Transcription_Services_SOW_120516_Final.pdf

STATEMENT OF WORK

FOR

MEDICAL DICTATION

AND

TRANSCRIPITON SERVICES

1. INTRODUCTION

1.1 This document identifies the minimum requirements for a non-personal services contract to supply all necessary equipment and labor required to capture dictation from providers and perform medical transcription services for the 99th Medical Group (99 MDG).

2. SCOPE

2.1 Utilize the best commercial practices, in conjunction with military directives and parameters, to produce efficient and accurate inpatient and outpatient transcription services for 99 MDG. The scope of transcription shall include technical medical terminology for all fields of medicine and surgery. Material requiring transcription in typed form will be dictated by physicians, allied health care providers, and paraprofessional staff, requiring transcriptionist adaptation to variations in handwriting, accents, speech, tone, voice volume, delivery, pronunciation, and enunciation. The contractor will provide a dictation system that is compatible with federal, state and local security protocol requirements. The dictation system shall have the capability for 99 MDG providers to review, edit, and replay any time prior to transcription. Instructions for ending and starting a dictation shall be a component of the system. The transcribing services shall recognize when dictation is not appropriately ended and has separated prior to transmitting. Unlimited, uninterrupted access to the Contractor’s dictation system shall be available 24 hours each day of the year. The dictation system shall have a reliable storage mechanism that archives all transcribed reports for a minimum period of one year. A reliable security and control system should be a component of the document storage system. At contract completion, all remaining transcribed reports shall be returned to the Government on electronic media and then deleted from contractor’s systems.

3. MILITARY PARAMETERS

3.1 Contractor shall comply with all applicable federal, state and local communications and information security regulations, standards and policies.

3.2 Hours of Operation are Monday through Sunday 0000-2400 and base of operations will occur 24/7/365. However, transcription services will need to be delivered via controlled FTP site that is compatible with DOD Firewall, or secure emails, Monday through Friday from 0730 to 1630, excluding Federal holidays and ACC down days. In order to comply with Department of Defense Network Security Regulations and HIPAA rulings, contractor will provide an encryption engine for all 99 MDG data traffic. This engine will conform using 256 bit AES SSL Encryption FIPS 140-2 compliant standards and will use the Secure Socket Layering protocol for data transmission.

4. TECHNICAL

4.1 The contractor must have at least 5 years of experience performing dictation and transcription services.

5. QUALITY ASSURANCE AND PRODUCTIVITY MONITORING REQUIREMENTS

5.1 ACCURACY: The contractor shall ensure all transcribed reports are error-free;

medically consistent with patient medical diagnosis; contain correct grammar, spelling and medical terminology; and correct formats. The required format will be provided to the contractor by the Government. All discrepancies shall be re-accomplished by the contractor at no additional cost to the government and returned to the MTF within 24 hours of oral or written notification to the contractor for routine reports, and within 4 hours of oral or written notification to the contractor on priority reports. Not more than 5 customer complaints per month 100% sampling.

5.2 LOG SHEETS: The contractor shall establish log sheets to track all dictation received by transcriptionists. The contractor shall be able to provide specific detailed information, such as date transcribed, line count, and the transcriptionist working the dictation.

5.3 RECORD SYSTEM: The contractor shall maintain a record system that shall ensure dictation can be traced through the process from dictation, to transcription to return to the MTF. The contractor shall maintain a tracking system to ensure a specific report was received as dictated and the date the dictation was transcribed in specified form and the date the final report was transmitted to the MTF. The contractor shall be required by the government to provide this information when a report is identified as missing from the patient’s records. The contractor shall provide the report, at no additional cost, within 24 hours from the time the request is made by the QAP/MTF designee. Contractor will be contacted by e-mail or phone about priority reprints. Higher priority reprints shall be accomplished within the time frames.

5.4 STORAGE AND BACKUP: The contractor shall provide appropriate storage media to backup all material in a secured environment for the duration of the task order and 90 days thereafter for retrieval purposes by the MTF if necessary.

5.5 DISPOSITION: The contractor shall provide all hard copy and electronic material to the

MTF at the end of the task order for disposition. The contractor must destroy data in accordance with Government regulations after providing copies to the MTF.

5.6 TURNAROUND TIMES: Transcription shall be accomplished in the following order of priority and within the specified time frames as stated below:

5.6.1 (1) Priority (Stat): The MTF shall identify work as priority and notify the contractor of the priority dictation. Contractor will be contacted via e-mail, telephone, facsimile, or written notification about priority requests. Priority requests shall be processed within four (4) hours from the time the QAP or MTF designee makes an oral or written request to the contractor, taking precedence over all routine work. Information on reports shall include all patient identification (name, social security number, unique identifier, hospital address, transcriber’s initials, ward, page number, and job number). Reports shall have accurate dates for date dictated and date transcribed; proper format for each type of dictation according to work type, indicate type report; signature block correctly identifying dictating provider by name, rank, branch of service, corps, specialty, Air Force specialty code.

5.6.2 (2) Routine: Requests shall be processed within twenty-four (24) hours from the time of dictation. Information on reports shall include all patient identification (name, social security number, unique identifier, hospital address, transcriber’s initials, ward, page number, and job number); reports shall have accurate dates for date dictated and date dictated and date transcribed; proper format for each type of dictation according to work type and indicate type report; signature block correctly identifying dictating provider by name, rank, branch of service, corps, specialty, Air Force specialty code.

5.7 REQUIRED FORMS: The following formats are required for each type of transcription

(all form templates will be provided upon initial award of contract):

(1) SF 516 – Operation Report

(2) SF 502 – Narrative Summary (ROUTINE)

(3) SF 502 – Narrative Summary (DEATH)

(4) SF 502 – Narrative Summary (MEB ROUTINE)

(5) SF 502 – Narrative Summary (MEB/TDRL – ROUTINE)

(6) SF 504-5-6 History and Physical (H&P)

(7) SF 513 – Consult

(8) SF 509 – Progress Note

(9) SF 600 - Outpatient Clinical Notes

(10) Cardiac Catheterization Report & Electrophysiology Study

(11) Pathology Reports

5.8 CONTRACTOR FURNISHED TRAINING: The Contractor shall provide initial on-site transcription/dictation and procedural training. The Contractor shall provide all training necessary to perform transcription/dictation on this contract. Training shall include materials to be provided to newly assigned physicians/providers and new residents. The Contractor shall provide additional training materials and updated training materials as needed. This training shall include all procedures on how to access and use the dictation system, dictation training and completing necessary forms. The Contractor shall be responsible for all training costs, including travel and per diem.

5.9. PHASE IN/OUT: The Contractor shall cooperate with government personnel to ensure an orderly change over. In the event a follow-on contract is awarded to other than the incumbent, the incumbent contractor shall cooperate to the extent required to permit an orderly transition to the successful Contractor.