VA Medical Center, 4801 8th St N, St Cloud, MN 56303-2099

R -- MEDICAL RECORD CODING SERVICES SOL 656-05-00 DUE 111299 POC Wendy Hoeschen, (320)255-6307 E-MAIL: Wendy Hoeschen, VA Medical Center, St. Cloud, MN, wendy.hoeschen@med.va.gov. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format FAR subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being request and a written solicitation will not be issued. Solicitation No. 656-05-00. This solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular (FAC) 97-109. SIC code 7389. SCHEDULE OF SUPPLIES/SERVICES SURGICAL SERVICES TO BE FURNISHED AT THE VA MEDICAL CENTER, ST. CLOUD, MN 56303. FEES TO BE PAID IN ACCORDANCE WITH SECTION C DESCRIPTION/SPECS./WORK STATEMENT.DESCRIPTION ESTIMATED QUANTITY UNIT COST TOTAL COST Coding Services BASE -- From Date of Award for 90 Days Statement of Work- Coding Services 1. Responsibilities and Duties: a. Contractor to provide staff that have current credentials of an Accredited Record Technician (ART), Registered Record Administrator (RRA), or a Certified Coding Specialist (CCS), these credentials will be maintained throughout the entirety of this contract a minimum of 2 years coding experience. Coding services will be provided in the areas of ICD-9-CM and CPT/HCPCS at the VA Medical Center, 4801 8th Street North, St. Cloud, Minnesota between the hours of 8 a.m. to 4:30 p.m., Monday through Friday, except on Federal Holidays. The ten holidays observed by the Federal Government are: New Year's Day, Martin Luther King's Birthday, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas or any other day specifically declared by the President of the United States to be a national holiday. The contractor will work a minimum of 30 hours and a maximum of 40 hours per week. b. Codes diagnoses, operations and procedures (majority outpatient, but will include inpatient and minor surgery) which requires the incumbent to be knowledgeable in a variety of coding systems, using the International Classification of Diseases, Ninth Revision, Clinical Modification (ICD-9-CM), Current Procedural Terminology (CPT-4) and HCPCS Level II Code Book insuring completeness and conformance to accepted VA Regulations, Joint Commission on Accreditation of Hospitals (JCAHO) requirements, ICD-9-CM coding conventions and guidelines for optimal Diagnostic Related Group (DRG) assignment. c. Reviews and screens the entire medical record, in electronic and/or paper format, to abstract medical, surgical, laboratory, pharmaceutical, demographic, social and administrative data from the medical record. The average time to extract data for one inpatient record is 60 minutes. The average time to extract data for one ambulatory surgery patient is 15 minutes. Additionally, coding of encounter forms takes 5 minutes. d. Data entry into the VISTA system will be done as a part of this contract. . The VA will identify potential billable cases, and the Contractor will verify all diagnosis and procedure code entries made in the VISTA system to ensure compliance with correct coding initiative. Contractor will make corrections as necessary and enter these changes into VISTA while maintaining a log identifying any changes made. f. Performs corrective actions in response to audited work. g. Directly consults with physician for clarification of clinical data when encountering conflicting or ambiguous information. h. Reviews explanation of benefit (EOB) forms returned from insurance companies to ensure appropriate application of diagnosis and procedure codes for services provided 2. Point of Contact: a. A VAMC technical representative of the Contracting Officer (COTR) will be designated to represent the contracting officer in furnishing technical guidance and advice or generally supervise the work being performed under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the contractor relative to the financial or legal aspects of the contract. Those matters are the responsibility of thecontracting officer and shall not be delegated. 3. Payment a. The VA agrees to reimburse the contractor on an hourly basis for services furnished at the price listed in the Schedule of Supplies/Services of this contract. b. Sums due the contractor will be paid monthly in arrears upon receipt of a properly prepared invoice submitted by the contractor. Any discrepancies will be brought to the attention of the contractor. c. Invoices will be sent to: VA MEDICAL CENTER ATTN VOUCHER AUDIT 4801 8TH STREET NORTH ST CLOUD MN 56303 d. Billings rendered by the Contractor to the VA for services furnished under the terms of this contract shall be billings in full. 4. Security of Data: a. The contractor understands and agrees as a contracting agency for coding medical records for the VA Medical Center, that the information in the medical records of all patients is confidential. Strict confidentiality is to be maintained. Rules of confidentiality expected to be conformed with are delineated in 38 U.S.C. 3301, 38 U.S.C 4132, 5 U.S.C. 552(a) et seq. Agency employees accessing the VA Vista computer system will sign a computer security access agreement and will abide by the government regulations. b. Medical reports must be secured and not subject to loss, unauthorized access, destruction and/or tampering. c. Contractor shall exercise the utmost diligence to protect and safeguard all other confidential and proprietary information of the St. Cloud VA Medical Center, including but not limited to: -- technical data -- record compilations of information processes -- computer software -- specifications relating to VAMC customers and service d. All working papers and reports generated by the Contractor in the performance of this contract are the property of the VA Medical Center. Any requests for information relating to this contract must be submitted to the VA Medical Center, St. Cloud, Minnesota. The contractor shall release no information. 5. Equipment/Supplies/Training a. The VA will provide appropriate space and equipment in or near the Health Information Management Section. Training on the St. Cloud VA Medical Center's electronic medical record and computer menu options of Appointment Management and Patient Care Encounter will be provided and/or coordinated by the COTR. 6. Personnel Policy: a. The contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the contractor shall provide the following for these personnel: Worker's Compensation, professional liability insurance, income tax withholding, and social security payments. The parties agree that such personnel shall not be considered VA employees for any purpose and shall be considered employees of the contractor. 7. Terms of Contract: a. This contract is effective from date of award for 90 days. The contract is subject to the availability of VA funds. b. Either party may cancel this contract with a 30-day written notice. Posted 10/29/99 (W-SN396346). (0302)

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