MC T_Solicitation_Q As.docx

Medical Coding and Training Solicitation Industry Questions and Responses

SOLICITATION NO.

FA5613-13-R-0001

CONTRACT SPECIALIST

Ben Wood

CONTRACTING OFFICER

Justin Truitt

1. Section 1.1, page 3- Start-up and Continuity of Services i.e. Project Operations Management Staffing

a. Is there a requirement that project operations management staff be located at one of the hubs or can management staff be located in CONUS?

b. If no requirement for OCONUS location, will management staff be provided CAC cards and military email addresses and access to various systems remotely to corporate management?

c. Will there space available at one of the hubs for a supervising program manager?

a. Yes, PM/Trainer is required to be located at one of the Hubs.

b. See a. PM/Trainer is required to be located at one of the Hubs

c. Specific space availability is currently unknown for each MTF. However, personnel will be provided on-site space as required to perform IAW the PWS.

2. Section 1.1 , page 3- Start-up and Continuity of Service- provide 100% staffing by contract start date

Please define 100% staffing more definitively. Will there be adequate time to start the on boarding process between notification of award and contract start date for employees moving overseas when the process of obtaining approval involves a security clearance and obtaining host nation approval (e.g., Technical Rep status in Italy and visa requirements) which takes 30-45 days once paperwork is completed and submitted?

From RFP, section vii, This is for the base period of 12 months that will start between 16 Sep 2013 and 2 Oct 2013. The base period includes a 30 day phase-in period.

PWS para. 1.1. has been updated to require 100% staffing at completion of phase-in period through amendment 0001.

3. Section 1.1.1, page 4

Will the government allow contractors to complete all DoD-mandated HIPAA, Information Awareness and other mandatory training during their in-processing when arriving onsite at their respective work locations?

All training must be completed prior to completion of the phase-in period.

PWS para. 1.1.1. has been updated through amendment 0001.

4. Section 1.1.1, page 4

Who on the government side will be responsible for managing the on boarding process utilizing DOCPER and JPAS, for example?

Security Managers at each hub MTF site will assist with security issues.

5. Section 2.2.5, page 7 - …Related medical records functions including, retrieval, copying, scanning, and filing of outpatient records, inpatient records, and ambulatory procedure records shall be performed by the Contractor.

Is the government requesting medical records clerks be provided for each site location?

No. The coders will need to retrieve, copy, scan, and file the records as needed to perform their duties.

6. Section 2.2.6.2, page 7- Focused Training. Identify focused training by the coding validation process, internal audits, AFMOA results or external reviews.

Please provide details as to “Coding Validation Process and internal audits”. Is this a separate task? Is there a set number of validations/audits to be performed prior to training – initial, focused, or recurring No, there are not a set number of audits, validations, or reviews that need to be performed prior to training. Training provided by the contractor will be focused based on the results of audits, validations, and reviews from a variety of sources including the AFMOA audits, the contractors own internal audits, and any external reviews.

7. Section 2.2.8, page 8 – For MTFs below the 95% accuracy threshold, training will be increased based upon a Contractor corrective action plan.

Is the 95% accuracy level at the MTF level, MEPRS/Clinic level, or Provider level?

This refers to the MTF level.

8. Section 2.3.2.1, page 8 – AFMOA Audit Documentation Retrieval: Retrieve, copy, and forward encounter documentation monthly or the AFMOA audit. Detailed pull lists will be available from AFMOA for download on the 15th calendar day of the month. Complete transmission of requested records within ten (10) calendar days of receipt of the pull list.

Does the audit cell have access to AHLTA? Is this requirement restricted to encounters not in AHLTA? Or should we expect to perform the manual effort on every encounter at every MTF monthly?

Yes, the AFMOA Auditors have AHTLA. If the record is available in AHLTA and the coders have access, the auditors will not require assistance from the coders.

9. Section 6.0, page 13 –Reimbursement for contractor travel

Will travel be authorized from the US to the site locations or must travel be from hub locations to site locations?

There are no US sites in this contract. Travel will not be billable from the CONUS. Reimbursement will be for hub and spoke travel.

11. If this project is not considered a new requirement?

a. Who is the Inbument?

b. What is the contract number?

c. What was an estimated value?

There is no current incumbent.

The requirement was previously covered under contract FA5613-11-P-8090 performed by Treefrog Data Solutions, Inc. However, this solicitation is not for the exact same requirements covered under FA5613-11-P-8090.

from the United States is not an acceptable proposal.