SOW.pdf

STATEMENT OF WORK

1.0 General - The mission of the Phoenix Area Indian Health Service (PAIHS) is to raise the physical, mental, social, and spiritual health of the Native American population served at PAIHS to the highest level, on the Reservations located in the Phoenix Area, throughout the states of Arizona, Nevada and Utah. In order to achieve this mission, Quality Management wishes to utilize a web-based credentialing /privileging software package that allows our health facilities to establish or maintain a Credentialing database system to track credentialing and privileging practices at each of the Phoenix Area IHS hospitals and clinics. Credentialing and privileging is done to insure the identity, experience and educational background of the providers that serve the patients at all of our IHS sites.

2.0 Background - The Phoenix Area Indian Health Service serves forty-three (43) Tribal nations in the States of Arizona, Nevada and Utah. The user populations are approximately 850,000 patient visits annually; the Area Office facility is located in the central down town area of Phoenix, Arizona. There are fourteen ambulatory care hospitals and health centers located on/or around the reservations and 15 tribally run ambulatory care hospitals and health centers. Each of these facilities credential and privilege numerous practitioners at their facility and it is essential, for the safety of our patients, to verify and track each practitioner’s medical license(s), board verification(s), education, malpractice claim history, current competence, disciplinary actions and background history, along with recent references, etc. We have utilized PRIVPlus for more than eleven (11) years to do this. With this type of software we are able to store credentialing and privileging information on hundreds of practitioners, in a database, that is readily accessible, 24/7. We are able to track expiration dates, track current competency, malpractice information, current affiliations, licenses, disciplinary actions, etc.

3.0 Description of Services - The primary purpose of this contract is to solicit bids from various contractors for a web-based credentialing /privileging software package that allows our health facilities to establish or maintain a Credentialing database system to track credentialing and privileging practices at each of the Phoenix Area IHS hospitals and clinics. These sites include the Phoenix Area IHS CVO, Elko Service Unit, Phoenix Indian Medical Center, White River PHS Indian Hospital, San Carlos PHS Indian Hospital, Parker PHS Indian Health Center, Yuma PHS Indian Health Center, Hopi PHS Indian Health Center, and Unitah-Ouray Indian Health Center. Credentialing and privileging is done to insure the identity, experience, malpractice history, disciplinary actions and educational background of the practitioners that serve the patients at all of our hospitals and clinics and is required for accreditation by Joint Commission and AAAHC. We would like to utilize a web-based style of software package that will allow us to maintain our credentialing/privileging information. Currently, this department, as well as the Service Unit sites, do not have the necessary manpower and resources available to them to manually complete both their short-term and long-term assigned duties as well as monitor all their credential files in an effective, efficient and accurate manner. Obtaining this software will allow us to utilize a web based software package to establish and maintain our credentialing and privileging information in a database. The services will be provided under the Statutory Authority: As implemented by Public Law 103-332; 10 USC.2304 and 41 USC.253, FAR 37 – Service Contracting and (For Medical Positions – FAR Part 37.4 – Non-personal Health Care Services); HHSAR Part 337. The contractor will continue to assist the PAO medical staffs in maintaining the database.

Period of Performance - This contract is awarded on a one year term basis beginning January 1, 2017 thru December 31, 2017, with four (4) one-year option terms.

4.0 Scope - The contractor shall provide a web-based software package that will allow the hospitals and clinics throughout the Phoenix Area Indian Health Service. These sites include the Phoenix Area IHS Credentialing Verification Organization (CVO), Elko Service Unit, Phoenix Indian Medical Center, White River PHS Indian Hospital, Parker PHS Indian Health Center, Yuma PHS Indian Health Center, Hopi PHS Indian Health Center, and Unitah-Ouray Indian Health Center. The software program/package must be able to maintain a privileging and credentialing database that offers the following:

a) Enables facilities to manage an electronic record via a web-based software package of comprehensive physician credentials data such as licensure, board certification, continuing medical education, DEA, other certifications, personal information, education, malpractice information and past claim history, etc.

b) Keeps track of scanned physician credential documents and verification forms, allowing the forms to be stored in the database for readily accessible review as needed.

c) The system should work with verification systems such as the National Practitioners Data Bank (NPDB), and Office of the Inspector General (OIG), State Licensing boards, American Board of Medical Specialties (ABMS), AMA (American Medical Association queries, etc. The system should interlink with these systems and send queries to these websites, which then allows us to query the site and save the information received back in the web-based software package database.

This will also allow automated batch processing of the National Practitioners Data Bank (NPDB) verifications and Office of the Inspector General (OIG) verifications.

d) Each Practitioner Folder in the web-based software package database should be in a convenient, central location for managing practitioner data and for performing all credentialing tasks. This includes entering and maintaining practitioner data, auditing to ensure that all required practitioner documents are present, managing the practitioner's appointment status at one or multiple facilities, processing, tracking and completing verifications, generating and printing practitioner profiles, scanning and storing practitioner credentialing documents, entering and managing core privileges, and tracking meeting attendance.

e) Allows the IHS sites to track expiration dates on appointments, license, board and malpractice expirations, and on certifications, to insure that their credentialing will be completed within the critical guidelines established by Joint Commission, AAAHC and NCQA.

f) Allows practitioners to complete the Indian Health Service Appointment Application online from anywhere they have internet access, or, allow the provider a template, fillable application that can be exchanged securely between the practitioner and the Indian Health Service site within Phoenix Area.

g) Comprehensive data entry fields should exist within the Practitioner Folder that help us track the practitioner's appointment from the day the application was mailed to the day the verifications are completed. Workflow reports should also be available in the system.

h) Within 90 days of award of the contract, the Contractor shall provide onsite training (preferred) or virtual based training on the use of their software at each individual site within Phoenix Area Indian Health Service.

i) Contractor will provide pre-installation consulting to assist IT staff in setting up the software at each site.

j) Contractor should offer an on-line help system.

k) Contractor should provide phone and email support by Company staff on a 24/7 basis throughout the duration of the contract. This will require working with a group of approximately 40 different users from the various Phoenix Area IHS sites.

l) At the time of award, the contractor will be required to migrate the information contained in the current PRIVPlus databases at each site into the new system. This will include letters, forms, privilege forms, medical schools and addresses, internship/residency/fellowship programs and addresses, licensing agencies and addresses, all National boards of certifications and addresses, hospitals and addresses. This will include full downloads of all information on approximately 750 “Active” files and demographic and appointment information on approximately 2000 “Inactive” files. Migration will also include the master lists for malpractice companies, hospitals, medical education programs (medical schools, internships, residencies, fellowships), and medical boards. A timeframe for this to occur will be negotiated by the Phoenix Area IHS Quality Management staff and the contractor with final approval by the Contracting Officer.

m) Web Based program should also allow for input into the system, for tracking purposes, non-credentialed staff to include, nursing, pharmacy, respiratory therapy, radiology techs, dieticians, audiologists, licensed certified social workers and dental hygienists.

n) Contractor will work with staff to create site specific verification letters, privilege forms, provider information into the web based program.

o) Contractor shall provide ongoing training to the Service Unit facilities on the use of the web-based software package and on any upgrades to the system allowing credentialing staff to utilize the program to its highest level of worth.

p) The web based software package must meet all Joint Commission, NCQA and AAAHC credentialing standards.

q) The web based software package must be user friendly for use by individual sites as well as the Phoenix Area Credentialing Verification Organization (CVO).

r) Web based software package should be able to be set up for single user through multi-user and multi-facility configurations.

s) Web based software package should allow for credentialing of small or large groups of providers. It should allow for within program or online privileging, for online verification of education, hospital affiliation, licensure, National practitioner database query, malpractice history verification, and board certification.

t) The web-based software package, must be a secure web server that meets the requirements of the Indian Health Service.

u) Allow data exchange between facilities within the Phoenix Area Indian Health Service.

v) The contractor must have a service network in place that is capable of installing component parts, troubleshooting, repairing and maintaining the web based software package, Monday through Friday, between the hours of 7 am to 6 pm MST.

During the solicitation process, interested vendors may be required to provide an on-site or virtual demonstration of their web based software program.

The contractor shall allow the Government to evaluate both the professional and administrative quality of services provided by the contractor, but retains no control over the personal and professional aspects of the services that are rendered, (e.g., unprofessional conduct; assistance for specific work related tasks, professional judgments).

The resulting contract will require the Contractor to indemnify the Government for any liability producing act or omission by the contractor, its employees and agents occurring during any part of the contract performance period.

The contractor will be expected to assist and provide services and duties as may be requested for the normal operational requirements for the department and personnel. The contractor shall provide work that is consistent with the guidelines and procedures of the IHS. Failure of the contractor to meet these standards can result in cancellation of this contract. The contractor’s performance and abilities shall be evaluated based upon performance standards that are contained in this statement of work.

If appropriate and necessary, the contractor shall provide consultation to the Supervisor on better improving and enhancing the program environment and delivery of services. The contractor shall advise the Project Officer, Contracting Officer or Program Manager or their designated representative of any problems encountered or which may be encountered in connection with meeting the needs of the contractor’s duties.

PAIHS Point of Contact: Paula Slyker. 602-364-5041. Email – Paula.Slyker@ihs.gov mailto:Paula.Slyker@ihs.gov