2023 HHIE SOW.docx

1.0 Organization to be supported:

Veterans Affairs Pacific Islands Health Care System (VAPIHCS) 459 Patterson Road Honolulu, HI 96819

2.0 Background:

VAPIHCS serves an estimated 50,000 veterans throughout Hawaii and the Pacific Islands. All veterans receive some form of their health care at non-VA facilities and non-VA providers. In order to effectively treat patients, it is important to be able to exchange health care information with non-VA parties quickly and securely so that care is based on up-to-date records.

Hawai’i Health Information exchange (HHIE) is a non-profit organization that was established in 2006 to enhance care coordination, to improve the health outcomes of Hawai’i’s patients and to reduce cost of care for both patients and healthcare providers. In September 2009, HIE was designated by the state to develop a seamless and secure statewide health information exchange that will ultimately link to the nationwide health information network. In February 2012, the designation was re-affirmed in a Memorandum of Agreement between HHIE and Governor Neil Abercrombie. It has made great strides developing partnerships with most major medical centers in the state including over 1200 partners.

3.0 Scope:

· The scope of this contract is to provide timely, accurate, and secure access to health information for viewing information only available through the Hawaii Health Information Exchange.

· HHIE will provide necessary implementation to 62 providers + 124 support staff for a total of 186 users for access to the HealtheNet.

· A total of 20 user training hours will be provided for training and refresher trainings.

· Participants will be granted access to the Community Health Record (CHR) to query patient data, access Medication Fill History Service and Lab History Services.

· HHIE will also make available necessary reports to monitor usage.

4.0 Services

· The Contractor shall ensure online access to medical records contained in the HHIE Community Health Record for a period of one year to begin as of the effective date of this contract. This includes but is not limited to progress notes, discharge summaries, H & Ps, consult notes, laboratory results, pathology results, radiology reports, cardiology results, catheterization results and medications.

· HHIE will provide personalized training and refresher training up to 20 hours. Additional hours may be purchased at $215 per hour.

· Full-service Help Desk support will be available during business hours.

· HHIE website provides short ‘How-to’ Videos, quick tip sheets for using the Community Health Record, Referral platform, as well as Direct Secure Messaging.

· Verification of eligibility to participate in federal programs (e.g. Medicare/Medicaid) and state professional/vocational licensure.

5.0 Contractor Furnished Items and Services

The Contractor is responsible for:

A. Satisfying all IT security requirements for VA.

6.0 NARA Records Management Language for Contracts:

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. [FACILITY] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [FACILITY] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [FACILITY]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [FACILITY] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [FACILITY] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [FACILITY] policy.

8. The Contractor shall not create or maintain any records containing any non-public [FACILITY] information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The [FACILITY] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [FACILITY] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.