Medical Record Collection Questions for Industry.docx
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Defense Health Agency
About this file
This document is a set of questions posed to industry regarding the collection, translation, and delivery of outpatient and inpatient medical records for the TRICARE Overseas Program (TOP) contract. The Defense Health Agency (DHA) manages Military Treatment Facilities (MTFs) in various overseas locations and requires the collection, translation, and delivery of medical records from the private sector to these MTFs for continuity of care.
The key details include:
- Industry standards for medical record translation, including average rates, translator certifications, and quality control processes
- Estimated timelines for outpatient and inpatient record collection, translation, and delivery to MTFs in overseas locations
- Challenges and barriers to record collection in these overseas countries and potential solutions, including leveraging technology like artificial intelligence
- Most effective methods for delivering the translated records to MTFs
- Recommended performance standards or Key Performance Indicators (KPIs) for record collection/translation/delivery
The document is part of a Request for Information (RFI) issued by the Defense Health Agency to gather industry input on an effective mechanism for these medical record management services under the TRICARE Overseas Program contract.
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Medical Record Collection/Translation Outside the 50 United States and District of Columbia
The DHA manages Military Treatment Facilities (MTFs) in Bahrain, Belgium, Guam, Germany, Greece, Italy, Japan, Korea, Puerto Rico, Spain, Turkey, United Kingdom. Collection, translation, and delivery of medical records to MTFs for care rendered in the private sector is critical for continuity of care. The following questions are poised to industry.
General
What are the industry standards for translation of medical records? Specifically:
· What is the average range of rates (costs) for translation of medical records?
· Are there certifications for medical translators?
· Does translation of medical documentation typically include an attestation of accuracy by a second translator?
Outpatient Record Collection
MTFs generate approximately 175K outpatient visits to the private sector per year. What is the estimated average time to collect an outpatient medical record in the above countries? What are challenges/barriers to outpatient record collection in these countries and how can they be overcome?
Most of these records are not in English. What is the average time it would take a contractor to translate an outpatient medical record? How can a contractor leverage artificial intelligence or other technology to expediate translation of outpatient medical records while ensuring accuracy?
What is the most effective, customer friendly method for delivering collected, translated outpatient medical records to MTFs?
What is the total estimated time to collect, translate, and provide an outpatient medical record to an MTF? What is an appropriate outpatient record collection standard for collection/translation/delivery?
Inpatient Record Collection
MTFs generate approximately 13K inpatient visits to the private sector per year. What is the estimated average time to collect an inpatient medical record in the above countries? What are challenges/barriers to inpatient record collection in these countries and how can they be overcome?
Most of these records are not in English. What is the average time it would take a contractor to translate an inpatient medical record? How can a contractor leverage artificial intelligence or other technology to expediate translation of inpatient medical records while ensuring accuracy?
How can a contractor ensure only the relevant medical components of the medical record are translated and submitted to the MTFs. Can AI be leveraged?
What is the most effective and efficient method for delivering collected, translated inpatient medical records to MTFs?
What is the total estimated time to collect, translate, and provide an inpatient medical record to an MTF? What is an appropriate inpatient record collection/transition/delivery standard (KPI)?
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