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FBO DAILY - FEDBIZOPPS ISSUE OF JUNE 02, 2018 FBO #6035
DOCUMENT

R -- Dayton VA Medical Center Medical Medical Document Scanning Please review PWS and provide capability statement NO QUOTES WILL BE ACCEPTED AT THIS TIME - Attachment

Notice Date

5/31/2018
 

Notice Type

Attachment
 

NAICS

561499 — All Other Business Support Services
 

Contracting Office

Department of Veterans Affairs;Dayton VA Medical Center;3140 Governor ™s Place Blvd. Suite 210;Kettering OH 45409-1337
 

ZIP Code

45409-1337
 

Solicitation Number

36C25018Q9023
 

Response Due

6/15/2018
 

Archive Date

6/25/2018
 

Point of Contact

Jennifer Bowden, Contract Specialist
 

E-Mail Address

8-6511
 

Small Business Set-Aside

Total Small Business
 

Description

PERFORMANCE WORK STATEMENT (PWS) Contract Title: Dayton VAMC Document Scanning Background: The Dayton VA Medical Center has utilized contracted scanning resources to complete medical record document scanning and electronic importing since 2005. The purpose of this contract is to solicit vendors for full-service, daily, medical record document scanning and electronic file importing to VA s electronic health record system. Scope: Contractor shall perform the scanning/importing of patient medical and administrative record documents received in both paper and electronic formats into the Dayton Veterans Affairs Medical Center (VAMC) electronic medical record. This will be accomplished with Contractor personnel working both on-site at the Medical Center (hard copy documents - scanning) as well as off-site at a remote location (electronic files importing). The Contractor is responsible for determining the number of employees needed to accomplish all described work within 5 business days of receipt. The Contractor must have the ability/flexibility to adjust staffing levels to meet workload demands within 60 days of being notified of a change in workload volume. Specific Tasks: Contractor shall scan/import all received hard copy documents and electronic files into the VHA electronic medical record within 5 business days of receipt. The majority of the received hard-copy documents are not prepared for scanning/importing. The contractor will need to prepare each document for scanning/importing. Preparing the documents entails removing staples, removing any folds or creases, ensuring all pages are oriented correctly, and collating individual pages for the same Veteran. Note: These documents include one-page imaging or laboratory reports; and multi-page documents i.e. complex outpatient or inpatient medical records to be imported to a single Veteran s record. Electronic files are mostly collated/separated by file name (i.e. electronic date/time stamp). At the time of scanning/importing, the contractor will need to review each document/open each file and determine: 1) if all contents of the file are for the same Veteran medical record; 2) the correct Veteran medical record, and 3) indexing criteria based upon local procedures (attached Excel file). An average of 16 inches of medical records in paper format per weekday are received. This must be performed on-site. The Dayton VAMC will provide up to 5 on-site workstations for use by the contractor s staff. If contractor determines that workload demands require additional on-site staff, space and/or hours of work (shifts) can be negotiated with the Dayton VAMC. An average of 250 275 incoming electronic files per weekday of medical records of varying amounts of pages. (Any incoming electronic files which cannot be imported by the on-site staff, must be completed off-site at a location which is arranged by the vendor. Vendor is required to report the address/es location/s for all work being completed off-site. Off-site work locations are subject to unannounced privacy and security inspections.) When archived paper records are requested from off-site storage locations (i.e. Federal Records Center) for purposes of Release of Information, the vendor will be requested to scan the entire medical record into the electronic medical record database (as one file) within 5 business days of receipt. We estimate this to occur 10-15 times per week. Note: 1 record may have multiple volumes. Off-site personnel may be used on an as needed basis for any VISN 10 facility requesting assistance with importing services. Each facility would provide the vendor at least a 60-day notice prior to commencement of work. Each facility realizes the vendor may need to recruit and train new staff prior to commencement of work. Appropriate HRMS on-boarding processes will need to be completed, access to VistA, CPRS, and other software, along with access to the electronic files will need to be pre-arranged. Each facility will be billed individually at the same rate as the Dayton, OH VAMC. If such services are requested, each individual VISN 10 facility is required to create a 2237 authorization for a Contracting Officer to award services. Urgent documents/files required to be scanned/imported immediately into the medical records will be scanned, when possible, on the same day of receipt. This requirement is estimated to occur 5-10 times per work day. Urgency will be determined by the COR. Contractor personnel shall maintain, as verified by the COR, at least 97% accuracy in correctly indexing and scanning record documents into the correct patient medical record. Accuracy and productivity monitoring reports will be made available to the contractor for individual contractor staff when requested. All records will be securely maintained. Contractor personnel will not destroy any documents. All paper documents awaiting QA will be securely maintained on-site in locked cabinets until QA is complete. Electronic files will be stored in designated electronic folders in an electronic network location provided for by the Dayton VAMC. Performance Monitoring: VHA Handbook 1907.01, Health Information Management and Health Records, addresses scanning quality control processes for readability and indexing. During the scanning process, the person scanning must verify that the document is being scanned appropriately. Documents are to be scanned and reviewed for quality by the person scanning. During the first quality check, the image will be checked for the overall quality and visibility of the document. The person scanning will be responsible for reviewing each image, to make sure that the demographic information is correct on every page, the image is positioned/rotated correctly, and that all pages of documents have been captured in VistA Imaging, which may include blank pages when applicable. The second quality check of the scanned document must be verified by logging into VistA Imaging Display. The responsible person scanning the document will perform both processes. These checks will be performed by the person responsible for scanning the document and will be performed on 100 percent of the documents scanned. Areas reviewed for accuracy should include the following: Linked to correct patient/consult/note when appropriate. Correct title/X-ray exam/Admin indexing used. Required identifying information on all pages scanned. Progress Note entered correctly and electronically signed. Indexed per procedure. Image is legible. Image is oriented correctly in CPRS. Verify image is an exact copy of the original documents. A Quality Assurance Monitor must be performed to assess the quality of documents scanned using the criteria in Section 6, c. To determine which patients are selected for the monitor, the Chief, HIM, and/or designee, picks a random sample of scanned documents. Errors and image deletions must always be included in the Quality Image Assurance Monitors. The Dayton VAMC will track image deletion requests as well as the number of images deleted. Results of monitors must be shared with the Contractor s on-site Lead/Supervisor for further discussion with the individual who performed the scanning. When consistent problems are identified on any of the reviews, focused reviews will be conducted that look at a higher volume of scanned documents. The errors must be investigated to determine the cause, scope, and seriousness and an action plan must be implemented. Security Requirements: Contractor personnel will be responsible for maintaining confidentiality of health information without exception in accordance with Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule and the Privacy Act of 1974. The contractor s staff will be required to follow the VA s standard on-boarding process for contracted staff. The on-boarding process includes finger printing, background check, and issuance of a VA personal identity verification (PIV) card. If selected, the Contracting Officer will provide additional on-boarding criteria. For off-site work, the contractor is responsible for providing all computer hardware and office furnishings needed to complete the described work. The computer must have high-speed internet access and be capable of accessing the VA s information technology network via a Citrix Access Gateway, whereby the contractor s staff will utilize a VA remote desktop connection to complete the defined work using VA s VistA Imaging Capture and electronic health record software. Such computer may operate either Windows or Mac operating system and have a minimum of 3.20 GHz multi core processor with 4.00 GB of RAM. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI): GFE will be provided for staff working on-site. This includes, computers, monitors, keyboards, mice, and desktop scanning units. The Contractor will provide their own equipment to complete all off-site work. Other Pertinent Information or Special Considerations: Staff Qualifications: Contractor shall provide staff to be trained to scan/import medical record documents efficiently and correctly into the Veteran Health Administration electronic medical record. Contractor personnel will have basic knowledge and understanding of medical terminology and the components of medical records, e.g. discharge summaries, progress notes, lab results, etc. Training: Contractor personnel will be trained in accordance with local policies and with training aides provided by the Dayton VAMC. Training topics will include basic computer use of CPRS and VistA Imaging Capture & Display. The Supervisor, Chief, HIM, and/or designee, will provide training on the processes of scanning/importing a document with the Contractor s employees and allow the employees to scan documents with direct supervision. It is estimated the period of training with direct supervision may last up to 1 week. When the training with direct supervision is completed, and competencies are verified, the Contractor s employee will be given the opportunity to scan documents without direct supervision. The Chief, HIM, and/or designee, will then monitor and review every document scanned by the employee until the employee has scanned a minimum of 100 consecutive documents error free for both administrative and clinical documentation. One-time training for on-boarding of the Contractor s personnel will be provided by the COR, or designee. All subsequent training for new staff due to attrition will be provided at the Contractor s expense by the Contractor s on-site Lead/Supervisor. Risk Control: As defined in Performance Monitoring and Security Requirements above. Alleged violations will be reviewed on a case-by-case basis by the Dayton VAMC s Privacy Officer. Place of Performance: On-site Dayton VAMC, 4100 West Third Street, Dayton, OH 45428 There is available space and equipment to accommodate a staff up to 5 individuals simultaneously, with one of those being a Lead or Supervisor. On-site contractor personnel, will work Monday through Friday from 08:00 to 16:30 EST excluding government holidays. Any deviations from the work schedule will be considered by the Contracting Officer and Contracting Officer s Representative. Federal Holiday observances are: New Year s Day Birthday of Martin Luther King, Jr Washington s Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Off-site Location of the contractor s choice. Off-site computer and scanning equipment will be provided at the Contractor s expense. Access to the VA s network will be arranged by the Contracting Officer, the Contracting Officer s Representative, and the Contractor. Period of Performance: Base period: 10/01/2018 09/31/2019 Option 1: 10/01/2019 09/31/2020 Option 2: 10/01/2020 09/31/2021 Option 3: 10/01/2021 09/31/2022 Option 4: 10/01/2022 09/31/2023
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/DaVAMC552/DaVAMC552/36C25018Q9023/listing.html)
 

Document(s)

Attachment
 

File Name: 36C25018Q9023 36C25018Q9023.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4348515&FileName=36C25018Q9023-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4348515&FileName=36C25018Q9023-000.docx

 

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

Place of Performance

Address: Dayton VA Medical Center;4100 W 3rd St;Dayton,;OH

Zip Code: 45428-9000
 

Record

SN04939271-W 20180602/180531231248-900ba03df83570a646cf51aabf3f8810 (fbodaily.com)
 

Source

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

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