SOURCES SOUGHT
99 -- MEDICAL RECORD DICTATION SERVICES
- Notice Date
- 7/23/2013
- Notice Type
- Sources Sought
- NAICS
- 541511
— Custom Computer Programming Services
- Contracting Office
- Department of the Navy, Bureau of Medicine and Surgery, NNMC Bethesda, Bldg 54, 8901 Wisconsin Avenue, Bethesda, Maryland, 20889-5600
- ZIP Code
- 20889-5600
- Solicitation Number
- 14RC95007
- Archive Date
- 8/13/2013
- Point of Contact
- Judith S. Meynard, Phone: (301)295-4117
- E-Mail Address
-
judith.meynard@med.navy.mil
(judith.meynard@med.navy.mil)
- Small Business Set-Aside
- Total Small Business
- Description
- STATEMENT OF WORK MEDICAL RECORD DICTATION SERVICE The WRNMMC Military Treatment Facilities (MTF), will require the following services to be provided in program support. The MTF will post their transcription requirements on to their Management Information System via (I-Chart). The transcription provided will then transcribe the medical report and import said reports using the Dictaphone system into the MTF data management system. The Government will provide use of all available MTF facilities and support services, materials, publications and forms, and equipment required for contract performance (except as designated). To appropriately support the HIM initiative for all three MTF's, the contractor shall provide the necessary dictation and transcription services and systems addressed over the life on the contract. The Contractor shall provide services to Government-supplied Medical Treatment Facilities at the Walter Reed National Military Medical Center, also referred to as Walter Reed Bethesda. The Contractor shall furnish all labor and materials except as indicated. Performance shall be according to the requirements contained in this Work Statement. This contract is a non-personal services contract under which the personnel rendering the services are not subject, either by the contract's terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. The contractor will access a Dictaphone I-Chart Enterprise Express Voice, Text and Speech recognition system to handle the dictation and transcription of, but not limited to, hospital discharge summaries, history and physical examinations, operative reports, outpatient clinic notes, radiology reports, inpatient progress notes, and compensation, pension examinations, and other specialty exams including cardiac echocardiography and pulmonary function tests. Turn-around time (TAT) will be calculated using a Dictaphone I-chart Enterprise Express Voice, Text and Speech recognition system that will register when the dictation was finalized and transferred into the system for transcription. The contractor will have the report transcribed in completion within 24 hours when needed. In addition, the contractor will be responsible for meeting turn-around times as indicated. All required documentation shall be fully completed within Government required turn-around-times (timeframes) as follows in support of the estimated quantities of lines as shown: Schedule of Services: Outpatient* Emergency (within 2 hours) avg 65 keystrokes per line rate Outpatient * Stat (within 4 hours) avg 65 keystrokes per line rate Outpatient * Priority (within 8 hours turn around time) avg 65 keystrokes per line rate Outpatient * Routine (within 24 hours turn around time) avg 65 keystrokes per line rate Outpatient Routine (within 24 to 48 hours turn around time) avg 65 keystrokes per line rate Inpatient Emergency (within 2 hours) avg 65 keystrokes per line rate Inpatient Stat (within 4 hours) avg 65 keystrokes per line rate Inpatient Priority (within 8 hours) avg 65 keystrokes per line rate Inpatient Routine (within 24 hours) avg 65 keystrokes per line rate Inpatient Routine 24 to 48 hours; avg 65 keystrokes per line rate Radiology Emergency (within 2 hours) avg 65 keystrokes per line rate Radiology Stat (within 4 hours) avg 65 keystrokes per line rate Radiology Priority (within 8 hours) avg 65 keystrokes per line rate Radiology Routine (within 24 hours Turn around time) avg 65 keystrokes per line rate Radiology Routine (within 48 hours Turn around time) avg 65 keystrokes per line rate Discharge Summaries/Interim Summaries (24 hour Turn around time) Compensation & Pension (C&P) (24 hour Turn around time) The contractor will maintain a quality standard of 98% accuracy based on the monthly random sampling report. It will include the total number lines of all reports included in the sample. Percentage is based on ration of errors to lines. (For example) 1000 lines produced, 20 errors: 20/1000 = 0.02 or 2% errors. Accuracy is 98% Written confirmation of all transcribed lines will be on a Government Standard Form1155 that will be issued monthly. This SF1155 will be used as supporting documentation to generate an invoice and payment for services provided. For purposes of invoicing, a line is defined as 65 characters. The number of lines transcribed monthly will be captured from the MTF I-Chart transcription system. Emergency and Stat reports may be required to be transcribed and uploaded under this requirement. Most routine reports will be required to be transcribed within 24 hours. If an emergency arises, the Government may request STAT (4 hour turn around time) or Emergency (two hour turn around time) reports from the contractor telephonically/electronically, along with any instructions to the contractor regarding a special delivery location (such as a departmental fax machine number or a DOD host PC). The Government will provide emergency contact information for 24x7 access to contract project managers for emergency transcription requirements. The contractor will implement and maintain a Quality Assurance System that results in correction of potential and actual problems throughout the scope of contract performance. The QA system contains processes for corrective actions without dependence upon Government direction and will maintain records of all contractor QA inspections and corrective actions. Reports that are returned for corrective action will be returned to the contractor within 24 hours of discovery of the error or problem, and shall be corrected within 24 hours of receipt at no additional expense to the Government. All related documentation, such as completed competency checklists or educational training records, shall be maintained by the contractor and will be available for Government review upon request. Documentation and recording keeping shall be in accordance with Government policies and procedures that have been provided to the contractor upon contract initiation. Confidentiality security and integrity of data will be maintained at all times. INFORMATION PRIVACY AND CONFIDENTIALITY: The medical reports described in this requirement are irreplaceable medical information and must be safeguarded at all times. The contractor must understand and agree, that as a contracting agency for the Government the dictation from medical records of a patient and material transcribed are strictly confidential. The contract will not maintain, in any form, any sensitive or patient identifying data and shall comply with Public law 93-578, privacy act of 1974, the Comprehensive alcohol abuse and alcoholism prevention, treatment and rehabilitation act of 1972 (public law 93-282) the Drug abuse office and treatment act of 1972 (public law 93-255 as well as other statutes regarding confidentiality of patient information. Contractor employees are subject to the provision of public law 93-579, Privacy act of 1974, 52.224-1 Privacy At Notification. (Apr 1984) and 52.224-2 Privacy Act. (Apr 1984) The contractor employees must acknowledge understanding that this contract is subject to the provisions of the Health Insurance Portability and Accountability Act (HIPAA) of 1996. The contractor will perform all work in accordance with all applicable Government regulations and directives. An experienced task manager/program director familiar with Government requirements will be provided to coordinate all ongoing project task efforts and act as a single point of contact for customer communications. This individual will assist in addressing Government requirements, provide project over-site support, and QA. The transmission of medical data outside the medical facility shall be secured, regardless of the type of transmission. All transmissions of medical data outside facilities may be encrypted to comply with implementing Joint Task Force (JTF) regional policies on data security. Any encryption service required from the contractor will be acquired as a requirement by JTF region in its overall implementation. The Government also reserves the right to provide the Contractor with Government-owned, Government-furnished encryption software so that when interfacing with systems such as CHCS are necessary. The Contractor shall specify their security approach in their data security plan. The Contractor shall be responsible for safeguarding all medical information provided for Contractor use pursuant to the HIPAA law. The contractor shall not retain any copies, paper or electronic medical information once the work is completed. The contractor and contractor employees shall be aware that proven violation of confidentiality of patient information shall be dealt with according to the HIPAA law. REPORTING REQUIREMENTS/DELIVERABLES. The Contractor shall submit semi-annual performance reports to the COR or the Contracting Officer as requested to ensure acceptable performance of the contract. Performance will be documented in the Contractor's Performance Assessment Reporting System (CPARS) for the reporting period. The Dictation and transcription sub-systems shall be configured to prevent the loss of any acquired dictations and possess reasonable systems redundancy for continuity of operations; the Contractor shall describe their technical approach in detail to meet this requirement. In the event that the dictation server becomes non operational (i.e. a system crash)-upon restoration no dictation data shall be lost and-and data integrity of each dictation in the server shall be fully restored. In the event of lost, non-restorable data occurs on over 5% of the work for that day the system shall be considered "down"-i.e., not operational for that workday. In the event there is a total loss of data in the current database, the system shall be considered down for the entire month. The dictation and transcription sub-systems shall be operational on a 99% availability basis-computed on a 24 hour a day, 7 days a week support timeframe (i.e., to a "24/7" standard). Availability means full functionality of the dictation server in supporting up to 99% of the available input ports and operating patient demographics interfaces as well as the full functionality of the interface to transcription sub-system. The Contractor shall include an operationally useful fail-safe crisis management plan for the following events: Failure of a Dictation Input Interface to the Dictation Server and/or failure of a Transcription Worksetting interfaced to the Transcription Server. o Less than five minutes o Less than one hour o More than one hour o More than one day Failure of the Patient Demographics Interface to the Dictation Server and/or failure of report production or CHCS interface to the Transcription Server or other outbound interface. o Less than five minutes o Less than one hour o More than one hour o More than one day Failure of the Dictation and/or Transcription Servers (i.e., system crash). o Less than five minutes o Less than one hour o More than one hour o More than one day Failure of the Interface to the Dictation and/or Transcription Sub-systems. o Less than five minutes o Less than one hour o More than one hour o More than one day The response to these events shall include the Contractor's techniques for user-workarounds during the down period and methods to restore the integrity of the dictation data once that remedy is in place. Moreover, the Contractor-site escalation procedure for events that cross the one-hour and one-day thresholds shall be addressed. The Contractor shall describe and provide a remote data back up or equivalent fail-safe procedures as part of the crisis management plan for offline back up of active digital dictation files. June 2013
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DON/BUMED/N00168/14RC95007/listing.html)
- Place of Performance
- Address: 8901 Wisconsin Avenue, Bethesda, Maryland, 2089, United States
- Record
- SN03124706-W 20130725/130723235531-6d110ba6240465adb4f5316268e471bc (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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