Questions_and_Answers_to_RFP_HD159049.pdf

Questions and Answers to RFP HD159049—RHIA, RHIT, CCS

1. Can the coding positions be done remotely, aka off-site?

● We ask this due to the industry norm being that of remote coding for hospitals and physician groups across the country. With the expansion of Electronic Health Records, securely remote accessing a hospital’s medical records is how most coding is done these days.

● Finding local, onsite talent is much more difficult than it was a few years ago with most experienced coders knowing they can have remote jobs almost anywhere in the country and being able to work from the comfort of their own homes.

Answer: No. Onsite review of the medical records to support the diagnosis as well as receiving documentation, coding, and claims is required for the CSS positions.

2. If the coding positions must be onsite, would you be open to a wider travel scope? (For example, a quality coder traveling in from out of state to code at one of the CA sites.) As stated in the RFP, “Individuals assigned to a designated facility or location shall reside within 30 miles of said facility or location.”

● Although onsite positions, as we stated earlier, are not the industry norm anymore, it would really expand our talent base if the sites would allow us national travel possibilities/candidates.

Answer: The DDS will not pay travel expenses unless pre-approved and part of a specific task identified for the coder.

3. With regard to the five (5) day turnaround for having coders available once rewarded the bid, how strict of a deliverability model is that?

● We ask because you’re essentially asking for us to commit recruitment efforts to this project without knowing if we’ve won.

● Additionally, without knowing your onsite HR requirements for HIM professionals, we have no way of screening them appropriately and a normal screening process takes about two (2) weeks for full backgrounds, drug screens, and other tests to be completed.

Answer: The contract has to be initiated within five (5) days; it does not indicate that all staff would need to be in place within that timeframe. We would need a projected date of staffing.

4. Do the coders need experience in all three (3) types of facilities (Acute/SNF/ICF) or will just one be sufficient?

Answer: The Certified Coding Specialists will need knowledge and experience in Acute, SNF, and knowledge of CPT. However, we have no Part A in the SNF.

5. In regard to the CV request (page 21), is the expectation to present the resumes of coding candidates that will meet your requirements or candidates would be expected to be hired for the position?

Answer: The expectation is that each candidate meet or exceed the specified qualifications listed within this proposal. Résumés should clearly demonstrate their expertise based upon past experience, work history, and references.

6. Is the goal of this project to sole source with one company winning, or is there a possibility for multiple company awards?

Answer: The award will be made to only one (1) Contractor.

7. Are there any additional screenings or testing processes, outside of our own internal testing/screening, that our candidates will have to go through, i.e. coding test, interviews, etc., that are not specifically required for DSM?

Answer: Contractor is responsible for screening as required for hiring at any care hospital, SNF, ICF/DD, i.e. fingerprinting, criminal background check, drug screening, etc.

8. Given the challenges in finding qualified staff, would you consider paying for travel? Or is it absolutely firm that the consultant live within 30 miles of the site?

Answer: No travel will be routinely included unless pre-approved by the DDS.

The DDS is willing to waive the 30 mile radius from the RFP. It must be understood, however, that the DDS will not pay for relocation costs or out-of-state RHIA’s, RHIT’s, or CCS’ to travel from their homes to California and back.

These are full-time positions; travel should not be routine. However, should travel between facilities become necessary as part of a specific task, rates will be paid according to the RFP. Please refer to the provided links.

9. If it is firm, would you be willing to entertain traveling coders, if we absorbed the travel costs ourselves?

We are not opposed to traveling coders—just that the same person is assigned to the facility as their job is coding and reviewing of supporting documentation.

This is simple coding; no procedures.

10. What percentage of these jobs are productive coding/auditing vs. “other” HIM-related duties?

Answer: 75% would be coding and record reviews, UR and Medicare Meeting preparation, and perhaps some prep for discharge. Miscellaneous should account for 25% or less. There would only be two coders to code, review the coding & documentation, review claims that have been returned.

11. Are all positions full-time?

Answer: Yes.

12. Do we use your system/computers? Or do we provide that?

Answer: You will use the systems in place at the facilities: ER2000, Document Management, manual records. The computers will be provided including EncoderPo Professional for use.