SOURCES SOUGHT
Q -- Medical Coding Services for the VA St. Louis Health Care System St. Louis, MO
- Notice Date
- 10/18/2023 7:32:04 AM
- Notice Type
- Sources Sought
- NAICS
- 561410
— Document Preparation Services
- Contracting Office
- 255-NETWORK CONTRACT OFFICE 15 (36C255) LEAVENWORTH KS 66048 USA
- ZIP Code
- 66048
- Solicitation Number
- 36C25524Q0020
- Response Due
- 10/25/2023 8:00:00 AM
- Archive Date
- 11/04/2023
- Point of Contact
- Leslie Ross, Contract Specialist, Phone: 913-946-1964
- E-Mail Address
-
leslie.ross2@va.gov
(leslie.ross2@va.gov)
- Awardee
- null
- Description
- THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this RFI In Accordance With (IAW) FAR Part 15.201(e). SOURCES SOUGHT DESCRIPTION This is NOT a solicitation announcement. This is a RFI/sources sought only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 561410. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement. The following VAAR policies and clauses will be applicable to this requirement if an SDVOSB/VOSB entity is interested and qualified in this requirement: limitations on subcontracting requirements set forth in 15 U.S.C. ยง 657s and in VAAR 852.219-10 and 852.219-11); 852.219-77, VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following: The VA St. Louis Health Care System (VASTLHCS) is requesting assistance with coding to maintain their turnaround times. Coding Services Inpatient Facility coding: All data must be accepted by Veterans Health Administration Corporate Data Warehouse within 5 calendar days from the date of patient discharge, including any error. corrections must be re-transmitted and accepted. The only exceptions are Patient Treatment File discharges from Contract or Community Nursing Home and non-Department of Veterans Affairs Purchased Care patient files. Inpatient facility coding is performed on all inpatient episodes of care, to include Observation and non- Veterans Affairs care under Veterans Affairs auspices, regardless of billable status. Applicable coding guidelines will be followed. A Present on Admission field entry is required for patients that are admitted to certain levels of care. The Present on Admission field is not required for Community Living Center and Domiciliary patients. The Present on Admission provides information on whether a diagnosis was present at the time of a patient's admission. The indicator is required to be assigned to all diagnosis codes involving inpatient admission. Each diagnosis, principal and secondary, and external causes of injury are required to have a Present on Admission indicator appended. Non- Veterans Affairs purchased care coding utilizes the non-Veterans Affairs invoice, as well as submitted clinical documentation if received. Outpatient Coding: All coding is to be completed within five (5) calendar days of the date coding is assigned. Outpatient encounters include face-to-face encounters and other occasions of service that are captured within the Patient Care Encounter. These services are captured through completion of electronic encounter forms; review of documentation by qualified coding staff; and automated data capture. Assign or validate diagnostic and procedural codes reflective of documentation; correct outpatient encounter, if necessary, to reflect code changes and name(s) of provider(s). Typically, outpatient coding does not require the coder to create encounters. Most outpatient encounters are initiated at the location of the visit, at time of patient check-in, and when the provider completes the visit at patient check-out and or completion of the encounter form. Surgery case coding to include anesthesia and pathology: Surgical coding must be completed immediately after the procedure when possible and no later than one week from the date of surgery. Surgery case coding includes the entry of coded procedures and diagnoses for all surgery cases. It is necessary to assign or validate diagnostic and procedural codes reflective of documentation for all cases in the surgery package. Assign and enter the diagnostic codes and procedural codes with associated modifiers reflective of documentation using the encoder into the surgery package. Anesthesiology visits for surgery performed in the Operation Room may require coders to create encounters for the services if they do not exist. Instructions for surgery coding are contained in the official coding guidelines and the Veterans Health Administration Coding Guidelines. External Auditing Services The contractor shall audit 20 records per coder per month. The audit sample for each type of coding (Inpatient DRG, Inpatient Professional Fee/Surgery, and Outpatient) is listed within the Delivery Schedule table. Following the National HIM coding guidelines, the Contractor will use the National HIM audit spreadsheet to document their audit results on each coder. All audit results will be sent to each employee and the employee s direct supervisor via encrypted Outlook email. If an employee requests a rebuttal to the audit, the Contractor will meet with the employee and employee s supervisor to discuss the audit findings. The Contractor shall have a methodology for resolving coding questions by reviewers and ensuring inter-reviewer consistency and reliability. The Contractor shall review findings with Chief, Health Information Management, facility Contracting Officer s Representative, management, and other designated medical center personnel. Any discrepancies identified during this process must be resolved prior to final written report. The Contractor shall provide a final written report to the facility Contracting Officer s Representative within 10 calendar days. The report will be prepared to allow use by medical center staff in re-reviews, education or to provide management updates. Final report elements will align with the National HIM audit spreadsheet data elements to include the record ID, breakdown of record type (i.e., outpatient, inpatient), breakdown by code (Current Procedural Terminology, International Classification of Diseases, Evaluation and Management, modifier, etc.) of total number of codes reviewed; number of correct codes, accuracy rate, Diagnosis Related Groups reviewed (# correct; accurate); any code changes/errors and reason/reference for error; identified weaknesses and recommendation for correction. Also include any documentation issues/deficiencies and recommendation for improvement/remediation. The Contractor shall document in writing all records reviewed and provide such documentation to the facility Contracting Officer s Representative with the final report. Education Plan: To be included in the audit process, weaknesses identified during the audit shall be used to provide a facility specific education/training plan, based on Veterans Health Administration coding and documentation regulations and guidelines, and local policy to present to Veterans Integrated Service Network/Veterans Affairs Medical Center management officials, physicians/clinicians, sub-specialties if needed, and for Veterans Health Administration coding staff to include any recommended remediation. Plan shall be submitted to the local Contracting Officer s Representative within seven (7) calendar days following the audit. Reporting Requirements The Contractor shall provide the facility Contracting Officer s Representative with monthly progress reports. The progress report shall cover all work completed during the preceding reporting period. This report shall also identify project activity, issues and resolutions, escalation process for outstanding issues, and remediation for any issues that cause the project to be delayed (both anticipated and unanticipated). The report format will be determined after discussion with the contractor. Delivery Schedule Task Deliverables Deliverable Objective Delivery Due Coding Services 1. 150 records per month. Inpatient Facility Coding Within five (5) calendar days of the date of patient discharge. 2. 300 records per month Outpatient Coding Completed withing five (5) calendar days of the date coding is assigned. 3. 150 records per month Surgery Coding Completed immediately after the procedure when possible and no later than 1 week from the date coding as assigned. External Audits 1. 80 audits per month total Audit: Inpatient Facility (Diagnosis Related Groups) Coding Complete within 10 calendars days of the end of the month. 2. 100 audits per month total Audit: Inpatient professional and coder coding including surgery coding Complete within 10 calendars days of the end of the month. 3. 260 audits per month total Audit: Outpatient encounter coding Complete within 10 calendars days of the end of the month. 4. Final report of audit results Complete within 7 calendars days following the audit. 5. Education Plan Provide at the exit conference. Reporting Requirements 1. Monthly Progress Report Within 7 calendar days of the end of the month. 2. Quarterly Reports Within 7 calendar days of the end of the quarter. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the brand name. If you are interested and are capable of providing the sought-out services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions: Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)? Is your company considered small under the NAICS code identified under this RFI? Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above? If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number. Please submit your capabilities that show clear, compelling, and convincing evidence that you can meet the requirement described in the attached SOW. Please provide your sam.gov UEI number. Responses to this notice shall be submitted via email to Leslie Ross at Leslie.ross2@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Wednesday, October 25, 20023 at 1000 CDT. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation
- Web Link
-
SAM.gov Permalink
(https://sam.gov/opp/e34244803d4847198b1b0ea2361625a7/view)
- Place of Performance
- Address: VA St. Louis Health Care System 1 Jefferson Barracks Dr., St. Louis 63125, USA
- Zip Code: 63125
- Country: USA
- Zip Code: 63125
- Record
- SN06862602-F 20231020/231018230043 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
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