16-Question Clarification 4.pdf

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

210.562.6200 | www.uthscsa.edu | https://wp.uthscsa.edu/purchasing/

Third Party Leave Administrator 745-26-P01

Clarification No. 4: Questions and Answers Questions Close on Bonfire: September 2, 2025 – 3:00 PM CST

Deadline for Bid Submission: September 16, 2025 – 3:00 PM CST

Q1. For the STD benefit, are you looking for tracking of the leave time only or STD claims management?

A1. Tracking of STD as it relates to the reason for being out on FMLA, Parental, PLOA etc. Informing the employee of their eligibility for STD. And sending the ee the BCBS Disability flyer.

Q2. As a self-funded group, do you cut checks from your internal systems or would you be looking for the selected vendor to provide check cutting?

A2. STD is handled by an outside vendor; we only complete the eligibility form.

The name of the third party will be provided to the Awarded Proposer.

Q3. For the LTD benefit, are you looking for tracking of the leave time only?

A3. Tracking of LTD as it relates to being out on FMLA, Parental PLOA, etc. informing the employee of their eligibility for LTD. And sending the ee our outside vendor.

Q4. Do you have a separate Workers’ Compensation provider?

A4. Yes, we have a 3rd party vendor for Workers Comp. The workers comp files all the claims. They send us notice of the WC Claim and we automatically give the employee FMLA or ADA accommodations based on the WC paperwork received file://cfs/links/FS/Purchasing/Z_SHARED%20Management/BIDS/FY2022/1%20RFP%20745-22-PXX%20Master%20File%20February%202022/1_Working%20Documents/1_Draft%20Documents/www.uthscsa.edu https://wp.uthscsa.edu/purchasing/

Q5. Regarding clause 1.D.1 of HIPAA BAA, copied below, could you provide some clarity around what functions the contracted vendor will be expected to perform on behalf of UTHS that would fall under MRPA?

“Business Associate” means, with respect to a Covered Entity, a person who:

1) on behalf of such Covered Entity or of an Organized Health Care

Arrangement (as defined under the HIPAA Regulations) in which the Covered Entity participates, but other than in the capacity of a member of the workplace of such Covered Entity or arrangement, creates, receives, maintains, or transmits PHI for a function or activity regulated by HIPAA, HIPAA Regulations, or MRPA including claims processing or administration, data analysis, processing or administration, utilization review, quality assurance, patient safety activities listed at 42 C.F.R. 3.20, billing, benefit management, practice management, and re-pricing;

A5. This clause describes the scope of activities that make someone a Business

Associate (BA) rather than just an employee or part of the internal workforce of the Covered Entity.

A Business Associate is a person or organization that:

1. Performs services or functions for a Covered Entity (like a hospital, clinic, or insurer) or for a joint healthcare arrangement (called an Organized Health Care Arrangement – OHCA).

2. Handles Protected Health Information (PHI)—this includes creating, receiving, storing, or sending it.

3. Is not part of the Covered Entity’s workforce (i.e., not an employee or direct staff member).

4. Performs functions regulated by HIPAA – like billing, claims processing, data analysis, etc.

This clause defines who qualifies as a Business Associate under HIPAA by specifying:

• The relationship to the Covered Entity (not an employee),

• The use of PHI, and

• The type of services performed (regulated ones).

Q6. 1. Can UTHSA please confirm the tentative go-live date?

A6. The goal is to have this go-live before the end of the calendar year. While we cannot guarantee this, due to contract negotiations.

Q7. Can UTHSA please confirm whether a completed ACR/VPAT is required for proposals to be considered responsive? (The submittal checklist on pg. 12 of the RFP lists under 3.4.10: "Completed Accessibility Conformance Report (ACR) and/or VPAT (ref 5.2 MINIMUM REQUIREMENTS).” And while pg. 14 of the RFP says that we may include “Accessibility Conformance Reports (ACRs), based on the VPAT or OpenACR formats” as additional documentation of a vendor's ability to produce accessible products and services, there is no designated space in the Euna portal to upload these documents.)

Q8. Click on the link as provided in the RFP. There is no submission required, you need to complete it online through the provided links.