Exhibit B S-0916 Medical Transcription Services SOW.pdf

Exhibit A

SCOPE OF WORK

Emergency Preparedness

Contractor must have an emergency preparedness plan that addresses continuity of operations in the event of an emergency situation (pandemic, snow storm, etc.). The continuity plan must serve to restore full service within eight (8) hours of the disruption.

Security Requirements

1. All work connected with this contract must be performed in a secure facility which can be monitored, and/or audited by the Contractor, and/or DDB. Please Note: The SSA does NOT allow at-home or unsecured teledictation services.

2. Dictated reports must be returned electronically via a website download, SSA’s ERE system, bonded courier, or certified/registered First Class Mail. Contractor must never, under any circumstances, send reports electronically without meeting the SSA encryption criteria.

Staff Qualifications

1. The Contractor must designate a liaison within their staff to serve as the key contact person for the DHS contract. This contact person must be available 8:00 - 4:30 Central Time, Monday – Friday.

2. Contract Manager: must have minimum of two (2) years of experience managing a long distance medical dictation/transcription service.

3. Technical Supervisor: must have a minimum of two (2) years of experience supervising medical transcribers in a long distance medical dictation/transcription service

4. Medical Dictation/Transcription Staff: must have graduated from a medical transcription program, or have completed six months of employment in the medical transcription department of a hospital, clinic, insurance company, transcription company, or other organization where a wide range of medical terminology is transcribed.

DocuSign Envelope ID: A086DF2E-4A76-424B-8321-411DD668AB88

5. Information Technology (IT) Staff: Contractor must provide its own IT personnel to promptly and competently respond to technological issues that may arise.

Services Performed in the United States

Wisconsin Statutes §16.705(1r) requires that services must only be performed within the boundaries of the United States, unless a statutorily defined exception applies. The inability to perform services in the United States shall be grounds for contract termination.

Dictation System

1. Supplier must provide a toll-free telephonic dictation system.

2. Supplier’s dictation system must accept signals from touch-tone telephones.

3. Supplier’s dictation system must be simultaneously accessible by a minimum of ten (10)

DHS dictators.

4. Supplier’s dictation system must provide a verbal message of instructions to the caller.

5. Supplier’s dictation system must include automated Character counting.

6. Supplier’s dictation system must track reports by date, claimant name, case number, and dictator name. The system must also track both the dictated log and the transcribed log. The system must be searchable by these same identifiers.

7. Supplier’s dictation system must be able to create a database of DHS dictator names, mailing addresses, email addresses, phone numbers, license numbers, and license expiration dates.

8. Supplier’s dictation system must provide each dictator with a unique login and automated protocols to confirm their identity each time they log in.

9. Supplier’s dictation system shall notify each dictator via email when new reports are queued on the supplier’s website.

10. DHS users must have access to the supplier’s dictation system 95% of the time.

Website Requirements

1. Contractor must maintain a website where dictators and DHS employees can securely access transcribed reports. This website must meet the following requirements:

2. Contractor’s website must provide dictators with a secure login to access their reports.

Passwords shall not be their name, and shall consist of eight (8) digits including letters and at least one number or special Character

3. Contractor’s website must provide DHS staff with a secure login to access reports and transcription log. Passwords shall not be their name, and shall consist of eight (8) digits including letters and at least one number or special Character.

Format of Transcribed Reports

All reports transcribed under this contract shall conform to the formatting specifications illustrated in Attachment B. DHS may require changes to formatting requirements, or additional formatting requirements, at any time during the length of the contract. Any reports that fail to follow the formatting requirements shall be re-transcribed at the Contractor’s expense.

Transmission Reports

1. Contractor must maintain a Microsoft Excel database for reports dictated to their system and a database of transcribed reports. The dictated database must identify the dictator name, case number, and date dictated.

2. Contractor must transmit a separate database file with each transmission of transcribed reports

Timeliness

1. Contractor must electronically transmit all reports within 48 business hours of receipt of dictation, to either DHS or to the dictator.

2. Contractor’s timeliness performance will be assessed, in part, by DHS monitoring transmission reports. Contractor may also be subject to other timeliness audits as deemed necessary by DHS.

3. Contractor must notify the DHS Contract Administrator immediately upon knowledge of events that may affect the timeliness requirements of this RFB, including but not limited to personnel issues, equipment issues, or materials issues.

4. Contractor must have procedures for managing the transcription of reports that are dictated in two or more sessions. Such reports will be combined and transmitted to DHS as a single report. If a partial dictation is not completed within 24 hours, Contractor must transcribe and submit the partial dictation to the dictator.

Quality Control

Contractor must maintain a quality assurance program to ensure that transcribed reports, transmission logs, and billing documents are accurate and the formatting requirements described in Attachment B are achieved. As a part of Quality Control, the Contractor will be expected to fulfill the following requirements:

1. Contractor must submit a written draft of their current Quality Assurance policies and procedures at the time of bid.

2. Transcripts must be 95% error free. Errors include, but are not limited to, misspelled words, exclusion of words, blank spaces, and transposed words. Any reports that are not 95% error free must be re-transcribed at the Contractor’s expense.

3. Contractor must manage partial dictations so all errors and/or blanks are corrected as completely as possible before transmission of the completed document.

4. Contractor’s quality performance shall be deemed satisfactory under the terms of this RFB when a minimum of 98% of reports do not need to be returned to the Contractor for re-transcribing and resubmission.

5. Contractor must submit to performance assessments by the DHS Contract Administrator or designee as desired by DHS. The need for these assessments will be based on complaints received by DHS or unsatisfactory reports reviewed by DHS staff.

6. Contractor must work with the DDB via telephone to correct issues with dictators providing incomplete information, missing identifiers, and other problems as they arise. This includes notifying the DHS Contract Administrator of any dictators who submit three (3) or more incomplete dictations within a thirty (30) day period.

7. Contractor must perform daily testing of their dictation system

Communication

The following requirements shall govern the communication responsibilities between the

Contractor and DDB.

1. Contractor must investigate any system problems reported by any user immediately upon notice and inform DDB of actions taken to correct the problem(s) the same day.

2. Contractor must notify the DHS Contract Administrator immediately upon knowledge of a technical issue with the dictation system (e.g. natural disaster, power outage) which would prevent or delay access to the system for longer than two (2) hours.

3. Contractor must participate in any meetings DDB may require. This will include participation by any key staff requested by DDB. Meeting by teleconference is sufficient.

4. Contractor must communicate directly with dictators when DDB requires.

5. Contractor shall be solely responsible for providing the initial training on the use of their dictation system to all new users.

6. Contractor shall provide written training materials to all users when any changes, updates, modifications, or enhancements to their dictation system occur.

State of Wisconsin Contractor

Department of Health Services Contractor Name: Mediscribes, Inc.

Authorized Representative Authorized Representative

Name:

Name:

Title: Title:

Signature: Signature:

Date: Date:

02.11.2021

CEO

Vatsal Ghiya