One Medical Assistants SOW1.pdf

Department of Health and Human Services Indian Health Service

Claremore Indian Hospital

Statement of Work (SOW) Medical Support Assistants

1. PURPOSE OF THE PROJECT

The Claremore Indian Hospital (CIH), Indian Health Services (IHS) has a requirement for medical assistant services under a non-personal service contract. The COVID-19 pandemic has created the need for full-time medical assistants to schedule COVID vaccine, Purchased Referred Care call appointments, medical appointments, insurance approvals, preauthorization’s and medical record maintenance. The need is for one

(3) medical assistants on a full-time basis for the duration of the pandemic.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

This position is to provide clerical tasks related to the administration with the Registration department and to perform tasks within the medical assistant job category.

The medical assistant will:

• Use standard forms to process incoming staff and patients by:

o Screen persons as required to enter facility o Complete insurance forms and conduct Pre-Authorizations o Schedule appointments by phone or other methods o Maintain financial and medical records o Record and file patient charts and medical records

• The medical assistant will be required to be able to use a computer to complete tasks in the EHR.

• Answer the telephone, record and relay messages and/or redirect calls as necessary.

o Will refer urgent messages as necessary for immediate action This need will be fulfilled by three (3) day shift medical assistant working shifts from 8:00 AM to 4:30

PM

The medical assistant will reside in an air conditioned registration office space.

• Direction will be provided by the Registration supervisor.

The medical assistant should meet the requirements below:

• Knowledge of communication skills and proficiency in the English language in order to allow for tactful and diplomatic relations with all levels of staff, patients and their families

• Possess Good oral and written communication skills as well as organizational management skills

• Have experience with standard office administrative functions with verbal and writing skills

• Will frequently walk, reach, kneel, stoop, stand

• Lift up to 25 pounds

3. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months from date of award.

Claremore Indian Hospital

4. LEVEL OF EFFORT

4.1. The contractor will work shifts of 8 hours with an unpaid lunch period of 30 minutes, Monday through Friday.

4.1.1. The contractor will not work Federal holidays.

4.2. The contractor will follow PPE requirements of CIH which are subject to change during the COVID pandemic but are currently as follows:

4.2.1. Mask or respirator

4.2.2. Face Shield

4.2.3. Gloves

4.3. Training will be provided by registration staff on IHS specific rules and regulations.

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management.- (Security Clearance for on-site human services)

5.2. The US PHS Claremore Indian Hospital is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.3. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Claremore Indian Hospital official, presenting valid identification, smoking restriction and any safety procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of

Claremore Indian Hospital. Such action(s) could result in violation of the contract.

5.5. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the Contracting Officer Representative (COR).

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of services. The POC will be

Claremore Indian Hospital empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.2. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The Government shall provide the facilities, equipment and PPE of the CIH for the use by the contractor for the provision of the services required under this contract.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract.

9. CHANGES TO THE STATEMENT OF WORK (SOW)

9.1. Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

10. DELIVERABLES/PERFORMANCE MATRIX

10.1. Contractor was on-time and completed tasks as assigned: Yes No

10.2. Contractor followed the rules and regulations set by CIH: Yes No

10.3. The contractor supplied a monthly time-sheet: Yes No

10.4. The contractor addressed any complaints or concerns: Yes No

Department Supervisor Signature:_________________________

Administrative Officer Signature:_________________________