Additional Questions.doc

Additional Questions - 13 August 2009 *There will be no more questions allowed after 4:00 p.m. EST on 13 August 2009.

Q21: Will any narrative work be required within a file?

A21. No

Q22: During staging, will individual inventories of X-rays be required or may we provide that inventory during audit prep?

A22.Upon completion of audit prep is acceptable.

Q23: Will the AF require the contractor to refile records that the AF orders pulled?

A23. Yes

Q24: Do we need to make copies of any records?

A24. No

Q25: How much time will the government allow us to move all materials and index all items?

A25. 10 days

Q26: What years of radiology films would we be taking offsite?

A26. All x-ray films are to be removed and stored.

Q27: Why are new records not going to be added to storage with the new vendor? What is the plan for these newer active files?

A27. These are archive files, additional files will be maintained in hospital or base records facility.

Q28: What is the preferred method of retrieval? Hard copy delivery via a truck or imaging the files to you?

A28. Preferred method is hardcopy delivery, imaging or electronic files may be optional in the future.

Q29: Are you currently using a PACS system for X-ray?

A29. Yes

Q30: Are pickup requirements via phone, email or fax etc.?

A30. All the above.

Q31: Current security at the building; what security is expected?

A31. Information should be safeguarded under lock and key. Only access is people who need to know.

Q32: Does the AF consider the current storage HIPPA, compliant?

A32. Yes.

Q33: Do certain departments demand more records to be pulled? If yes, is this information available?

A33.Currently request by name/department is random. Any historical data by each department will be turned over at time of award.

Q34: What is the current system of inventory? Is it available in a computer file?

A34. Current inventory system is considered inadequate and outdated. However, any inventory information on file will be turned over at the time of award.

Q35: What indexing fields do you want a vendor to capture? (i.e. first name, last name, SSN, patient record number, etc.)

A35. First name, last name, and SSN.

Q36: Can we get a list of departments?

A36.

Cardiology

Laboratory; blood bank information

Radiology; x-ray films

Logistics; receipts

Mental Health; records

Emergency Department; records

Third Party Collection receipts and claims documents

Pathology

Pharmacy; hard copies of prescription

Q37: How do you want these files indexed? By department? (Ex: Patient name, Last four of SSN, DOB, chart year) A37. All the above.

Q38: Is the information on the file located on the outside of each file or will we have to open the file?

A38. In most cases the file will be labeled on the outside. However, some files may have to be opened.

Q39: What procedure would our drivers need to go through to get outside?

A39. Detailed gate access instructions will be listed in the contract. Drivers will need to provide SSN and date of birth.

Q40: Is there a clearance level required for record delivery?

A40. No.

Q41: Is this solicitation funded?

A41. Yes.

Q42: How many units are in each department?

A42. Unknown

Q43: Is X-ray all one unit?

A43. Yes

Q44: Can we inventory files here? On location?

A44. Yes, if it can be done in the 10 day time frame.

Q45: How often are records delivered?

A45. 1 – 2 times a week.

Q46: How many will be delivered at any time?

A46. Unknown

Q47: Does the warehouse have to be manned for any specific timeframe? (Ex: 8 hrs, 24 hrs, full/part time)

A47. Records will be requested Monday – Friday, 0800 – 1600.

Q48: How are X-rays going to be requested? (Ex: name, SSN) A48. By the SSN.

Q49: How are X-rays currently organized? (Ex: Alphabetically, Department)

A49. Department and SSN.

Q50: Do you currently have a current inventory of boxes and what records are in each box?

A50. No current inventory of boxes and what records are in each box.

Q51: Will the growth be comingled into the current count or added onto the end of the racking?

A51. No growth is expected.

Q52: If coming back to storage, will that require a separate pickup trip or can they be picked up on the next delivery?

A52. Can be picked up upon delivery.

Q53: How long will records be held for use until it is returned to storage?

A53. Time frame may vary depending on department and the situation.

Q54: Will the government provide us the additional boxes not in use that are stacked within the warehouse?

A54. Yes.

Q55: Does this require a full time person M-F just for record request?

A55. This decision is to be made by the individual company.

Q56: Are X-ray boxes to be stored in boxes or can they be stacked on shelves the same way they are in the warehouse?

A56. They can be stacked on shelves the same way they are in the warehouse.

Q57: Regarding the Section 1.6 NARA requirement, please confirm that the Malcolm Grow Medical Center requires compliance with 36 CFR 1228 Subpart K as specified in the link below pulled directly from NARA’s website outlining facility requirements for storing records?

A57. Yes, Malcolm grow requires compliance.

Q58. Is the 45 minute requirement a hard fast rule?

A58. Yes

Q59. What if contractor can provide records back to the Medical Center in NARA G4 TIFF, 300 DPI digital format, would this be considered as an alternative to eliminate return transport?

A59. No, would not be acceptable.

Q60. Are there any monthly reports that need to be given for the movement of charts?

A60. No.

Q61. What percentage of records are currently prepared for NARA audit and/or inspection?

A61. None

Q62. If there are a percentage of records that are not currently prepared for NARA audit and/or inspection, what is the state of organization of those records?

A62. All records will need to be prepared for NARA audit.

Q63. What percentage if the records associated with this task are currently stored in NARA compliant storage boxes?

A63. None.