SEE ADDENDUM
(No Collect Calls)
N62645-16-R-0009 01-Mar-2016
b. TELEPHONE NUMBER
301-619-0244
8. OFFER DUE DATE/LOCAL TIME
01:00 PM 01 Apr 2016
5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE
AUTHORIZED FOR LOCAL REPRODUCTION PREVIOUS EDITION IS NOT USABLE
STANDARD FORM 1449 (REV. 2/2012) Prescribed by GSA – FAR (48 CFR) 53.212 (TYPE OR PRINT)
(SIGNATURE OF CONTRACTING OFFICER)
ADDENDA XARE
26. TOTAL AWARD AMOUNT (For Gov t. Use Only )
23.
CODE 10. THIS ACQUISITION IS
SUCH ADDRESS IN OFFER
17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT
BELOW IS CHECKED TELEPHONE NO.
N62645
9. ISSUED BY
18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK
7. FOR SOLICITATION INFORMATION CALL:
a. NAME
ERIK PRZYGOCKI
2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER
(TYPE OR PRINT)
30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER
30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA
1
27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED. X25. ACCOUNTING AND APPROPRIATION DATA
20.
ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.
ARE NOT ATTACHED
27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED
1
(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:
. YOUR OFFER ON SOLICITATION 28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN
% FOR: SET ASIDE:
UNRESTRICTED OR X
SMALL BUSINESS
X
17a.CONTRACTOR/ CODE FACILITY
OFFEROR CODE
NAVAL MEDICAL LOGISTICS COMMAND 693 NEIMAN STREET
FORT DETRICK MD 21702-9239
18a. PAYMENT WILL BE MADE BY CODE RATED ORDER UNDER
DPAS (15 CFR 700) 13a. THIS CONTRACT IS A
13b. RATING
CODE 15. DELIVER TO CODE N00018 16. ADMINISTERED BY
12. DISCOUNT TERMS 11. DELIVERY FOR FOB
DESTINA-TION UNLESS BLOCK IS MARKED
SEE SCHEDULE
14. METHOD OF SOLICITATION
RFQ IFB X RFP
BUREAU OF MEDICINE & SURGERY 7700 ARLINGTON BOULEVARD FALLS CHURCH VA 22042 TEL: FAX: FAX: TEL: SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS 8(A) HUBZONE SMALL BUSINESS SIZE STANDARD: $15,000,000 NAICS: 541611 100 X OFFER DATED
29. AWARD OF CONTRACT: REF.
DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND
EMAIL: TEL:
31c. DATE SIGNED
SEE SCHEDULE SCHEDULE OF SUPPLIES/ SERVICES
ITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT
24. 22.
21. 19.
WOMEN-OWNED SMALL BUSINESS (WOSB) ELIGIBLE UNDER THE WOMEN-OWNED SMALL BUSINESS PROGRAM
32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE
(CONTINUED)
ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________ 32a. QUANTITY IN COLUMN 21 HAS BEEN
RECEIVED INSPECTED
32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE
32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE
32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE
37. CHECK NUMBER FINAL PARTIAL COMPLETE 36. PAYMENT 35. AMOUNT VERIFIED CORRECT FOR 34. VOUCHER NUMBER FINAL 33. SHIP NUMBER PARTIAL
38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY
41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAY MENT 41b. SIGNATURE AND TITLE OF CERTIFY ING OFFICER 41c. DATE
42a. RECEIVED BY (Print)
42b. RECEIVED AT (Location)
42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS
STANDARD FORM 1449 (REV. 2/2012) BACK Prescribed by GSA – FAR (48 CFR) 53.212 AUTHORIZED FOR LOCAL REPRODUCTION
PREVIOUS EDITION IS NOT USABLE
SEE SCHEDULE 20.
SCHEDULE OF SUPPLIES/ SERVICES
21. QUANTITY UNIT 22. 23. UNIT PRICE 24. AMOUNT 19. ITEM NO.
Section SF 1449 - CONTINUATION SHEET
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
0001 1,977,363 Data
Records Outpatient Coding Services: On-site
FFP
The contractor shall provide On-Site Medical Outpatient Coding services in accordance with the Performance Work Statement (PWS). Data Record is defined by the completion of the record with no errors.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
0002 306,684 Data
Records Outpatient Coding Services: Remote
FFP
The contractor shall provide Remote Medical Outpatient Coding services in accordance with the PWS. Data Record is defined by the completion of the record with no errors.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
0003 21,930 Data
Records Inpatient Coding Services: On-site
FFP
The contractor shall provide On-site Medical Inpatient Coding services in
accordance with the PWS. Data Record is defined by the completion of the record with no errors.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
0004 16,527 Data
Records Inpatient Coding Services: Remote
FFP
The contractor shall provide Remote Medical Inpatient Coding services in
accordance with the PWS. Data Record is defined by the completion of the record with no errors.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
0005 133,620 Data
Records Outpatient Auditing Services: On-site
FFP
The contractor shall provide On-site Medical Outpatient Auditing services in accordance with the PWS. Data Record is defined by the completion of the record with no errors.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
0006 31,410 Data
Records Outpatient Auditing Services: Remote
FFP
The contractor shall provide Remote Medical Outpatient Auditing services in accordance with the PWS. Data Record is defined by the completion of the record with no errors.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
0007 3,615 Data
Records Inpatient Auditing Services: Remote
FFP
The contractor shall provide Remote Medical Inpatient Auditing services in accordance with the PWS.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
0008 17,038 Session
Coding and Auditing Training Services FFP
The contractor shall provide Medical Coding and Auditing services in accordance with the PWS. Each session is equal to one hour.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
0009 12 Months
CDIS Services FFP
The contractor shall provide Clinical Documentation Improvement Specialist (CDIS) services in accordance with the PWS.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
0010 25 Lot Travel COST FOB: Destination ESTIMATED COST
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
1001 1,845,539 Data
Records OPTION Outpatient Coding Services: On-site
FFP
The contractor shall provide On-Site Medical Outpatient Coding services in accordance with the Performance Work Statement (PWS). Data Record is defined by the completion of the record with no errors.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
1002 286,238 Data
Records OPTION Outpatient Coding Services: Remote
FFP
The contractor shall provide Remote Medical Outpatient Coding services in accordance with the PWS. Data Record is defined by the completion of the record with no errors.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
1003 21,930 Data
Records OPTION Inpatient Coding Services: On-site
FFP
The contractor shall provide On-site Medical Inpatient Coding services in
accordance with the PWS. Data Record is defined by the completion of the record with no errors. FOB: Destination NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
1004 16,527 Data
Records OPTION Inpatient Coding Services: Remote
FFP
The contractor shall provide Remote Medical Inpatient Coding services in
accordance with the PWS. Data Record is defined by the completion of the record with no errors.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
1005 124,712 Data
Records OPTION Outpatient Auditing Services: On-site
FFP
The contractor shall provide On-site Medical Outpatient Auditing services in accordance with the PWS. Data Record is defined by the completion of the record with no errors.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
1006 29,316 Data
Records OPTION Outpatient Auditing Services: Remote
FFP
The contractor shall provide Remote Medical Outpatient Auditing services in accordance with the PWS. Data Record is defined by the completion of the record with no errors.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
1007 3,615 Data
Records OPTION Inpatient Auditing Services: Remote
FFP
The contractor shall provide Remote Medical Inpatient Auditing services in accordance with the PWS.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
1008 17,379 Session
OPTION Coding and Auditing Training Services FFP
The contractor shall provide Medical Coding and Auditing services in accordance with the PWS. Each session is equal to one hour.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
1009 12 Months
OPTION CDIS Services FFP
The contractor shall provide CDIS services in accordance with the PWS. FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
1010 25 Lot OPTION Travel COST FOB: Destination ESTIMATED COST
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
2001 1,713,715 Data
Records OPTION Outpatient Coding Services: On-site
FFP
The contractor shall provide On-Site Medical Outpatient Coding services in accordance with the Performance Work Statement (PWS). Data Record is defined by the completion of the record with no errors.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
2002 265,793 Data
Records OPTION Outpatient Coding Services: Remote
FFP
The contractor shall provide Remote Medical Outpatient Coding services in accordance with the PWS. Data Record is defined by the completion of the record with no errors.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
2003 21,930 Data
Records OPTION Inpatient Coding Services: On-site
FFP
The contractor shall provide On-site Medical Inpatient Coding services in
accordance with the PWS. Data Record is defined by the completion of the record with no errors.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
2004 16,527 Data
Records OPTION Inpatient Coding Services: Remote
FFP
The contractor shall provide Remote Medical Inpatient Coding services in
accordance with the PWS. Data Record is defined by the completion of the record with no errors.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
2005 115,804 Data
Records OPTION Outpatient Auditing Services: On-site
FFP
The contractor shall provide On-site Medical Outpatient Auditing services in accordance with the PWS. Data Record is defined by the completion of the record with no errors.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
2006 27,222 Data
Records OPTION Outpatient Auditing Services: Remote
FFP
The contractor shall provide Remote Medical Outpatient Auditing services in accordance with the PWS. Data Record is defined by the completion of the record with no errors.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
2007 3,615 Data
Records OPTION Inpatient Auditing Services: Remote
FFP
The contractor shall provide Remote Medical Inpatient Auditing services in accordance with the PWS.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
2008 17,726 Session
OPTION Coding and Auditing Training Services FFP
The contractor shall provide Medical Coding and Auditing services in accordance with the PWS. Each session is equal to one hour.
FOB: Destination
NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
2009 12 Months
OPTION CDIS Services FFP
The contractor shall provide CDIS services in accordance with the PWS. FOB: Destination NET AMT
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
2010 25 Lot OPTION Travel COST FOB: Destination ESTIMATED COST
PERFORMANCE WORK STATEMENT
Performance Work Statement Medical Coding Services
Enterprise-wide SECTION C
SECTION 1 - INTRODUCTION 1.1. BACKGROUND
In order to improve military health care, it is essential to have a robust coding and auditing program within Navy Medicine. With future International Classification of Disease (ICD) versions becoming more detailed, it is
imperative that health care providers learn to improve medical record documentation. The focus of this contract is to augment Navy Medical Treatment Facility (MTF) coding resources and provide education to Navy health care providers to improve documentation and coding accuracy. The ongoing requirement of the contract is improving health care provider documentation, coding and auditing practices and achieving outcomes such as reductions in claims denials and relative values of care.
1.2. SCOPE
The scope of this contract includes inpatient and outpatient medical record coding services, inpatient and outpatient medical record auditing services, medical coding and auditing training services, and Clinical Documentation Improvement Specialist (CDIS) services. In this contract, Armed Forces Health Longitudinal Technology Application (AHLTA), Ambulatory Procedure Visit (APV), Emergency Room (ER) and Inpatient Professional Services (IPS) (also referred to as rounds) records are all considered outpatient records. The services incorporated
under this contract are inherently associated with coding and auditing processes. All services provided under this contract shall be provided either on-site or remotely for Navy MTFs as specified in the individual task orders. SECTION 2 - DUTIES
2.1. SPECIFIC DUTIES
2.1.1. The contractor shall provide a monthly report of the services rendered during the previous month at each MTF identified in the task order to the task order primary Government Point of Contact (POC), the Regional Patient Administration Department (PAD) Officer and the Contracting Officer Representative (COR) by the 5th business day of the month. Also, the contractor shall identify any issues regarding the services provided or any government issues that may affect their performance (i.e., inability to gain access to the Automated Information System (AIS) for new employees). The report shall contain a place for the task order primary Government POC to digitally sign to verify receipt of the deliverable and attesting that the information contained within it is accurate. The documents produced in accordance with paragraphs 2.1.3.7. and 2.1.4.6. below shall be embedded into the document. This shall be submitted as an Excel spreadsheet with a separate tab for each MTF, but only one spreadsheet per task order. 2.1.2. MEDICAL RECORD CODING SERVICES
2.1.2.1. The contractor shall code billable care including Medical Services Accounts (MSA), all Other Health Insurance (OHI) and encounters in clinic specialties requiring expertise in a specific area of medicine.
2.1.2.2. The contractor shall research/resolve problematic coding practices identified by the MTFs to include data quality discrepancy items.
2.1.2.3. The contractor shall code encounters in clinic specialties where a high level of coding expertise in a particular specialty is required.
2.1.2.4. The contractor shall resolve medical record documentation deficiencies through healthcare provider query and provide routine feedback to health care providers to correct future deficiencies.
2.1.2.5. The contractor shall work as part of a team interacting with the health care providers, government personnel and contract employees to perform medical record coding and research errors or missing documentation.
2.1.2.6. The contractor shall comply with the following turnaround times which begin upon receipt of the record. All outpatient non-APV records shall be coded within 3 business days.
APVs shall be coded within 15 calendar days.
Inpatient medical records shall be coded within 30 calendar days.
2.1.2.7. The contractor shall perform a quality assessment of records, including verification of medical record documentation (both electronic and hand written) and provide the department head and individual health care providers with feedback.
2.1.2.8. The contractor shall recode records on the Data Quality (DQ) discrepancy list as stated in the task order. The level of effort associated with these records is approximately 3 times that of a standard Outpatient record. Records on the DQ discrepancy list are records that have a logic error between the provider documentation and the codes in the system such as a pediatric code in an adult record. If the contractor initially coded the record incorrectly, the government will not be charged for recoding the record.
2.1.2.9. If the government does not agree with a code assigned to a medical record by the contractor, the MTF will notify the contractor of the discrepancy. The contractor shall respond with the action to be taken within 48 hours of notification. If the contractor and MTF continue to disagree, the Navy Medicine Region (East or West) will review and make the final decision on the appropriate code(s). The Region’s decision will be sent to the contractor and the code shall be changed at no cost to the government.
2.1.2.10. The contractor shall obtain physician documentation for any clinical condition or procedure to support the appropriate severity of illness, expected risk of mortality and complexity of care of the patient prior to coding the medical record.
2.1.2.11. The contractor shall advise members of the patient care team, to include the attending physicians, allied health practitioners, nurses and case managers, regarding documentation guidelines.
2.1.2.12. The contractor shall work with the MTF clinical champions, AHLTA Sustainment Trainers/Consultants, directors and department heads to develop best practices for outpatient and inpatient coding to provide educational services.
2.1.2.13. The contractor shall follow the MTF Standard Operating Procedures (SOPs) when the government systems are unavailable due to system issues.
2.1.3. MEDICAL RECORD AUDIT SERVICES.
2.1.3.1. The contractor shall conduct audits of government coded medical records as stated in the individual task orders. The audit shall assess compliance with Department of Defense (DoD) requirements and industry standards, such as the use of modifiers, procedure sequencing and linkage of procedures to diagnosis codes to support medical necessity of services. The contractor shall perform the audits in accordance with the Bureau of Medicine and Surgery Instruction 6150.38 A (BUMEDINST 6150.38A) (or current version); a copy is provided as PWS Attachment II. In addition, the contractor shall use the government’s auditing tool of choice which is currently the Auditing Prototype (an Access database).
2.1.3.2. The contractor’s audit shall identify inaccurate/non-specific code assignments, document improvement opportunities and make recommendations for staff training. Improved documentation accurately reflects the patient/health care provider’s interaction, the chief complaint/reason for admission (including pertinent
patient/family health and social histories) and co-morbidities affecting the specificity of final code assignment. The audit report (See paragraph 2.1.3.7.) shall describe the gap between the medical record documentation and the required baseline clinical documentation. This information shall be used to improve clinical documentation through provider training.
2.1.3.3. For MTFs with on-site services, the contractor shall pull the records for the audit based on the list provided by the task order primary Government POC. For those MTFs purchasing remote services, the government will provide the contractor electronic copies of the patient record and the auditing tool loaded with the data. The quantity and frequency of the audits will be stated in the task order. The task order primary Government POC will coordinate specific audit dates and provide a list of the records to be audited.
2.1.3.4. The contractor shall verify patient identification and demographic information, reason for admission, disposition date, assignment of diagnoses, procedure documentation and provider’s signature for all inpatient record audits. The inpatient audit includes a comparison of the auditor’s coded record against the original coded record and a comparison of Relative Weighted Products (RWPs).
2.1.3.5. The contractor shall verify patient identification and demographic information, chief complaint/reason for visit, encounter date, assignment of diagnoses, procedures documentation and provider’s signature for all outpatient record audits. The audit shall include a comparison of the auditor’s coded record against the original coded record and a comparison of Relative Value Unit (RVUs).
2.1.3.6. The contractor shall provide random data quality (DQ) audit results to the task order primary Government POC on a monthly basis adhering to the Data Quality Management Control (DQMC) policy (or current version) which can be found at http://www.tricare.mil/ocfo/mcfs/dqmcp/management_control.cfm. The contractor shall maintain compliance with the due dates consistent with current and future DQMC guidance. The report shall include the process for the audit, aggregate positive and negative trends, comparisons stated in paragraphs 2.1.3.4. and 2.1.3.5. above and recommendations for corrective action, including training topics. The contractor shall be prepared to complete the DQ audit in 5 business days or less once the records have been received from the government. The
completed DQ audit shall be returned to the task order Government POC in the audit tool no later than 5 business days prior to sending the results to the Region. The contractor shall follow guidance received from the MTF for focused audits. The information from the DQMC Control Review List contains the same information that is used in the audit tool.
2.1.3.6.1. The contractor shall recode records at no additional cost, if the government determines a contractor-audited record is incorrect. The government will assess accuracy by conducting shadow audits of randomly selected contractor-audited records. See PWS Attachment III - Coding Program Management and Training Guidelines regarding government surveillance of performance.
2.1.3.7. The contractor shall e-mail the task order primary Government POC within three business days of completion of the audit. The email shall include the following information: date conducted; dates of services; guidelines used (95 or 97); summary of the audit data including common errors, trends; a compare/contrast of audit results for previously audited providers and recommendations for future training sessions. The Audit Prototype summary report(s) defined in the task order shall be included as an attachment to the report. Other information required will be identified in the task order.
2.1.4. TRAINING SERVICES
The contractor shall provide training as stated in the individual task orders. The task order Government POC is responsible for scheduling and confirming the training session with the providers at least two weeks in advance consistent with the Navy Medicine Training Guidelines (refer to PWS Attachment III, Coding Program Management and Training Guidelines). The primary focus of training is to increase the accuracy of medical encounter coding by improving code assignment and clinical documentation.
2.1.4.1. The contractor shall work with the government to develop training that is specific to the clinical services provided by the MTF and shall incorporate standardized Bureau of Medicine and Surgery (BUMED) training guidance provided in the Coding Program Management and Training Guidelines (PWS Attachment III) to facilitate evolving requirements. The contractor shall work with the MTF personnel and the AHLTA sustainment trainers in the performance of these services. Training topics shall include the current ICD version; Current Procedural Terminology (CPT) codes and conventions; inpatient and outpatient documentation; RVU/RWP documentation and coding; residency specific issues (as applicable); use of Healthcare Common Procedural Coding System (HCPCS) and CPT codes; inpatient and outpatient query processes; Medicare Severity-Diagnosis Related Group (MS-DRG) validation and industry coding classification updates.
2.1.4.1.1. The contractor shall ensure training materials are continuously updated to relay the most current and relevant information. The curriculum shall include specific information and examples relevant to the clinical area for which the training is provided.
2.1.4.1.2. The contractor shall not include instruction on how to use the government systems such as AHLTA, Composite Health Care System (CHCS), or Coding Compliance Editor (CCE) in their curriculum. The contractor shall inform the task order Government POC in writing of system related issues brought up during training. 2.1.4.1.3. The contractor shall participate in continuous process improvement with AHLTA sustainment trainer and aid the health care providers in determining the best process for entering information into the system.
2.1.4.2. The contractor shall incorporate audit findings and feedback from health care providers (to include residents and interns), clinical staff and government coders into their training.
2.1.4.3. The contractor shall provide updates and revisions to any templates or tools used by the health care providers related to coding.
2.1.4.4. The contractor shall use a variety of methods to provide training, which may include, group training, one-on-one training, webinars, web-based training, power point presentations, Defense Collaboration Services (DCS) and/or instructional videos. The government reserves the right to record any training session or copy any of the training materials provided by the contractor for educational purposes.
2.1.4.4.1. The contractor shall identify and provide a list of teaching tools/equipment required from the government at least two weeks in advance of training.
2.1.4.5. The contractor shall advise the task order Government POC in advance of developing the training schedule if any provider requires immediate training based on the audit results.
2.1.4.6. The contractor shall e-mail the task order primary Government POC within three (3) business days of each training session. The email shall include the following information: date and number of training hours; name of trainee(s) and their specialty area; training location; documentation used for training; number of records reviewed (if applicable); summary of overall findings; recommendations provided to trainees; feedback from trainees; recommended timeframe to meet again (if applicable). Any follow-up training shall not commence prior to COR approval and modification to the contract. Any other information required will be stated in the task order. 2.1.5. CLINICAL DOCUMENTATION IMPROVEMENT SPECIALIST (CDIS) SERVICES
2.1.5.1. The contractor shall perform initial and follow-up assessments regarding the inpatient provider’s documentation skills. With each assessment, inpatient record reviews shall include verification of patient identification and demographics; reason for admission; disposition date; assignment of diagnoses; procedures documentation and health care provider’s signature. The contractor shall also identify opportunities for improvement to ensure documentation used for measuring and reporting physician and hospital outcomes is accurate and
complete.
2.1.5.1.1. The contractor shall perform a baseline review of all inpatient health care providers to determine if CDIS are impacting documentation. The sample size for the review shall be between 2-5% per health care provider. The review shall start within 30 calendar days of contract startup and the results of the review shall be provided in a report to the Task Order Government POC per the following schedule:
Number of Providers Report Due After Start of Review
Up to 350 Within 5 business days
Between 350 and 700 Within 10 business days Greater than 700 Within 15 business days
2.1.5.1.2. The contractor shall perform a baseline review of all new health care providers within 30 days of seeing patients to determine the current level of documentation detail. The sample size for the review shall be 2% per provider. A report of findings shall be provided to the Task Order Government POC within 5 business days of starting the review.
2.1.5.1.3. The contractor shall concurrently review all medical records identified in the task order(s) to identify documentation deficiencies. For an inpatient stay, the CDIS shall review the provider documentation daily and recommend an addendum to the record if necessary. If the CDIS determines a provider’s documentation is not improving, the CDIS shall recommend to the Task Order Government POC a corrective action plan to identify specific areas of improvement, a remediation plan that includes a timeline in which to achieve positive results and a follow-up plan. The corrective action plan shall be approved by the Task Order Government POC prior to
implementation. A summary of all providers placed on a corrective action shall be included in the monthly report of services rendered.
2.1.5.1.4. The contractor shall perform focused inpatient medical record reviews. The initial review is performed within 24-48 hours of patient admission.
2.1.5.2. The contractor shall communicate with physicians, case managers, coders and other health care team members to obtain comprehensive medical record documentation to support the severity of illness, expected risk of mortality, and complexity of care provided to the patient. Documentation obtained shall include clinical treatment and procedures, medical decisions and diagnoses for inpatients.
2.1.5.2.1. The contractor shall initiate a query to the health care provider to clarify and explain any documentation that does not clearly and consistently describe the patient’s medical condition and hospital stay to assign the correct MS-DRG. Clarification includes obtaining accurate and complete documentation based on current clinical findings, prescribed treatment, medical interventions and/or processes. The contractor’s medical record review methodology shall comply with BUMEDINST 6150.38A (or current version) (See PWS Attachment II).
2.1.5.2.2. The contractor shall conduct routine (non-query) follow-up reviews of the medical record every 3 days until the issue is resolved.
2.1.5.2.3. The contractor shall review outstanding queries daily for provider responses and follow-up as needed to facilitate timely and accurate documentation.
2.1.5.3. The contractor shall provide education to physicians and other members of the health care team regarding compliant documentation responsibilities, coding and reimbursement issues and documentation guidelines. 2.1.5.4. The contractor shall investigate and analyze documentation issues/questions to generate and recommend solutions to the Task Order Government POC. The contractor shall prepare formal reports for the government with findings and recommendations regarding documentation, revenue and reimbursement issues. Formal reports shall be submitted to the Task Order Government POC by the 5th business day of each month.
2.1.5.5. The contractor shall provide medical record documentation education to residents and interns in the MTFs Family Practice graduate medical education (GME) program.
2.1.5.6. The contractor shall implement coding documentation improvement processes and disseminate new/updated information to improve documentation, RWP and Prospective Payment System (PPS) capture within five (5) business days after receiving approval from the government.
2.1.5.7. The contractor shall educate the health care provider on the most efficient process for capturing data in the applicable system.
2.1.5.8. The contractor shall evaluate Present on Admission (POA) indicators for each diagnosis that could potentially affect the principal diagnosis, quality indicators or MS-DRG assignment.
2.1.5.9. The contractor shall validate data using government AIS’ and identify data capture trends, variations in coding practices and perform management analysis. The contractor shall use this data to provide feedback to taskers or queries from customers such as the MTFs or the Navy Medicine Region (East or West) in a variety of formats. 2.1.5.10. The contractor shall monitor compliance with policies and procedures relevant to the clinical data management program, make recommendations to improve compliance, obtain government approval for implementation and take action.
2.1.5.11. The contractor shall collect and analyze data to correct identified complex coding deficiencies and improve reimbursement capture.
2.1.5.12. The contractor shall utilize enterprise-prescribed tools to monitor the completeness of clinical documentation and accuracy of code assignments.
2.1.5.13. The contractor shall make daily rounds and interact with health care team members to ensure consistent documentation practices. The contractor shall work closely with any department impacting admissions to include, Scheduling, Insurance Verification, Operating Room (OR), Post-Anesthesia Care Unit (PACU), Emergency Department (ED) and the Admitting Office for direct admits. The contractor shall seek clarification from physicians regarding proper documentation as it relates to reimbursement.
2.1.5.14. The contractor shall achieve minimum departmental productivity standards of 20-25 reviews per day, inclusive of initial and follow-up reviews.
2.2. APPLICABLE DIRECTIVES AND REFERENCES
The following legal, regulatory, policy, and security documents are relevant to the performance of contract services. The contractor shall comply with all mandatory documents listed below and referenced throughout Section 2.1. Mandatory Compliance
Document Source
No./Version/Location Title
BUMED memo 6000 Ser M3/ HCO3 AT-23704 dtd 2 Feb 12, (See PWS Attachment I) Subj: Requirement to Correct Codes When Reviewed By Coder/Auditor and Found To Be Inaccurate (or current version) BUMEDINST 6150.38A (or current version)
(See PWS Attachment II)
Coding Program Standard Business Practices, Proceses, and Reporting Guidelines Department of Defense (DOD)
Administrative Instruction No. 15 (DOD AI-15), May 3, 2013 http://www.dtic.mil/whs/directives/corres/pdf/a015p.pdf
OSD Records and Information Management Program TRICARE
Operations
TRICARE Operations Manual 6010.56-M, Chapter 2, dtd Feb 1, 2008
http://manuals.tricare.osd.mil/DisplayManualFile.aspx?Manual =TO08&Change=153&Type=AsOf&Filename=C2TOC.PDF
Records Management
DOD DODI 8582.01 dtd June 6, 2012
http://www.dtic.mil/whs/directives/corres/pdf/858201p.pdf
Security of Unclassified DoD Information on Non-DoD Information Systems (or current version)
BUMED Version 2.0 dtd 6 December 2010
(see PWS Attachment III, Coding Program Management and Training Guidelines) Coding Program Management and Training Guidelines Navy Medicine (NAVMED) Policy 09-016 dtd 06 July 2009 http://www.med.navy.mil/policy-guidance/Documents/PII%20Incident%20Final%20Signed%20 Copy.pdf PII Incident Reporting Requirements DOD 5400.11R dtd May 14, 2007 http://www.dtic.mil/whs/directives/corres/pdf/540011r.pdf DoD Privacy Program Department of
the Navy (DON)
CIO Message DTG 291652Z FEB 08
http://www.doncio.navy.mil/ContentView.aspx?ID=610 Loss of Personally Identifiable Information Reporting Process Secretary of the Navy (SECNAV) SECNAVINST 5239.19 http://www.doncio.navy.mil/uploads/0328JIS51425.PDF DON Computer Network Incident Response and Reporting
Requirements Military Health System http://www.dha.mil/Military‐Health‐ Topics/Technology/Support‐Areas/MHS‐Specific‐Coding‐ Guidelines?type=Training+Booklets+%26+Toolkits MHS Coding Guidelines United States Code (USC) USC Title 41 http://uscode.house.gov/codification/t41/publiclaw.pdf Public Contracts United States Code (USC) USC Title 44 https://www.gpo.gov/fdsys/pkg/USCODE-2008-title44/html/USCODE-2008-title44.htm
Public Printing and Documents Code of Federal
Regulations (CFR)
36 CFR, Chapter XII, National Archives and Records Administration, Subchapter B http://www.gpo.gov/fdsys/pkg/CFR-2011-title36-vol3/pdf/CFR-2011-title36-vol3-chapXII-subchapB.pdf Records Management American Health Information Management Association (AHIMA) http://library.ahima.org/xpedio/groups/public/documents/ahima /bok1_024277.hcsp?dDocName=bok1_024277 American Health Information Management Association Code of Ethics
DOD DOD 5500.07 dtd Nov 29, 2007
http://www.dod.mil/dodgc/defense_ethics/ethics_regulation/dir 550007.pdf
Standards of Conduct DOD Department of Defense Instruction (DODI) 6025.18-R dtd Dec
2, 2009 http://www.dtic.mil/whs/directives/corres/pdf/602518p.pdf Privacy of Individually Identifiable Health Information in DoD Health Care Programs DOD Department of Defense Directive (DODD) 5400.11-R dtd
October 29, 2014
http://www.dtic.mil/whs/directives/corres/pdf/540011p.pdf
DOD Privacy Program DOD DODI 8500.2 dtd Feb 6, 2003
http://www.prim.osd.mil/Documents/DoDI_8500-2_IA_Implementation.pdf
Information Assurance (IA) Implementation DOD DOD 8580.02- dtd. Aug 12, 2015
http://www.dtic.mil/whs/directives/corres/pdf/858002_2015_d odi.pdf Security of Individually Identifiable Health Information in DoD Healthcare Programs DOD DODI 1000.13 dtd Jan 23, 2014
http://www.cac.mil/docs/DODI-1000.13.pdf
Identification (ID) Cards for Members of the Uniformed Services, Their Dependents, and Other Eligible Individuals Joint Travel Regulation
http://www.defensetravel.dod.mil/site/perdiemCalc.cfm Per Diem Rates SECNAV SECNAV 5211.5E dtd Dec 28, 2005
http://doni.daps.dla.mil/Directives/05000%20General%20Man agement%20Security%20and%20Safety%20Services/05-200%20Management%20Program%20and%20Techniques%20
DON Privacy Program
Services/5211.5E.pdf
BUMED https://es.med.navy.mil/bumed/m6/m62/policy/Pages/Reportin gaPIIPHIIncident.aspx
PII Incident Response SECTION 3 – HOURS OF OPERATION
3.1. Specific days and hours of operation are defined in the individual task orders for on-site services. The contractor’s employees may work outside the duty hours stated in the task order, at no additional cost to the government, to manage any backlog with coordination and written approval from the task order Government POC. Services are not required on the observance of federal holidays at any Navy MTF.
3. 2. All closings for severe weather or other emergency shall be at the sole discretion of the government for on-site services. The contractor shall provide services unless notified by the task order primary Government POC that a closing due to weather conditions or other emergency is authorized. The contractor will receive guidance from the Government task order primary Government POC of the MTF protocol for closings.
3.3. Remote services are not bound by defined service hours, however some facilities do not have 24/7 Information Technology (IT) support. It is the contractor’s responsibility to ensure that individuals providing remote coding services are informed of the operating hours for the IT department of the MTF they are servicing in the event IT support is required. The hours of operation and contact information for the IT department will be included in the task orders.
SECTION 4 – DELIVERABLES
4.1. Contract Data Requirements List (PWS Attachment IV) 4.2. Schedule of Deliverables
Deliverable Referenced Due Date
Quality Control Plan 9.5. No later than the start of the contract
and 60 days prior to each option exercise
Confidentiality Agreement 11.2.3. Prior to start of services
Health Examination and Immunization/Screening
Requirement Form (on-site services only)
10.3.1. 30 days prior to contract
performance
Random DQ Audit Results 2.1.3.6. Monthly
Monthly Report of Services Rendered
2.1.1. 5th business day of each month
Audit Report 2.1.3.7. Within 3 business days after
completing the audit
Training Report 2.1.4.6. Within 3 business days following
each training session Baseline Review of Inpatient
Healthcare Providers
2.1.5.1.1 Number of Providers
Up to 350
Report Due After Start of Review Within 5 business days
Number of Providers Between 350 and 700
Report Due After Start of Review Within 10 business days
Greater than 700
Report Due After Start of Review Within 15 business days
Baseline Review of All New Healthcare Providers
2.1.5.1.2 Report due within 5 business days
after starting the review
CDIS Formal Reports 2.1.5.4. 5th business day of each month
Personnel Roster 7.2. 30 days prior to performance of
services
Command Orientation 10.2. Within 30 days of contract start
SECTION 5 – QUALITY ASSURANCE SURVEILLENCE PLAN (QASP) 5.1. QASP Matrix
Performance Element
Performance Reference Surveillance Method Frequency Acceptable Quality Level Coding Turn Around Time 2.1.2.6. Inspection Monthly 95% Coding Accuracy 2.1.2.8. 2.1.2.9. Inspection Monthly 95% Audit Accuracy 2.1.3.1. 2.1.3.6. 2.1.3.6.1. 2.1.5.12. Inspection Monthly 95% Training Quality 2.1.4.1. 2.1.4.1.1. 2.1.4.2. 2.1.5.5. Inspection & Random Observation Monthly Inspection: 90%
of the reports are accurate. Feedback: 80% of students rated the quality of the training effective. CDIS Reporting 2.1.5. 2.1.5.1.1. 2.1.5.1.2. 2.1.5.4. Inspection& Observation Bi-annual Inspection: 90%
of the reports are accurate.
CDIS Productivity 2.1.5.14 Inspection Monthly 95%
Contractor Quality Control Plan
9.5. Inspection Annually for overall QC
activities;
as required for corrective actions
100%
Invoicing Monthly invoices are timely and accurate.
Inspection/ Acceptance
Monthly 100%
SECTION 6 - QUALIFICATIONS 6.1. GENERAL QUALIFICATIONS
The contractor shall ensure their staff is fully trained to provide services consistent with ICD-10 and future mandated coding changes.
6.1.1. Be a U.S. Citizen per PWS Attachment V, Citizenship Requirements.
6.2. CODING, AUDITING, TRAINING AND CODING CONSULTATION SERVICES
6.2.1. The contractor’s professional staff shall possess and maintain certifications issued by a nationally recognized certifying professional body for coding professionals. An apprenticeship certification is not considered acceptable under this contract.
6.2.2. The contractor’s professional staff shall possess a minimum of 2 years of experience working in their discipline.
6.3. CLINICAL DOCUMENTATION IMPROVEMENT SERVICES
6.3.1. Bachelor’s degree in a health-related field with a minimum of 5 years clinical experience including but not limited to; acute patient care, health services, public health, long-term care administration, hospital organization and management, strategic planning and health systems.
6.3.2. Two years in the last five years focused on inpatient coding, healthcare and coding regulations including code structure, clinical documentation, MS-DRG experience, criteria-based chart reviews (ex. Utilization Management or Case Management), and quality improvement experience working with a physician’s group.
SECTION 7 – RESUME
7.1. Thirty (30) days after contract award, the contractor shall submit a resume to the COR for each contract employee. Prior to contract employees providing services under this contract, the COR will verify the compliance of each contract employee with the qualification requirements applicable to the labor category required to perform the work.
7.2. The contractor shall maintain a personnel roster for all individuals who are providing services under this contract. The contractor shall provide a copy of the list to the COR within 30 days prior to performance of services under this contract and as required to maintain currency of the information.
7.3. The contractor shall inform the COR of any terminations of employment within 24 hours of the action. SECTION 8 - GOVERNMENT AND CONTRACTOR FURNISHED ITEMS.
8.1. GOVERNMENT FURNISHED ITEMS
8.1.1. The government will provide the auditing tool of choice, which is currently the Auditing Prototype (Access database). This includes the tool, directions for usage and a maximum of 2 training sessions not to exceed a total of 4 hours per year for contractor personnel. The task order primary Government POC or their designee will provide the training on how to use the audit prototype.
8.1.2. AUTOMATED INFORMATION SYSTEMS (AIS)
The government will provide access to the AIS required for the performance of services on the contract and will maintain all hardware and systems. Access to sensitive data will be at a level appropriate to the performance of services.
8.1.3. ON-SITE SERVICES
8.1.3.1. The government will provide, without cost, the facilities, materials, consumable supplies, equipment and/or services required to perform the on-site duties, with the exception of the services specified under this contract. The government will provide routine scheduled maintenance and repair of government-provided equipment according to MTF Instructions. Upon contractor’s request, through the task order Government POC, the government will provide repairs of government provided equipment in accordance with MTF Instructions.
8.1.3.2. The contractor shall coordinate with the Material Management Department to order department supplies. The contractor shall research products, make recommendations for purchase, enter new item requests, and create replenishment requests to be submitted by the appropriate government official. The contractor is liable for loss of or damage to supplies and equipment if such loss or damage is due to negligence or willful misuse. The contractor shall ensure efficient and economical use of supplies.
8.1.3.3. At no time during the term of this contract shall the contractor remove government furnished supplies or equipment from the MTF for on-site services.
8.1.3.4. The contract employees shall comply with the military base policies and instructions for gaining access to the military base for on-site services. The identification badge shall be worn during performance of work and anytime the contractor is on the premises. The contractor shall ensure all government furnished items are returned during a proper check-out with the task order Government POC when the contract employee is no longer providing services under this contract.
8.1.3.5. The Government task order primary Government POC will provide written confirmation to the contractor for training sessions, which includes the audit dates, the MTF name and contact information (See 2.1.4.).
8.1.3.6. The government will provide any teaching tools/equipment identified by the contractor as being required for training. The government will notify the contractor if the materials are unavailable (See 2.1.4.4.1.).
8.1.4. REMOTE SERVICES
8.1.4.1. Unless otherwise stated in the task order, the government will issue laptops to the contractor in support of remote services. The laptops will be issued to the contract employee(s) who shall exchange the laptop at the MTF every 60 days starting from issuance, unless the task order states otherwise. The contractor’s employee shall possess and maintain a National Agency Check with Law and Credit (NACLC) security clearance before being eligible to receive and use the government furnished laptop. Persons issued Government Furnished Property shall be within commuting distance of an MTF. Refer to Section 10 for additional information.
8.2. CONTRACTOR FURNISHED ITEMS
8.2.1. The contractor shall supply current resources and references (e.g. ICD (current version), CPT, and HCPCS) for each contract employee. Specific requirements will be identified in the individual task orders.
8.2.2. The contractor’s headquarters personnel shall use Microsoft-compatible programs possessing Health Insurance Portability and Accountability Act (HIPAA) compliant encryption capabilities to receive encrypted e-mails from government e-mail accounts.
SECTION 9 – QUALITY CONTROL
9.1. The services specified in this contract and the task orders shall be performed in accordance with established principles and ethics of the medical record coding profession. The quality of services shall meet or exceed the current recognized standards established by American Health Information Management Association (AHIMA), American Academy of Professional Coders (AAPC), the MTF, BUMED, DON, the DoD Health Affairs (HA), and those other professional associations and government agencies which specify standards of performance for the medical record coding profession. The contractor shall adhere to and comply with all DoD, DON, BUMED, and Regional and local MTF instructions, notices, Coding Compliance Plans and Coding SOPs as well as BUMED policy letters, notes/notices and memorandums which may be in effect during the term of the contract.
9.1.1. The contractor shall comply with applicable laws and DoD regulations for disposing of copies of patient care records that are in the contractor’s possession.
9.1.2. The contractor shall utilize the BUMED Coding Program Management and Training Guidelines, Military Health Systems (MHS) coding guidelines and MTF processes to monitor and evaluate the completeness of clinical documentation and accuracy of code assignments. For additional information refer to the link in Section 2.2. 9.2. The contractor shall become acquainted with and obey all MTF regulations. In addition, the contractor shall comply with DoD and MTF instructions, Standard Operating Procedures (SOPs) and policies applicable to data quality, ethics and services rendered in a federal facility.
9.3. The contractor shall comply with federal, state, local, and Joint Commission health, fire and safety regulations. 9.4. The contractor shall establish, submit for government approval and implement a Quality Control Plan (QCP) that is consistent with the applicable MTFs Quality Improvement Plan at the task order level for the specific MTFs. 9.5. The contractor shall submit a Quality Control Plan to the COR and the Contracting Officer for review no later than the start of the contract. The QCP shall include (a) a plan for providing services by appropriately qualified personnel; (b) a plan to ensure maintenance and enforcement of the other requirements for contractor employees as specified in Section 11.1.; and (c) procedures the contractor shall implement to ensure the successful completion of tasks identified in this Performance Work Statement (PWS).
9.6. Upon receipt of the contractor's QCP, the COR will review and provide comments to the contractor. If the COR finds deficiencies in any portion of the proposed QCP, the contractor shall have five (5) working days to correct the deficiencies. The COR will provide final approval of the QCP.
9.7. Sixty (60) days prior to exercising any option year under this contract, the contractor shall submit to the COR an updated QCP that is consistent with updated Joint Commission standards and updated MTF Quality Control
Program. The revised QCP shall be subject to the same review process as that required at the time of contract award. 9.8. INDEPENDENT CONTRACTOR
The services provided by the contractor are provided in the capacity of an independent contractor. The government will evaluate the quality of services for purposes of contract inspection and acceptance. The contractor shall be solely responsible for any and all liability caused by the acts or omissions of its agents or employees. The contractor shall not in any manner represent or infer that it is an instrumentality or agent of the United States Government. The contractor shall recognize that the Commanding Officer maintains administrative and operational responsibility for all activities within the command and may take such actions as necessary to preserve and maintain the integrity of the command, subject to the limitations prescribed by law and U.S. Navy Regulations.
9.9. MODIFICATIONS
The Contracting Officer will designate and authorize an individual to act as the Contracting Officer's Representative (COR). Any such representative appointed will be specifically designated by letter from the Contracting Officer. The COR exclusively represents the Contracting Officer in all technical phases of the work, but is not authorized to issue Change Orders, Supplemental Agreements, or direct any contract performance requiring contractual
modification or adjustment. Changes in the scope of work can only be made by modification properly executed by the Contracting Officer. All observations made by persons other than the Contracting Officer or the COR are strictly advisory and shall not influence the contractor's operations except for administrative requirements and responsibilities specified herein.
SECTION 10 - START OF SERVICES 10.1. BACKGROUND INVESTIGATION
The MTF is responsible for assistance with the security processes involved with on-site services. The COR is responsible for all security processes for remote services.
10.1.1. The Contractor Appointing Personnel shall report to the COR on the first day of contract performance. The COR shall provide direction for a proper check-in and any additional documentation or instructions that may be
necessary for contract performance. The Contractor Appointing Personnel shall return the completed check-in sheet to the COR within ten business days.
10.1.2. Upon receipt of an adjudicated Federal background investigation or at a minimum advanced fingerprint results, the Command Trusted Agent will enter contract employee into the Contractor Verification System (CVS). The contractor employee is responsible for completing the CVS application for requesting issuance of a Common Access Card (CAC).
10.1.3. Fourteen days prior to performance of services under this contract, the contractor’s Security Representative shall submit to the MTF Security Manager, via the COR, the necessary documents to obtain the appropriate Federal background investigation.
10.2. ORIENTATION
The contractor employees shall complete command and information systems orientation within thirty days of the beginning of services. Command Orientation will take place during normal business hours.
10.2.1. All on-site contractor employees shall complete approximately 16 hours of orientation regarding MTF information systems required for performance of services.
10.2.2. All contractor employees shall be required to attend systems training, unless they have previous experience using the information systems utilized under this contract. On-site employees will receive training during the MTF orientation. Remote employees shall attend classes onboard the MTF at the contractor’s expense or request training via video conference from the region in which the remote services are being provided. Contractor employees must pass a systems test or attend training before access to the system(s) will be granted.
10.2.3. The contractor employees shall participate in periodic training as systems are upgraded in order to provide services required by the contract. The government will use modalities that allow remote staff to stay current. 10.2.4. The task order primary Government POC may waive training for individuals who have previously worked at the MTF on a case-by-case basis.
10.2.5. The contractor employees shall complete mandatory Navy and DoD on-line training as indicated above. On-line training may require the contractor’s employees to enter their Social Security Number to document and track compliance with training requirements.
10.3.OCCUPATIONAL HEALTH REQUIREMENTS FOR ON-SITE SERVICES
10.3.1. Within 30 days prior to performance of services, the contractor’s employees shall obtain, at the contractor expense, documentation of required immunizations and physical testing, and a statement from the contractor employee’s licensed medical practitioner or a report of a physical examination. The physical examination and immunization documentation shall be submitted to the COR prior to the start of services. The requirements are provided on the HEALTH EXAMINATION AND IMMUNIZATION/SCREENING REQUIREMENT FORM, the current version of which is available at:
http://www.med.navy.mil/sites/nmlc/Public_Docs/Physical%20Exam%20and%20Immunization%20Form.pdf The MTF will identify any contract employees who are not required to complete this documentation after contract award. Declinations shall only be permitted based on either the contract employee’s religious convictions or medical
contraindications (as documented by a qualified health care provider). 10.4. EMERGENCY PREPAREDNESS PLAN
10.4.1. The contractor shall participate in executing the Emergency Preparedness Plan (drills and actual emergencies) as scheduled by the MTF (typically semiannually) for on-site services. The MTF maintains a
personnel re-call list with personal contact information for all military, civil service and contractor employees which are required to prepare in advance for an actual emergency. Upon commencement of performance, the contractor
shall provide the task order primary Government POC with a list of personal contact information for a designated contractor representative. Should an emergency occur that will affect the contractor, the designated representative will be contacted.
SECTION 11 – STANDARDS 11.1. OTHER REQUIREMENTS
11.1.1. All financial, statistical, personnel, and technical data which are furnished, produced, or otherwise available to the contractor during the performance of this contract are considered confidential business information and shall not be used for purposes other than performance of work under this contract. Such data shall not be released by the contractor without prior written consent of the COR. Any presentation of any statistical or analytical materials, or any reports based on information obtained from studies covered by this contract, will be subject to review and approval by the COR before publication or dissemination. All inquiries from the media shall be forwarded to the Command Public Affairs Officer via the MTF COR.
11.1.2. All records produced in the performance of this contract and all evaluations of patients are the property of, and subject to the exclusive control of, the government. The contractor may retain a copy of all such records or evaluations, but may not provide further copies or disclose the information from such records or evaluations to third parties. All requests from other treatment facilities or other individuals for patient records shall be handled in accordance with procedures specified by applicable MTF instructions.
11.1.3. When creating and maintaining official government records, the contractor shall comply with all federal requirements established by 44 United States Code (USC), 41 USC, 36 Code of Federal Regulations (CFR), Department of Defense (DOD) Administrative Instruction No. 15 (DOD AI-15), “OSD Records and Information Management Program” May 3, 2013 and Chapter 2 of the TRICARE Operations Manual. For additional information refer to the links in Section 2.2.
11.1.3.1 Unclassified DoD information provided to or developed by non-DoD entities in support of DoD activities is to be protected according to the information safeguards described in DoDI 8582.01 dtd Jun 12, Security of
Unclassified DoD Information on Non-DoD Information Systems (or current version). 11.2. CONTRACT EMPLOYEE STANDARDS
11.2.1. Eating by contract employees is prohibited in patient care areas/clinics and is restricted to designated areas. Smoking is prohibited in all clinic facilities.
11.2.2. The contractor and all contract employees shall comply with all MTF checkout processes. These processes include returning government property, i.e., identification badges, laptops, etc., to the MTF upon a contract employees last day of service. Failure to do so promptly may result in delay of payment to the contractor.
11.2.3. Confidentiality Agreement. All contract employees shall sign a confidentiality form (See PWS Attachment VI) stating they have read and agree to conform to the confidentiality requirements of the government and their profession regarding the protection and confidentiality of personal health information. The contract employee shall sign the form prior to start of services. The signed agreement will be maintained at the MTF.
11.3. CODING ETHICS.
Contract employees shall follow the standards of ethical coding developed by AHIMA's Coding Policy and Strategy Committee. For additional information refer to the link in Section 2.2.
11.4. CONFLICT OF INTEREST
11.4.1. The contractor shall not, while performing services under this contract, advise, recommend, or suggest to persons eligible to receive medical care at the government’s expense that such persons should receive care from the contractor at any place other than a government facility.
11.4.2. The contractor shall not hire any employee for performance under this contract whose employment would result in a conflict with government or DoD Standards of Conduct, DoD 5500.07 (see link in 2.2. for additional information)
11.4.3. The contractor is not prohibited by reason of their performance under this contract from outside employment if there is no conflict with the performance of services.
11.4.3.1. The contractor shall not use any government facilities or other government property in connection with outside employment.
SECTION 12 – REMOTE SERVICES
12.1. Remote Service Options. The government acknowledges that this is a non-personal services contract and the contractor is to determine the method for delivering services remotely; however, because of the limitations imposed by the government systems and the variance between MTFs, only the two options below may be used. The options for providing remote services will be identified in the task order and a summary of the methods are described below. The contractor shall be aware that more than one method of remote services may be used during the performance period to ensure continuous performance. The contractor shall ensure their approved Data Sharing Agreement (DSA) will accommodate all of the options listed below. The contractor’s remote staff must possess and maintain the appropriate clearance to obtain a CAC. The contractor may provide remote services via:
Option 1: Scan Technician. The contractor shall be responsible for the entire process with no government
involvement. The contractor shall provide personnel on-site at the MTF to obtain the medical records, transmit the records and enter the codes into the government’s AIS. The contractor shall also provide remote medical coders to code the records and return them to the on-site personnel. Onsite personnel shall input all codes into the AIS. Onsite contractor personnel shall have access to government computer systems required for the performance of their duties. The onsite personnel shall have at least 1 year of experience in the last 3 years working with medical records. The government may provide personnel within the MTF to perform on-site responsibilities for retrieving, scanning, and transmitting medical record documentation. Any government resources available to relieve the contractor of this responsibility will be identified in the task order.
Option 2: Government Furnished Equipment (GFE). The MTF Information Technology (IT) department will issue a laptop to contract employees performing remote coding services. The contract employees shall possess and maintain the appropriate security clearance to be issued a CAC. The remote coder is required to return the laptop in person to the MTF every 60 days to obtain the required updates.
12.2. The governent will determine at the task order level if remote services will be required. The contractor shall select one of the above options prior to the submission of pricing.
SECTION 13 – TRAVEL
13.1. The government may require the contract worker to travel to the MTF as indicated in the PWS. The contractor shall be reimbursed for actual allowable, allocable, and reasonable travel costs incurred during performance of services in accordance with the Joint Federal Travel Regulations currently in effect on date of travel unless otherwise specified in the PWS or individual task order. The contractor shall travel in a manner that is the most economical to the government. No travel shall occur prior to the allocation of funding to the Travel Contract Line Item Number (CLIN). See the individual task orders for additional information.
13.2. Government contract air carriers and the government's contract airfares are not available to contractor
employees. Airfare will be paid at the coach rate with a minimum of seven days’ advance purchase, non-refundable ticket price; unless the government grants prior written approval. The government shall reimburse the fee charges to reschedule the non-refundable ticket only if the government reschedules the trip.
13.3. The Joint Travel Regulation (JTR) shall serve as the basis for the cost limits for lodging, per diem,
miscellaneous expenses and mileage reimbursement if use of privately owned vehicle is authorized. The contractor shall utilize discount hotel/motel and car rental practices. For additional information regard Per Diem rates refer to the link in Section 2.2.
SECTION 14 - MISCELLANEOUS PROVISIONS
14.1. Breach Response. DoDD 5400.11-R, “DoD Privacy Program,” October 29, 2014, defines a breach as the “actual or possible loss of control, unauthorized disclosure, or unauthorized access of personal information where persons other than authorized users gain access or potential access to such information for other than authorized purposes where one or more individuals will be adversely affected.” Within one hour of discovery, the breach must be reported to the US Computer Emergency Readiness Team (US CERT) and BUMED M-6 Privacy Officer. The contractor shall adhere to the reporting and response requirements set forth in the following: “Safeguarding Against and Responding to the Breach of Personally Identifiable Information,” June 5, 2009; DoDD 5400.11, "DoD Privacy Program," Oct 29, 2014; DoD 5400.11-R, DoD Privacy Program dtd 14 May 07; NAVMED Policy 09-016: PII Incident Reporting Requirements, 06 July 2009; DON CIO MSG DTG 291652Z FEB 08: Loss of Personally Identifiable Information Reporting Process, Feb 2008; “PII Incident Response”; SECNAV 5211.5E, DoN Privacy Program, Dec 28, 2005; SECNAVINST 5239.19, “DON Computer Network Incident Response and Reporting Requirement”. For additional information refer to the links in Section 2.2.
14.2. A Data Sharing Agreement (DSA) is currently used to request and control the disclosure, use, storage and/or destruction of Military Health System (MHS) data that is owned and/or managed by Navy Medicine or the Defense Health Agency (DHA) to ensure that applicable privacy and security requirements are followed. In addition, research requests for MHS data that include protected health information (PHI) must be reviewed for HIPAA compliance by the DHA Privacy Board.
14.2.1 Under DoDI 6025.18, “Privacy of Individually Identifiable Health Information in DoD Health Care
Programs,” December 2, 2009, reasonable steps must be taken to implement appropriate procedural, administrative, technical and physical safeguards to prevent the unauthorized use and/or disclosure of any personally identifiable information (PII) or PHI. Likewise, all uses, disclosures, and destruction of PII and PHI data are generally subject to DoD 5400.11-R, “DoD Privacy Program,” May 14, 2007, as well as DoDI 8500.2, “Information Assurance (IA) Implementation,” Feb. 6, 2003, and DoDI 8580.02, “Security of Individually Identifiable Health Information in DoD Health Care Programs” August 12, 2015. For additional information refer to links in Section 2.2.
14.2.2 To begin the Data Service Agreement (DSA) request process, the contractor shall contact the Office of the Navy Medicine CIO at [email protected] . After receiving DSA approval, anyone needing access to information system applications or data sources must contact the responsible system program office. DSAs are active for one year, or until the end of the current option year, whichever comes first. If the DSA will not be renewed, the contractor must provide a Certificate of Data Destruction (CDD) to the Office of the Navy Medicine Chief Information Officer (CIO) or the Defense Health Agency (DHA) Privacy and Civil Liberties Office for DHA owned and managed data.
SECTION 15 – DEFINITIONS
AMBULATORY PROCEDURE UNIT (APU): A location or organization within an MTF (or freestanding
outpatient clinic) that is specially equipped, staffed and designated for the purpose of providing the intensive level of care associated with ambulatory procedure visits.
AMBULATORY PROCEDURE VISIT (APV): provides pre-procedure and post-procedure care, observation, and assistance for patients requiring short-term care of less than 24 hours. Same Day Surgeries, also known as Ambulatory Procedure Visits, are performed in a specialized area such as an APU, surgical suite, or extended care area.
ARMED FORCES HEALTH LONGITUDINAL TECHNOLOGY APPLICATION (AHLTA): The electronic medical record used in the Military Healthcare System.
