36C24719R0009-0002002.pdf

Continuation Page 36C24719R0009 0001 VISN WIDE TRANSCRIPTION SERVICES

VISN WIDE TRANSCRIPTION SERVICES- Questions and Responses

In Section B

Pathology will be remove from the PWS in section 1. Scope of work/ Type of work and, 2.

Requirements (2.3 Transcribe Documents ), 6 Quality Assurance ( 6.2 Quality Assurance), and 17 Invoices,

1. Scope of Work

Type of Work:

Question 1. For Radiology work, do the MTs need to type this directly into the VA’s radiology system? Or, can files be sent across and uploaded into the system?

Response: Dublin is the only site asking for Radiology to be done. Either way will be excepted

2 Requirements

2.3 Unit of Work

Question 2: Regarding the VBC count, in one place it states headers are included, another place it states they are not. Can you clarify?

1st showing included: . A VBC Line is defined as the total number of characters you can see with the naked eye, divided by 65. It includes any character contained within a header or footer. Headers and footers to the visible eye is countable.

2nd showing not included: For batch uploading the upload header text is used only to upload the documents to the facilities and cannot be verified. Therefore, upload header text will not be included as visible black characters in the line count.

Response: The header cannot be counted for the uploaded header.

8 Equipment:

Question 3 Regarding the voice files (dictation), there seems to be a contradiction as well – does the dictation reside at the VISN and voice files are accessed through telephone lines/cable modem to transcribe? Or, will the VISN use the Vendor’s Dictation system?

1st showing: The Contractor shall access voice files to transcribe medical documents via telephone lines or via a cable modem or broadband internet access

2nd showing: a. All VISN 7 facilities will utilize the Vendor’s Dictation Equipment.

Response: Will use the Vendor Dictation System

14 Retention of Records

Question 4: Regarding retention of files, there seems to contradiction as well –

1st showing: Describe plan for retaining voice files and word processing copies of documents on appropriate medium for six (6) months following transcription, and plan for destroying such information at the end of the period.

2nd showing: Contractor shall maintain all reports on hard drive back-up and/or storage media for a period not exceeding 90 days. This is the requirement

3rd showing: the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement.

Response: Contractor shall maintain all reports on hard drive back-up and/or storage media for a period not exceeding 90 days. The Contract is only for 90 days.