IHS, Alaska Area Native Health Service, Area Office of Acquisition Management, 4141 Ambassador Drive, Anchorage, Alaska 99508-5928

R -- MEDICAL TRANSCRIPTION SERVICES SOL 243-IFB-97-3081 DUE 050197 POC Vicky Hawkinson, Contract Specialist, (907) 729-2971 PART 1 OF 2. This is a combined synopsis/solicitation for medical transcription services at the Alaska Native Medical Center (ANMC) prepared in accordance with the format in Subpart 12.6, as supplemented with additional information in this notice. This notice constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number is 243-IFB-97-3081. This acquisition is issued as an invitation for bid (IFB). The solicitation and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 90-45. This solicitation is unrestricted. The SIC code is 7338. The ANMC is a 150 bed federal acute care general hospital located in Anchorage, Alaska. It is anticipated that a firm-fixed price contract will be awarded with a Base Period (one year period) and two (2) option years. The ANMC estimates the base period and each option period to be 1,665,000 lines. Bids shall state a unit price per line. REQUIREMENTS: The Contractor shall furnish a personal computer placed and maintained at ANMC during the contract period. The computer shall contain the following requirements: VGA monitor, 14.4 baud built-in modem or better, 90mb removable disk for hard disk document storage equal to or better than one gig hard drive with 14.4 modem with 8-16 megs or RAM, a high-speed laser jet printer, 12 pages per minute or better, dual output dray. The system shall have protection by an uninterruptable power supply. Reports and/or files shall be automatically archived as they are transferred to printers to eliminate lost reports should a power failure occur. The system shall have facsimile server capabilities to send to field hospitals or printer access for those facilities which wish to purchase their own PC and printer. (Each IHS facility has a fax and is responsible for its maintenance.) Those field facilities who have their own computers and printers shall have copies directed to them batched and downloaded directly into their computer. The Contractor must supply a similar PC to the Information Technology Services (ITS) Department with modem for HL7 upload to the hospital's RPMS system. The Contractor shall provide an accessible 800 telephone number with direct dictation into the system via standard telephone handsets, utilizing a state-of-the-art digital dictation (equal to or better than the Dictaphone digital 7000) system accessible to all ANMC users. The system shall have at least eight (8) ports dedicated exclusively to ANMC for simultaneous dictation and transcription to assure continuous availability to ANMC users. The system shall be up and operating 24 hours per day with total redundancy. The Contractor shall maintain all hardware and software. The Contractor shall provide automatic routing of dictation to another transcription site if there is a phone failure or power outage. The Contractor shall provide a system to store and collect incoming dictation in a database format and must be able to retrieve historical data for one year beyond the length of the contract. The Contractor shall maintain a dictation tracking system that will allow ANMC to call up the remote dictation system and monitor the status of current untranscribed dictation. The system must allow for real time updates for all dictation relative to ANMC. The Contractor shall provide ANMC a software database to collect and store incoming transcription and pertinent document statistics. This database shall have query capabilities that will allow ANMC to recall transcription for the purpose of printing, editing, modifying, document statistics and verifying line count (based on 70 actual characters -- not characters and spaces) and billing information. The Contractor must format reports according to the hospital's specifications. Software shall automatically receive and append incoming transcription of an active database that will contain active reports and text on file for 90 days after a patient is discharged (or report is dictated, whichever is longer). After 90 days the text portion of the report shall be archived to a removable disk pack to allow for future expansion of incoming work. Once the text has been archived, the database must automatically maintain a link between the current on-line database and printed automatically. Prior to each printing a summary sheet of the batch must be produced prior to the actual printing. Deficiency reports shall be automatically generated each time the transcriptionist detects a deficiency in the dictation. Documents with deficiencies are electronically marked as the transcriptionist detects a deficient subject/situation. These flagged deficiencies can be edited by ANMC personnel prior to printing the documents or the documents can be printed with the deficiencies and given to the dictator for clarification. Immediate editing can be performed or accessed to correct these reports. Reports with excessive errors shall be returned to the Contractor for correction and resubmission. The data base shall have reporting capabilities for queries of job status, user profiles and summary reports with an audit trail of system activity. Explanation: Can query by dictator, patient name, patient number, date dictated, range of dates of dictation by dictator, type of report dictated, or patient village and will access date dictated, date transcribed, date printed, and date forwarded to field hospital. The system shall have the ability to recall a report by any of the following individual criteria or combination of the following criteria: dates of dictation, transcription and transmission, report type, dictator, attending physician, surgeon, assistants, referring physicians, carbon copy, patient name, patient village, medical record number, department, clinics, deficiencies in reports, number to allow for editing or printing. The systems shall have the ability to attach to a Local Area Network and allow the database to be active on multiple terminals within the network. Example: workstation access to the database by several operators at the same time. The Contractor shall provide user profiles that include name, identification number, and password for system log-on. Once the physician identifies him/herself, the system knows specifically who they are and all their identifying information as to full name, service, and rank so that the information does not have to be dictated each time. The Contractor shall furnish dictation instruction workshops provided for all ANMC users on-site at ANMC. At the onset of the contract, there shall be three workshops within the first month of the contract and on each subsequent year one workshop within the first two weeks of July. The Contractor shall provide two hundred wallet cards with dictation instructions at the onset of the contract with an additional 100 each July 1 for the duration of the contract. The Contractor shall provide long-term storage capabilities for all transcribed documents permitting the ability to recall, edit, and print any transcribed document on demand from the printer/PC on-site at ANMC for 90 days after transcription. Work is archived monthly onto a disk and one copy of the disk forwarded to ANMC for permanent storage. The Contractor shall have capability of downloading transcription into optical disk so that typed information does not have to be scanned once ANMC has an optical storage system. The Contractor shall maintain on-line management reporting system that enable ANMC to track volume, turnaround, users, and report status through a database report-writer system. All transcription is transmitted back to ANMC to the high-speed laser printer and is accessed via the PC. The name of ANMC and the name of the report shall be printed in large size print on the bottom of each page. Once the documents have been printed, the system automatically marks database and all other prints of the same documents are marked "copy" unless another original is specifically requested. The system shall have the ability to recall a report by date, dictator, patient name, patient village or medical record number to allow for editing or printing. The Contractor shall perform incremental system back-up daily and complete system back-up performed weekly. The Contractor shall provide a quality assurance of all work transcribed and be familiar with the various locations and specific information relative to the Alaska region. Contractor shall have quality assurance staff familiar with medical transcription and be certified medical transcriptionists monitoring this account. Contractor shall back-load edited reports for archiving within Contractor's system. The Contractor must be a full outsource company and have equal or larger hospital accounts than ANMC with a good track record of performance. (0106)

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