SOURCES SOUGHT
R -- Dictation and Transcription Services
- Notice Date
- 3/8/2018
- Notice Type
- Sources Sought
- NAICS
- 561410
— Document Preparation Services
- Contracting Office
- Department of the Navy, Bureau of Medicine and Surgery, Naval Medical Center San Diego, Bldg 1, 34800 Bob Wilson Drive, San Diego, California, 92134-5000, United States
- ZIP Code
- 92134-5000
- Solicitation Number
- N0025918R0005
- Archive Date
- 4/6/2018
- Point of Contact
- Robert M. Salomon, Phone: 6195328108
- E-Mail Address
-
robert.m.salomon2.civ@mail.mil
(robert.m.salomon2.civ@mail.mil)
- Small Business Set-Aside
- N/A
- Description
- Request for Information Supplies/Services Dictation and Transcription Services at Naval Medical Center San Diego DISCLAIMER THIS NOTICE IS FOR PLANNING PURPOSES ONLY. THE GOVERNMENT DOES NOT INTEND TO AWARD A CONTRACT ON THE BASIS OF THIS RFI OR REIMBURSE ANY COSTS ASSOCIATED WITH THE PREPARATION OF RESPONSES TO THIS RFI. This RFI is issued solely for information and planning purposes and does not constitute a Solicitation, an Invitation for Bids, a Request for Proposal, a Request for Quotation, or an indication the Government will contract for the items contained in this announcement. This RFI is a request for interested parties to describe their product, technical capabilities, delivery as well as demonstrated tools and processes. All information received in response to this RFI marked Proprietary will be handled accordingly. Responses to the RFI will not be returned and Respondents will not be notified of the result of the review. Whatever information is provided in response to this RFI will be used to assess tradeoffs and alternatives available for determining how to proceed in the acquisition process for NMCSD. In accordance with FAR 15.201(e), responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract. All information received in response to this RFI marked proprietary will be handled accordingly. Purpose: The Naval Medical Center San Diego (NMCSD) issues this Request for Information (RFI) to conduct market research for information and planning purposes to determine the existing market capability of businesses that are able to provide the requested services, DICTATION AND TRANSCRIPTION SERVICES, as specified below, at Naval Medical Center San Diego (NMCSD), to include product demonstration at NMCSD - dates to be determined - to have Government employees inspect, request additional information and sample equipment/services. The Government intends to review all proposed suggestions. All interested, capable, and responsible businesses are encouraged to submit a response to this notice. INTRODUCTION The NMCSD Patient Administration Department is tasked with conducting market research for Dictation and Transcription Services be used by Department Staff within the hospital. Using Government provided space, a select number of potential vendors will be invited to provide product/service demonstrations including question and answer sessions with hospital staff members. Respondents should identify their product/service capabilities that would help fulfill the currently specified requirements. The information gathered, if deemed successful, will be used to formulate final requirements, which may subsequently be posted in a solicitation for competitive bids. The description below outlines preliminary requirements for Dictation and Transcription Services at NMCSD. BACKGROUND Effective Dictation and Transcription Services are essential for effective communications in a hospital setting and serve to optimize patient safety, efficiency and quality of care and error prevention as well as Joint Commission Requirements. Per the Joint Commission website, "effective communication is critical to the successful delivery of health care services." The Joint Commission has identified communication as one of the top three root causes of sentinel events. Some inherent barriers to communication are from staff to staff and patient to staff, and are affected by accuracy of information. Through effective communication, facilitated by Dictation and Transcription Services, positive benefits will occur such as: 1) improvement in patient safety and satisfaction, 2) improved hospital efficiency, and 3) accuracy in horizontal and vertical communication. Dictation and Transcription Services are a key component to health systems and will have many positive benefits to the organization. REQUIREMENTS The Government requests that the contractor or contractors provide Dictation and Transcription Services with the following minimum characteristics: • Solution must enhance existing data center for tri-service capabilities; • Solution must have an Authorization to Operate/interface with MHS GENESIS; • System shall be able to pull patient demographic and ADT information from CHCS; • System shall permit remote access to the system for purposes of dictation and transcription. For example, physicians must be able to dictate from anywhere by telephone; • System shall provide remotely hosted back-end speech recognition technology that provides capability for improving medical transcriptionist efficiency; • System shall include development and implementation of an interface for auto-upload of inpatient transcriptions to Essentris; • System shall have the capacity to process two million lines of transcription per year; • System shall offer scalability to permit consideration for future expansion; • System shall provide a complete solution for all transcription needs; • System shall allow all physicians within NMCSD the ability to review, edit and electronically sign their transcribed reports online; • System shall have the ability to notify providers by email when there are reports needing to be signed; • System shall have the ability to allow providers to "self-edit" their dictations after back-end speech recognition processing based on document type. System must be flexible to allow "self edit" document assignment by provider and document type; • System shall provide the capability for the system to automatically "learn" the dictator's speech patterns to reduce automated transcription errors over time with usage; • System shall have the ability for all users to be able to search for any document by patient name, provider name, job number, patient DoD ID number, date of service or date of dictation to preview and/or print reports dictated within the system. The system shall allow for this customization to be set per user; • System shall operate in a completely paperless manner with printing available on-demand; • System shall have the capability to allow medical records personnel and the medical coding departments to preview and print signed and unsigned transcribed reports; • System shall have the capability to manage provider accounts online; • System shall have the capability to format transcriptions with customized headers, footers, and document type templates; • System shall have the capability to run and print detailed reports on system usage and tracking of transcription turnaround time; • Contractor will receive dictations from NMCSD providers via secure pathway after which contractor will provide transcribed dictations to NMCSD via secure pathway for inclusion into electronic medical record (specific information assurance and security requirements are described in "Information Security Requirements" section of this SOO); • Contractor shall also provide ability for local printing of transcriptions at NMCSD and the ability for end-user (providers) to view, edit and electronically sign transcriptions; • Contractor will maintain database of all transcribed documentation for retrieval by customer at any future time; • Contractor must also provide back up of services should any disruption of service greater than 48 hours occur, whether or not the disruption is due to unforeseeable technical issues, man-made, terrorist or natural disasters. The back service must meet all criteria set forth in this SOO. Contractor must provide monthly reports describing number of lines used per month and make any historical data available to NMCSD upon request. Contractor must provide access to the productivity database for reconciliation and payment purposes; • Contractor must provide and maintain adequate transcription personnel to meet the customer's designated turn-around times based on work type: 24 hours for GENMED and RAD ONC and two hours for GEN MED STAT reports; • If the system is inoperable, the repair shall be initiated in no more than 4 hours and worked to completion. NOTE: This RFI is only soliciting information on Dictation and Transcription Services that are able to meet the above requirements. All questions regarding this RFI shall be submitted by email to the Contract Specialist at robert.m.salomon2.civ@mail.mil Questions must be received by COB 3/13/2018 HOW TO RESPOND: Firms that wish to respond to this RFI shall provide the following information: 1) A brief summary of the responder's product/service and its characteristics in relation to the above-indicated requirements and additional preference characteristics; 2) A statement indicating an interest and the capability to provide the requested equipment/service in response to this RFI; 3) Brochures, technical layout and specifications, user guides, product compatibility, test results, agency approvals and certifications as it relates to the equipment/service requested in this RFI; 4) Company representative availability for product/service demonstration and question and answer session in relation to this RFI; and 5) Respondents must indicate whether their responses contain proprietary information if the respondents wish for the responses to be handled as such. The government shall not be held liable for any damages incurred if proprietary information is not properly identified. DESCRIPTION OF INFORMATION REQUESTED All vendors with qualifying products are invited to submit a Capability Statement and contact information. The Capability Statement should discuss the product/service capabilities as they relate to the requirements. Vendors with a GSA schedule should provide the contract number of that schedule and the expiration date as well as product NAICS codes. All items should be clearly identified if they are scheduled items or open market items. All Questions must be submitted via email prior to close of business March 13, 2018. Answers will be posted as a separate attachment on March 16, 2018. Responses shall be limited to no more than 10 pages with 12 point font, not including cover letter, cover page, and table of contents. Responses shall also include company name, size, technical and administrative points of contacts, telephone numbers, and email addresses with your inquiry. Please submit responses via email in Microsoft Office format by 5:00PM (PST) March 22, 2018. No mailing responses will be accepted. Finally, please indicate if the Vendor is a small business under the subject NAICS. NOTE: Responses to this announcement will not be returned, nor will there be any ensuing discussions or debriefings of any responses. However, information obtained as a result of this announcement may be reflected in any subsequent solicitation, and NMCSD may contact one or more respondents for clarifications to enhance the Government's understanding. This announcement is Government market research, and may result in revisions in both its requirements and its acquisition strategy based on industry responses. Contracting Office Address: 34800 Bob Wilson Drive San Diego, CA 92134 United States Primary Point of Contact: Robert M. Salomon robert.m.salomon2.civ@mail.mil
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