Request for Quote-RFQ 430 27 04.docx

STATE OF HAWAII

DEPARTMENT OF HEATLH

ADULT MENTAL HEALTH DIVISION

HAWAII STATE HOSPITAL

45-710 KEA'AHALA ROAD

KANEOHE, HI 96744

HIePRO SOLICITATION

RFQ-430-27-04

FOR

TRANSCRIPTION SERVICES

The Hawaii State Hospital (“HSH”) provides adult inpatient psychiatric services and is part of the Department of Health (DOH) Adult Mental Health Division (AMHD). The majority of the patients are committed by the judicial system. HSH is accredited by The Joint Commission (TJC). HSH is seeking transcription services set forth in Section 1, Scope of Services, of this request for quotes (hereinafter “RFQ”). The services shall be provided on HSH campus located at 45-710 Kea'ahala Road, Kaneohe, HI 96744.

1. Scope of Services

The transcriptionist shall provide the transcription services to produce clinical reports and assessments for the medical records by either transcribing a voice file or by editing/reviewing a document written by the physicians (medical/psychiatry).

1.1. Transcription

· Receives a dictation via the dictation system utilized by Hawaii State Hospital (HSH) and transcribes the report, reviews for completeness and accuracy and sends to the dictator for review/edit. When this is complete the report is processed and finalized. originals sent to the dictator for signature, and a copy is kept for referral.

· Prepares a typewritten reply in response to written requests for information from the patient record. This procedure includes reviewing the request for conformance to HSH Policy, abstracting requested information and photocopying reports from patient records, and preparing a letter for supervisor's signature. Maintains a correspondence log, entering dates of requests and action taken.

· Maintains a log of reports that are dictated or sent electronically to be transcribed for all admissions and discharges.

1.2. Review and Edit

· For reports not dictated, transcriptionist receives an electronic file written by the physician or Licensed Independent Practitioner (LIP) to be transposed into the proper format and edit to produce a final print of the report. When this is complete the report is processed and finalized, originals sent to the physician or LIP for signature, and a copy is kept for referral.

1.3. Support Services

· Forwards completed reports to the patient's assigned unit.

· Purges charts after appropriate timeline.

· Orients new incoming psychiatrists, physicians, APRNs, and locum tenens physicians to dictating system.

1.4. Performs Other Related Duties as assigned

· Attends mandatory trainings.

· Attends meetings and in-service trainings as assigned.

· Provides coverage in the absence of the Office Assistant which includes receiving and routing phone calls and mailroom duties.

· Performs other related duties as assigned.

2. Transcriptionist’s Qualification and Requirement:

· Ability to read, comprehend and apply written directions and a high degree of verbal skill. This experience may be met from part-time and/or unpaid work. There must, however, be evidence that participation was on a continuous basis but not necessarily on a full-time normal work basis. This requirement may also be met by possession of a high school diploma, with satisfactory completion of courses demonstrating knowledge of English grammar, spelling and punctuation.

· Clerical-Typing Experience: One (1) year of progressively responsible work experience which involved the operation of a typewriter (or word processor) at the rate of 55 net words per minute in performing a variety of standard clerical work such as typing of correspondence, reports and other material. Such work must have demonstrated knowledge of English grammar, spelling, and punctuation; common office appliances and equipment; and the ability to read and understand oral and written instructions; carry out procedures in clerical work systems; speak and write simply and directly; observe differences in copy and proofread words and numbers quickly and accurately; and operate various kinds of office equipment.

· One (1) year of progressively responsible work experience in transcribing (from direct dictation, tapes or similar recording system) and typing (by typewriter or word processor) medical reports, progress notes, case summaries, or correspondence involving medical terminology. Such experience must have demonstrated knowledge of medical terms and the ability to use standard medical references to verify questionable terms.

3. Vendor Compliance

· Proof of compliance obtained through Hawaii Compliance Express (HCE). The vendor’s name on the Certificate of Vendor Compliance (CVC) must exactly match the vendor’s name under which the quote for this solicitation is submitted. A copy of CVC must be submitted with quote for verification. The vendor is responsible for maintaining compliance. Non-compliance may result in a vendor not receiving an award, delay of payment, or cancellation of award.

· The interested offeror must be a registered company to do business in the State of Hawaii.

4. Compensation and Payment Schedule

The Contractor shall be compensated in accordance with the rate offered and submitted via HIePRO by the Contractor in responding to this RFQ. The Contractor shall submit monthly invoice to Hawaii State Hospital for the services provided in accordance with Section 1, “Scope of Services.”

5. Performance Period:

The Contractor shall provide the services set forth in Section 1, Scope of Services, of this RFQ for period specified in this solicitation or the award, unless the contract is sooner terminated.

Unless terminated, the performance period may be extended upon mutual agreement between Hawaii State Department of Health and the Contractor, for not more than one (1) additional year and be subject to the availability of funds. When in the interest of the State, HSH may terminate the contract at any time and for convenience by providing eight (8) weeks prior written notice to the Contractor.

6. Submission and Award The rates offered and submitted by the Contractor shall be inclusive of wages, fringe benefits, all applicable taxes, and all incidental costs (if any).

All submittals shall be made via HIePRO. The following documents must also be completed and submitted by the vendor.

· Wage Certificate

· Form W-9 Selection and award shall be contingent on the lowest and most responsible and responsive offer.

HSH reserves the right to cancel this procurement or award at any time and for convenience by providing eight (8) weeks prior written notice to the Contractor.

Please contact Utey Uch at utey.uch@doh.hawaii.gov if you have any questions regarding this RFQ.

RFQ-430-27-04 Page 1 of 2 image1.png