36C25619Q1181-001.pdf

Southeast Louisiana Veterans Health Care System Associate Director, Patient/Nursing Services

STATEMENT OF WORK: Nurse Navigator Software with Cancer Registry

BACKGROUND: Nurse Patient Navigators are nurses that guide the Cancer Care patients through the continuum of the cancer treatment process starting at the time of diagnosis and going through into survivorship. They must schedule, track, organize, and report their interactions with veteran Cancer Care patients. Currently our navigators use inefficient tools such as Excel to track the Veterans’ multiple follow-up dates for patients in Cancer Care and then document in CPRS. It is time-consuming process prone to human error and without any interoperability between scheduling and documentation. Excel does not interoperate with a calendar nor does it provide any type of reminders to the Navigators. The program will be seeking accreditation in the near future from the Commission on Cancer to ensure that the treatment provided meets their standards which help ensure that our Veterans are getting the best evidence-based care available. In addition, the Cancer Care program must compete with the Greater New Orleans area and better tools are required to do this successfully.

OBJECTIVES: To obtain a navigation tracking system with cancer registry that can track patients from all tumor/cancer sites and record oncology specific information to help Nurse Navigators better manage patients through the entire continuum of care, including scheduling treatment plans, prompting follow-ups, tracking barriers to treatment. Improve the Cancer Care program’s ability to manage appointments, referrals and increase patient retention. All of which would be required to meet the standards of the Commission on Cancer’s accreditation program.

SCOPE:

Software must have:

• Customize templates to manage Disease Site Specific for improved workflow

• Customize fields and data sets specific to cancer care

• Ability to build customized library based on navigation program requirements

• Ability to create standardized workflows based on similar diagnoses

• Canned reports built into the system to track patient care and quality indicators

• Ability to allow the user to build ad-hoc reports as needed

• Utilize Academy of Oncology Nurse Navigator standards

• Manage the navigator calendar with the patient by day, week, or month that interfaces with the documentation tool

• Provide a Cancer Registry that is interoperative with the navigation program and allows for administrative reporting

• Registry to allow for conversion of standard NAACCR data items.

• Needs national and state reporting requirements.

• Preferably will Interface with Vista to gather ADT information using the HL7 Interface.

• Interface with additional sources to import pathology and radiology

• Import data from National American Association of Central Cancer Registries, (NAACCR)

• Have the capability to document genetic counseling

• Document compliance with the Commission on Cancer (COC) Navigation standards o Standard 3.1 Patient Navigation Process o Standard 3.2 Psychosocial Distress Screening o Standard 3.3 Survivorship Care Plan

• Collect required information to generate survivorship care plans

• Microsoft Windows operating system greater than Windows 7 Server Pack 1.

• Allow users to enter treatment events and their associated dates.

• Alerts that are triggered when these tasks are found to be incomplete or missed.

• A variety of reports that describe the overall system performance for quality measurement, e.g. Timeliness of Care, Number of Cases, etc.

• Store the actual files securely in a secure server in the Southeast Louisiana Veterans Health Care

System (SLVHCS)

• Ensure that no data goes beyond the VA firewall

• Store historical data

• Provide technical support at a minimum of daily by phone in CST and by E-mail 24 hours daily

• Protect against cyber threats and meet VA IT standards for software.

MAINTENANCE TASKS:

• Database support services

• System issues annual updates. Updates consist of new features and program enhancements.

• Handle routine help requests from the site.

• Assure the full operational status of the system hardware.

• Assure the full operational status of the system software.

• Handle required OS and server system software updates.

• Help manage the repair of any hardware malfunctions.

SETUP AND ACTIVATION:

To include:

• Newest release of the software

• Program CD to be shipped, made available on the FTP site with an install program and installation instructions.

• Expertise to accomplish the installation.

• Consultation service for implementation and system configuration

• Software maintenance and support (unlimited access to toll free line and web support, software updates and user workshops)

• Interface manager module – HL7 ADT or Flat File Interface

• Onsite training to end users prior to go-live

• Onsite training to administrative users prior to go-live

• Follow up with any required meetings or technical documentation.

• Establish data connection & do testing of the link.

• Perform site data evaluations.

• Supply site end users with User Manual and participate in training.

• Participate in site data validation of imaging reports and NLP results

DEVELOPMENT SERVICES DESIRED

• Provide development services for system enhancements where required for nominal hourly rate, e.g.:

• Create new system reports as required.

• Add other cancer types to the system.

• Provide other real-time data from VISTA if required.

SCHEDULE FOR DELIVERABLE

• 30 days after all data connections are established.