R -- ACCOUNTS RECEIVABLE TECHNICIANS

Notice Date

April 13, 2001

Contracting Office

Contracting Officer (90C), Department of Veterans Affairs Medical Center, 1970 Roanoke Blvd., Salem, VA 24153-5483

ZIP Code

24153-5483

Solicitation Number

RFP 658-30-01

Response Due

April 23, 2001

Point of Contact

Dorann J. Burkett (540) 983-1084

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 as supplemented with additional information contained in this notice. This procurement is being conducted under Simplified Acquisition Procedures in accordance with FAR Part 13. This announcement constitutes a formal Request for Proposal (RFP) and a written solicitation WILL NOT be issued. The solicitation document and incorporated provisions and clauses are those in effect through FAC 97-23. RFP 658-30-01 should be referenced on all proposals. This acquisition is 100% small business set-aside and the NAICS Code is 541219 with a small business size standard of $6.0 million. Multiple awards may be made. The Department of Veterans Affairs, Medical Center Salem, 1970 Roanoke Boulevard, Salem, Virginia 24153, is soliciting for two (2) Billing/Medical Records Technicians and three (3) Accounts Receivable Technicians to provide services at the Salem, VAMC. Contract shall be for six (6) months with an option to extend an additional six (6) months. Estimated hours for Billing/Medical Records Technician is 1,920 hours and for Accounts Receivable Technician 2,880 hours. Proposal shall be submitted as hourly rate for each position. In accordance with the terms, conditions, provisions and specifications of this proposal the Government intends to enter into a firm fixed price contract. Offeror should thoroughly review the specifications and become familiar with the areas of coverage prior to submitting proposal, in order to be fully aware of the scope of the services required. Failure to understand the contract's requirements shall not relieve the Contractor from performing in accordance with the strict meaning and intent of the specifications. This is an all-inclusive contract. The Government shall not reimburse any cost not incorporated into the resultant contract. Contractor shall provide the services of Billing/Medical Records Technicians and Accounts Receivable Technicians to perform administrative medical billing services in the Medical Care Cost Fund (MCCF) Unit at the VAMC, Salem, Virginia. The range of services shall be as described below. Contractor shall provide designated personnel to perform the requirements in order to provide a continuity of workflow. Contractor's employee(s) must be present at the VAMC, Salem, Virginia, and shall actually performing the services specified in the contract or the contract cost shall be decreased accordingly during each billing cycle. The payment for any leave, including sick leave, holiday or vacation time, are the responsibility of the Contractor. The Contractor agrees in accordance with the terms and conditions stated herein, to furnish services to and at the VAMC, Salem, Virginia, as specified in this contract. The services and contract requirements may be changed by written modification to this contract. The modification shall be prepared and approved by the VAMC Contracting Officer. The Contractor(s) personnel shall perform the required services in accordance with VAMC Policies, Procedures, and Regulations of this medical facility. The Contractor shall perform services under the direction of the MCCF Coordinator, and the Chief, Resources Support Service, VAMC, Salem, Virginia. Personnel assigned by the Contractor to perform the services covered by this contract shall be computer literate, and certified in medical billing/coding or if no certification has at the minimum three (3) years of medical billing/coding experience. Personnel assigned by the Contractor shall be required to create both a Universal Claim Form for Billing (UB 92) and a Universal Claim Form for Professional Services (HCFA 1500) using the VAMC Internal Computer System. VAMC Medical Record Technicians shall screen record events and a work sheet shall be provided for proper bill submissions. Contractor personnel shall have enough coding knowledge and experience to cite errors that may occur during the billing process. Contractor personnel shall not be required to correct these errors, but shall be required to send them back to the appropriate VAMC Medical Coding Specialist. Contractor personnel assigned to this contract shall receive a one (1) week orientation period to cover the billing/coding processes on VAMC billing. Contractor's personnel shall be required, after receipt of orientation, to be able to process 125 claims per day based on an eight- (8) hour period. BILLING/MEDICAL RECORDS TECHNICIAN: 1) Shall assist the MCCF Program by communicating with physicians on matters pertaining to the patient records. Shall be responsible for gathering and educating the clinical staff on the type of information required to produce an accurate bill. 2) Shall be able to exercise independent and sound judgment and adapt to changing needs and requirements of the Section and Service. Shall perform assignments involving a wide variety of duties, using a broad range of analytical ability in interpreting and acting upon varied and complex factual situations in the context of MCCF regulations and policies from both Veterans Affairs Central Office (VACO) and VAMC. 3) Shall have knowledge of medical terminology, anatomy and physiology, and disease processes necessary to comprehend medical information contained in medical records so that identification can be made for potential billing cases. 4) Shall have technical knowledge in theories, principles, and practice of medical record science for analyzing medical record content, format and compliance requirements. 5) Shall have thorough knowledge of reimbursable insurance procedures and requirements. Shall also have thorough knowledge of ICD-9-CM and CPT-4 coding. 6) Shall be proficient in use of computer terminals using a variety of software. Shall be proficient for inputting data from the Information Resource Management (IRM) System, operating a calculator and copy machine, as well as a workable knowledge of a personal computer. General knowledge is needed of the separate functions and procedures of other departments within the Medical Center to permit referral and guidance to the veterans. 7) Shall have ability to prioritize workload, enabling established time frames to be met. 8) In the performance of official duties, technicians shall have regular access to printed and electronic files containing sensitive data which shall be protected under the provisions of the Privacy Act of 1974 and other applicable laws, federal regulations, VA statutes and policy, and Veterans Health Services (VHS) policy. Contractor personnel shall be responsible for protecting that data from unauthorized deletion and following applicable regulations and instructions regarding access codes, etc., as set out in a computer access agreement signed by Contractor personnel. ACCOUNTS RECEIVABLE TECHNICIANS: 1) Audits and establishes a wide range of accounts receivables for a number of appropriations after verifying the correct appropriation. Determines proper cost centers, Budget Object Class (BOC)/Subaccounts, revenue codes, analysis accounts and fund control points to be entered into a computerized Cost Accounting System. All documents shall be verified for accuracy and completeness of accounting data prior to release. 2) Shall maximize benefit payments received from insurance companies through the UB-92 and HCFA 1500 billing process. Shall be able to assimilate data and other documents pertinent to the facts of a referral case in order to facilitate the Regional Counsel or Department of Justice's collection efforts. 3) Maintains and operates an automated accounts receivable package on Veteran Information System Technology Architecture (VISTA). This involves the establishing of receivables within this system, issuing demand letters, reviewing generated reports for errors, problem accounts, past due accounts, and also updates that data base within the system to ensure the accuracy of the information generated. Submits Financial Management System (FMS) documents for Internal Revenue Service (IRS) offsets, refund to veterans and vendors. Also generates documents for rejects or adjustments. 4) Composes and types letters, memoranda, forms, reports of contact, and other forms/letters as required. 5) Releases medical information, as appropriate, after a proper release is obtained. 6) Shall comply with the Privacy Act of 1974 and other applicable laws, federal regulations, VA statutes and policy, and VHS policy. Shall be responsible for a) protecting data from unauthorized release, loss, alteration, or deletion and b) following applicable regulations and instructions regarding access to computer files, release of access codes as set out in the computer access signed by Contractor personnel. The Contractor as defined herein shall furnish the services covered by this contract. The Contractor shall not be required, except in case of emergency, to furnish such services on a Federal Holiday or during off-duty hours. Work Hours: Monday through Friday, 7:45 a.m. to 4:30 p.m. The Contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following: Worker's Compensation Insurance, Health Examinations/Health/Life Insurance, Income Tax Withholding, and Social Security Payments. The parties agree that such personnel shall not be considered VAMC employees for any purpose and shall be considered employee(s) of the Contractor. The VAMC, Contracting Officer's Technical Representative (COTR) shall establish and maintain a record keeping system that will record the services performed by the Contractor's employee(s). Contractor's employee(s) shall report to the MCCF Coordinator or his/her designee upon arrival at the VAMC, Salem, Virginia. In performance of official duties, the Contractor's employee(s) have regular access to printed and electronic files containing sensitive data, which must be protected under the provisions of the Privacy Act of 1974 (5 U.S.C. 552a), and other applicable laws, Federal Regulations, Veterans Affairs statutes and policies. Sums due the Contractor shall be paid weekly, in arrears, upon receipt of a properly prepared invoice submitted by the Contractor. Itemized billings shall be submitted for resources furnished. Payment address: Chief, Resources Support Services (04A), VA Medical Center, 1970 Roanoke Boulevard, Salem, Virginia 24153. The contract is subject to the availability of VA appropriations. The Contractor shall perform no services after September 30th of each year until the Contracting Officer authorizes such services in writing. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract. Upon award of a contract, the Contracting Officer will appoint a COTR to assist with the contract monitoring requirements. Full text of clauses and provisions are available at Federal Acquisition Regulations (FAR): http://www.arnet.gov/far/ and Veterans Affairs Acquisition Regulations (VAAR): http://www.va.gov/oa&mm/vaar/. The following clauses and provisions apply to this acquisition and may be obtained from the web sites: 52.212-1 Instructions to Offerors Commercial Items; the offer shall submit a completed copy of provisions at 52.212-3 Offeror Representations and Certifications-Commercial Items, and VAAR 852.219-70 Veteran-Owned Small Business with their proposal. The following clauses and provisions also apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions, the following clauses are added to 52.212-4 by addendum; 52.217-8 Option to Extend Services; 52.217-9 Option to extend the Term of the Contract; 52.224-1 Privacy Act Notification; 52.224-2 Privacy Act; 52.228-5 Insurance Work on a Government Installation; 852.270-1 Representatives of the Contracting Officer; 852.237-70 Contractor Responsibilities; 852.270-4 Commercial Advertising; 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items. In accordance with The Health Insurance Portability and Accountability Act (HIPAA) and the Balanced Budget Act (BBA) of 1977, the Office of Inspector General has established a list of parties and entities excluded from Federal health care programs. Specifically, the listed parties and entities may not receive Federal Health Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs. Therefore, all offerors shall review the OIG List of Excluded Individuals/Entities on the OIG web site at www.hhs.gov/oig to ensure that the proposed candidate(s) and/or firm(s) are not listed. Offerors should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a Civil Monetary Penalty (CMP) of $10,000 for each item or service furnished during a period that the person or entity was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMPs may also be imposed against health care providers and entities that employ or enter into contracts with excluded individuals or entities to provide items or services to Federal program beneficiaries. By signing the offer/bid, the Contractor certifies that he/she has reviewed the OIG List of Excluded Individuals/Entities and that the proposed candidate(s) and/or firm is not listed as of the date the offer/bid was signed. Proposals shall be due by close of business, 4:30 p.m., local time (EST), Monday, April 23, 2001. An official authorized to bind the offeror's organization shall sign all offers. All proposals shall be submitted to Contracting Officer (90C3), VA Medical Center, 1970 Roanoke Boulevard, Salem, Virginia 24153 or faxed to Contracting Officer (90C3) at (540) 983-1065. The Government is not responsible for illegible faxed material.

Record

Loren Data Corp. 20010416/RSOL002.HTM (W-102 SN50J008)