PWS AUTOPSY SERVICE MINNEAPOLIS VA.pdf

Performance Work Statement Minneapolis VA Health Care System (MVAHCS) Pathology & Laboratory Medicine Services

1. Scope

The Minneapolis VA Health Care System, Pathology and Laboratory Medicine Services (MVAHCS) has a need for accredited anatomical autopsy services to be performed off-site. This contract would be used when anticipated staffing shortages at the MVAHCS cannot support internal workload. The MVAHCS shall not exercise any supervision or control over the Contractor service providers performing the services herein. Contractor service providers shall be accountable solely to the Contractor who, in turn is responsible to the MVAHCS. This will be a 12-month contract award.

2. Contractor Requirements:

a. All physicians must be board certified in Anatomic Pathology by the American Board of

Pathology.

b. Contractor facility must have an on-site autopsy suite.

c. Contractor facility must be accredited by the National Association of Medical Examiners

(NAME).

d. All services provided by the Contractor shall meet or exceed all applicable standards of The

Joint Commission (TJC).

e. Contractor must be located within 50 miles of the MVAHCS.

f. The toxicology testing, preliminary and final autopsy reports and autopsy photos must be included in both complete and limited autopsy fees.

g. Contractor must have the ability to send and receive secured fax.

h. The Contractor must be available for Veteran in-take 24/7.

i. Only services requested by the MVAHCS may be performed. If additional services are recommended by the Contractor, Contractor must notify the MVAHCS COR in writing prior to performing additional services. MVAHCS COR approval must be obtained prior to these additional services being performed.

j. A Business Associate Agreement is required between Contractor and VA as protected health information is disclosed.

3. Schedule of Items and Estimated Annual QTY

• Complete Autopsy – 10 QTY

• Limited Autopsy – 10 QTY

• Neuropathology Consultation – 20 QTY

• Cardiac Pathology Consultation – 10 QTY

• Embalmed Decedent Surcharge – 2 QTY

• Brain Removal for Donation Program – 2 QTY

• Hardware/Device Removal – 2 hours

• Storage of Remains – 5 days

• Microscopic Glass Slide Recuts - 10 QTY

• Microscope Prints from Slides – 10 QTY

• Human Remains Pouch/Body Bag – 5 QTY

4. Logistics

a. Pre-Autopsy process:

i. The MVAHCS Decent Affairs is responsible for obtaining signatures on the autopsy consent form and identifying a funeral home for the Veteran. They are responsible for completing the Next of Kin Authorization for Removal and providing that to the Contractor through secured fax. They are responsible for the transportation of a Veteran from the MVAHCS to the Contractor, and from the Contractor to the MVAHCS if necessary. They must also ensure a Veteran arrives to Contractor with patient identification physically attached to the Veteran and externally on the body bag.

ii. The MVAHCS Pathology & Laboratory Medicine Service will be responsible for communicating the required services to Contractor and providing medical records outlining the Veteran’s list of major medical diagnosis, current medications, admission history and physical examination, consult notes, and discharge summary (if applicable). This transfer of information will be through a secured fax.

b. Autopsy process:

i. It is expected that an autopsy would be completed 24-36 hours after in-take. If an autopsy cannot be performed within that timeline, the Contractor must notify the MVAHCS as soon as possible and provide the estimated completion time.

ii. Preliminary and final autopsy reports must be included with all autopsies. These reports shall be securely faxed to the MVAHCS, Attn: Susan Dachel. The MVAHCS secured fax # is 612-467-2079. Preliminary reports shall be reported on the same day of the autopsy. Final reports shall be reported within 30 working days of the autopsy. If there are extended delays with the final report, Contractor must notify the MVAHCS and provide an estimated completion time. Working days are defined as Mon-Fri, excluding Federal Holidays.

iii. Autopsy photos must be released to the MVAHCS after the final report is issued.

Photos will be sent electronically either through encrypted vendor portal, or encrypted email.

c. Post-Autopsy process:

i. The Contractor will notify the designated funeral home. It is expected that the designated funeral home will pick-up the Veteran from the Contractor, 24-48 hours after the autopsy has been completed. If storage at the Contractor exceeds 48 hours, storage fees may apply. Contractor must notify MVAHCS if this situation occurs and provide the MVAHCS Decent Affairs with the opportunity to coordinate pickup to avoid storage fees.

5. Facility Points of Contact

a. Rachel Pike, MLS

Contracting Officers Representative (COR), MVAHCS 612-467-5989 Rachel.pike@va.gov

b. Jacob Chudzik Mobility Manager, Decedent Affairs Jacob.chudzik@va.gov 612-467-1440

c. Susan Dachel Histology Supervisor, MVAHCS 612-467-2449 Susan.dachel@va.gov mailto:Rachel.pike@va.gov mailto:Jacob.chudzik@va.gov mailto:Susan.dachel@va.gov