 Provide the ability to notify Fee department of changes to referrals and authorization. 14.10Provide the ability to audit referrals. BN15: Provide the ability for C&P clinic users to confirm the receipt of a medical evaluation returned from the vendors. 15.1Provide the ability to view a completed exam report medical evaluation within the specific users' workflows. 15.2Provide the ability to electronically receive and view any associated ancillaries (e.g., photos, x-rays, labs) conducted to support the medical evaluation report. 15.3Provide the ability to associate ancillaries (e.g., photos, x-rays, labs) with the exam report. 15.4Provide ability for users to associate the completed exam report with the referral. 15.4.1 Provide ability for users to associate the completed exam report with one or more referrals. 15.5Provide the ability to track the timeliness of the medical evaluation returned by the vendor (i.e., actual date returned by vendor not including days for review and acceptance by the requestor). 15.6Provide the ability to approve a medical evaluation received from a vendor. 15.6.1 Provide the ability for the system to automatically update the status of the exam and referral once approved. 15.6.2 Provide the ability to create an Electronic Data Interchange (EDI) billing specific to completed IDES referrals. 15.7Provide the ability to reject a medical evaluation received from the vendor (i.e., insufficient or incomplete). 15.7.1 Provide the ability to automatically return rejected exams of the referral to the vendors for correction. 15.7.2 Provide the ability to associate reportable comments related to inadequacies noted within the rejected medical evaluation. 15.7.3 Provide the ability to automatically update the status of the referral on rejection. 15.8Provide the ability to extend the timeliness range of examinations sent back to the vendors to account for the additional time required for vendor to subsequently return the medical evaluation. 15.9Provide the ability to count VHA contracted exams as "workload" according to the workload business rules. BN16: Provide the ability for C&P users to track and monitor all referrals of contracted exams. 16.2Provide the ability to view a pending list of exam referrals. 16.3Provide the ability to filter a pending list of all exam/exam referrals (e.g. received, cancelled, scheduled, completed, accepted, and rejected). 16.4Provide the ability for the system to provide configurable alerts. (e.g., returned referrals require review). 16.5Provide the ability to maintain (i.e. correct), where appropriate, the status of the medical evaluations. 16.5.1 Provide the ability to invoke the actions associated with the updated referral status (e.g., correcting a contracted exam status from "accepted" to "rejected" will invoke the action of returning the medical evaluation to the vendor for correction). 16.6Provide the ability for CP Vendors to update the status of the referral (e.g., the date and location of the appointment for the medical evaluation once scheduled, completed medical evaluation). 16.7Provide the ability to obtain reporting on contracted medical evaluations based on user role. 16.8Provide the ability to provide an audit trail/ability to track the status of each exam throughout the process. 16.8.1 Provide the ability to track the health care claim bill and payment for audit purposes. 16.9Provide the ability to trigger exam and ancillary list. 16.10Provide the ability to track exams sent to the vendor (e.g., vendor, date sent, authorization number, examination type). 16.10.1 Provide the ability to track Cfiles sent to vendor. 16.10.2 Provide the ability to track exams returned by the vendor. 16.10.3 Provide the ability to track vendor exams approved by the C&P user. 16.10.4 Provide the ability to track vendor exams rejected and returned to the vendor.
 

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