Attachment_A_Scope_of_Work.pdf

Scope of Work American Health Associates

Executive Summary The Ohio Department of Veterans Services (ODVS)/Ohio Veterans Home – Georgetown (OVH-G) requesting American Health Associates (AHA) (also known as “Contractor”) to provide laboratory testing services for its residents at 2003 Veterans Blvd, Georgetown, OH 45121.

Purpose Objective To provide on-site laboratory services to the residents at OVH-G.

General Contractor Responsibilities

1. Contractor shall perform on-site laboratory testing as described below at OVH-G.

2. Contractor will provide laboratory testing services to OVH-G in accordance with the Facility’s policies, accepted professional standards, and all applicable federal, state, and local laws and regulations (Laboratory Services). All testing will be provided based on the written order signed by an OVH-G practitioner.

3. Laboratory Services will be performed in one of Contractor’s laboratories which are accredited by the College of American Pathologists and/or CLIA, unless the Contractor chooses to contract with another laboratory for the provision of those services. Common tests will be reported the same afternoon and most other tests will be reported within a 24-hour period. For those tests that cannot reasonably be reported in the time frames listed above, the Contractor will report results as soon as possible and in the time consistent with industry leading standards. Contractor must provide a list of services and cost.

4. The Contractor must provide STAT (life threatening situation) services 24 hours per day, 365 days per year. Laboratory STAT testing will be reported within 5 hours. The Contractor must provide a list of STAT services.

5. Contractor will provide at no charge those supplies necessary in the procurement of the laboratory specimens.

6. Contractor will provide an infection control report, quality assurance support, and other quality reporting metrics in relation to its clinical laboratory services, including monthly and quarterly summary epidemiology report. Upon request and within 2 weeks of a written request, the Contractor representative will attend any meetings quality assurance and laboratory services.

7. Contractor will provide consultation for setup of clinical laboratory related services free of charge.

8. Contractor staff will follow all reasonable policies and procedures set forth by the facility.

9. Contractor will provide draw times and other laboratory services between 5:00am and 8:00am

Monday through Friday, unless the order is listed as STAT. Contractor will provide all laboratory supplies needed for the service (i.e. culture and urinalysis containers to maintain specimens, needles, syringes, etc.).

10. The Contractor will provide final reports using a mutually agreed-upon method. Critical and STAT results must be communicated to the OVH-G by phone as soon as they are available. All results must also be transferred to PointClickCare, and the Contractor is responsible for calling OVH-G with any critical results.

11. Contactor is required to integrate with the OVH-G Electronic Health Record system, currently PointClickCare to allow OVH-G employees to view results of laboratory services within PointClickCare.

12. Contractor Personnel shall comply with all Centers for Medicare and Medicaid Services (CMS) mandates.

13. List of services the Contractor will need to be able to perform.

CHEMISTRY

1. Comprehensive Metabolic Panel (CMP)

2. Basic Metabolic Panel (BMP)

3. Electrolyte Panel

4. BUN

5. Creatinine

6. Glucose

7. Potassium

8. Sodium

9. CPK

10. Calcium

11. Ammonia

12. BNP (Brain-Type Natriureitic Peptide)

13. Troponin, Quant.

HEMATOLOGY & COAGULATION

1. Complete Blood Count (with or without platelets)

2. Prothrombin Time (PT)

3. Partial Thromboplastin Time

4. Hemoglobin

5. Hematocrit

6. Leukocyte Count

7. Platelet Count

8. D-Dimer

THERAPEUTIC DRUGS

1. Dilantin (Phenytoin)

2. Digoxin (Lanoxin)

3. Lithium

4. Theophylline

5. Phenobarbitol

6. Vancomycin Peak or Trough (as part of timed draw)

7. Gentamycin Peak or Trough (as part oftimed draw)

8. Tobramycin Peak or Trough (as part oftimed draw)

9. Carbamezapine (Tegretol) Total

Microbiology

1. C. Difficile Toxin (Amplification)

2. Urinalysis

***Contractor performs C. Diff (toxin) testing Monday-Friday for specimens collected during routine lab hours. Specimens collected after-hours and on weekends are NOT run STAT by hospital labs and will be tested and resulted with AHA's next scheduled batch assay.

General Provisions

1. Contractor specifically acknowledges and certifies that it has not been suspended or excluded from participation in federal and state health care programs, including Medicare and Medicaid, nor have any of its employees or contractors who may render services under this agreement.

2. Contractor shall deliver written notice to Facility within 5 days of the date of occurrence of any of the following, each which shall be grounds for immediate termination of the Agreement: (a) any action that restricts suspends, or revokes the Contractor’s registration(s) or license(s) to provide laboratory services; (b) any felony indictment naming Laboratory or any employee, agents or contractor of Laboratory; (c) laboratory, or any employee, agent or contractor of Laboratory is excluded or suspended from any Federal health care program; (d) imposition of any fines, civil monetary penalties, or other remedies (including, without limitation, any settlements) related to any alleged violation of any law or regulation related to the provision of laboratory services by or billing practices of Laboratory or any employee, agent or contractor of Laboratory.

3. Contractor specifically acknowledges and certifies that it has not been suspended or excluded from participation in federal and state health care programs, including Medicare and Medicaid, nor have any of its employees or contractors who may render services under this agreement.

4. Contractor shall deliver written notice within five (5) days of the date of occurrence of any of the following, each of which shall be grounds for the immediate termination of the agreement: (a) any action that restricts, suspends, or revokes the Contractor’s laboratory accreditation by the College of American Pathologists and/or CLIA, registration(s), or license(s) to provide services covered under Medicare and/or Medicaid.

Compliance Contractor and OVH-G shall comply with all applicable federal, state, and local laws, regulations and ordinances in connection with this Agreement and the services to be provided by the Contractor including, but not limited to, 42 CFR 493 – Laboratory Requirements.

Access to records, books, and documents The contract will maintain all patient records and reports in accordance with applicable law. The contractor and OVH-G agree to retain all books, documents, and records required under the Omnibus Reconciliation Act of 1980 and other applicable laws and regulations governing governmental reimbursement of medical care expenses in all cases for the period specified in such laws and regulations t and to make sure books, documents and records available to the Secretary of the U.S. Department of Health and Human Services, the U.S. Comptroller General and/or such other governmental entities or their duly authorized representative as request by applicable law.

Insurance The Contractor will maintain during the term of this Agreement workman’s compensation coverage for its employees in the amounts and types required by applicable law, professional liability insurance and comprehensive general liability policy with limits of not less that $1,000,000 per medical incident and $3,000,000 in the aggregate. The Contract will provide the Facility with an appropriate certificate as evidence of compliance with this paragraph.

Facility Responsibilities

1. OVH-G shall furnish on-site space at the Facility required for effective and efficient provision and coordination of laboratory services.

2. OVH-G will work with the Contractor in educating its staff and physicians on proper ordering of laboratory testing.

3. OVH-G agrees to provide completed requisitions that reflect a physician or other practitioner’s order for laboratory services.

4. OVH-G shall ensure that all requisitions are completed accurately with all information needed for the Contractor’s phlebotomy technicians to obtain specimens, including demographic information and appropriate ICD-10 codes.

5. STAT testing and other testing ordered at special times will be ordered with extreme discretion and only when medically necessary.

6. OVH-G will provide for safe and secure conditions for the Contractor staff to perform duties attending the provision of the services described in the above.

Compliance with HIPAA The before mentioned Parties to this agreement agree to comply with those provisions of the Health Insurance Portability and Accountability Act (HIPAA) of 1996 set forth in Title XI, Part C of the Social Security Act (42 U.S.C. 1320d and the regulations thereunder (45 C.F.R. Parts 160, 162, and 164), as amended by the HITECH Act and as may be amended from time to time (HIPAA”), or any successor law, if and to the extent applicable, which set forth standards for electronic transactions and standards for security and privacy of individually identifiable health information. All medical records and other individually identifiable health information disclosed to the Parties, in any form, whether communicated electronically, on paper, or orally, shall be protected from unlawful disclosure in accordance with applicable federal, state, and local law.

Additional Terms and Conditions for Contracts

1. Criminal Convictions. Employees of Contractor or subcontractor(s) with criminal convictions, as identified in Ohio Revised Code (ORC) section 109.572 (A) (2) (a) and Ohio Administrative Code (OAC) rule 3701-13-05 (A) (1), or any other criminal conviction; which in the opinion of OVHG may endanger staff and/or visitors, shall not be permitted to perform work at OVHG under any agreement resulting from this solicitation and responses thereto, unless specifically approved, in advance, by OVHG.

2. Failure to disclose a criminal conviction as identified above shall be grounds for non-award and/or immediate cancellation of the contract.

3. Drug Free Workplace – Contractor will make a good faith effort to ensure that all of the Contractor’s agents’ employees, representative, and sub-Contractors while working on State property, will not have or been under the influence of marijuana, medical marijuana, illegal drugs, or alcohol or abuse prescription drugs in any way.

To ensure a safe, productive, and drug-free work environment, all Contractors are subject to random drug testing at any time during their engagement with the Department. Drug tests will be conducted in a manner consistent with applicable laws and regulations.

A random selection process will be used to identify Contractors for testing. Selected Contractors will be notified and required to submit to a drug test within a specified time frame. The test will be conducted by a certified laboratory chosen by the Department, and Contractors will be required to provide a sample under supervision. Contractors will be notified of the results within a reasonable time frame.

All costs associated with random drug testing shall be the responsibility of the Department.

All drug testing results, and related information will be treated as confidential and will only be disclosed to individuals with a legitimate need to know.

Compensation

1. Contractor will bill for laboratory services according to the information provided by the facility.

2. Contractor shall bill Medicare, Medicaid, or private insurance, or any other third party for laboratory services performed. In accordance with the specific needs of OVH-G and applicable federal and state statues and regulations according to the information provided by the Facility for that purpose to the extent permitted by law.

3. OVH-G shall provide, on an on-going basis, to the Contractor, a list of resident who have been determined by the U.S. Department of Veterans Affairs to have a disability that is 70% or more service connected or prevailing rate. For services rendered by Contractor under this agreement to those residents so identified, Contractor shall prepare an itemized invoices of the services performed to each of such residents and shall submit such invoices to the fiscal department at OVH-G for payment in full by the State, net 30 from date of receipt of invoice.

Invoicing Invoice shall be detailed to show a breakdown of labor hours, hourly rate and material used and associated cost for material with the Purchase Order and notated on the invoice. Invoices must be considered a proper invoice under ORC 125.01. Invoices shall be submitted within 30 days of completion of the work.

Proper invoice shall be emailed to invoices@dvs.ohio.gov .

mailto:invoices@dvs.ohio.gov