SOLICITATION NOTICE
Q -- Outpatient Medical Coding Technicians
- Notice Date
- 6/3/2003
- Notice Type
- Solicitation Notice
- Contracting Office
- Department of the Air Force, Air Force Space Command, 30CONS, Bldg 7015, STE 2D 806 13th Street, Vandenberg AFB, CA, 93437-5226
- ZIP Code
- 93437-5226
- Solicitation Number
- F04684-03-T-0021
- Response Due
- 6/17/2003
- Archive Date
- 7/2/2003
- Point of Contact
- Mark Brady, Contract Specialist, Phone 805-605-2484, Fax 805-922-1703, - Deborah Doyle, Contract Specialist, Phone (805)606-3983, Fax (805)606-5867,
- E-Mail Address
-
mark.brady@vandenberg.af.mil, deborah.doyle@vandenberg.af.mil
- Description
- The 30th Space Wing, Vandenberg AFB,CA, is soliciting offers for 2 Outpatient Coding Technicians for the 30th Medical Group on Vandenberg AFB, CA. This is a pre-solicitation notice for a commercial acquisition in accordance with the format in FAR subpart 12.6, as supplemented with additional information included in this notice. Quotes are being requested and a written solicitation will be issued upon request. The solicitation number isF04684-03-T-0021 and will be iussued as a request for quotation. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 20001-07. This acquisition is a 100% set-aside for small business participation only. The SIC Code is 7338 and the size standard is $5 million. There will be one contract line item and one job for this acquisition. The contractor(s) is to provide outpatient medical coding technician duties in accordance with the attached Statement of Work. All FAR clauses are located at Http://farsite.hill.mil/farsite. The provisions at FAR 52.212-2 "Evaluation-Commercial Items" applies to this acquisition. Insert in Paragraph (a), "The follwing factors will be used to evaluate offers, (1)Price and (2) Past Performance. Offerors must submit with their quotes a completed copy of the provisions at 52.212-3 "Offeror Representations Certifications-Commercial Items". The clause at FAR 52.212-4 "Contract Terms and Conditions-Commercial Items, applies to this acquisition along with the following addenda: FAR 52.219-6 "Notice of Total Small Business Set-Aside". The clause at FAR 52.212-5 "Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items applies to this acquisition along with the following additional clauses, 52.222-3, "Convict Labor (E.O. 11755) an d52.233-2, "Protest after Award"(31 U.S.C. 3553), 52.219-14 "Limitation on Subcontracting" (15 U.S.C. 637(a)(14), 52.222-21 "Prohibition of Segregated Facilities" (Feb 1999), 52.222-26 "Equal Opportunity (E.O. 11246), 52.222-35 "Affirmative Action for Workers with Disabilities" (29 U.S.C.793), 52.222-36 "Affirmative Action for Workers with Disablities" (29 U.S.C. 793), 52.222-37 "Employment Reports on Disabled Veterans and Veterans of the Vietnam Era" (38 U.S.C. 4212), 52.232-33 "Payment by Electronic Funds Transfer-Central Contractor Registration" (31 U.S.C. 3332), 52.222-41 "Service Contract Act of 1965" as amended (41 U.S.C.351, et seq) 52.222-42 "Statement of Equivalent Rates for Federal Hires" (29 U.S.C. 206 and 41 U.S.C. 351, et seq), 52.249-5 "Termination for the Convenience of the Government (Service)(Short Form). (4/84), 252.204-7004 "Required Central Contractor Registration (CCR)" (Nov 2001). Quotations must be submitted only by written resoponse to solicitation no later than 17 June 2003 @2:00. Oral quotations will not be accepted but interested parties may contact me either by phone (805a0 605-2484, fax (805) 922-1703 or e-mail, Mark.Brady@Vandenberg.af.mil. You may send all correspondence to Mark Brady, 30 CONS/LGCB, 806 13th Street, Bldg 7015, Section 2, Suite 2d, Vandenberg AFB, CA 93437-5226. State on the exterior of all correspondence "RFQ-03-T-0021". Each offeror shall sign his/her quote. Quote validation is for 60 days from the date of submission. See attached Statement of Work. STATEMENT OF WORK FOR OUTPATIENT MEDICAL CODING TECHNICIAN TABLE OF CONTENTS SECTION TITLE 1.0 Description of Services 2.0 Service Delivery Summary 3.0 Government Furnished Property and Service 4.0 General Information 1.0. DESCRIPTION OF SERVICES: The two (2) C ontract (Coders) shall use knowledge and administrative skills to provide coding and auditing services in a military treatment facility (MTF). The Coder shall primarily be responsible for reviewing medical record documentation and Ambulatory Data Module (ADM) encounter forms and/or electronic data entry to determine appropriate clinical code(s) for the medical information on the SF600 (Health Record ? Chronological Record of Medical Care) or other medical documentation for direct care and ancillary services performed at the MTF. 1.1. Basic Services: 1.1.1. The coder shall work within assigned clinics and/or Primary Care Optimization (PCO) teams to provide coding expertise in all aspects of the outpatient clinical coding function. 1.1.2. The Coder shall primarily be responsible for reviewing medical record documentation and Ambulatory Data Module (ADM) encounter forms and/or electronic data entry (as applicable) to determine appropriate clinical code(s) for the medical information on the SF600 (Health Record ? Chronological Record of Medical Care) or other medical documentation for direct care and ancillary services performed at the Military Treatment Facility (MTF). 1.1.3. The coder(s) shall also be responsible for training the medical staff to code accurately in accordance with Department of Defense Professional Services and Outpatient Coding Guidelines dated October 1, 2002. 1.1.4. The coder(s) shall attend meetings, conduct briefings on coding, complete requested data pulls, and provide data to executive staff and other personnel. 1.1.5. The coder(s) shall attend staff training and orientation as determined by the MTF. Examples are: Composite Health Care System (CHCS), Ambulatory Data Module (ADM), Template Management, Infection Control, CPR, etc at no expense to the coder. 1.1.6. The coder(s) will be responsible for coding an average 1849 (+/- 7%) outpatient visits per month in accordance with Service Delivery Summary 1.1.7. Provide clinical coding administrative support to the MTF with the goal of achieving 90% accuracy rate based on providers correctly coded encounter per month. 1.1.8. Audits coding efficiency. Audit sample size must be a minimum of one day?s work from every separately organized clinic each month in accordance with (AFI 41-210, A13.2) 1.1.9. Verification of audits will be maintained using a locally devised technique (AFI 41-210, A13.4). An example is available in the Data Quality Improvement Guide (DQIG) Appendix D. 1.1.10. Complete audit verification reports and provide coding accuracy rates of ICD-9 CM, CPT, and Evaluation & Management (E&M) to the Data Quality Manager no later than the 10th of each month for the prior month?s encounters. 1.1.11. Review and correct 100% of all Third Party Collection (TPC) Program billable encounters. 1.1.12. Upon receipt of documentation, either physical or electronic, reviews and verifies the Ambulatory Data System (ADS) encounter form and/or electronic data entry in the Ambulatory Data Module (ADM)(as applicable) with the component parts of the outpatient medical records and determines that all final diagnoses and procedures, if applicable, are coded on the ADS encounter forms. 1.1.13. Ensures the medical staff accomplishes proper coding by determining the appropriate code in accordance with the International Classification of Disease 9-Clinical Modification (ICD-9), Current Procedural Terminology, and Healthcare Common Procedural System established by DoD Professional Services and Outpatient Coding Guidelines (2002). 1.1.14. Corrects inappropriate coding prior to disposition of the ADS encounter form, and then enters the appropriate clinical code(s) on the ADS encounter form for all patients (if ADM is not used). 1.1.15. Reviews all rejected data files that have gone through the ADM edit checks and makes corrections in ADM, within 14 days from appointment date in accordance with Data Qualification Improvement Guide, Chapter 15 (will be provided to coders). 1.1.16. Analyzes charts on a daily basis, not to exceed 14 days after appointment date, as they are completed by providers and makes judgment as to whether a chart is documented completely, properly coded, or needs further review by the provider. 1.1.17. Provides the Group Practice Manager with monthly workload reports, reporting the number of charts coded, number of charts requiring correction, and provider coding accuracy trends in accordance with commercial industry coding standards. 1.1.18. Manage the MTF superbills used by providers to choose routinely used codes and manage the Automated Data Module (ADM) templates to ensure clinic and provider profiles are accurate in the Composite Healthcare System (CHCS) (DQIG Chapters 1-4) 1.1.19. Attend the Data Quality Team meetings and other related committees that will help in improving the coding at the MTF, as determined by the Group Practice Manager. 1.1.20. Educate on an ongoing basis and assist providers, nurses, and technicians with correct documentation and coding skills in compliance with commercial guidelines. 1.1.21. Develop, with review by the MTF, programs and plans for orienting and training medical staff in basic coding techniques. 1.1.22. Document all training activities provided and ensure training is within the correct coding guidelines. Provide documentation (sign sheet, training accomplished, etc.) for monthly review by the Group Practice Manager. 1.1.23. Keep abreast of continually changing information, concepts, improvements, and requirements in the field of medical documentation and coding at government expense. 1.1.24. Shall render services in compliance with the standards of the Joint Commission on the Accreditation of Healthcare Organizations and participate in organizationally directed training to maintain that compliance. 1.1.25. The coder shall work under indirect supervision of the Group Practice Manager. 1.1.26. The coder shall upon request provide quality data and information related to services provided and participate in the Clinic?s Performance Improvement, Patient Safety, and Risk Management programs. 2.0 Service Delivery Summary Performance Objective SOW Para Performance Threshold 1 Maintain a coding accuracy 1.1.7 90% accuracy rate based on providers correctly coded encounters per month. 2 Audit a minimum of one day?s work of records from the Military Treatment Facility no later than the first week of the current month for the preceding month. 1.1.8 Approximately 60 records 3 Review and correct all TPC billable encounters within 5 days of visit. 1.1.11 100% review and correction of Third Party Collection billable visits. 4 Review and correct Automated Data Module rejected records within 14 days from appointment date IAW DoD Coding Standard Guidelines. 1.1.15 100% review and correction of Automated Data Module rejected records. 3.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES: 3.1. The government shall furnish property and services as follows: 3.1.1. Facilities and equipment: The government will provide workspace at the MTF, all computer hardware and software, office supplies, and commercial coding manuals ICD-9-CM, CPT, and HCPCS. 3.1.2. Damage to government property. The coder(s) shall define, investigate, and report such mishaps to the government within one hour of the time the mishap occurs. 3.2. Emergency Medical Services. The government will provide emergency medical treatment and emergency patient transportation service for the coder(s) in case of injury received on the job site. The coder shall reimburse the Government for the cost of the medical treatment and patient transportation service at the current inpatient or out patient treatment rate established by the Servicing Air Force Medical Center. 4. 0. GENERAL INFORMATION: 4.1. Period of Performance: The period of performance will be one base year with four option years. The coder shall provide personnel coverage during the following business hours, Monday thru Friday, 7:30-16:30 hours, with one-hour lunch. 4.1.2. Personnel: Prior to the performance start date, the coder shall notify the contracting officer or Contracting Officer?s Representative (COR) in writing, of the telephone number where they can be reached outside of normal duty hours. The coder(s) shall notify the contracting officer or COR of any change within five (5) days after the change occurs. 4.1.3. The coder(s) must be able to read, write, and speak English fluently. 4.1.4. The coder(s) shall comply with the specific policies set forth in the SOW and in regulations of specific policies set forth in the Statement of Work and in accordance with all regulations of Vandenberg AFB concerning conduct of employee as reference herein. When directed by the contracting officer or COR, the coder(s) shall be removed from performance on the contract if identified as a potential threat to the health, safety, security, general well being or operational mission of the installation and its population. 4.1.5. The coder(s) shall present a neat appearance and clothing. 4.2. Requirement for Employment: 4.2.1. Each quote shall contain a submittal of a resume no more than three pages in length that outlines experience and expanded duty capabilities in accordance with the Statement of Work. The coder(s) shall provide required certification(s) and qualifications along with the bid. 4.3. Training Requirements: 4.3.1. The coder(s) shall be a certified coder with certification from a nationally recognized accrediting body i.e., Certified Coding Specialist (CCS) or obtain such certification within 6-months of start date of employment. The coder(s) will be required to furnish written proof of certification within 6 months. If certification is not obtained by coder(s) within 6-months of the start date of employment, grounds for terminating the contract shall exist. 4.3.2. The coder shall take part in all Joint Commission training as well as training required by Air Force regulation that supports the Joint Commission regulatory requirements. 4.3.3. The coder shall maintain Basic Life Support certification in accordance with Air Force Instruction 44-119 (will provide). 4.3.4 Proficient knowledge of medical terminology, anatomy, pharmacology, surgical and medical procedures sufficient to code for optimum billing. This knowledge extends to a number of medical and surgical specialties and human physiological systems. 4.3.5. Coder(s) must have knowledge of accepted medical abbreviations and their meanings and interpretation. 4.3.6. Coder(s) must have knowledge in the use of specialized references, such as medical nomenclatures, medical dictionaries, medical texts and medical journals to accurately spell out and use medical terminology. 4.3.7. Coder(s) must have proficiency knowledge of computer functionality in Microsoft Word and Microsoft Excel. 4.4 Quality Assurance: As with any healthcare personnel, a peer review process and periodic review of the coder?s performance is required and will be accomplished at least annually as part of the performance review process. Examples of competency assessment include, performing to the Service Delivery Summary, periodic review of a representative sample of medical records, direct observation of performance, or verbal/written assessment of coding knowledge/skills. The contracted coder(s) shall upon request provide quality data and information related to services provided that support both the Performance Improvement program and the Risk Management process. 4.5. Health Requirements. The coder(s) shall comply with the local employee health program to include obtaining proper immunization (Tuberculosis testing only) and occupational safety training. This shall be accomplished within 15 days of contract award. 4.6. Invoices. Invoices will be submitted in monthly arrears to 30 MDG/SGOL (Group Practice Manager), 338 South Dakota Avenue, Vandenberg AFB CA 93437 4.7. Security Requirements: 4.7.1. The Coder(s) shall be responsible for obtaining all necessary cards, passes, badges, buttons, decals, or other items required for access to the areas in which the work will be performed. The coder(s) will be required to apply for vehicle and individual identification media at the Security Forces Squadron, Pass and ID Section at Bldg 11777. Upon completion or termination of the contract the coder shall surrender all access media issued to the Security Forces Squadron, Pass and ID Section. 4.7.2. The Coder(s) shall comply with all Vandenberg Air Force Base policies regarding entry to the installation, rules of the road, and compliance during contingency operations, and photography. The coder(s) is authorized to entry the installation for the purpose of work only and is not authorized in other facilities, areas, building without prior proper authorization. 4.8. Recognized Holidays. The coder(s) is not required to provide service on normal federal holidays. Federal holidays are: New Year?s Day, Martin Luther King Day, President?s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran?s Day, Thanksgiving Day, Christmas Day and any down days that may be scheduled.
- Place of Performance
- Address: 30 MDG/SGGD, 338 South Dakota Ave, Vandenberg AFB
- Zip Code: 93437-5226
- Country: US
- Zip Code: 93437-5226
- Record
- SN00338663-W 20030605/030603213540 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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