SOURCES SOUGHT
Q -- Certified Medical Coders, Certified Coding Specialists, Certified Coding Specialist-Physician Based, Certified Professional Coders, Registered Health Information Administrators, and Register Health Information Technicians
- Notice Date
- 11/12/2004
- Notice Type
- Sources Sought
- NAICS
- 622110
— General Medical and Surgical Hospitals
- Contracting Office
- Medcom Contracting Center North Atlantic, ATTN: MCAA NA Bldg T20, 6900 Georgia Avenue NW, Washington, DC 20307-5000
- ZIP Code
- 20307-5000
- Solicitation Number
- W91YTZ-05-T-0026
- Response Due
- 11/17/2004
- Archive Date
- 1/16/2005
- Small Business Set-Aside
- N/A
- Description
- SOURCES ARE BEING SOUGHT to provide Certified Medical Coder(s), Certified Coding Specialists (CCS), Certified Coding Specialist(s) Physician Based (CCS-P), Certified Professional Coder (CPC)(s), Registered Health Information Administrator(s) (RHIA) , and Registered Health Information Technician(s) (RHIT) to code, abstract, analyze and assemble medical record data. Coders will assign diagnoses and procedure codes for Inpatient Treatment Records (ITR), Inpatient Rounds (RNDS), Ambulatory Procedure Vis its (APVs), and Outpatient Clinical Data. The Contractor shall provide services in Government-supplied facilities at the Womack Army Medical Center, Fort Bragg, North Carolina, also referred to as (WAMC) and, when required, shall code for other regional Medical Treatment Facilities (MTF). SITE MANAGER: The Contractor shall designate a Site Manager. The Site Manager shall be responsible for the performance of the work activities of all contracted coding staff. The Site Manager shall have full authority to act on behalf of the contractor on all matters relating to the daily operation of this contract. The Site Manager will have sufficient experience in the medical coding area and the following specific skills: Extensive knowledge for understanding and app lying the official coding clinic guidelines; Knowledge of medical terminology and usage, including general medical, surgical, pharmaceutical, hospital terms and abbreviations and abstracting techniques; Knowledge of a broad range of references such as the ICD-9-CM, CPT, HCPCS, medical dictionaries, manuals related to coding textbooks and glossaries; Knowledge of legal and regulatory requirements of medical records; Knowledge of medical records procedures, regulations and principles to carry out a variety of medical records functions such as analysis, coding, ensuring compliance, and compiling data; Knowledge of data collection methods for basic health care, research information and statistical reporting; Knowledge of laws and regulations on the confidentiali ty of medical records, and Skill in effective oral and written communication. AVAILABILITY AND HOURS OF OPERATION: WAMC would like to develop a long-term partnership with a company, which can be relied upon to provide continuity of coders. The Contractor shall provide services on a regular standard duty hour base on a Monday through Friday, (7:30 A.M. - 4:30 P.M.), with one-hour non-working, non-paid lunch break Monday through Friday. Lunch breaks usually start at 11:00 AM or 12:00 noon (45 minutes). Cont ractor however, will be permitted to suggest alternate work schedules to accommodate as many hours as may be necessary to fulfill obligations under this agreement. WAMC shall determine the number of coders however; send no more than four (4) to begin the delivery order for coding ITR, four (4) to support Inpatient RNDS, two (2) to support APVs, ten (10) for outpatient clinical encounters with a maximum of forty-eight (48) hours to dispatch their staff to begin the task order. The requirement for clinical outpatient and inpatient RNDS, coding support can possibly increase up to (22 30) or greater coders. ARRANGEMENT FOR REPLACEMENT STAFF: The Contractor Site Manager shall arrange for credentialed and trained coding coverage when schedule coder will be una vailable to provide services for one (1) or more consecutive scheduled tour(s). WORK ROSTER: The contractor Site Manager shall provide a monthly schedule of the names of coders for the dates the coding services shall be provided. This list shall be provid ed to the Contract Officer Representative (COR) by the 20th of each month of the preceding month. Proposed work schedule changes shall be submitted to the COR at least forty-eight (48) hours in advance. REQUIREMENTS OF THE CONTRACT CODER: Contractor must p rovide copies of credentials and a resume to include three years of current coding experience within the last five years for all personnel prior to assignment a t WAMC. Annual reporting of accreditation certification is a requirement and should be provided without request. Reference from previous healthcare facilities will be made to determine compatibility with WAMC needs. Coders are required to have extensive kn owledge of the Official ICD-9-CM, CPT and HCPCS Coding Guidelines for Coding and Reporting. Personnel shall read, understand, speak, and write English. PERSONAL APPEARANCE: Contractor personnel shall maintain a neat, clean and professional appearance at a ll times to facilitate credibility with the professional staff. They must be easily recognized as Contract Employees by displaying the WAMC identification badge. Contract employees are required to wear the WAMC identification badge at all times. OBJECTIVE : Provide accurate and comprehensive on-going Inpatient, APV, Ambulatory Clinical Coding and Inpatient RNDS appointments followed by the following: Provide direct training and feedback to providers and clinical staff, as needed Improve identification of potential monetary reimbursements; Improve billing and accounting processes; Improve methodology and management; Improve collection from third party payers the cost of medical service provided to Department of Defense (DOD) benef iciaries to the fullest extent allowed; Improve Physicians Evaluation and Management (E/M) and Current Procedural Terminology (CPT) documentation requirements. PERFORMANCE OF SERVICE: Contractor shall enter codes on coding worksheets or using the Encoder Grouper, ADM and coding system, which interface with CHCS. The completed clinical cover-sheet (DA Form 3647- Attestation) is generated, reviewed for proper sequencing of diagnoses, procedures and DRG assignment. Due to fluctuating availability of medical records, contractor will be relieved from hourly wages when the workload does not require services, with no additional charge to the Government. Alternatively, coders will stand ready to assemble and analyze medical records in addition to coding them if the Government shall deem this to be necessary. SPECIFIC TASKS: The Inpatient and Outpatient Medical Record Coding duties shall include but not be limited to: Reviews and verifies component parts of medical record to ensure completeness and accuracy of diagnosis, operations, and special therapeutic proc edures that must conform to Health Care Financing Administration and Depart of Defense Coding Guidelines. Codes principal diagnosis, co-morbidities, complications, therapeutic and diagnostic procedures, supplies, materials, injections, and drugs, etc. wit h ICD-9-CM, CPT and HCPCS all levels, and any other coding classification systems that may be required by the DOD; Contract personnel must identify the correct principal diagnosis and principal procedure based on physicians attestation record documentat ion and established sequencing rules and guidelines. Ensure proper sequencing of ICD-9-CM codes to obtain optimal resource allocation based on the DRG. Identify additional diagnoses/procedures to optimize reimbursement; i.e., complications, co-morbiditie s, therapeutic procedures and diagnostic procedures; Analyzes medical records for consistency and completeness for coding purposes using established criteria and regulations. Examines all documents in the record for authorized signature and patient ident ification to ensure all documents contain sufficient documentation to support the diagnosis and treatment administered, and that results obtained are adequately described. Determines who the responsible attending staff physician is; Contact medical staff for clarification and additional information to ensure accurate coding and DRG assignment. Interprets and verifies the reason for the encounter, including cause(s), principal diagnosis, principal procedure(s), performed and significant related diseases to assure record contents meets JCAHO and Army regulation requirements for the highest attainable quality; The contract personnel shall be responsible for validating and making code corrections of the diagnosis, evaluation and management, procedures or any other codes required for the complete and accurate preparation of the SADR/SIDR and to support the Uniformed Business Office (as needed) t o ensure they have the documentation to submit a claim; When documentation of the medical record is not adequate to identify the appropriate code, the contractor shall indicate to the specific information concerning the additional documentation required. The contract personnel shall contact the transcription services in cases related to missing operation reports to ensure proper coding of visit; The contract personnel shall provide WAMC with reports of cases determined to have incomplete information. Inpa tients discharges unable to be approved due to administrative errors shall be placed aside and the error is communicated to the Patient Administration Department (A&D) staff for correction within 48 hours. Inpatients discharges with A&D errors are to be p laced in Release (R) status to enable the A&D staff to make corrections; Clinic encounters unable to be coded due to administrative errors shall be returned to the specific Departments for correction. Codes for APV encounters may be indicated in the APV r ecord as a cover sheet. The specific Department administrative staff shall make corrections and return the case to the contract personnel for final coding; Maintains current reference material. Ensures that changes and updates are posted for coding and a nalysis of medical records accurately and as updates are received; Identifies potential or existing medico-legal problems to Site Manager; i.e. malingering cases, therapeutic misadventures, child abuse, and therapeutic abortions. The contract personnel mu st ensure that the record be secured due to medical-legal potential. The contract personnel shall be responsible for safeguarding both the record and its informational content against loss, defacement and tempering, and from use by unauthorized individual s. When using the coding worksheet the contractor must enter data abstracted from the medical record and provide to government employees specifically hired as coders for entry into the CHCS. If CHCS access is granted in the future the contractor inputs da ta abstracted from medical record into the Composite Healthcare System (CHCS) utilizing the Inpatient Encoder Grouper and Ambulatory Data Module (ADM). Utilizes appropriate data codes and system commands for data entry. Performs edit checks on data enter ed prior to transmittal and corrects errors as indicated. Allocations and bio-statistical research data collection supports the facilitys risk management assessments and/or utilization review processes. Contract personnel shall inform the government COR of any corrections that need to be made to the medical records or computer systems if errors are detected. The COR shall then forward discrepancies to the provider and correct as appropriate. Any worksheets with individually identifiable information shall be disposed of according to MTF guidelines. The contractor shall comply with the Privacy Act, 38 USC 5701 and USC 7332. Initial training and orientation shall be conducted the first week of the contract coders assignment to WAMC at no additional cost to the Government. The contractor will provide internal monitoring and feedback for providers and staff of compliance related issues. STANDARDS: Daily productivity standard for coding of ITRs is no less than (3) per hour or twenty-four medical records per day. APV daily standard is no less than (5) per hour or 40 per day. Outpatient Encounters daily standard is no less than (11) per hour or 88 per day or greater; inpatient rounds is (5) per hour or 40 per day or greater. For data quality monthly reportin g purposes, the target for data quality is 100%. Areas requiring percentage (%): 95% and above = Compliance. Below 95% = Non-compliance. DELIVERABLES: a. De liverable 1 Monthly audit of inpatient and outpatient records in accordance with Army regulation/instructions to include Data Quality Audits. b. Deliverable 2 Monthly/Fiscal Year report outlining training activity. CONTINUING EDUCATON UNITS (CEU) REQUIREMENTS: Contractor employees are required to maintain continuing education units (CEU) in accordance with the American Health Information Management Association and/or the American Academy of Professional Coders standards. ENGLISH LANGUAGE REQUIREMENT: Contract personnel shall read, understand, speak and write English. HEALTH REQUIREMENTS: Contract personnel shall receive a pre-employment physical examination before commencement of work and other physical examinations requir ed thereafter by the MTF public health service. Contractor must have received all WAMC required vaccinations before commencement of work. Routine medical care, including shots/immunizations must be obtained from the contractors physician. WAMC will pro vide emergency healthcare for contract personnel for injuries occurring while on duty in the hospital. These services will be billed to the contractor at the full reimbursable rate unless the contract employee is eligible for care in the Military Treatmen t Facility (MTF). LOAD REPORT: The Contractor is responsible for submitting a monthly workload report to Supervisor, Medical Records. NAICS 621111 and FSC is 8011. Contractor is to be registered with Central Contractor Registration. Sources capable of pr oviding this support are requested to respond to this notice NLT 17 November 2004. Responses should include Company Name, Address, Telephone Number and Fax Number, email address, DUNS number, cage code, and a brief description of the ability to perform re quired services. Response are to be submitted via email to Cheryl.Ricker@na.amedd.army.mil, or fax to 910-907-9307.
- Place of Performance
- Address: Womack Army Medical Center ATTN: MCXC-CT Bldg 4-2817 Reilly Rd Fort Bragg NC
- Zip Code: 28310
- Country: US
- Zip Code: 28310
- Record
- SN00707694-W 20041114/041112211759 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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