PERFORMANCE WORK STATEMENT.pdf

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PERFORMANCE WORK STATEMENT

1. DESCRIPTION OF WORK

The Contractor shall provide personnel to perform Medical Records Technician services at the Indian Health Service Cass Lake Hospital. The medical records technician shall be required to perform services as outlined in the performance work statement. The contract employee performing this service will hereafter be referred to as Medical Records Technician (MRT). The location will be referred to hereafter in this document as (CLH).

2. MAJOR DUTIES: Medical Record Technician

Contractor shall possess the knowledge, skills and ability to perform a full range of service in the medical records profession. Services may include but are not limited to the following:

Assists in the maintenance of acceptable medical records (aka charts) as prescribed by the Indian Health Service, standards of accreditation, and other certifying agencies.

Retrieves and organizes charts for outpatient, special clinics and providers.

Checks scanned or paper documents for every chart pulled so chart will be current for patient visit.

Reviews records for correct identification and validation of each part by name, registration number, dates, signatures, orders, medication where required and internal consistency and completeness.

Scans consultations, laboratory, X-ray reports, contract prescriptions, orders and miscellaneous correspondence into patient charts.

Ability to adapt and quickly adjusts work assignments as needed to cover peak times, leave requests and vacancies.

Prioritizes work to ensure work is disseminated appropriately and notifies department lead when a backlog of 4 or more days occurs.

Maintain confidentiality of patient information.

Shall possess basic knowledge of policy and procedures of the medical records department.

Shall be knowledgeable of medical references and regulatory requirements for medical records in order to identify inconsistencies or discrepancies among medical documentation.

Shall be experience in operating a computer, scanner, copier machine and other standard office equipment.

Shall be have working knowledge of Microsoft Office Outlook, Word, Excel and an electronic health record.

Shall be able to type with accuracy and sufficient speed.

Failure to learn the Electronic Health Record system and perform independently within 2 weeks of beginning service may be grounds for immediate removal.

Shall analyze and interpret information in order to correct complicated inconsistencies or discrepancies in the record.

Shall be flexible in order to meet deadlines while dealing with unexpected problems.

The Contractor shall consult with patients and facility staff as necessary to coordinate work efforts, exchange or obtain patient information, solve technical problems, and participate in the finalization of medical records.

The work is primarily sedentary therefore, shall be capable of standing and sitting for extended periods of time.

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The Contractor shall be able to walk, bend, and carry items in order to retrieve, deliver, and move records, supplies, and operate office equipment.

Shall be able to read, write, and speak English clearly.

Shall not remove from the facility nor export PHI/PII electronically to personal email or server accounts for any reason.

Contractor provider shall report to the security desk when entering or leaving the facility.

Contractor shall provide a valid photo identification card upon request to security personnel.

This is not a virtual or telework position and shall occur onsite at the designated Government facility.

At no time shall the Contractor or Contractor staff bill the patient or 3rd party insurance.

3. ORIENTATION AND TRAINING

The Government shall provide paid orientation prior to commencement of work.

Attendance shall be required of all MRTs and will be scheduled by the COR.

Training may include instruction on automation processing, quality assurance policies, and local in-service and safety briefings. This training shall be conducted during the scheduled shift of the MRT.

Government Unique Training. The Government may elect to provide unique Government training to MRTs who are performing services under this contract. If the Government elects to provide such training, the Government will provide such training at no additional expense to the Contractor.

The MRTs shall complete all training prescribed to include but not limited to the following:

- Annual Protecting Children from Sexual Abuse in Health Care Settings

- Annual Information Security Awareness

4. ELECTRONIC HEALTH RECORD SYSTEM.

Electronic Health Record (EHR) contains the facilities’ appointment scheduling program, pharmacy, lab, and radiology ordering system and is interlinked with other departments in the CLH. The Government will provide training to MRTs in the EHR and/or other procedures that staff are required to use. Access to such patient data systems is restricted and requires compliance with the Health Insurance Portability and Accountability Act (HIPAA) Security Rule.

5. REPORTING REQUIREMENTS.

The Contractor shall submit reports to the COR as requested for use in monitoring Contractor performance. Such reports may include, but are not limited to:

personnel recruitment; time sheets, etc.

6. SAFETY

The Contractor shall ensure that all MRT comply with all safety regulations.

Regulations include but are not limited to general safety, fire prevention, waste disposal and infection control.

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Hazards: Services under this contract shall occur in a healthcare facility therefore, the Contractor can be expected to come into contact with potentially infectious materials, infectious individuals, chemicals, among other hazards. The Contractor shall be responsible for providing their personnel with adequate training for all potential hazards that their personnel may encounter while performing services in a healthcare setting to ensure safety.

Personal Protective Equipment: The Contractor staff shall utilize PPE as appropriate in a healthcare setting and as required by IHS policy, OSHA, and other regulating bodies. The Contractor shall ensure that assigned staff have been trained on proper use of PPE to ensure staff know when it is necessary; what kind is necessary; how to properly put it on, adjust, and take it off; limitations of equipment; proper care, maintenance, useful life, and safe disposal of equipment.

7. Hours of Operation

Monday – Friday, 8 hours per day, 30 minute break.

Work hours and days will be determined by CLH, and confirmed by the contractor.

Schedules are subject to change due to hospital staff changes, emergencies, holidays, vacations, and unexpected events. Scheduling shall not exceed 40 hours per week.

Clocking in prior to scheduled time shall not be considered as hours worked.

The hours do not include any breaks nor are breaks billable.

The government reserves the right to verify the hours worked and shall utilize time and attendance logs, verification of computer logs, etc.

Hours worked do not include travel time needed to reach the facility or other place of performance nor is travel time billable.

Shift Scheduling: CLH will provide a schedule of needed shifts to the Contractor 30 days before the first scheduled shift.

On-call Services: not authorized Overtime/Extended Shift: not authorized

Unscheduled Absences: Unscheduled absences shall be called into the assigned COR or the Health Information Director by the contractor at least 24 hours before the start of the shift.

Closures: During anticipated closure of the facility due to a CLH’s declared training, holiday or during unplanned closure of the facility due to natural disasters, emergencies, severe weather, or otherwise, the Contractor shall not be scheduled to work. The Contractor shall not invoice for closures unless qualified by regulation.

Holidays: There are ten (10) federal holidays which shall not be scheduled days of work. Any federal holiday or early dismissal declared by Presidential Executive Order shall be observed in the same manner.

New Year’s Day, Martin Luther King Jr’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, Christmas Day.

There are eleven (11) paid holidays pursuant to the Service Contract Act which includes all ten (10) federal holidays listed above, as well as Good Friday.

(29 CFR 4.174)

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Vacation: Pursuant to the Service Contract Act the Contractor shall qualify for paid vacation, as applicable.

2 weeks after 1 year of service with a contractor or successor;

3 weeks after 5 years, and;

4 weeks after 15 years.

Length of service includes the whole span of continuous service with the present contractor or successor wherever employed and with the predecessor contractors in the performance of similar work at the same Federal facility.(Reg. 29 CFR 4.173)

8. SERVICE LOCATION

Indian Health Service 425 7th Street NW Cass Lake, MN 56633

9. REMOVAL OF MRT.

At any time during the performance of this contract, the CO or COR may direct the Contractor to immediately remove any MRT whose actions create reasonable suspicion of impairment, misconduct, danger, and/or physical harm to a patient, facility personnel, self, equipment or property. This provision shall be used in emergency situations only and not for the purpose of bringing performance issues or other non-urgent concerns to the attention of the Contractor.

10. MEDIA INQUIRIES

Contractor shall ensure that Contractor personnel do not respond to any media inquiries. Any inquiries from the media shall be immediately relayed to the COR.

Contractor shall not conduct interviews, make comments, or any other response on behalf of the Federal Government and Cass Lake Hospital. .

10. SMOKING

Smoking is not authorized in or around federal property. Consult with the COR to identify designated smoking areas.

11. COMPLAINTS

All complaints shall be submitted in writing.

Contract performance issues shall be submitted to the CO and COR within 24-72 hours of incident. The MRT shall submit patient complaints to the COR and/or department director promptly.

12. CONFIDENTIALITY

Unless otherwise specified, all financial, statistical, personnel, and/or technical data which are furnished, produced or otherwise available to the Contractor during the performance of this contract are considered confidential business information and shall not be used for purposes other than performance of work under this contract. The Contractor shall not release any of the above information without prior written consent of the CO. The Contractor shall not use patient care rendered pursuant to this contract as part of a study, research project, or publication.

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13. QUALITY CONTROL

The Contractor is required to follow the current quality control program in place at CLH to ensure that the medical services are provided at a level of quality which meets accreditation standards.

The Government shall monitor the Contractor's performance using procedures established and pursuant to the Contract Terms and Conditions-Commercial Items clause, paragraph entitled Inspection/Acceptance. Performance review is subject to scheduled and unscheduled inspection.

14. GOVERNMENT FURNISHED PROPERTY & EQUIPMENT

The Government will provide use of all available CLH’s facilities, materials, forms, equipment, and specialty clothing required for contract. MRT shall keep supplies, equipment, and work areas in a safe, orderly and clean condition.

MRT shall notify the Government whenever maintenance of equipment is required.

Personal long distance calls are not authorized. The cost of all personal long distance calls shall be deducted from the Contractor’s invoice.

The Government shall issue an identification badge. The Contractor shall wear the assigned badge at all times while on duty. The badge shall be returned to the COR upon last day of work.

The Government shall issue a vehicle sticker. The Contractor shall apply the vehicle decal as instructed and maintain until completion of contract. The vehicle decal shall be returned upon last day of work.

The Government is not be liable for theft, damage, or loss of personal property. The Government may not be able to provide a secure space for personal belongings therefore, the Contractor shall take necessary precautions to prevent theft or damage.

The Contractor is responsible for own food and lodging.

15. OTHER REQUIREMENTS

In addition to performing services, the MRT must be able to meet the following criteria.

Education: High school diploma or equivalent.

Only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education may be accepted.

Citizenship: Shall be a United States citizen.

Immunizations: Contractor shall provide evidence of vaccination.

• MMR Immunization (measles, mumps, and rubella), o Individuals born on or after 1957 can be considered immune and shall provide documentation of physician-diagnosed measles, laboratory evidence of measles immunity, or adequate immunization with two doses of live measles vaccine on or after their first birthday.

o Individuals born prior to 1957 need not be considered susceptible; measles vaccine or proof of immunity is therefore not required.

6 | 6 o Individuals who are allergic to a component of vaccine and/or have a history of a severe reaction to vaccine will not be required to receive that vaccine.

• Hepatitis B

• Tdap-Tetanus, diphtheria, acellular pertussis or, current Td booster.

• Polio

• TB (tuberculosis) test results as negative.

• Flu – Influenza (seasonal)

Security Clearance: P.L. 101-630, Indian Child Protection & Family Violence Act.

Contractor personnel shall be capable of passing a background investigation to include fingerprinting prior to commencement of work. The investigation at a minimum shall entail both a national criminal history fingerprint search performed by the FBI and an investigation of conduct in following areas; residence, employment, education, references.

The Contractor shall provide full cooperation during the investigation process as well as provide accurate and complete data to allow for timely processing.

Providing partial or incomplete data which results in multiple requests for information or rework shall be considered failure to cooperate. The Contractor shall be removed should unnecessary delays occur.