GIMC ED Provider Scheduling Software Statement of Work.docx

Statement of Work GIMC ED Provider Scheduling Software

BACKGROUND

The GIMC Emergency Department requires a Provider Scheduling Software to document ED physician work hours while participating in an IHS Headquarters approved pilot of the “Any 2080 Variable Work Schedule”. This function is a requirement of the pilot and cannot be achieved without utilizing a commercial Provider Scheduling Software. See “Any 2080 Variable Work Schedule for IHS Physicians Standard Operating Procedure” draft issued by IHS Headquarters and communicated to Navajo Area Office staff.

Provider scheduling in the emergency department is a complex and important task given the need for 24/7 coverage, backup coverage, dynamic shift times to match patient volumes and acuity of care provided in the ER. Currently our department utilizes a shared google document to schedule our providers and take their scheduling requests manually into consideration, which is time intensive, highly inefficient, and prone to error. Most emergency departments utilize an electronic scheduling software to provide cost-effective scheduling that guarantees optimal coverage and patient safety, and is also fair, flexible, accessible to all staff members, and easy to manipulate. The ability to algorithmically take provider requests into consideration while equally allocating and distributing different shift types to all providers also helps prevent physician burnout. An electronic scheduling software platform optimizes provider scheduling to address these needs. Further, an electronic scheduling software permits users to easily track shift hours and allocation. The automated component of electronic scheduling would reduce the current physician hours spent on schedule creation to be overall cost efficient.

OBJECTIVES

Our objective is to contract with a commercial provider of ED-provider specific Provider Scheduling Software options that our GIMC Emergency Department will utilize in our department on an ongoing basis. ED Provider schedule generation and hours tracking is more complex in the US Federal Government system than in most other ED practice environments in the United States, therefore the GIMC Emergency Department requires an advanced software that most closely meets our dual needs of accurate hours tracking and efficient schedule generation for an ED-specific context in the US Federal Government system.

PERIOD OF PERFORMANCE

The anticipated period of performance:

Base: 09/01/2022 – 08/30/2023 1st Option Year: 09/01/2023 – 08/31/2024 2nd Option Year: 09/01/2024 – 08/31/2025 3rd Option Year: 09/01/2025 – 08/31/2026 4th Option Year: 09/01/2026 – 08/31/2027

SCOPE

During the contract period, the GIMC Emergency Department will utilize the awarded electronic scheduling software platform to electronically generate the ED Provider schedule and track provider shifts and hours.

TASK

Our requirements of a scheduling software include:

1. Ability to auto-generate an ED-provider schedule based on provider availability and scheduling requests

2. Ability to accommodate the constraints of the US Indian Health Service system while generating these schedules (including accommodating both an “Any 2080 Variable Work Schedule” and an “Any 80 Work Schedule”)

3. Allow manual review and editing of the auto-generated schedule

4. Integration with an application or other compatibility function allowing end-users access to a dynamic version of the schedule via common smart devices (smart phones, tablets, personal computers, work computers)

5. Function to communicate directly via the software requests to trade shifts between providers

6. Ability for providers to input and adjust hours worked to accurately monitor time keeping, with supervisor verification

7. Function to communicate directly to the Supervisor via the software any updates on hours worked for a specific shift

8. Function to efficiently allow Supervisor to approve those shift hour adjustment notifications via the software

9. Ability within the software to efficiently document and track worked clinical and nonclinical hours

10. Ability to be configured to operate on Windows 10 platform.

DELIVERY

The contractor will deliver access to the electronic scheduling system platform, appropriate training for GIMC ED scheduling committee members and ED providers, web and smartphone interface for scheduling committee members and providers, and a point of contact for any technical challenges or optimizations. Completed training will occur within a two week period following access to the electronic scheduling system platform. All other requirements will be ongoing through the duration of the contract.

GOVERNMENT-FURNISHED PROPERTY

No government-furnished property will be provided to the contractor.

CONTRACTOR-FURNISHED PROPERTY

The contractor is not expected to provide any contractor-furnished property.

SECURITY REQUIREMENTS

Access to the electronic scheduling platform will be secured through a user-specific login username and password. The Emergency Department Chief and Director will delegate select users that have additional access to edit the scheduling algorithm and the generated schedule. The Emergency Department Chief and Director will delegate select users that can verify user-submitted adjustments to actual hours worked, if appropriate.

There is no patient information housed or shared on this software platform. There is no sensitive information regarding GIMC ED Providers housed or shared on this software platform.

PLACE OF PERFORMANCE

The contract will provide scheduling for the medical staff of the Gallup Indian Medical Center Emergency Department.