Attachment A_Final.pdf

Attachment A

Defense Civilian Personnel Advisory Service (DCPAS)

Occupational Health

Services and Medical Case Review Services

Critical Task Elements That Should be Addressed:

1. Describe your firm’s experience performing and managing the following critical tasks:

Critical Task Element Description

Task 1: Program

Management Support

Services

5.1.1. A dedicated Program Manager (PM) to work with

the DoD/WHS Office of Civilian Human Resources to support all aspect of this PWS including: demographics of the workforce, employee work schedules, and geographic distribution of employees, employee insurance coverages, specific job performance issues, current disciplinary policies and procedures, and types of personal problems already known to be of concern to employees.

5.1.2. The PM shall develop and recommend guidelines

and procedures concerning the identification and referral of employees who need help with personal health problems.

5.1.3. The Contractor shall review the overall functioning

of the program on a monthly basis and coordinate needed adjustments with the COR. The contractor shall review all monthly invoices for accuracy and submit by COB of the first working day following day of receipt, through the

Wide Area Workflow e-business suite. The invoices must distinguish which specific DoD Component received or utilized the services. Invoices shall also indicate service type by CLIN, any associated sub-CLIN/Agency and direct cost per service.

5.1.4. The Contractor shall provide a continuous quality

improvement program that measures the following:

Quarterly reports will be emailed to agency at the end of following month after quarter ends

• Number of Employees Served

• Method of Referral (self-informal supervisory, formal supervisory) o Incidence of Presenting

Problems

• Demographic Profile of Employees Utilizing the

Occupational Health and Medical Case review services Case resolution

• Satisfaction Surveys result (confidentiality not compromised)

• Quarterly reports will be emailed to agency at the end of the following month after quarter ends

5.1.5. The contractor shall make recommendations to the

COR and Program Manager to ensure optimum counseling staffing levels and placement based on agency geographic dispersion, program utilization, affiliate counselor accessibility and other relevant factors to maintain program quality and access. The contractor shall track staff counselor capacity and affiliate counselor assignment utilization. The contractor shall conduct an analysis of staff placement for all service areas and coordinate status with agency.

5.1.6. The contractor shall administer and manage the

private provider network. This requirement includes the location and procurement of services from a network of private providers in designated locations who meet occupational health services requirements.

5.1.7. The contractor shall receive work orders, review

them, and schedule services as identified in work orders at clinics able to provide the requested occupational health services.

5.1.8. The contractor shall prepare and ship laboratory

kits and examination packets to private providers. The kits will include instructions on laboratory testing and examination and testing requirements, including the requirements of specified form completion.

5.1.9. The contractor shall prepare and ship vaccines, if

indicated. Shipment of vaccine should meet or exceed

CDC requirements for vaccine shipment.

5.1.10. The contractor shall monitor and manage the

private clinic performance. If the clinic is not able to complete the requirements of the work order request adequately, the contractor may be requested by the

Government to complete a corrective action plan and present it to the COR.

5.1.11. The contractor shall maintain and ship medical

records to specified locations as identified in the work order or recipient plan.

Task 2: Occupational

Health Services

5.2.1. The contractor shall provide private provider

occupational health services within the continental United

States (CONUS), as well as outside of the United States, to include the Virgin Islands, Guam, Puerto Rico, Hawaii and

Alaska (OCONUS), and international services in Canada.

5.2.2. The contractor shall receive and process the

completed clinical documentation from the private providers and shall review all materials for completeness, adequacy of testing and accuracy according to components and instructions of the work order and/or as specified in

Government policies.

5.2.3. The contractor shall store all active medical records

for the PPN, including those records created by incumbent contractor. All testing and services should meet United

States occupational health industry standards.

5.2.4. The contractor shall assist the Government in

assessing the quality, timeliness and accuracy of services through standard as well as innovative continuous quality improvement techniques.

5.2.5. The contractor shall provide available private

provider services within a driving distance of 25 miles from the requested services location within the city, and up to 50 miles diving distance for rural locations. In some instances, requests may be made for the provision of private provider services within a driving distance of less than 25 miles from the requested service location. This requirement may be waived in some rural areas, with the approval of the COR.

5.2.6. When implementing new accounts, the

Government will notify the contractor of expected examination locations, types, and quantities, so that the contractor can verify whether or not the existing provider network will satisfy the new account. If areas are identified that are not covered by the provider network, the contractor shall identify and contact providers, so that services are available as soon as possible to ensure that the contract timeline can be met.

5.2.7. Private provider service appointments shall be

scheduled at one location and shall require one visit for each service request, unless otherwise stated in the work order or recipient plan. Advance approval from the COR must be obtained if the services will be performed at more than one location, or if a second service visit at the same private provider clinic is required. In some instances, arrangements will be made by the contractor for specialized service modalities and medical waste disposal.

These may include mobile testing sites in remote areas or where a fixed private provider site is unavailable. The contractor shall notify the COR regarding the need for such services prior to entering into a subcontracting arrangement with the provider. All outreach services and mobile testing sites will require the completion by the contractor of a Government Outreach Form. This form must be submitted to the COR for approval before mobile testing sites or other outreach services can be completed.

5.2.8. Occupational health services that may be requested

of the contractor include, but are not limited to, comprehensive or partial physical exams, pre-placement exams, Psychological Assessments and Testing, Psychological Fit-for-Duty, Psychological Pre-Placement, Psychological Security Clearance, Neuropsychological

Testing, Pre/Post-Deployment Health Assessment Support, COVID-19 testing (molecular (swab) and serology (IgG)), audiometric testing, cardiovascular stress tests, chest x‐ rays, colorectal cancer screening, electrocardiograms, mammography, pulmonary function testing, vision screenings, laser eye mapping, respiratory fit testing, vaccine administration, and independent medical evaluations. This also includes medical screenings for pre-employment, deployment, post-deployment Deployers and

Overseas permanent change of station exams.

5.2.9. Outreach services may include blood pressure

checks, immunizations, Influenza vaccines, cholesterol checks, and phlebotomy services. Physical examinations and other types of occupational health services may also be required via outreach. All physical examinations will be completed by a licensed health care provider whose knowledge, skills, and abilities are commensurate with the scope of practice per the state or territory requirements in which the service is performed. Specialty services may be required, that may include, but are not limited to, phlebotomy services, chest x‐ray B‐reads, electrocardiogram over‐reads, or other specialty services.

5.2.10. Specific parameters for individual tests and

procedures will be delineated on the work order. Certain tests must always meet or exceed specified parameters

(unless the contractor receives electronic notification from the COR). These tests include, but are not limited to, Pulmonary Function testing (NIOSH standard), Audiometric testing (CAOHC standard), Vision screening, mapping and EKGs. Certain agencies will require specialized testing services; examples include functional hearing testing, bone density screening, and cardiology diagnostic testing. All tests will need to be performed utilizing accurate, properly calibrated and maintained testing equipment and properly trained and credentialed personnel familiar with the required occupational health standards for testing and services. The tests and exams must be reviewed for the quality and accuracy of examination and testing, and will include accurate, legible, and complete documentation.

5.2.11. The contractor is responsible for ensuring that

necessary training and instructions are given to all PPN staff providing testing and services. Tests may be requested individually or included as part of customized physical exam requests. The request for private provider services shall be initiated by the authorized Government program staff member and then sent to the COR for approval. The individual requests for services shall then be submitted to the contractor’s authorized staff member electronically, via a work order or electronically. Only those services specifically outlined on the work order or requested electronically by a Government representative will be reimbursed.

Task 3: Independent

Medical Examinations

(IME)

5.3.1 The primary focus of psychological reviews are

fitness‐for‐duty, but other requests may be received with specific concerns that need to be addressed. Psychologists may also provide; Mental and psychological evaluation to determine if an employee has a mental defect that would preclude them from continued access to classified sensitive information, Pre-placement services, Neuro Psychological testing, and Post deployment health assessment services.

According to 5 CFR 339, a federal agency may require an employee who has applied for or is receiving continuation of pay or compensation as a result of an on the‐job injury/disease to report for a fitness for duty (FFD) exam to determine medical limitations that may affect placement decisions. As a result of a FFD exam, a more detailed assessment by a physician specialist. Certain DoD agencies, such as the Office of Inspector General, require that a provider who administers the under cover psychological examinations for law enforcement officers cannot be one of the providers that administers the normal psychological fit-for-duty exams. Also, the exams cannot be in person; it must be a teleconference.

5.3.2 All available medical records will be forwarded and

required to be reviewed including current records, previous treatment records, job description and previously completed diagnostic testing along with a list of questions to be answered by the provider in his/her report. Supplied medical records should be considered in the medical determination. The Government will provide copies of any medical records to the contractor. The contractor shall send the medical records to the provider.

5.3.3 The contractor shall purge those medical records

after submission of the IME report.

5.3.4 The contracted private provider physician shall

provide a well summarized report to the Government, answering the questions that were communicated to their office.

5.3.5 The Psychological Security Clearance Evaluation is

performed by a psychologist and includes a clinical interview, mental status exam and behavioral observations, review of relevant records – including the SF86

Questionnaire for National Security Positions which has been completed by the employee – and objective psychological testing. The following tests are included:

MMPI-2 RF, Personality Inventory, and Biographical

Questionnaire.

Task 4: Independent

Medical Reviews

5.4.1 Specialty Examinations with the certain specialists

may be required. These may include but are not limited to:

Cardiologists (Cardiology Exams), which in some cases could also be completed by an Internist with a sub‐ specialty in cardiology; Otolaryngologists; and

Pulmonologists (Pulmonary Exams).

Task 5: Mobile Outreach

Support

5.5.1 Mobile Outreach services may include blood

pressure checks, immunizations, and phlebotomy services.

Physical examinations and other types of occupational health services may also be required via outreach. All physical examinations will be completed by a licensed health care provider whose knowledge, skills, and abilities are commensurate with the scope of practice per the state or territory requirements in which the service is performed.

Specialty services may be required, that may include, but are not limited to, phlebotomy services, chest x‐ray B‐ reads, electrocardiogram over‐reads, or other specialty services.

Task 6: Medical Case

Reviews

5.6.1 Provide administrative and clerical support

employees. Maintains office files for assigned work, and ensures information is readily available for retrieval. Types a variety of memorandums, letters, reports, and other documents, as requested, utilizing Microsoft applications, basic computer and website use. Contractor shall coordinate and implement a broad range of duties vital to the operations of THE GOVERNMENT. These services include but are not limited to secretarial and receptions, clerical, office equipment management and operations, administration, conference and meeting planning, travel support, information and data processing including generating reports, mail distribution, photocopying, faxing, records management, telecommunications management, facility usage and space issues, supply distribution, preparation, analysis, review and implementation of activities related to the procurement of equipment, materials, supplies, products and services (following procurement regulations). Oversight of day-to-day operations of smoking cessation program which includes organization of phone interviewers, ordering and mailing of supplies, resource contact for OHC's, performing phone interviews, keeping handouts and related documents up to date, tracking quit rate statistics, renewing agreements from year to year. Assists OHC with obtaining materials for education programs.

5.6.2 The contractor shall treat all records containing

employee medical information as confidential and maintain them in accordance with 5 U.S.C. 552a, the

Privacy Act of 1974, and other applicable Government policies.

5.6.3 The disposition of medical records for each agency

shall be based on agency directives detailed in each work order or recipient plan. The contractor shall receive results and/or documentation of all requested services. Upon receipt of each completed exam or service, the contractor shall perform a quality assurance function to assure that the examination components are in agreement with the work specified on the work order or recipient plan, and that the examination results are accurate and thorough. A copy or original of the exam, test, or procedure shall be sent to the medical records routing address, as specified on each work order or recipient plan. The Government will reimburse the costs of medical records shipment.

5.6.4 Requests for retrieval of a completed medical record

housed at the contractors’ facility will be made through the

COR. The request will be accompanied by a release of information form to the contractor. Approximately 100 such requests for retrieval of employee medical records are made annually. The contractor will be responsible for any clerical costs associated with preparing the medical record for shipment. The Government will be responsible for all costs for customized forms not available on the contractor website. If the work order or recipient plan indicates the need for long‐term, on‐site record storage, the contractor must comply with Government guidelines. The contractor must maintain an appropriate facility for storage and retrieval of records, in compliance with HIPAA policies.

The contractor’s facility shall have adequate storage space for medical records, and the contractor shall ensure that medical records stored in their facility will be safe from fire, theft, and other hazards. Records will be readily available for tracking and retrieval of information, in accordance with industry standards.