STATE OF ARIZONA

Department of Health Services

REGISTRY

STAFFING

SERVICES

DUE ON: MARCH 10, 2025

METHOD OF APPROACH

RFP NO. BPM006391

PROPOSAL SUBMITTED BY

POC: Anthony Beaman

Company Name: Medical Clinical Staffing

Email: presales@millsolgroup.com

Contact: 510-454-9955

Address: 1423 Broadway, Oakland, CA 94612 mailto:presales@millsolgroup.com

Medical Clinical Staffing Method Of Approach

RFP No. BPM006391 2 | Page

Registry Staffing Services

RFP NO. BPM006391

TABLE OF CONTENTS

METHOD OF APPROACH (METHODOLOGY)

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METHOD OF APPROACH (METHODOLOGY)

The Offeror shall prepare and submit a written narrative describing the method of approach that will be used to provide the services as listed within the scope of service addressing each outlined task and requirement. Narrative response should be numbered in accordance with each scope of service, task and requirement. When appropriate, provide the Method of Approach that includes a chronology; provide a detailed schedule of tasks and subtasks to be accomplished and continuing until the task and/or subtasks are completed, and provide start and end dates or time periods for tasks and subtasks as appropriate for performance.

5.3.1.3.1. Requirements: Sections 4.1 through 4.23 as described in the Scope of Work;

5.3.1.3.2. Tasks: Sections 5.1 through 5.9 as described in the Scope of Work.

5.3.1.3.3. Reporting: Sections 6.1 and 6.2 as described in the Scope of Work.

Medical Clinical Staffing (MCS) is pleased to present our concise Method of Approach for delivering exceptional registry staffing services to the Arizona State Hospital. Below is our detailed Method of Approach, structured to address each outlined requirement, task, and reporting element in the Scope of Work.

5.3.1.3.1 REQUIREMENTS: (SECTIONS 4.1 – 4.23)

1. Licensure and Certification Requirements (Section 4.1):

• MCS will ensure that all personnel possess the necessary licenses and certifications (e.g., RN licensure verified by the Arizona State Board of Nursing) and maintain up-to-date records.

• Credential documentation will be accessible electronically and physically, with any requested records provided within four (4) hours.

2. General Requirements (Section 4.2):

• Our designated staffing coordinator is available 24/7, ensuring that any service request is acknowledged within one (1) hour.

• We conduct regular Quarterly Business Reviews (QBRs) with hospital leadership to discuss performance, hiring trends, and operational challenges.

3. Attendance, Shift Coverage, and Staffing (Sections 4.3 – 4.7):

• Upon arrival, personnel will register using biometric scanners and adhere to the hospital’s check-in/check-out protocols.

• We maintain a proactive replacement strategy, ensuring that any absentee is replaced within 24 hours through our pre-screened candidate pool.

4. Training, Compliance, and Workplace Conduct (Sections 4.8 – 4.10):

• Continuous training programs—including Crisis Prevention Institute (CPI) Non-Violent Crisis Intervention (NVCI) training—are provided to all staff.

• Strict adherence to drug testing, safety protocols, and regulatory guidelines (OSHA, CMS, NFPA, EPA, CDC) is enforced.

5. Overtime, Compensation, and Fees (Sections 4.11 – 4.12):

• Overtime is managed under strict guidelines in accordance with the Fair Labor Standards Act (FLSA), with all necessary approvals obtained prior to deployment.

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6. Regulatory Compliance (Sections 4.13 – 4.15):

• Our internal quality assurance team conducts regular audits and prepares a Plan of Correction (POC) for any deficiencies identified, ensuring full compliance with both state and federal requirements.

7. Facility Rules and Security Measures (Sections 4.16 – 4.23):

• MCS enforces all facility-specific rules, including speed limits, restrictions on cameras, and firearm policies, while ensuring a drug-, alcohol-, and tobacco-free workplace.

• A current Certificate of Insurance (COI) is maintained throughout the contract term.

TASK TIMELINE

Provide requested credential records

Within 24 hours of request

24/7 staffing coordinator availability

24/7 with acknowledgment of service requests within 1 hour

Replacement of absent personnel

Within 24 hours training, safety protocols Continuous (ongoing training and enforcement)

Internal audits and Plan of Correction (POC)

Ongoing audits; POC submitted within 24 hours of deficiency identification

Certificate of Insurance

(COI)

Maintained throughout contract term

5.3.1.3.2 TASKS: RECRUITMENT, SCREENING, AND CANDIDATE MANAGEMENT

Step 5.1 – Active Sourcing, Screening, and Recruitment:

• Target outreach via job boards, healthcare networks, and professional organizations.

• Conduct pre-screening assessments to ensure candidates meet ASH’s role requirements.

• Execute interviews to evaluate technical and behavioral competencies.

• Verify credentials, certifications, and licensure in compliance with Arizona state regulations.

Step 5.2 – Submission of Candidate Profiles:

• Provide detailed resumes with relevant work experience, responsibilities, and employment duration.

• Include valid CPR certifications (American Heart Association standard) and CPI Blue Card for NVCI training.

• Attach educational credentials, a valid Level 1 Fingerprint Clearance, and recent TB screening results.

• Format documentation for efficient candidate evaluation by ASH.

Step 5.3 – Ongoing Compliance and Certification Monitoring:

• Utilize automated reminders for upcoming certification renewals.

• Track compliance in real time, submitting evidence within two hours upon request.

• Immediately remove any staff with expired or revoked certifications until reinstated.

Step 5.4 – Notification of Lapsed Credentials:

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• Promptly remove non-compliant individuals from the active roster.

• Notify ASH regarding any lapses in credentials.

• Provide replacement personnel to maintain uninterrupted service.

Step 5.5 – Orientation and Shift Assignments:

• Clearly communicate orientation schedules and work assignments.

• Confirm assignments to avoid scheduling conflicts.

• Send pre-shift reminders to reinforce expectations and responsibilities.

• Coordinate closely with ASH’s scheduling office for optimal coverage.

Step 5.6 – Development of a Continuous Staffing Pool:

• Maintain a reserve pool of pre-screened candidates ready for immediate deployment.

• Develop an ongoing recruitment pipeline to address fluctuating staffing needs.

• Ensure coverage across weekends and overnight shifts.

Step 5.7 – Block Booking for Stability:

• Offer block booking options for BHTs and RNs to secure extended staffing periods.

• Minimize last-minute scheduling gaps and ensure continuity in patient care.

• Enhance retention through predictable and stable work schedules.

Step 5.8 – Reports and Data Submission:

• Provide weekly time and attendance reports aligned with biometric check-ins.

• Conduct regular compliance audits for credential tracking.

• Submit quarterly performance reviews detailing hiring trends, challenges, and improvements.

Step 5.9 – ASH Review and Candidate Approval:

• Collaborate with ASH to review candidate profiles within two business days.

• Receive approval, rejection, or requests for additional documentation.

• Reassess rejected candidates internally for future placement opportunities.

Active sourcing, screening, recruitment

7-10 days

Submission of candidate profiles

Immediate upon completion of screening

Compliance monitoring (certification renewals, real-time tracking)

Automated reminders (pre-renewal); evidence submission within 2 hours of request

Notification of lapsed credentials and replacement

Immediate removal and notification; replacement provided within 24 hours

Orientation and shift assignments assignments confirmed weekly

5.3.1.3.3 REPORTING: (SECTIONS 6.1 – 6.2)

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1. Security and Confidentiality (Section 6.1):

a) Task:

• Implement stringent access controls using role-based permissions and advanced authentication protocols.

• Employ state-of-the-art data encryption measures for data in transit and at rest.

b) Timeline:

• Ongoing implementation with monthly audits to verify effectiveness and identify vulnerabilities.

c) Output:

• Secure and compliant candidate records and reports.

• Real-time, accurate data updates while ensuring full confidentiality in compliance with HIPAA and other regulations.

2. Submission of Reports and Invoices (Section 6.2):

a) Task:

• Provide comprehensive weekly attendance and staffing reports, incorporating time-tracking data from biometric systems.

• Compile and submit additional compliance and performance reports on a monthly and quarterly basis.

b) Timeline:

• Weekly reports are submitted every Tuesday.

• Monthly and quarterly reports are provided as required by contract terms.

c) Output:

• Timely and accurate reporting that supports effective budgeting, contract management, and performance monitoring.

Security & Confidentiality Ongoing, with monthly audits

Submission of Reports & Invoices

Weekly (every Tuesday); Monthly and Quarterly as required