Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF OCTOBER 20, 2016 FBO #5445
DOCUMENT

Q -- MEDICAL CODING SERVICES - STL - Attachment

Notice Date

10/18/2016
 

Notice Type

Attachment
 

NAICS

561410 — Document Preparation Services
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office (NCO) 15;3450 S 4th Street Trafficway;Leavenworth KS 66048
 

ZIP Code

66048
 

Solicitation Number

VA25517Q0033
 

Response Due

10/21/2016
 

Archive Date

12/20/2016
 

Point of Contact

Kevin C Wallace
 

E-Mail Address

6-1968<br
 

Small Business Set-Aside

N/A
 

Description

This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract on the basis of this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, or Veteran Owned Small Businesses, interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business or Veteran-owned small business, and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. Potential contractors must also list any GSA contract under Category 51 506 that may pertain to this announcement. The VA Heartland Network 15, Contracting Office located at 3450 South 4th Street, Leavenworth, KS, 66048-5055 is seeking a potential qualified contractor to provide quality coding audit and provide coding services for the VA ST LOUIS HEALTH CARE SYSTEM. These services shall be performed in accordance with ICD-10 coding standards (see Statement of Work below). The NAICS code for this service is 561410 - Document Preparation Services Important information: The Government is not obligated to, nor will it, pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Currently a service-disabled veteran-owned small-business set-aside is anticipated under FAR 6.206 - Set-asides for Service-Disabled Veteran-Owned Small Business Concerns. However, if response by Service Disabled Veteran Owned Small Business firms or Veteran Owned Business firms proves inadequate, an alternate set-aside may be utilized. If interested in bidding on this potential procurement, and are qualified to perform, please acknowledge by sending an email to the email address of the contracting officer below no later than 10/21/2016. Attention: Kevin Wallace, Contracting Officer. Email: kevin.wallace2@va.gov Phone: 913-946-1958 Fax: 913-946-1998 STATEMENT OF WORK 1. SCOPE OF WORK The intent of this solicitation is to furnish a quality coding audit and provide coding services for the VA ST LOUIS HEALTH CARE SYSTEM. Coding audits will be measured by the accuracy, completeness and consistency of code assignments contained in the outpatient Patient Care Encounter (PCE) and inpatient Patient Treatment File (PTF) to include observation stays and ambulatory surgery. Contractor shall provide ICD-10-CM and ICD-10-PCS coding services for inpatient PTFs and ICD-10-CM and CPT, and HCPCS coding services for outpatient/ambulatory cases and ambulatory surgeries. Outpatient encounters include but are not limited to scheduled clinic appointments with physicians, ancillary providers, radiology, laboratory and EKGs. Inpatient PTFs include radiology, surgeries (operations), procedures, specialty movements, physician admission, discharge and transfer validation. Ambulatory surgeries include but are not limited to anesthesia, radiology, laboratory and pathology. 2. FACILITY DESCRIPTION AND COMPLEXITY The VA ST LOUIS HEALTH CARE SYSTEM is a 1A highly complex, two division, tertiary care and research-leading VISN referral medical center system with an integrated data base and highly affiliated with Saint Louis University and Washington University Schools of Medicine. 3. CONTRACTOR REQUIREMENTS Contractor shall provide all labor, material (including coding books, etc.) and supervision necessary to perform: coding of and/or coding auditing for inpatient, observation, diagnostic tests, ambulatory surgery/ambulatory cases and outpatient (clinic) data collection, evaluating the accuracy, completeness, and consistency of coding diagnoses, procedures and professional service evaluation and management codes, in accordance with official coding guidelines (Coding Clinics, CPT Assistant, AMA, Ambulatory Payment Classifications [APC]) in a simulated Medicare payment environment. All coding and coding audits will utilize the computerized medical record system (CPRS). The coding and coding audits will be conducted by remote data view. Should the information not be contained in CPRS (including VistA Imaging) or VistA, the contractor will immediately notify the Contracting Officer's Technical Representative (COR) or designee. Contractor shall be responsible for providing their staff with laptops, reference material, software/encoder tools for conducting audits, and training materials. Contractor shall be proficient in the use of the laptops, reference materials, software/encoder tools and shall provide with their proposal evidence of the use of an encoder. The estimated number of coding and coding audits are as follows: Coding Outpatient, 3000 per month Coding Outpatient Radiology/Diagnosis Only, as needed Coding Inpatient/Census only, without professional fees, including surgery within stay 100 per quarter Coding Inpatient, without professional fees, including surgery as needed Coding Audits-The monthly inpatient coding audit estimated number must include a minimum of ten (10) inpatient episodes for Diagnostic Related Groups (DRGs), Secondary Diagnoses, Procedures, Operations and Present on Admission (POA) indicators. The monthly outpatient coding audit estimated number must include a minimum of ninety (90) outpatient claims for professional services to exclude laboratory, radiology, telephone and prosthetic encounters. These outpatient claims may include ambulatory surgeries or invasive procedures. The sample size will be representative of each of the time periods shown in the Scope of Work. Contractor shall utilize the VA ST LOUIS HEALTH CARE SYSTEM collection tool provided for all coding audits performed. Contractor shall document in writing all coded audits and provide such documentation to the COR or designee at the conclusion of each day. Contractor shall provide the coding audit findings to the Chief, HIM, COR, management, and other designated medical center personnel for the previous month by the eighth (8th) day (including Federal Holidays) of the current month. HIM medical center personnel will review proposed changes prior to final written report for mutually agreed upon changes to the Contractor by the thirteenth (13th) day (including Federal Holidays) of the current month. A final written report shall be provided by the Contractor to the VA ST LOUIS HEALTH CARE SYSTEM COR or designee by the sixteenth (16th) day (including Federal Holidays) of the current month for the conclusion of the coding audit. Report of coding audits must contain at a minimum the following: Inpatient and Observation Audits: "Executive Summary "Total number of records audited "DRG accuracy rate "Changes in relative weight "Reasons for DRG change "ICD-10-CM coding accuracy rate "ICD-10-PCS coding accuracy rate "Present on Admission (POA) accuracy rate "Reasons for coding changes for data quality "DRG changes by PTF 701, 501 "Coding reference for DRG changes "Coding reference for ICD-10-CM and ICD-10-PCS coding changes "Reference if DRG change was noted in previous audit periods "Recommendations for improvement The Contractor will also annotate what document (date and time) where complications and/or co-morbidities where not captured by the coder. Surgery Package (Inpatient and Ambulatory) Audits: "Executive Summary "Total number of records audited "Total number/percentage of records with coding changes by ICD diagnosis and CPT "Total number of modifier changes (number added, number deleted) "Types and reasons of coding change "Coding reference for ICD-10-CM, CPT and HCPCS coding changes "Reference if coding changes were noted in previous audit periods "Recommendations for improvement Diagnostic Services Audits: "Executive Summary "Total number of records audited "Total number/percentage of records with coding changes by ICD diagnosis and CPT "Total number of modifier changes (number added, number deleted) "Types and reasons of coding change "Coding reference for ICD-10-CM, CPT and HCPCS coding changes "Reference if coding changes were noted in previous audit periods "Recommendations for improvement Outpatient Audits Provider or Coder: "Executive Summary "Total number of records audited "Total number/percentage of records with coding changes by ICD diagnosis and CPT "Total number of modifier changes (number added, number deleted) "Types and reasons of coding change "Coding reference for ICD-10-CM, CPT and HCPCS coding changes "Reference if coding changes were noted in previous audit periods "Recommendations for improvement Contractor must provide the most recent evidence of having successfully provided services requested to customers of size and configuration similar to VA facilities (to be submitted with proposal). Contractor must provide with the proposal general company background/composition to include: years in coding consultation business, number of employees and their positions, and names of contracts with the type of work performed, a contact person and telephone number and the number of contracts awarded of this size. Contractor shall ensure complete electronic data entry into the VA ST LOUIS HEALTH CARE SYSTEM NUANCE system. Entry is to include CPT and HCPCS codes, modifiers, and diagnostic codes for the encounter or occasion of service. Contractor will also link the provider and diagnosis code with the correct CPT and HCPCS code. Placement of a Case Comment will be assigned as appropriate to each outpatient encounter per established guidelines. The Contractor will then file the encounter to PCE. Contractor shall use 1995 & 1997 Evaluation and Management guidelines. Contractor shall NOT use "incident to" rules. Contractor shall maintain frequent communication with the COR or designee regarding progress, workload status and/or problems. Contractor shall document in writing all coded cases and provide such documentation to the COR or designee at the conclusion of each day by running a coded productivity report and placing it into a shared folder. Contractor shall be responsible for providing personnel to perform coding. Upon request of the Contracting Officer, the Contractor shall remove any Contracted staff that do not comply with VA ST LOUIS HEALTH CARE SYSTEM policies or meet the competency requirements for the work being performed. Contractor shall be required to maintain records that document competence/performance levels of employees working on this contract in accordance with The Joint Commission standards as well as regulatory body requirements. Contractor shall possess all licenses, permits, accreditation, and certificates as required by law. Contractor shall be required to validate any order in the CPRS Orders Tab or Progress Note for test procedures in the health information documentation to validate medical necessity. All associated working papers and other material deemed relevant by the VA generated by the Contractor in the performance of this contract are the property of the United States Government. All individually identifiable health information/patient records shall be treated with the strictest confidentiality. Access to records shall be limited to essential personnel only. Documents/records/information shall be secured when not in use. At the conclusion of the contract all copies of individually identifiable health information shall be returned to VA ST LOUIS HEALTH CARE SYSTEM except where it is required to be retained by Contractor to comply with other Federal regulations. Contractor and Medical Center will agree on volume of cases to be coded weekly. Medical Center will provide a list of cases (code me report). Contractor shall notify the COR when the "to be coded" list is complete but no later than three (3) days (including Federal Holidays) after receipt from the VA ST LOUIS HEALTH CARE SYSTEM. When the Contractor cannot meet this deadline due to unforeseen circumstances, Contractor shall notify the COR or designee by telephone by the second (2) day (including Federal Holidays). 4. CONTRACTOR GUIDELINES Contractor shall adhere to all coding guidelines accepted by VA policy including but not limited to: Official Guidelines for Coding and Reporting as found in the CPT Assistant, a publication of the American Medical Association; Official Guidelines for Coding and Reporting as found in Coding Clinic for ICD-10-CM and ICD-10-PCS; VHA guidelines for coding as found in the Handbook for Coding Guidelines (most recent edition), Health Information Management, Department of Veterans Affairs, which will be provided to Contractor prior to project commencement; and CMS Ruling - Documentation Requirements for VA Teaching Physicians as signed by Robert H. Roswell, MD, Under Secretary for Health and related documents and guidelines, which will be provided to Contractor prior to project commencement. 5. CODER AND CODING AUDITOR QUALIFICATIONS The coders and coding auditors must have the current credentials of a Registered Health Information Technician (RHIT) or a Registered Health Information Administrator (RHIA). The coder and coding auditor must have at least three (3) years of training experience as a consultant in reviewing records in large tertiary care hospital, and outpatient health care organizations having all subspecialties and primary care. A resume of the coders and coding auditors must be included in the proposal, along with two (2) current client references specific to each individual coder and coding auditor, as well as proof of credentials. References and proof of credentials must be included in the proposal. Coders and Coding Auditors must clarify conflicting, ambiguous or nonspecific documentation by consulting with their supervisor who will be identified to Contractor along with telephone number and email address in advance of the project commencement. Supervisor, if necessary, will discuss with VA ST LOUIS HEALTH CARE SYSTEM COR or designee the identified conflicting, ambiguous, or nonspecific documentation. Contractor shall abide by the American Health Information Management Association (AHIMA) Standards for Ethical Coding. 6. QUALITY CONTROL Contractor shall be responsible for developing a coding audit sample size that assures a 95% confidence level of accuracy for their employees including inpatient hospitalizations, diagnostic, ambulatory surgery, observation and outpatient encounters. 7. VA REQUIREMENTS Provide a listing of patients by category with the name, social security number, and date of service. VA shall provide electronic data entry into the VA ST LOUIS HEALTH CARE SYSTEM NUANCE system and enable viewing of the CPRS/VistA systems. 8. TERMS OF THE CONTRACT The overall term for the base year of the contract will be thirty (30) days following the awarding of the contract. Subsequent option year coding and coding audits will be renewed annually based on the outcomes of the base year and each year thereafter, reviewing the previous years' workload. If there are changes in policy regarding coding requirements the Contracting Officer will determine whether the Statement of Work (SOW) should be modified. 9. CONFIDENTIALITY AND NON-DISCLOSURE Contractor shall insure the confidentiality and security of all patient information and shall be held liable in the event of breach of confidentiality. The Contractor shall comply with the provisions of the Privacy Act (5 USC 522a), Confidentiality of Drug Abuse, Alcohol Abuse, Sickle Cell Anemia and HIV/AIDS Treatment Records (38 USC 7332 and 38 USC 4132) and Confidentiality of Medical Quality Assurance Records (38 USC 5705 and 38 USC 3305). The Contractor shall comply with all pertaining confidentiality and security statutes. Contractor shall be compliant with the Health Insurance Portability and Accountability Act (HIPAA). Failure to comply with statutes regarding confidentiality and security of patient health information/individually identifiably information may result in financial sanctions. Contractor shall certify that all employees performing services under this contract have received required VHA Privacy and Security training. Contractor shall be responsible for insuring the confidentiality and security of all patient information and shall be held liable in the event of any breach of confidentiality. Access requirements to VA information systems by Contractor personnel shall meet or exceed those requirements established for VA employees as promulgated in VA/VHA administrative issues including directives. Access shall be granted to non-VA users only if the purpose of access is consistent with all privacy and security policies and regulations. Contractor personnel shall be required to sign access agreements before starting work under this contract. These agreements require them to abide by VA computer access security and confidentiality policies. Contractor shall sign a Business Associate Agreement (BAA) with the Department of Veterans Affairs. VA Information and Information System Security/Privacy General All contractors and contractor personnel shall be subject to the same Federal laws, regulations, standards and VA policies as VA and VA personnel regarding information and information system security. Contractors must follow policies and procedures outlined in VA Directive 6500, Information Security Program and its handbooks to ensure appropriate security controls are in place. Access to VA Information and VA Information Systems A contractor shall request logical (technical) and/or physical access to VA information and VA information systems for employees, subcontractors, and affiliates only to the extent necessary: (1) to perform the services specified in the contract, (2) to perform necessary maintenance functions for electronic storage or transmission of media necessary for performance of the contract, and (3) for individuals who first satisfy the same conditions, requirements and restrictions that comparable VA employees must meet in order to have access to the same type of VA information. All contractors and subcontractors working with VA Sensitive Information are subject to the same investigative requirements as those of regular VA appointees or employees who have access to the same type of information. The level of background security investigation will be in accordance with VA Directive 0710, Handbook 0710.01 which are available at: http://www1.va.gov/vapubs/ and VHA Directive 0710 and implementing Handbook 0710.01 which are available at: http://www1.va.gov/vhapublications/index.cfm. Contractors are responsible for screening their employees. The following are VA's approved policy exceptions for meeting VA's background screenings/investigative requirements for certain types of contractors: "Contract personnel not accessing VA information resources such as personnel hired to maintain the medical facility grounds, construction contracts, utility system contractors, etc., "Contract personnel with limited and intermittent access to equipment connected to facility networks on which no VA sensitive information is available, including contractors who install, maintain, and repair networked building equipment such as fire alarm; heating, ventilation, and air conditioning equipment; elevator control systems, etc. If equipment to be repaired is located within sensitive areas (e.g. computer room/communications closets) VA IT staff must escort contractors while on site. "Contract personnel with limited and intermittent access to equipment connected to facility networks on which limited VA sensitive information may reside, including medical equipment contractors who install, maintain, and repair networked medical equipment such as CT scanners, EKG systems, ICU monitoring, etc. In this case, Veterans Health Administration facilities must have a duly executed VA business associate agreement (BAA) in place with the Contractor in accordance with VHA Handbook 1600.01, Business Associates, to assure compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) in addition to the contract. Contract personnel, if on site, should be escorted by VA IT staff. The contractor agrees to - (1) Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies-- (i) The systems of records; and (ii) The design, development, or operation work that the contractor is to perform; (2) Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a system of records on individuals that is subject to the Act; and, (3) Include this Privacy Act clause, including this subparagraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a system of records. In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a system of records on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a system of records on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a system of records on individuals to accomplish an agency function, the contractor is considered to be an employee of the agency. (1) "Operation of a system of records" means performance of any of the activities associated with maintaining the system of records, including the collection, use, and dissemination of records. (2) "Record" means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and contains the person's name, or the identifying number, symbol, or other identifying particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph. (3) "System of records on individuals" means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual. Security Incident Investigation The term "security incident" means an event that has, or could have, resulted in unauthorized access to, loss of or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor shall immediately notify the COR and simultaneously, the designated ISO/Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor has access. To the extent known by the contractor, the contractor's notice to VA will identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information/assets were placed at risk or compromised), and any other information that the contractor considers relevant. The contractor will simultaneously report the incident to the appropriate law enforcement entity(ies) of jurisdiction, including the VA Offices of the Inspector General and Security and Law Enforcement, in instances of theft or break-in or other criminal activity. The contractor, its employees, and its subcontractors and their employees will cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor will cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. To the extent practicable, the contractor shall mitigate any harmful effects on individuals whose VA information was accessed or disclosed in a security incident. In the event of a data breach with respect to any VA Sensitive Information processed or maintained by the contractor or subcontractor under the contract, the contractor is responsible for liquidated damages to be paid to VA. Security Controls Compliance Testing On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With ten (10) working-days' notice, at the request of the Government, the contractor will fully cooperate and assist in a Government sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The Government may conduct a security control assessment on shorter notice (to include unannounced assessments) determined by VA in the event of a security incident or at any other time. 10. CONTRACTOR TRAINING All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA networks: (1) Sign and acknowledge understanding of and responsibilities for compliance with the attached National Rules of Behavior relating to access to VA information and information systems; (2) Successfully complete Privacy Awareness and Information Security Training, and Rules of Behavior (VA network access) training and annual refresher training as required; (3) Successfully complete Privacy and HIPAA Training (Access to VA PII/PHI) and annual refresher training as required; and (4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document - e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] The contractor shall provide to the contracting officer a copy of the training certificates for each applicable employee within one (1) week of the initiation of the contract and annually thereafter, as required. These online courses are located at the following web site: https://www.ees-learning.net/. Failure to complete this mandatory training within the timeframe required will be grounds for suspension or termination of all physical and/or electronic access privileges and removal from work on the contract until such time as the training is completed. 11. BACKGROUND AND SCOPE OF WORK BY CATEGORY Inpatient and Observation records: The PTF was developed in 1983 and is the automated discharge database for the Department of Veterans Affairs (VA). PTF maintains a record on every inpatient treated in a VA facility or in a non-VA facility at VA expense. These PTF records provide a computerized abstract of each patient discharge and contain over 100 different data items which describe the characteristics of the patient and the reason for the hospital stay. Each VA facility electronically submits PTF data to the VA Data Processing Center (DPC) in Austin, Texas. Reports are compiled by facility from hospitals, nursing homes, and domiciliary and are sent to the facility. The information from the reports is used for local quality improvement (QI) studies, The Joint Commission physician reviews, VISN budget planning, and Diagnostic Related Groups (DRG). Interest in PTF has increased as a result of the realization that tremendous financial losses can occur from incomplete or inaccurate data. PTF is broken down into several different abstracting transactions: oN101Admission Transaction - Records demographic data and type of admission, service connection, and eligibility. oN501Patient Movement/Discharge Diagnosis Transaction - Establishes a patient movement transaction within a single period of hospitalization, including primary and secondary diagnoses. oN701/702Disposition Transaction - The disposition transaction is completed upon release from inpatient care, death, or transfer. This includes primary and secondary diagnoses for the entire hospitalization. The N702 will be prepared when a patient has more than one diagnostic code to be entered. oN401Surgical Transaction - Represents a separate incident of surgery as identified by the date of surgery. oN601Procedural Transaction - Represents a separate incident of a non-OR procedure as identified by the date of the procedure. Should the facility not have observation beds, the VA medical center will substitute records from any of the other categories. Outpatient Records: In 1995, the Under Secretary for Health directed that as of October 1, 1996, Veterans Health Administration (VHA) facilities were to begin collecting and reporting coded diagnostic, procedural and practitioner data for all ambulatory care encounters. While VHA facilities had been electronically reporting information about each outpatient visit to the national Outpatient Clinic System (OPC), the new requirement forced a major shift in the way VHA medical centers collected and stored ambulatory care information. Outpatient information is entered through the VISTA Patient Care Encounter (PCE). Facilities now report patient identity, date and time of service, practitioners (by Health Care Finance Administration [HCFA] Individual Provider Taxonomy type code), place of service, active problem(s) (by ICD-10-CM code), and service(s) provided (by CPT-4 code and HCPCS code) for every ambulatory encounter and/or ancillary service. 12. GLOSSARY OF TERMS Ancillary Services - Those services other than room, board, medical and nursing services, such as laboratory and radiology that are provided to patients in the course of care. An ancillary service does not include the exercise of independent medical judgment in the overall diagnosing, evaluating and/or treating of the patient's conditions. An ancillary service is usually the result of an encounter. CMS - Centers for Medicare and Medicaid Services Coding - The process of assigning a number (alpha, numeric or a combination of both) from a recognized and approved coding classification system that properly identifies and defines medical services, procedures and diagnoses. Contractor - An individual, partnership, or organization having a contractual relationship with the Government for provision of service. CO (Contracting Officer) - The person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. COR (Contracting Officer's Technical Representative) - Any person or persons authorized to act for the Contracting Officer within authority limits. (Lead/Facility). CPRS (Computerized Patient Record System) - The patient's electronic health record. CPT - Current Procedural Terminology, 4th edition, published by the American Medical Association (AMA). A listing of descriptive terms and identifying codes for reporting medical services and procedures performed by physicians or performed under the supervision of a physician. Cure Notice - A formal notification to Contractor to correct a deficient situation or risk termination of contract. Department of Veterans Affairs - Government agency requiring services under the terms of the contract. Emergency - An unforeseen combination of circumstances, or the resulting state, which requires immediate action. An emergency situation shall be declared by the Facility COR and/or the Lead COR. Federal Holidays - The date of observance by the Federal Government of the following holidays: New Year's Day (1 January), King's Birthday (3rd Monday in January), Presidents Day (3rd Monday in February), Memorial Day (Last Monday in May), Independence Day (4 July), Labor Day (1st Monday in September), Columbus Day (2nd Monday in October), Veteran's Day (11 November), Thanksgiving Day (4th Thursday in November), and Christmas Day (25 December). When such holiday falls on first non-workday, the preceding workday will be considered a holiday. When such holiday falls on the second non-workday, the next workday will be considered a holiday. Government - The United States Government, Headquarters, VA, VAMC, and the term used to refer to the officials designated to administer the contract or their designated representatives. HCPCS - Centers for Medicare and Medicaid Services (CMS) Common Procedural Coding System (HCPCS) is a coding system that was developed by CMS for the purpose of standardizing the coding systems used to process Medicare claims on a national basis. The HCPCS coding system is used to bill primarily for supplies, materials and injections. It is also used to bill for certain procedures and services that are not defined in CPT. ICD-10-CM - International Classification of Diseases, 10th revision, Clinical Modification (ICD-10-CM) is a nomenclature developed by the World Health Organization and modified for use within the United States to classify morbidity and mortality information for statistical purposes, and for the indexing of hospital records by disease and diagnosis. ICD-10-PCS - International Classification of Diseases, 10th revision, Procedure Coding System (ICD-10-PCS) is a nomenclature developed by the World Health Organization and modified for use within the United States to classify morbidity and mortality information for statistical purposes, and for the indexing of unique codes for all substantially different procedures and allows new procedures to be easily incorporated as new codes. Medical Center Director (s) - The person with final responsibility for the mission of the Medical Center. A Medical Center Director may have final authority over more than one Medical Center. Must - This word is used in connection with the Contractor and specifies that the provision is binding. OIG - Office of Inspector General PCE - Patient Care Encounter is VISTA software, which enables transmission of an ambulatory encounter, inpatient professional fees, or ancillary service data to the National Patient Care Database (NPCD) and/or Corporate Data Warehouse (CDW). Personal Property - All Government property, except real property and expendable property. Service - A job performed to the standard and within the acceptable quality level. The Contractor must do the specific job, meet the standard, and meet the acceptable quality level before performance is acceptable and the Contractor is paid. Shall - This word is used in connection with the Contractor and specifies that the provision is binding. Standard - A Government acknowledged measure of comparison. Start Date - The date work under the contract is scheduled to begin. TJC (The Joint Commission) A national organization dedicated to improving the care, safety, and treatment of patients in health care facilities. VA (Department of Veterans Affairs) - The Government agency requiring services under the terms of the contract. VAMC - Veterans Affairs Medical Center VHA - Veterans Health Administration, Headquarter, Central Office VISTA/RESCUE - Veterans Health Information Systems and Technology Architecture. VISTA Imaging - Captures clinical images, scanned documents, motion video and other non-textual data files making them part of the patient's electronic health record. Will - This word is used in connection with the Government and specifies that the provision is binding. 13. OBLIGATION/PURCHASE ORDER NUMBERS The COR shall provide the contractor with an Obligation/Purchase Order Number prior to the commencement of work under this contract. The obligation number/task order number is provided for payment purposes and must be referenced on all invoices. 14. EFFECTIVE PERIOD The effective period of this contract shall be mutually agreed on by Contractor and Medical Center. 15. EXTENT OF OBLIGATION The Government is obligated only to the effect of authorized purchases actually made under this contract. 16. PURCHASE LIMITATION Individual purchase dollar limitations shall not exceed the limitations established by each FSS contract. 17. INDIVIDUALS AUTHORIZED TO PURCHASE UNDER THE CONTRACT Individuals (CORs) acting within the scope of their delegated procurement authority are authorized to purchase under this contract. 18. PAYMENTS/INVOICES Payments shall be made by electronic funds transfer (EFT) or by Government commercial credit card. For purchases made by purchase order, invoices shall be mailed to: Department of Veterans Affairs Financial Services Center PO Box 149971 Austin, TX 78714 Invoices must cite the Obligation/Purchase Order number provided by the ordering facility along with the contract number. A courtesy copy of the invoice must be emailed to the VA ST LOUIS HEALTH CARE SYSTEM COR or designee. 19. MODIFICATIONS Modifications of this agreement shall be in writing and mutually agreed upon by the Contracting Officer and an authorized representative of the contractor.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/LeVAMC/VAMCKS/VA25517Q0033/listing.html)
 

Document(s)

Attachment
 

File Name: VA255-17-Q-0033 VA255-17-Q-0033.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3061837&FileName=VA255-17-Q-0033-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3061837&FileName=VA255-17-Q-0033-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN04306560-W 20161020/161018233958-ca93a11bd4e620494439d81b6dab17c1 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

---

| FSG Index  |  This Issue's Index  |  Today's FBO Daily Index Page |