PWS_Ancillary_Support_Svc_14Dec17.pdf

PERFORMANCE WORK STATEMENT (PWS)

(Non-personal Services)

FOR

ANCILLARY SUPPORT SERVICES

14 December 2017

1. DESCRIPTION OF SERVICES / GENERAL INFORMATION. The Department of Defense (DoD) Military Treatment Facilities (MTF) in San Antonio, Texas, have a follow-on requirement for non-personal services as described in this PWS. The Contractor shall provide non-personal services for Ancillary Support Services, within the San Antonio, Texas Department of Defense Military Treatment Facilities (MTF). The Contract Personnel (CP) shall perform services and support compatible with the medical facility’s operating capacity and equipment.

1.1. DESCRIPTION OF SERVICES. CP shall perform organizational tasks in support of the medical facility to include, but not limited to:

1.1.1. Administration Technicians. The following tasks are general administrative technician organizational tasks. Additional position/clinic – specific tasks are located in Position Descriptions Appendices A1-A8. All CP providing service in positions in Appendices A1-A8 shall perform the following tasks as well as those tasks outlined within the applicable appendix. All administration technicians shall:

1.1.1.1. Provide administrative support by performing various clerical and administrative duties such as developing presentations, performing office automation duties such as word processing, email correspondence, managing suspenses, creating briefing charts, and development/tabulation of spreadsheets.

1.1.1.2. Provide customer service and administrative support in patient care areas and various departments of a medical treatment facility.

1.2. SPECIAL QUALIFICATIONS. The following are the minimum qualifications. Additional qualifications will be specified in the Position Description Appendices A1-A8. CP shall:

1.2.1. Maintain a current Basic Life Support (BLS) certification. This certification must be acquired through hands-on training. Certification acquired through an online training course is not acceptable.

1.2.2. Have a high school diploma or General Educational Development (GED) equivalency.

1.2.3. Have at least 1 year experience in a patient care setting or related position within the last 3 years.

Candidates for positions that are not related to patient care in nature (e.g. Procurement Technician, Transcription Cut and Paste Specialist) must have at least 1 year experience in a position with comparable duties and qualifications.

1.2.4. Qualifications. Contractor shall recruit qualified personnel to fulfill the duties, qualifications, and requirements in the PWS. The Contractor shall find qualified candidates, conduct competency-based screening against preliminary Government minimum requirements, obtain initial background checks, and submit qualifying documentation on contractor personnel as part of this requirement. It is the Contractor’s responsibility to verify contractor personnel qualifications against minimum requirements (refer to Appendix B- Referenced Air Force Instructions, DoD Regulations, and Medical Wing

Instructions [as detailed in this PWS] and Air Force Instruction (AFI) 44-119; AFI 44-119 has precedence over Appendix B).

1.2.5. To ensure the best use of resources, as well as be in accordance with AFI 44-119, employment verification documents must be provided to Education and Training prior to authorizing 'soft approval' for employment for any credentialed non-privileged applicant. These documents are used to corroborate education, licensure, registration, and/or certification; documents can be, but are not limited to: qualifying education diploma or certificate (whichever applicable), transcript of courses taken (when stated in PWS that certain courses will be taken), state or national board certification number and expiration date, and any required life support certification cards.

1.3. GENERAL INFORMATION.

1.3.1. Contractor Representative. The Contractor shall identify the name and telephone number of the Contractor’s point of contact to the Contracting Officer (CO) in writing prior to beginning performance.

The Contractor shall identify in the designation letter any limitations on its representative's authority to act on behalf of the Contractor. The Contractor shall provide an updated designation letter whenever any changes occur. The Contractor representative may be required to meet with the Government during the performance of this contract at the request of the CO.

1.3.1.1. The Contractor Representative shall respond to a request to meet with the CO within 24 hours of notification under routine circumstances. If a request to meet with the CO is made on a day immediately preceeding a weekend or holiday, the Contractor Representative shall respond by COB of the next normal work day.

1.3.2. The CP shall comply with all applicable Air Force Instructions (AFI), Department of Defense (DoD) Regulations, and Medical Wing Instructions (MDWI) as outlined in Appendix B. NOTE: Copies of referenced MDWI will be furnished to prospective contractors electronically upon their request through the CO.

1.3.3. HOURS OF OPERATION.

1.3.3.1. The normal duty hours vary for each department throughout the MTF, but shifts will range within the timeframe of 0600 to 1700, Monday through Friday. Thus, CP shall not exceed 9 hours per day that includes a 1 hour unpaid lunch; not to exceed 40 hours per week. Any deviation to these days and times shall be authorized by the CO prior to implementation. “Make-up” time is prohibited.

1.3.3.2. The CP is advised that special activities including but not limited to commander’s calls, sports days, employee quality of life meetings, late reporting, staggered reporting times, early release, physical fitness time, office picnics, and holiday parties are for Government personnel only and do not apply to the CP unless expressly stated otherwise in the contract. If any special activity occurs, the CP will continue to perform contract requirements unless expressly excused by the contracting officer. In the event that the contracting officer excuses performance, the contractor understands that its employees’ participation in such event will not be at the Government’s expense. The contractor and CP are further advised that any special time off granted by the President, or any other authorized Government personnel, is for Government personnel only and does not apply to the CP.

1.3.3.3. Absences. The CP shall ensure that scheduled absences do not interrupt service performance.

Scheduled absences shall be scheduled at least 30 calendar days in advance and mutually agreed upon by the Contracting Officer Representative (COR). Unscheduled absences shall be reported to the COR by the CP no later than 2 hours prior to the start of the shift by the CP.

1.3.3.4. If the CP are prevented from performing due to acts beyond the CP’s control including emergency base closure the standards in Federal Acquisition Regulation (FAR) clause 52.212-4(f) as appropriate will be applied to determine if the non-performance is excusable. In the event of an emergency base closure due to weather or other contingency situation the COR will notify the CP of any changes in performance requirements. Under no circumstances will the contractor be paid for services not delivered/rendered.

1.3.3.5. Contractor employees performing under this contract shall abide by the provisions of MDWI 41- 101 Medical Expense and Performance Reporting System (MEPRS), (Paragraph 2.1.3.). The contractor shall provide documentation or records of units worked through Wide Area Work Flow (WAWF) under inspector extension code as indicated in the WAWF Clause, DFARS 252.232-7006, Wide Area Workflow Payment Instructions.

1.3.3.6. Services performed under this contract have been determined not to be essential for performance during crisis declared by the National Command Authority.

1.3.4. HOLIDAYS OBSERVED.

1.3.4.1. The MTF will observe the following federal holidays in addition to any family/planned closure days.

Holiday Projected Date New Year's Day January 1 Martin Luther King Jr's Birthday 3rd Monday in January President’s Day 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans' Day November 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25

[Should the official holiday fall on Saturday then the observed holiday is the previous Friday.

Should the official holiday fall on Sunday then the observed holiday is the following Monday.

AETC Family/Down Days are treated as holidays and the CP are not required to work. The CP will be notified by the Government 30 days prior to the AETC Family/Down Days if the CP will be required to work during this time.]

1.3.5. MTF Orientation. The CP shall attend the MTF Orientation at the outset of their working at MTF.

The MTF Orientation will familiarize the CP with the policies and procedures of the MTF and will be scheduled by within 30 days of employment. Orientation attendance shall be required of the CP during Government paid working hours.

IAW with AFI 44-119, MDWI 36-2201 and The Joint Commission for the Centers for Disease Control and Prevention (TJC/CDC) regulations. Individuals do not need to have Common Access Card (CAC) access for this training, they are assigned the next available training when they in-process within the

MDW.

1.3.6. In-Process. All individuals are to in-process within the Division of Education and Training on the 1st day CP arrives to the MTF. The CP performing service under this Contract shall be required to in-process through the 59 MDW Medical Logistics Contract Personnel Office upon reporting. At this time, the CP shall initiate the process to receive CAC, Base Identification Passes, Restricted Area Badges, and keys.

1.3.7. Out-Process. Upon termination or expiration of the Contract, the CP shall be required to out-process through the same office. Upon completion of performance, termination of the Contract, or termination of performance, the CP shall out-process to turn in CAC, Base Identification Passes, Restricted Area Badges, and keys.

1.3.8. Conduct Requirements.

1.3.8.1. The Government reserves the right to restrict the performance on this contract by any individual who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the MTF and its population.

1.3.8..2. The CP shall not advise, recommend, or suggest to persons eligible to receive medical care at Government expense that such person should receive care at an outside agency or provider at any place other than as designated under this contract.

1.3.8.3. The CP shall not use Government facilities or other Government property for personal or other business not related to this contract.

1.3.8.4. The CP/Contractor shall not respond to any media inquiries nor provide interviews, comments, or any other responses to the media. All inquiries or complaints from the media or other sources shall be immediately relayed to the Government.

1.3.8.5. The contractor shall ensure that its employees conduct themselves in a professional manner while on the installation and refrain from disruptive, offensive, or otherwise improper behavior that undermines order and discipline. The CO may direct the contractor to remove from performance of this contract on this installation any contractor employee engaging in such misconduct. Refer to paragraph 1.3.13.4. for procedures for remocal of CP.

1.3.8.6. The CP will abide by federal and local MTF regulations concerning the confidentiality of patient records, as embodied in federal statutes including the Privacy Act of 1974 and the Health Insurance Portability & Accountability Act of 1996. All medical records and reports will remain the property of the Government. All financial, statistical, personnel, and/or technical data which is furnished, produced or otherwise available to the CP during the performance of this contract are considered confidential business information and shall not be used for purposes other than performance of work under this contract. The Contractor shall not release any of the above information without prior written consent of the CO.

1.3.8.7. Smoking in Air Force (AF) Facilities. Contractors are advised that the AF has placed restrictions on the smoking of tobacco products in AF facilities. AFI 40-102, Tobacco Free Living, outlines the procedures used by the commander to control smoking in our facilities. Contractor employees and visitors are subject to the same restrictions as government personnel. Smoking is permitted only in designated smoking areas.

1.3.8.8. Unprofessional relationships include relationships involving recruiters, instructors, staff, applicants, recruits, trainees, cadets, students (to include international military students), and Airmen who participate in the Recruiter Assistance Program (RAP). Whether pursued on-duty or off-duty, relationships are unprofessional when they detract from the authority of superiors or result in (or reasonably create the appearance of) favoritism, misuse of office or position, or the abandonment of organizational goals for personal interests. Unprofessional relationships include relationships between officers; between enlisted members; between officers and enlisted members; between recruiters and recruits, applicants, or RAP participants; between RAP participants and recruits or applicants; and between military personnel and civilian employees or contractor personnel.

1.3.8.8.1. Violations shall be communicated to the COR and forwarded to the CO within 48 hours, with corrective actions taken.

1.3.8.9. Joint Base San Antonio (JBSA) Traffic Code. All applicable Traffic Codes will be enforced and apply to all personnel operating vehicles on a JBSA installation. The governing instruction for all Traffic Codes is AFI 31-218(I), Motor Vehicle Traffic Supervision and AFMAN 31-116, Air Force Motor Vehicle Traffic Supervision.

1.3.8.10. Cell Phone Usage. Contractors are advised that DoD Instruction (DoDI) 6055.04 prohibits cellular telephone usage when approaching, entering or exiting any installation gate. Cell phone usage by drivers on installations is prohibited in moving vehicles unless used with a hands-free device. The installation Security Forces Squadron (SFS) is strictly enforcing this regulation. Those found in violation of this regulation are subject to be ticketed.

1.3.8.11. Base Fire Prevention Program. The contractor will be required to comply with the applicable Fire Prevention Program, for JBSA Lackland the applicable directive is AFI 91-203, Air Force Consolidated Occupational Safety Instruction.

1.3.9. Health Requirements and Immunizations.

1.3.9.1. The CP shall control and prevent disease in accordance with AFI 48-105, Surveillance Prevention and Control of Diseases and Conditions of Public Health or Military Significance; AFI 48-110, Immunizations and Chemoprophylaxis for the Prevention of Infectious Diseases; the American Public Health Association Publication, Control of Communicable Diseases Manual; the Centers for Disease Control and Prevention (CDC) publication, Morbidity and Mortality Weekly Report; and Air Force Policy (as applicable). Prior to contract performance, the CP shall provide proof of immunization or lab immunity for the diseases listed below according to Air Force guidelines. See Appendix C.

Immunization & Screening

Pre-employment Requirements Periodic Requirements

Tuberculosis Skin Test or Approved Blood Assay Screening

IAW Centers for Disease Control and Prevention Testing Guidelines (2-step testing protocol or an approved blood assay screening) Must be performed within the last 12 months for new employees to the Military Healthcare System. If the member has a history of previous latent TB or treated active TB, a chest radiograph may be required before cleared to work based on physician discretion.

Based on Annual tuberculosis (TB) Risk Assessment

Influenza Immunize all personnel in-processing 1 October-1 July, unless previously immunized for the current influenza season

Immunize all personnel annually.

Tdap (tetanus, diphtheria, acellular pertussis)

All medical employees under age 65 are required to be immunized for Tdap (1X requirement) if it has been 2 yrs or greater since their last Td

Td is every 10 yrs

Human Immunodeficiency Virus

(HIV)

HIV testing is required periodically IAW AFI 44-178, Human Immunodeficiency Virus Program and is encouraged for civilians under certain circumstances.

Periodically IAW

AFI 44-178

Mumps/Rubeola/Rubella All in processing personnel are screened for laboratory evidence of immunity (IgG in serum for each disease), or documented 2 doses of live mumps virus containing vaccine, or laboratory confirmation of disease or born before 1957.

Those that do not meet one of the above are immunized with mumps/measles/rubella

No annual requirements.

Varicella Verify provider-confirmed history of Chickenpox (medical employee’s recollection of history is not sufficient), varicella vaccination (2 doses) or positive varicella titer.

No annual requirements.

Hepatitis B (HBV) Personnel are immunized and tested IAW HQ USAF/SG guidance. All personnel in direct patient care will have documentation of HBV antibody or a record of completion of the 3-dose vaccination series.

Hepatitis B Surface Antibody testing is a condition of employment for all high-risk and exposure prone personnel.

No annual requirements.

Hepatitis A (HAV) All contractor personnel are immunized IAW HQ USAF/SG guidance, Vaccine Policy Guidance for Adults and Accessions.

No annual requirements.

1.3.9.2. Medical Tests. The CP shall not obtain medical tests or procedures at the MTF, unless identified in Section 3, paragraph 3.5. The CP shall be responsible for the cost of any emergency medical services received.

1.3.9.3. Influenza Immunization. CP shall receive the current influenza immunization, at Contractor’s/CP’s expense, equivalent to that provided to active duty armed forces personnel unless contraindicated by allergy; as an example, to eggs as evidenced by hives, difficulty breathing, itching, and other symptoms of anaphylactic hypersensitivity, this exemption requires a Physicians diagnosis. Proof of vaccination will be required.

1.3.10. Hazardous Materials. This PWS does not call for any hazardous material to be provided by the Contractor or CP.

1.3.11. Reports. The Contractor shall submit reports to the Functional Requirement Evaluator Designee (FRED), Contracting Officer Representative (COR) and/or credentials office (as applicable) for use in monitoring performance. Such reports may include, but are not limited to:

Initial – Effective date of award Quarterly – 1st Qtr (October 1), 2nd Qtr (January 1), 3rd Qtr (April 1), and 4th Qtr (July 1) Annual – Anniversary date of award

Report Timeline

Health and Immunization requirements Initially Quality Control Plan Initially Security requirements Initially Basic Life Support (BLS) As accepted by American Heart Association (AHA) (Heart Savers, Admin) (Providers course) or American Red Cross. This certification must be acquired through hands-on training. Certification acquired through an online training course is not acceptable.

Initially and upon expiration date*

Continuing Education Units Initially and upon expiration date * Competency and currency of licensure/ registration Initially and upon expiration date* Invoices/Timesheets submitted in WAWF Monthly Personnel Changes Quarterly eCMRA Annually, NLT 31 Oct

*Note: In accordance with Military Training Network, this training will not be provide by the Government.

1.3.11.1. Electronic Contractor Manpower Reporting Application (eCMRA): The Contractor shall report ALL Contractor labor hours (including Sub-Contractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

1.3.11.1.1. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year.

Contractors may direct questions to the CMRA help desk.

1.3.11.1.2. User Manual: Data for Air Force service requirements must be input at the Air Force CMRA link. However, user manuals for Government personnel and Contractor are available at the Army CMRA link at http://www.ecmra.mil. Once you get to this site, click the Department of Air Force CMRA link, to log-in or to initially set-up a user account.

1.3.12. Quality Assurance. The contractor shall implement and maintain a Quality Control Plan (QCP) to ensure the contract services conform to the requirements of the PWS. The QCP shall be submitted to the CO and COR upon award for review. The government will periodically evaluate the Contractor’s performance by appointing a FRED to monitor performance to ensure services are received. The FRED will evaluate the Contractor’s performance in accordance with the Quality Assurance Surveillance Plan (QASP) for this requirement and forward copies to the COR.

1.3.13. SECURITY REQUIREMENTS.

1.3.13.1. General Security Requirements. The Contractor shall follow all security guidelines and requirements in this contract.

1.3.13.2. Internal Operating Instructions (OI). The Contractor/CP shall abide by the MTF’s current OIs for internal circulation control, the protection of resources, and the regulated entry into Air Force controlled areas during normal, simulated, and actual emergency operations.

1.3.13.3. Reporting Requirements. The Contractor shall comply with AFI 71-101, Volume 1, Criminal Investigations (Chapter 2, paragraph 2.7) and Volume-2, Protective Service Matters, (Paragraph 1.2).

Contractor/CP shall report to Security Forces any information or circumstances which may pose a threat to DoD or CP, resources, or DoD information.

1.3.13.4. Removal of CP. The Government, through the CO, reserves the right to require immediate removal from contract performance on the installation or any Government facility, any individual whose actions raise reasonable suspicion that patient care or services may be compromised in any way, or that pose a threat of harm to other Contractor/Government personnel or self. Removal under other circumstances will be subsequent to, and at the direction of the CO only.

1.3.13.4.1. If a situation meriting removal occurs as outlined in the previous paragraph, the COR will contact the CO and the Contractor’s representative within 24 hours. A meeting may be required with the CO, COR, FRED, and Contractor representative to discuss further action.

1.3.13.4.2. The CO will notify the Contractor if and when permanent removal is required. In the event of a disagreement between the Government and the Contractor, the decision of the CO will be final. During the period of time between the removal and the final decision of the CO, the Contractor agrees to provide backup/replacement CP in accordance with the terms of this contract.

1.3.13.4.3. The CP may be required to submit to drug/alcohol testing. The Government reserves the right to require temporary or permanent removal from contract performance any individual who refuses or fails testing.

1.3.13.5. Government Computer Access Requirements. If this contract requires CP to have access to government computers, CP must successfully complete a Tier 1 investigation, formerly a National Agency Check with Inquiries (NACI), before obtaining access to the computer. This investigation shall be submitted by the government at no additional cost to the contractor. All CPs affected by this requirement must have completed an acceptable submission which complies with all directions for completion of the investigation request through the government Unit Security Manager (USM) within 30 calendar days of Contract Award or Notice of Award. To begin this process, all affected CPs must complete, within 15 calendar days after Contract Award or Notice of Award, the SF 85 worksheet, Questionnaire for Non-Sensitive Positions, that can be downloaded from https://www.opm.gov/forms/pdf_fill/sf85.pdf and the OF 306, Declaration for Federal Employment, that can be downloaded from https://www.opm.gov/forms/pdf_fill/of0306.pdf. The contractor shall notify the COR or USM when the worksheet is complete. The CP may be scheduled by the Government for two or more appointments to complete the security package. If at any point after submission of the security worksheet, disqualifying information is discovered or developed, the Government reserves the right to deny computer access. In this instance the CO will notify the contractor of the denial. That individual will no longer be allowed to perform duties requiring computer access. After submission of the complete security package through the security office and completion of a favorably adjudicated Tier 1 investigation, CPs may obtain their “Common Access Card” (CAC) for the duration of their contract, unless disqualifying information is subsequently discovered. In this instance access will be revoked. The adjudication process normally takes 4 to 6 months after submission of the package. The CP shall comply with DoDD 5200.08R, Physical Security Program, (Chapter 3, Section C.3) requirements.

1.3.13.6. Installation Access. A Criminal History Check will be conducted on all prime/subcontractor employees requiring base access. The contractor shall provide the CO and the Information Protection Office a current list of employees needing access within 3 working days after receiving award or Notice of Award. The list shall include employee’s name, date of birth, social security number, state driver’s license/state ID number and state of issue. Notifications of CP additions and deletions shall be provided with the same information listed above and within 3 working days. Within 10 business days after receipt of the list, the Government will notify the CP that installation access passes are available for those employees clearing the criminal history check. The duration of any pass issued will not exceed one year or the duration of the contract, whichever is shorter. This process will be repeated at the exercise of any option period.

1.3.13.7. Government Data. The Contractor shall manage all data created for Government use or legally controlled by the Government, in support of the functional activity or required by AF publication, IAW with the records management procedures in Air Force Instruction (AFI) 33-322, Records Management Program, Air Force Manual (AFMAN) 33-363, Management of Records, and the Air Force Records Disposition Schedule (AFRDS) located at https://www.my.af.mil/gcss-af61a/afrims/afrims/rims.cfm

1.3.13.8. Freedom of Information. The contractor shall not respond to any Freedom of Information Act request or release any information in response to a Freedom of Information request. Any request for information received by the contractor under the Freedom of Information Act will be referred to the Contracting Officer.

1.3.13.9. Physical Security. The contractor shall comply with Force Protection Condition (FPCON) procedures, Random Antiterrorism Measures (RAMS) and local search/identification requirements.

The contractor shall safeguard all government property, including controlled forms, provided for contractor use. At the close of each work period, government training equipment, ground aerospace vehicles, facilities, support equipment, and other valuable materials shall be secured.

1.3.13.10. Key Control. The CP shall safeguard all keys issued by the Government and ensure they are used only by authorized CP. The CP shall not duplicate issued keys and shall report lost keys to the COR and Contracting Officer (CO) immediately. The CP will be charged for lost keys, re-keying, and lock replacement as applicable.

1.3.13.11. Additional Security Requirements. Tier 1 investigations will be IAW Homeland Security Presidential Directive 12 (HSPD-12).

1.3.13.12. Unescorted Entry to Restricted/Controlled Areas. If this contract requires unescorted entry to controlled or restricted areas, the CP shall comply with DOD 5200.2-R, Appendix 1, and AFI 31-501, Personnel Security Program Management, (Paragraph 3.24). If the performance of this contract requires unescorted entry to a restricted/controlled area, personnel must have a favorably adjudicated Tier 1 investigation. All CP affected by this requirement must have completed an acceptable submission that complies with all directions for completion of the investigation request through the government security office within 30 calendar days of Contract Award or Notice of Award. To begin this process, all affected CP must complete within 15 calendar days after Contract Award or Notice of Award, the SF 85 worksheet, Questionnaire for Non-Sensitive Positions, that can be downloaded from https://www.opm.gov/forms/pdf_fill/sf85.pdf and the OF 306, Declaration for Federal Employment, that can be downloaded from https://www.opm.gov/forms/pdf_fill/of0306.pdf. The CP shall notify the COR or USM when the worksheet is complete. The affected employee will be scheduled by the Government for two or more appointments to complete the security package. If at any point after submission of the security worksheet, disqualifying information is discovered or developed, the Government reserves the right to deny entry to restricted/controlled areas. In this instance, the CO will notify the CP of the denial.

That individual will not be allowed to perform duties requiring access to restricted/controlled areas. Upon receipt of favorable investigation results and authorization by the appropriate commander, the CP will receive appropriate entry credentials for access to restricted/controlled areas, unless disqualifying information is subsequently discovered. In this instance access will be revoked. The Tier 1 adjudication process normally takes 4 to 6 months after submission of the package.

1.3.13.13. Weapons, Firearms, and Ammunition. CP are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on JBSA Lackland.

2. SERVICE SUMMARY.

P.O. # Performance Objective (PO) PWS Paragraph Performance

Threshold (per FTE) 2a. Credential Technician

1. Review/route credentialing and privileging files/documents in accordance with Department of Defense Directive 6025.13-R Clinical Quality Management Program in the Military Health Services System and Air Force Instruction (AFI) 44-119. Research and gather essential credentials and privileging data, protected by the Privacy Act of 1974, for initial, annual and biennial review/renewal of clinical privileges.

Appendix A-1 Paragraph 1.1

No more than one (1) discrepancy per month

2. Advise and assist the privileged provider, clinical leadership, and facility Privileging Authority on issues relative to the credentialing and privileging process regarding appropriate procedures to function with the guidelines and mandates of AFI, DoD guidelines, civilian accreditation standards, and other mandated regulatory guidance.

Appendix A-1 Paragraph 1.2

No more than one (1) customer substantiated complaint per month

3. Initiates the credentialing, privileging and medical staff appointment process IAW AFI 44-119.

Reviews the provider’s hard copy and/or electronic Provider’s Credentials File (PCF), ensures minimum documents for routing first E-application are scanned, named IAW the standard naming convention and uploaded to the provider credentials record. Performs data quality review of the electronic PCF and grants provider access to complete the required E-application at the next privileging opportunity.

Appendix A-1 Paragraph 1.4

No more than one (1) customer substantiated complaint per month

2b. Credential Specialist- Graduated Medical Education

4. Create and maintain provider credential files and 6-part training folders for interns/residents/fellows.

Download, scan and upload, documents, and input all required data into CCQAS. Compare primary source documents with providers PCF and CCQAS. Ensure all information entered into CCQAS is current and up-to-date for all medical licenses, certifications, and other pertinent information.

Appendix A-2 Paragraph 1.1 1.2

No more than one (1) customer substantiated complaint per month

5. Coordinate w/program coordinators to obtain required documents on each trainee as needed

Appendix A-2 Paragraph 1.3

No more than one (1) customer substantiated complaint per month

2c. Keys/MTF Identification Badge Administrative Technician

6. Input, validate and maintain the computerized Key Management Database

Appendix A-3 Paragraph 1.2

Periodic inspection 95% compliance.

7. Conduct annual key inventories of the Key Cabinet and key holders and report findings to Facility Management.

Appendix A-3 Paragraph 1.4

Periodic inspection 95% compliance.

2d. Cardiac Systems Imaging Manager

8. Manage flow of patient information between software systems including PACS, and hospital based EMR and communicate requests for additional support and updated information with other flights.

Appendix A-4 Paragraph 1.7

No more than one (1) customer substantiated complaint per month

9. Provide daily tracking and reporting of patient information throughout storage and retrieval process, ensuring data integrity of all patient exams in the system.

Appendix A-4 Paragraph 1.8

No more than one (1) customer substantiated complaint per month

2e. Procurement Technician

10. Research item availability and availability of substitutes against the Medical Master Catalog, Medical Logistics Standards Support (DMLSS), Electronic Catalogs (ECAT), Prime Vendor Databases and other mandatory sources.

Appendix A-5 Paragraph 1.2

No more than one (1) discrepancies per month

11. Coordinate with customer and purchasing agents to ensure product availability.

Appendix A-5 Paragraph 1.4

No more than one (1) discrepancies per month

2f. Risk Management Specialist

12. Ensure a Quality of Care review (QOC) with standard of care (SOC) determination is made for all significantly involved providers of care.

Appendix A-6 Paragraph 1.5

No more than one (1) discrepancies per month

13. Coordinate, assemble, and manage risk management case files. Create claims files and gather clinical records for QOC reviews. Ensure the original medical record is sequestered.

Appendix A-6 Paragraph 1.5.2

No more than one (1) discrepancies per month

14. Prepare official certified mail to notify significantly involved providers in medical malpractice claims; QOC/SOC review results.

Appendix A-6 Paragraph 1.7

No more than one (1) discrepancies per month

15. Coordinate provider's Memorandum for Record (MFR), rebuttal MFR, and references, staying within the guidelines of the Department of Defense and Air Force Policy for healthcare risk management activities.

Appendix A-6 Paragraph 1.7.1.

No more than one (1) discrepancies per month

2g. TRICARE Beneficiary Counselor and Debt Collection Assistance Officer

16. Perform administrative and clerical work in support of the office / organization Appendix A-7 Paragraph 1.1

No more than one (1) customer substantiated complaint per month

17. Acts as beneficiary advocate and problem solver (via walk-in, telephone, and e-mail) to beneficiaries and staff requiring assistance with healthcare programs. TRICARE Plus, TRICARE For Life.

Appendix A-7 Paragraph 1.3

No more than one (1) customer substantiated complaint per month

18. Document all beneficiary encounters and input case work in appropriate computer system.

Appendix A-7 Paragraph 1.5

No more than one (1) customer substantiated complaint per month

2h. Transcription Cut and Paste, Scanning Technician

19. Copy, paste, and scan all transcribed notes into the appropriate electronic media.

Appendix A-8 Paragraph 1.1

No more than one (1) customer substantiated complaint per month

20. Research missing or misfiled documentation. Appendix A-8 Paragraph 1.2

No more than one (1) customer substantiated complaint per month

21. Notify providers when documentation is ready for review and signature by email, tasker or creating telephone consults.

Appendix A-8 Paragraph 1.3

No more than one (1) customer substantiated complaint per month

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1. The Government will provide use of all available MTF facility’s and support services, materials, publications and forms, use of equipment, and specialty clothing required for contract performance (except as designated in the contract). The CP shall keep Government furnished supplies, equipment, and work areas in a safe, orderly and clean condition.

3.2. The Government will schedule and furnish initial and annual training which may include but shall not be limited to various applicable software, data base systems, quality assurance policies, radiation safety, local in-service, safety briefings, compliance, patient safety, performance improvement, risk management, infection control, fire protection, security, and patient sensitivity training. The classes may be scheduled as required throughout the life of the contract.

3.3. Any space used by CP in performance of this contract may be used for other purposes during their absence. Items of clothing, personal effects, or equipment may not be able to be secured at the MTF. The Government will not incur any liability for theft, damage to, or loss of such personal items.

3.4. The Government will provide local telephone service, Class-A telephone lines and Defense Switching Network lines limited to matters related to the performance of this contract. Personal long distance calls are not authorized.

3.5. The MTF will provide emergency healthcare for injuries occurring while on duty. The Contractor shall reimburse the Government for such services. This includes blood borne exposure protocols after start of work. The Government will provide initial testing at no cost, but the Contractor shall provide follow-up testing or reimburse the Government for such services performed within the MTF. The Contractor will provide the MTF with documentation for follow-ups performed outside the MTF as required by MTF policy. The Government will provide post-exposure tuberculosis testing at no charge to the Contractor/CP when required (ex. following exposure to active TB case with in MTF) to avoid testing delays.

3.6. The Government will provide MTF ID badges which will be worn/displayed at all times while on duty.

3.7. The Government will furnish the CP with appropriate common use Personal Protective Equipment (PPE) .The Government will be responsible for any repair, cleaning, and inventory required for the PPE.

Items shall be used and returned as directed by the FRED.

3.8. Travel will be in accordance with FAR 31.205-46, Travel Costs. CP may be required to travel to locations or installations other than San Antonio, TX, DoD MTF. The Government will schedule Temporary Duty (TDY) requirements as far in advance as possible to allow the Contractor to obtain the best travel rates. Whenever possible, TDY will be planned at least 30 days in advance of the travel.

3.8.1. The Government will reimburse authorized travel in accordance with the terms and conditions of this contract keeping in accordance with FAR 31.205-46. The Joint Travel Regulation (JTR) is not applicable to Contractor/CP travel. However, the not-to-exceed travel costs identified by the JTR will be used as a cost ceiling that the Government will not exceed.

3.8.2. The Contractor will invoice the Government for the travel costs along with documentation to verify the expenses. This documentation will be similar to DoD requirements for reimbursing mileage or TDY.

4. APPENDICES.

A. Position Descriptions (A1-A8) B. Referenced Air Force Instructions, DoD Regulations, & Medical Wing Instructions C. Contract Specific Requirements Prior to Performance D. HIPAA Business Associate Agreement (BAA) E. Insurance Requirements

APPENDIX A

POSITION DESCRIPTIONS FOR ADMINISTRATIVE TECHNICIANS

POSITION DESCRIPTIONS

A-1 Credential/Privileging Specialist A-2 Credential Specialist- Graduated Medical Education A-3 Keys/MTF Identification Badge Administrative Technician A-4 Cardiac Systems Imaging Manager A-5 Procurement Technician A-6 Risk Management Specialist A-7 TRICARE Beneficiary Counselor and Debt Collection Assistance Officer (TRICARE

Benefits Coordinator) A-8 Transcription Cut and Paste, Scanning Technician

Appendix A-1

Credentials/Privileging Specialist

1. Type of Work: The CP is required to perform the duties in Section 1.1 and the following additional tasks:

1.1. Review/route credentialing and privileging files/documents in accordance with Department of Defense Directive 6025.13-R Clinical Quality Management Program in the Military Health Services System and Air Force Instruction (AFI) 44-119. Research and gather essential credentials and privileging data, protected by the Privacy Act of 1974, for initial, annual and biennial review/renewal of clinical privileges.

1.2. Advise and assist the privileged provider, clinical leadership, and facility Privileging Authority on issues relative to the credentialing and privileging process regarding appropriate procedures to function with the guidelines and mandates of AFI, DoD guidelines, civilian accreditation standards, and other mandated regulatory guidance.

1.3. Establishes and maintains Centralized Credentials Quality Assurance System (CCQAS) electronic records. Ensures the CCQAS Credentialing Module database is current, maintaining and updating this database in accordance with (IAW) the CCQAS Users Manual and AF guidance. Also responsible for collocated Reserve units and assigned Individual Mobilization Augmentees (IMAs).

1.4. Initiates the credentialing, privileging and medical staff appointment process IAW AFI 44-119.

Reviews the provider’s hard copy and/or electronic Provider’s Credentials File (PCF), ensures minimum documents for routing first E-application are scanned, named IAW the standard naming convention and uploaded to the provider credentials record. Performs data quality review of the electronic PCF and grants provider access to complete the required E-application at the next privileging opportunity.

1.5. Manages, scans documents, and updates evidence relevant to provider education, experience, license/certification, and training in the electronic PCF and ensures accuracy and currency of the information.

1.6. Conducts and/or coordinates with the Air Force Centralized Credentials Verification Office (AFCCVO) to perform National Practitioner Data Bank (NPDB), HIPDB and other applicable queries, and primary source verifications to authenticate the credential of medical staff members applying for initial privileges and appointment to the medical staff and annual and biennial renewal of same.

1.7. Coordinates with appropriate flight commander, medical director, and/or clinical leadership in obtaining required documentation for initial and biennial renewal of clinical privileges as needed.

1.8. Generates and completes Drug Enforcement Agency (DEA) applications (initial and renewal), obtains required signatures and forwards application to the Federal DEA.

1.9. Retains the 6-part PCF previously established prior to implementation of the electronic PCF for historical purposes and forwards the file to the gaining facility for permanent change of station as required.

1.10. Electronically initiates Interfacility Credentials Transfer Briefs (ICTBs) to gaining facility within specified time requirements IAW AFI 44-119.

1.11. Coordinates reference letters with Risk Management, Chief of the Medical Staff, Flight, Squadron, and Group Commanders. Once references are complete, forward requested information back to requesting agency.

1.12 Tracks completion of focused and on-going professional practice evaluations for medical staff appointment/privileging process.

1.13. Prepare PowerPoint slides to present current credentials/privileging information for the Credentials Review Function (CRF).

1.14. Independently processes periodic reports from CCQAS on all credential items expiring on a monthly basis. Also, must prime source verify (PSV) the license/certification/registration at the time of appointment, initial granting of clinical privileges, at reappointment or renewal or any revision of clinical privileges, and at the time of license/certification/registration expiration.

1.15. Assists with the training of inward bound credentialing staff.

1.16. Performs administrative and general clerical support to include establishing, maintaining, and annotating files providing for easy and timely retrieval/location of material

1.17. Prepare all documentation for electronic PCF to meet or exceed established standards of the MTF to include but not limited to: timeliness, legibility, accuracy, content, and signature. Responsible for the accountability of credentialing/privileging records and the creating/maintaining of these records.

2. Additional Qualifications: In addition to the qualifications in Section 1.2, the CP shall:

2.1. Must have at least 12 months of experience within the last 36 months in Credentialing/Privileging

Appendix A-2

Credential Specialist- Graduated Medical Education

1. Type of Work: The CP is required to perform the duties in Section 1.1 and the following additional tasks:

1.1. Create and maintain provider credential files and 6-part training folders for interns/residents/fellows.

1.2. Download, scan and upload, documents, and input all required data into CCQAS. Compare primary source documents with providers PCF and CCQAS. Ensure all information entered into CCQAS is current and up-to-date for all medical licenses, certifications, and other pertinent information.

1.3. Coordinate with appropriate program coordinators in obtaining required documents on each trainee as needed.

1.4. Primary source to verify all required documents for provider training files.

1.5. Type DEA applications (initial and renewal), obtain signatures and forwards applications to the DEA.

1.6. Input assigned National Provider Identifier (NPI) numbers into the Defense Medical Human Resources Internet (DMHRSi) on new incoming residents.

1.7. Provide verification of training for all graduation certificates upon completion of the program.

1.8. Forward/mail provider training/credential files and Electronic CCQAS upon PCS to their gaining

MTF.

1.9. Scan documents contained in training folders after completion of program into paper store.

1.10. Respond to visitor and telephone inquiries from credentialing offices, program coordinators and trainees.

1.11. Perform general clerical support to include establishing, maintaining and annotating files providing for easy and timely retrieval/location of material.

1.12. Assist with the training of inward bound graduate medical education registrar.

2.1. Must have at least 12 months of experience within the last 36 months in Medical Administration.

Appendix A-3

Keys/MTF Identification Badge Administrative Technician

1. Type of Work: The CP is required to perform the duties in Section 1.1 and the following additional

1.1. Issue and receive all facility keys.

1.2. Input, validate and maintain the computerized key management database.

1.3. Send any broken or worn keys to be re-cut. Maintain adequate amount of keys for inventory.

1.4. Conduct annual key inventories of the key cabinet and key holders and report findings to Facility Management.

1.5. Issue all facility personnel badges.

1.5.1. Input and maintains all badges into computerized identification badge management system.

1.5.2. Create temporary badges for non-staff members.

1.5.3. Destroy badges for personnel that no longer require identification at the MTF.

2. Additional Qualifications: In addition to the qualifications in Section 1.2, the CP shall:

2.1. Must have a minimum of 2 years’ experience within the last 5 years in badging, access control, security operations center, military or similar work involving access control.

2.2. Must have previous experience in customer service or in an administrative or receptionist position.

2.3. Must have experience with security access control and badging applications and/or software

2.4. Must be able to multitask and remain cordial and professional in stressful situations.

Appendix A-4

Cardiac Systems Imaging Manager

1.1 The primary responsibilities of this position include working closely with the Cardiology Medical Director, Radiology Flight and Information Systems Flight to implement and support the Cardiology PACS imaging and software applications.

1.2. This position is responsible for communicating with the Cardiology team, Information Systems (IS) and Radiology Teams to ensure reports flow through the system between various software applications.

This includes investigating, evaluating and responding to system errors and problems. Additionally, in conjunction with the Information Technology (IT) team, this position will work to plan, implement and refine software changes and updates. More specific to Wilford Hall Ambulatory Surgical Center Non-invasive Cardiac Imaging, this position will resolve reporting and imaging discrepancies as well as ensure active/archived database integrity. This position will maintain and improve the Cardiology picture archiving and communication system (PACS) to best serve the need of the Cardiology service.

1.3. Support the acquisition, transmission, storage and distribution of Digital Imaging and Communications in Medicine (DICOM) and non-DICOM images

1.4. Database Management, maintaining and enhancing the PACS database

1.5. Develop and maintain PACS training and troubleshooting materials for staff and providers; mentor and train staff to PACS system as the Flight super-user.

1.6. Establish processes and procedures for tracking patient information pertaining to orders, reads, dictations and records of the Cardiology Flight

1.7. Manage flow of patient information between software systems including PACS, and hospital based…