J.3-B_SOW_TO_0003_ISD_NonLTC_Hospital_Survey_Process.docx

National Surveyor Training Program (NSTP) Contractor

Task Order (TO) Statement of Work (SOW) Chapter 5: Instructional Systems Design Non Long Term Care Surveyor Guidance and Dissemination of the Hospital Survey Process

A. Statement of Work (SOW)

CHAPTER 1. SCOPE

1.A. - Background

CMS is responsible for administering the Medicare/ Medicaid surveyor and certification training program and other programs as directed by the Secretary, under contract with States as provided in section 1864 of the Social Security Act. CMS is responsible for training State and Federal staff in regard to various Survey & Certification issues.

The Centers for Medicare and Medicaid Services (CMS) Center of Clinical Standards and Quality (CCSQ), Survey and Certification Group, Training Team (SCG/TT) is responsible for providing leadership, overall programmatic direction and training to Regional Offices (ROs) and State Survey Agencies (SAs) for implementation and enforcement of health quality and safety requirements for Medicare/Medicaid providers and suppliers of health care services.

This training is mission critical by statute. Section 1819(g) of the Social Security Act mandates that the “Secretary of HHS, through the CMS Administrator, assure that surveyors are trained to make determinations about the Conditions of Participation (CoP) of providers.” Related authority: US Code, Section 1396 – 1396v, Subchapter XIX, Chapter 7 and Title 42. Also: Chapter IV, Title 42, and Title 45, Code of Federal Regulations. And, Section 1919(g), “Survey and Certification Process,” subparagraph (iii), “The Secretary shall provide for the comprehensive training of State and Federal Surveyors in the conduct of standard and extended surveys….” No individual shall serve as a member of a survey team unless the individual has successfully completed a training and testing program in survey and certification techniques that has been approved by the Secretary.”

Surveyors inspect various provider types and are grouped by these occupational designations. These occupational groupings include both Long Term Care (LTC) and Non-Long Term Care (Non-LTC) provider and supplier types.

The focus of this contract is on the Hospital Survey and Certification Process guidance. Other related trainings may be needed, depending on CMS SCG needs and priorities.

Hospital Survey Process Guidance and Professional Development Hospitals must be surveyed and certified for compliance with federal regulations, as stated in the State Operations Manual. The CMS website provides guidance on Hospital survey & certification:

Survey & Certification - Guidance To Laws & Regulations – Hospitals The CMS website states: http://www.cms.hhs.gov/GuidanceforLawsAndRegulations/08_Hospitals.asp “Survey protocols and Interpretive Guidelines are established to provide guidance to personnel conducting surveys. They serve to clarify and/or explain the intent of the regulations and all surveyors are required to use them in assessing compliance with Federal requirements. The purpose of the protocols and guidelines is to direct the surveyor’s attention to certain avenues for investigation in preparation for the survey, in conducting the survey, and in evaluation of the survey findings.

“The hospital survey is conducted in accordance with the appropriate protocols and substantive requirements in the statute and regulations to determine whether a citation of non-compliance is appropriate. Deficiencies are based on a violation of the statute or regulations, which, in turn, is to be based on observations of the hospital’s performance or practices.

“The Interpretive Guidelines include three parts:

· The first part contains the survey tag number.

· The second part contains the wording of the regulation.

· The third part contains guidance to surveyors, including additional survey procedures and probes”.

Federal and State Survey Agencies require guidance and professional development about the Hospital survey process, survey protocols, and interpretive guidelines to promote consistency among how Hospital surveys are conducted throughout the United States. To meet this need, Hospital Survey Process Guidance and Professional Development will be developed for Federal and State Survey Agencies responsible for conducting Hospital survey and certification. The Hospital Survey Process Guidance and Professional Development will provide Hospital surveyors and certification specialists with the knowledge, skills, and attitudes needed to survey a Hospital in accordance with CMS Medicare regulations and requirements.

Additional links on the survey & certification process for Hospitals are provided on the next page.

APPLICABLE DOCUMENTS

Links Federal Guidelines applicable to this course:

Survey & Certification Guidance to Laws – Overview http://www.cms.hhs.gov/GuidanceforLawsandRegulations/01_Overview.asp

Survey and Certification Enforcement http://www.cms.hhs.gov/SurveyCertificationEnforcement/01_Overview.asp CMS Home Page https://www.cms.hhs.gov

CMS Survey & Certification Home Page http://www.cms.hhs.gov/SurveyCertificationGenInfo/

Electronic CRF (e-CFR) http://ecfr.gpoaccess.gov

Social Security Act Http://www.ssa.gov/OP_Home/ssact/ssact-toc.htm

Interpretive Guidelines http://www.cms.hhs.gov/manuals/downloads/som107_Appendixtoc.pdf

Hospital Publication Dates and Related Links http://www.cms.hhs.gov/CFCsAndCoPs/06_Hospitals.asp

Hospital Conditions of Participation http://www.access.gpo.gov/nara/cfr/waisidx_04/42cfr482_04.html

Certification and Compliance for Hospitals http://www.cms.hhs.gov/CertificationandComplianc/08_Hospitals.asp

Survey & Certification Guidance to Laws and Regulations for Hospitals http://www.cms.hhs.gov/GuidanceforLawsAndRegulations/08_Hospitals.asp

Survey & Certification Letters http://www.cms.hhs.gov/SurveyCertificationGenInfo/PMSR/list.asp

Hospital Center http://www.cms.hhs.gov/center/hospital.asp

1.B - Purpose

The objective of this Statement of Work (SOW) is to obtain the services of a contractor to provide an efficient and effective national training program providing Hospital Survey & Certification Process Guidance and Professional Development for CMS Federal, Regional Offices, and State Survey Agencies regarding the Hospital Survey & Certification process. Instructional Design services are needed for the analysis, design & redesign, development, implementation, dissemination, evaluation, and revision of the training and professional development for Hospital Surveyors and Certification Specialists.

Skilled experienced Instructional Designers and Developers will work with the COR, the CMS SCG Hospital Program and national expert, along with other designated CMS Program Leads, team members, and Subject Matter Experts (SMEs) for this training project development. The COR will approve the Instructional Designer and Developers.

The contractor will work with the COR and Hospital Program Leads to outline and define a detailed curriculum plan for both the Hospital surveyor and the Hospital certification specialist training plan, based on training priorities and job task analysis. The contractor will detail the training in the Design Plan. This plan will map out the trainings that the Hospital surveyor and the Hospital certification specialist must complete.

The Hospital Surveyor design plan and curriculum map will contain the full spectrum of courses that a Hospital Surveyor must complete, including: a curriculum map for the CMS SCG Preceptor Manual, pre-requisite trainings, a Hospital Basic Training online course, guidelines for post-course field experience training and mentoring with a preceptor, continuing education for the experienced surveyor, advanced trainings for hospital surveyors, and support for preceptors.

Likewise, the Hospital Certification Specialist curriculum map will contain the full spectrum of courses, including a curriculum map for the CMS SCG Preceptor Manual, pre-requisite trainings, basic training, guidelines for mentoring with a preceptor, continuing education, advanced training, and support for preceptors.

The contractor will conduct ISD to create training events for the Hospital Survey & Certifcation curriculum that are accurate, instructionally sound, interactive, and engaging. The contractor will apply sound ISD theory (as outlined by Dr. Chuck Hodell in ISD from the Ground up and Basics of Instructional Systems Development and Design). The trainings and lessons will incorporate Gagne’s Nine Events into the course ware and lessons, to assure that the training is designed effectively.

The contractor will recommend best practices for training methodologies, such as distance learning solutions, webinars, face to face training, or a combination of these as needed to best fit the learning needs of the target audience.

The contractor will develop a design plan for the course ware. In it, they will define and describe a finalized and approved curriculum plan for both the Hospital Surveyor and the Hospital Certification Specialist. The curriculum plan will map out the guidance to include all aspects of the Hospital Survey and Certification training process, from beginning pre-requisites and basic courses through advanced courses, updates, and continuing education. The plan will map out subsequent trainings and events that will lead to advanced level experience and continuing education and professional development. Preceptor activities will be noted on the curriculum plans where appropriate.

Instructional design processes and procedures will be used to develop training and implement training for Survey and Certification occupations. Instructional Systems Design services include analysis, design & redesign, development, implementation, evaluation, dissemination, maintenance, and revision of training products for surveyor and certification specialist guidance and professional development for the CMS Survey & Certification Training Staff.

CHAPTER 2. GENERAL REQUIREMENTS

In accordance with (IAW) Chapter 2 of the (NSTP) USOW, the contractor shall carry out all work/tasks described in sections 2. Tasks 1A – 1C.

General: All instructional design work will be based on the standard steps and process of instructional systems design (ISD), including: producing task inventories, critical task lists, target population descriptions, a detailed design document including methods, media and evaluation criteria. These ISD steps must be documented and provided to CMS per major development or major revision effort. Ensure the ISD audit trail is in place so that if the principle contract Instructional Designer is unavailable, another Instructional Designer will be able to keep the project on track. All products and services will meet common professional standards for quality including: development plans, instructional design plans, reports, minutes, Instructor Guides, and Student Manuals. All new or significantly revised products will need to go through iterations of quality assurance and must meet CMS content and instructional integrity.

Copyright and model releases: Will be original signed and dated hardcopy and made legally binding to protect CMS interests. Attached are the CMS Copyright and CMS Model Release forms which must be used. Obtain written legally binding copyright release for all copyrighted materials, or commercial items used. This includes permission or licensing for media such as visual, video or audio materials, and regulations, programs or other products that are copyrighted. Written permission shall include unlimited reproduction, duplication, for use on the Internet and use by the Federal Government. Note: avoid commercial clip-art, photographs or other copyrighted work unless written permission is obtained for each item.

Obtain written legally binding model releases for all identifiable individuals that are presented in media. Ensure that actor guild agreements for media products are enforced.

Data Deliverables—Media: The final data deliverable(s) shall be made available/submitted on one or more of the following media any of which is for use on a computer must be Windows compliant:

· CD-ROMs

· DVDs

· External hard drives

· Flash drives

· Web, CD and DVD based products

The Contractor shall submit all deliverables in final form to the COR, at CMS, according to the following format: Windows compliant formatted CD –ROM and or DVD or external hard drive for the WBL program and related media. Instructor Guide (IG) and handouts will be delivered as digital copies and hard copies. Student Manual (SM) and Training Aid prototype manual as a digital copy and hard copy. For graphics processed using programs that generate layers such as in Photoshop, Illustrator, include a separated DVD or external hard drive of uncompressed master-art in its native format with layers intact.

All WBT course completion data will be configured and transmitted to the SCG/Training TeamLearning Management System. LMS Quality Indicator Survey (QIS) records will follow established record format. WBT will use established format and functionality per approved web engine.

Independently and not as an agent of the Government, the Contractor shall furnish all the necessary services, qualified personnel, material, equipment, and facilities, not otherwise provided by the Government, as needed to perform the requirements of this Statement of Work.

SME & Support Staff: You will need to hire all SMEs and all support staff for this contract.

CMS is using the Student Response System (SRS) in certain classes. This enables students to select/vote or otherwise respond to questions on Power Point slides. The statistical results can be shared during the class and may also be used for later analysis for courseware improvements. The SRS provides opportunities to interact with students and may also be used for testing or instructor and content quality assurance.

CMS has been charged with recording the federal training provided to health care surveyors. This is accomplished through the SumTotal Learning Management System (LMS), a database hosted externally by SumTotal Systems.

CMS Program Leads ensure trainings meet content requirement of the State Operation Manual (SOM). The COR is an Instructional Systems Designer and will ensure the quality of training development and delivery methodology. All training developed should focus on effectiveness while being sensitive to efficiency and the context of State and Federal training.

Contractor will follow ISD development guidelines as established by the COR.

Contractor will provide graphics for use in courseware, to enhance the learning. Each graphic will be meaningful and will augment the content on that slide. Contractor will provide at least 1 graphic subscriptions as a direct cost, e.g. from Think Stock or another acceptable graphic subscription.

Contractor will provide at least one subscription to Adobe Connect, to be used for CMS work group meetings, practice sessions, and training sessions.

Contractor will provide a toll free 1-800 line for project status and development meetings.

Instructional design processes and procedures will be used to develop training and implement training.

The Contractor shall provide a full spectrum of Instructional Systems Design (ISD) and Human Performance Improvement measures to enable an efficient and effective national training program for the CMS Survey & Certification Group survey and certification guidance and processes.

Contractor shall conduct ISD per a reputable ISD theorist, such as Gagne’s Nine Events, ISD from the Ground Up (Chuck Hodell), or other ISD theorist, as approved by the COR.

ISD services and efforts include analysis, design, development, implementation, evaluation, revision and maintenance for product development.

Analysis tasks will be conducted as per Instructional Systems Design best practices.

Analysis will include ISD techniques, as needed to determine best solutions for training needs. Analysis may include standard ISD tasks, such as: conduct a needs assessment and job task analysis, review attributes of the target population (population analysis), conduct analysis, gather data, review extant data (prior course evaluations, reports, etc.)., conduct focus group sessions, surveys, interviews with students or experts, determine need for training, manage resources, timelines, budgets, determine best method of delivery, identify course goals and terminal objectives. Analyze extant data (to include course evaluations, feedback, other reports) to identify any weaknesses in the course ware.

Make recommendations for improvements. Implement changes per COR direction.

Design tasks will be conducted as per Instructional Systems Design best practices.

Contractor will design training that is effective, efficient, and well organized.

In the design phase, the contractor will work with CMS Program lead and COR to conduct ISD to create new and improve existing courseware, to include: student manuals, training aids, activities, Power Point or Captivate ‘slide presentations’, pre-tests, practice questions, post-tests, instructor manual, and other courseware as needed.

Contractor will conduct ISD to assure that course ware is designed in a way that is instructionally sound, that it includes Gagne’s Nine Events, write clear and concise measurable learning objectives (per Mager or other acceptable learning theorist), identify best strategies to measure if learning objectives were met. Assure that pre-test, practice questions, and post-test questions and activities are well written, accurate, and that they effectively measure if the learner met the objective.

Design interactive student response questions and other multimedia activities, per specifications of Audio Visual staff.

Work with CMS Program lead and COR to conduct ISD to create new and improve existing courseware, to include: student manuals, training aids, activities, Power Point or Captivate ‘slide presentations’, pre-tests, practice questions, post-tests, instructor manual, and other courseware as needed.

Work with COR to develop activities to assure that the course is accurate, well organized, engaging, interactive, easy to understand, and memorable.

Apply ISD to assure that courseware is designed in a manner meets GAO requirements. At a minimum, each lesson will have a clearly written objective, along with a pre-test, practice, and post-test question or activity that measures if each objective was met.

Provide SMEs to assist Program Lead for course development (as needed).

Development tasks will be conducted as per Instructional Systems Design best practices.

Work with COR to develop activities to assure that the course is accurate, well organized, engaging, interactive, easy to understand, and memorable.

Facilitate meetings with Program Lead to assure content is accurate, and in concurrence with CMS policy and regulations.

Facilitate discussions with Subject Matter Experts and Experts, via workgroups (face to face, online, via teleconference) as needs direct.

Develop courseware using best practices in software and technology.

Implement techniques to improve on the job performance of the surveyors.

Implementation will be conducted as per Instructional Systems Design best practices.

Evaluation will be conducted as per Instructional Systems Design best practices. Incorporate principles of Kirk Patrick’s Evaluation Training Model (or other approved theorist).

Revision & Maintenance, Updates, Course Improvements will be conducted as per Instructional Systems Design best practices. Review effectiveness of ISD training strategies, update courseware, assure content is up to date and accurate.

TASKS

The Contractor shall conduct R&D and ISD for the following taks to provide surveyor guidance and dissemination for the CMS SCG Hospital Survey process:

Contractor will:

Task 1a: HOSPITAL SURVEYOR CURRICULUM Contractor will conduct ISD for the analysis, design, development, implementation, evaluation, maintenance & revision of a comprehensive training curriculum for CMS SCG State Survey Agency and Regional Office Hospital surveyors. This curriculum will include:

· Design plan

· Detailed job analysis

· Hospital Surveyor Training Curriculum Map

· Pre-requisites

· Hospital Basic Training Online Course (Part 1) and (Part 2)

· Continuing Education

· Advanced Training

Task 1a(1) Hospital Surveyor Training Curriculum Design Plan The Design Plan includes detailed description of the curriculum training development plan for the Hospital surveyor. It maps out the courses and trainings that a Hospital surveyor must complete, beginning with the guidance for the novice learner and continuing with the guidance for the experienced learner.

Task 1a(1.1) Review and update the existing Hospital Surveyor Training Curriculum Design Plan and make recommendations for improvement.

Task 1a(1.2) Submit an updated Design Plan for the dissemination of regulatory guidance and professional development for Hospital surveyors.

Task 1a(2) Hospital Surveyor Training Curriculum Job Analysis

Task 1a(2.1) Analyze regulations and existing course ware.

Task 1a(2.2) Review and update the existing Hospital Surveyor Training Job Task Analysis. Make recommendations for improvement to current courseware and future courseware development.

Task 1a(2.3) Submit an updated Job Task Analysis for the dissemination of regulatory guidance and professional development for Hospital surveyors. Include recommendations for further Job Task Analysis needs.

Task 1a(3) Hospital Surveyor Training Curriculum Map Upon hire at the State Survey Agency, the Hospital surveyor must first complete all state level orientation requirements. States currently use the Preceptor Manual to plan their orientation and schedule surveyor training for their staff.

The contractor will:

· Conduct ISD to design and develop the Hospital Surveyor curriculum map for the online Preceptor Manual. The curriculum map will assist State Agency Training Coordinators and Regional Training Administers, providing them with a map of training needed for their Hospital Surveyors.

Task 1a(4) Pre-requisite Courses

During the State Agency orientation, the Hospital Surveyor candidate will complete the two required pre-requisite courses:

· Basic Health Facility Surveyor (BHFS) Introduction to Surveying for Non-Long Term Care Course

· Principles of Documentation for Non-Long Term Care Online Course

The contractor will conduct ISD to maintain the accuracy of the CMS SCG two required pre-requisite courses. Note, there is a Non-LTC version as well as a ‘legacy’ LTC version. Contract will revise and maintain both versions of these two required pre-requisite courses.

Task 1a(4.1a) Revision & Maintenance of Basic Health Facility Surveyor (BHFS) Introduction to Surveying for Non-Long Term Care Online Course (Required Pre-requisite for Hospital Surveyors)

The contractor will:

· Conduct ISD to maintain and revise the new BHFS – Introduction to Surveying for Non-LTC online course, working with Subject Matter Experts (as needed) to revise, maintain, or update the accuracy of the course content. The contractor will review course evaluations and feedback, and conduct ISD to maintain and improve the course ware. Develop new content as needed. Assess annually, or as needed.

Task 1a(4.1b) Revision & Maintenance of Basic Health Facility Surveyor (BHFS) Introduction to Surveying for Long Term Care Online Course (Required Pre-requisite) The contractor will:

· Conduct ISD to maintain and revise the legacy BHFS – Introduction to Surveying for LTC online course, working with Subject Matter Experts (as needed) to revise, maintain, or update the accuracy of the course content. The contractor will review course evaluations and feedback, and conduct ISD to maintain and improve the course ware. Develop new content as needed. Assess annually, or as needed.

Task 1a(4.2a) Principles of Documentation for Non-Long Term Care Online Course (Required Pre-requisite)

The contractor will:

· Conduct ISD to maintain and revise the new POD for Non-LTC online course, working with Subject Matter Experts (as needed) to revise, maintain, or update the accuracy of the course content. Review course evaluations and feedback from SMEs and others, and conduct ISD to maintain and improve the course ware. Develop new content as needed. Assess annually, or as needed.

Task 1a(4.2b) Principles of Documentation for Long Term Care Online Course (Required Pre-requisite)

The contractor will:

· Conduct ISD to maintain and revise the new POD for LTC online course, working with Subject Matter Experts (as needed) to revise, maintain, or update the accuracy of the course content. Review course evaluations and feedback from SMEs and others, and conduct ISD to maintain and improve the course ware. Develop new content as needed. Assess annually, or as needed.

Task 1a(5) HOSPITAL BASIC TRAINING ONLINE COURSE

After completing the required pre-requisites, the next step for the Hospital surveyor is to complete the Hospital Basic Training online course. The goal is to help the Hospital Surveyor learn how to apply the Hospital survey process, apply the regulations, and how to conduct a Hospital Survey.

Task 1a(5) Design and Develop Surveyor Regulatory Guidance & Professional Development Courseware for the Hospital Basic Training (Part 1) and (Part 2) online course.

The contractor will:

· Conduct ISD to Design and Develop Surveyor Regulatory Guidance & Professional Development Courseware. Complete the development and implementation of the Hospital Basic Training online course. Assure that the instructional design and delivery of the training adheres to sound principles of instructional design theory, and that courseware is interactive and engaging for the learner.

The contractor will:

· Closely review and analyze course evaluations, pre-test and post-test analysis scores and data, help desk feedback, comments from participants and program leads from the recen tly piloted and implemented new release of the Hospital Basic Training (Part 1) online course montlly offerings, beginning from the first online course debut in November 2014 through the monthly courses offered during 2015.

· Work closely with the CMS Hospital Program Leads to make corrections, conduct revision & maintenance, and make updates to courseware.

The contractor will:

· Design and Develop Surveyor Regulatory Guidance & Professional Development Courseware for the Hospital Basic Training (Part 2) beta.

· Work closely with the CMS Hospital Program Leads to develop courseware.

The contractor will:

· Pilot Test the Hospital Basic Training (Part 2) Beta Course.

· Assist with the pilot test implementation.

· Colate comments from reviewers.

· Analze data.

· Work closely with the CMS Hospital Program Leads and COR to analyze feedback from pilot test, and then to make corrections, revisions, updates to courseware in preparation to release the first offering to learners in September 2015.

The contractor will:

· Design and Develop Surveyor Regulatory Guidance & Professional Development Courseware for the Hospital Basic Training (Part 2) with a go live date of September 2015.

· Closely review and analyze course evaluations, pre-test and post-test analysis scores and data, help desk feedback, comments from participants and program leads from the Hospital Basic Training (Part 2) pilot test.

· Work closely with the CMS Hospital Program Leads to make corrections, revisions, updates to courseware.

· Assist with the initial course implementation.

· After the implementation of the initial Hospital Basic Training (Part 1) and (Part 2) online course, and all of the Hospital regulations have been revised, and all lessons have been developed, the contractor will work with the Hospital Program Leads to reorganize the structure of the Hospital Basic Training (Part 1) and (Part 2) online course – assuring that modules and lessons are placed in the appropriate part, per CMS Program Lead direction. Due to a delay in the release of the CMS SCG regulations, certain modules which should be in the Hospital Basic Training (Part 1) online course are in the Hospital Basic Training (Part 2) online course. Upon finalization upon all released CoPs, the course structure will be reorganized to it’s proper design.

· Conduct ISD to develop and implement the final version of the Hospital Basic Training (Part 1) and (Part 2) online course, with all modules and lesson in the appropriate part.

· Closely review and analyze course evaluations, pre-test and post-test analysis scores and data, help desk feedback, comments from participants and program leads from the FINAL Hospital Basic Training (Part 1) and (Part 2) online course offerings during 2016. Work closely with the CMS Hospital Program Leads to make corrections, revisions, updates to course.

· Provide ongoing maintenance and revision to assure that this courseware is up to date, accurate, technically correct, operational, interactive, and engaging.

· Provide ongoing maintanence and revision to assure that the Hospital Basic Training (Part 1) and (Part 2) online course test bank (including the practice questions, quizzes, pre-test, post-test, etc) is up to date, accurate, and that the questions accurately measure each course objective. Contractor will maintain a course objective evaluation matrix to assure that each training objective is measured.

· Conduct ISD to develop additional learning modules or lessons, as new regulations are released.

· Improve course ware as needed, by adding additional case studies, scenarios, or critical thinking activities.

· Review and analyze the updated Hospital regulations and S&C letters as they are released. Per direction of COR and CMS Hospital Program Leads, incorporate the new regulatory changes into the Hospital Basic Training online course.

· Leverage the online Hospital Basic course material to include interactivity, such as, video snippets, photos incorporating hot-spots, and photos to support scenario-based questions, etc. These learner interactivities are designed promote learner engagement.

· Conduct ISD for future improvements to enhance the online course to include detailed slides shows or short video clips to augment the Hospital Basic Training online course. If necessary, contractor will travel onsite to support videographer.

· Design, develop, and implement interactive scenario based ‘gaming’ type strategies; the goal is to increase learner interactivity and promote learner engagement in the online course learning modules, practice activities, and exercises.

· Research Captivate to determine capabilities to develop creative branching interactive scenarios, using Pop ups, rollovers, zoom, and other interactive engagement activities.

· Contractor will explore additional other software or tools as needed to utilize current distance learning technologies to promote ease of use and 24/7 access to Hospital surveyors.

Task 1a(6) Post Course Training: Mentoring & Preceptor Experience The pre-requisite, basic, and post-requisite trainings are designed to provide the Hospital Surveyor with the basic knowledge and skills needed to accomplish their role as a Hospital Surveyor in accordance with CMS Medicare regulations and policy. That is just the first part of the learning process for new Hospital Surveyors. The post course training mentoring & preceptor experience is the second part of the learning process for new staff to gain proficiency. After successfully completing those requirements, it is recommended that the new SA and RO staff talk with their training coordinator to complete an observation and hands on experience with a mentor / preceptor.

The contractor will:

· Conduct ISD to develop training aids and guidance to assitst the new Hospital surveyor during their field survey experience with their mentor. Provide guidance to assist and support Hospital preceptors.

· Provide course Hospital Basic online course content to Preceptor Manual development team, as needed, for field guide development activities.

Task 1a(7) Continuing Education for Hospital Surveyors Continuing Education is vital to keep experienced Hospital surveyors up to date on any changes or new information.

The contractor will:

· Conduct ISD to design, develop, and implement continuing education to hospital surveyors as a way to stay updated. Work with Program Leads to develop a training needs plan and priority list. Develop continuing education topics, beginning with top priorities first. Recommend best practice of delivery (e.g. training aids, web based training, webinar, etc.).

The ‘Hospital Call’ is one continuing education event that is offered biweekly as a teleconference. During this call, the Hospital Program Lead tackles current hospital survey issues and certification issues and Regional Office (RO) issues that need resolution.

Some of the certification issues may include: mergers, adding new service locations, Change of Ownership (CHOW), collocated hospital or HWH control issues, multi-campus hospital, demonstrating independent compliance, PB rules, PPS exclusion issues related to certification of a hospital or unit, relocation of providers. Some survey issues may include: Law enforcement restraints, one independent Governing Body per certified hospital, one independent Medical staff per certified hospital, new anesthesia guidelines, surveys of collocated hospitals, how do surveyors and certification staff determine which hospital is demonstrating compliance, specific CoP issues, etc.

The contractor will:

· Conduct ISD to develop a continuing education training plan for Hospital Surveyors and Certification Specialists.

· Listen to the biweekly ‘Hospital Call’.

· Work with the Hospital Program Lead to develop training aids to support the call.

· Recommend training strategies to augment the ‘Hospital Call’ topics, implementing instructionally sound methodologies or training aids to increase the effectiveness of the call for the learner. Ideas may include using a webinar, creating a training aid related to the topic, using a discussion board to facilitate communication, etc.

Task 1a(8) Advanced Training for Hospital Surveyors

Hospital Advanced Training / Training Updates for Experienced Surveyors The contractor will work with the Hospital Program Lead to provide a training plan of Advanced topics for Hospital Surveyors. Methodologies for implementation will be determined. They may include a series of webinars, web based training with interactive exercises, discussion boards, training aides, etc. Other ideas for the best strategy to implement this course will be considered.

Following Hospital Basic Training course completion, work with DACS to conduct ISD to present 2-3 webinars on targeted issues where there either are a lot of new changes, or areas of weaknesses among the SAs. Early targets should be:

· QAPI

· Discharge planning

· Other topics to be determined (TBD).

If needed, conduct ISD and SME to update the Fundamentals of Patient Safety on-line course.

Task 1b HOSPITAL CERTIFICATION CURRICULUM The goal of these courses is to plan and implement a comprehensive curriculum of training events for the Hospital Certification Specialist.

Hospital Certification Course The contractor will:

· Conduct an analysis of existing courseware.

· Conduct ISD to develop a Hospital Certification Training Job Task Analysis and Design Plan.

· Work with CMS Hospital Program Lead and approved Subject Matter Experts to develop a Hospital Certification curriculum map, to outline the training needs of the Hospital Certification Specialist, to develop courseware.

· Work with SMEs to determine which parts of the Hospital Basic Training online course and any additional or Advanced Hospital training courses are needed as either a pre-requisite or a post-requisite for the Hospital Certification Training Program.

· An online course is currently available regarding the Office for Civil Rights Clearance Process for Medicare Part A Applicants course. Contractor will work with SMEs to determine where this course should be placed in the Hospital Certification Curriculum Map.

· An online course on the basics of certification is currently in development. Work with Hospital Program Lead to determine which parts of that course are required pre-requisites for the Hospital Certification Specialist.

· Contractor will use ISD to conduct training development for the Hospital Certification Training Program.

Task 1c ISD SUPPORT FOR ADDITIONAL SURVEYOR GUIDANCE

ISD and Research & Development for Additional CMS SCG Surveyor & Certification Guidance for online course developments

The contractor will conduct ISD for the development of additional CMS Survey & Certification Trainings, to meet the learning needs of the CMS Survey & Certification Group audience. Topics will be directed by the COR. Contractor will recommend which type of learning vehicle to best meet the needs of the audience, to include face to face methods, training aids, teleconference calls, webinars, online and distance learning products, self-paced interactive tutorials, computer based learning, facilitated online courses, other modalities, etc.

Tasks to be determined, per release of CMS regulations.

Task 1c(1) Basic Psychiatric Hospital Surveyor Guidance and Professional Development

The contractor will provide ISD and R&D support for the Basic Psychiatric Hospital Surveyor Guidance and Professional Development. This guidance will include support for the storyboarding and design of online learning modules. Instructional Design consultation and analysis will be provided.

Task 1c(2) Emergency Medical Treatment and Active Labor Act (EMTALA) The contractor will provide ISD and R&D support for the EMTALA Basic Surveyor training online course. This guidance will include support for the storyboarding and design of online learning modules. Instructional Design consultation and analysis will be provided.

· Expand courseware to include a recipient hospital scenario.

Task 1c(3) Critical Access Hospital (CAHs) The contractor will provide ISD and R&D support for the CAH Basic Surveyor training online courses. This guidance will include support for th edevelopment of online learning modules. Instructional Design consultation and development will be provided.

· Following updates to guidance, conduct ISD to develop a training in early FY16.

· The CAH course has not been offered in several years.

· Most likely, the initial course will be a face-to-face basic training or a webinar training (TBD) in late FY 16, reflecting comprehensive revised CAH guidance.

· Once a face-to-face training has been completed, the content will be used to develop an on-line CAH Basic Training course.

Task 1c(4) Ambulatory Surgery Centers (ASCs)

· Conduct analysis and preparations with Program Leads and SMEs to develop an advanced face-to-face (or interactive instructor led web based) ASC course in FY 16 focusing on hot topics. This course will be 2 days maximum.

Task 1c(5) Rural Health Centers (RHCs)

· Begin plans to develop a new RHC Basic Training course in FY 2016, after revised guidance is published. Begin developing a face-to-face course or an interactive webinar or web based training for FY 2016. Afterwards, use content to develop an on-line course.

Development projects are listed in the order of priority. Development efforts will begin with the pre-requisite courses, Hospital Basic, and post-requisites course developments. Efforts will be directed and redirected by COR.

The regulatory guidance and professional development for the Hospital survey process may be placed on hold or delayed, if the Hospital regulations undergo a revision. If this would occur, the Project Officer will communicate this information to the contractor and will provide direction to reprioritize training development efforts based on the Hospital guidance or to another acute care survey process or related initiative.

ADDITIONAL ITEMS

· Provide Reports to the Contracting Officer Representative (COR) as requested.

· Provide Monthly Reporting to the COR, containing recent activities, a brief projection of upcoming activity, and any issues or risks.

· Provide an annual summary report of accomplishments, and a detailed projection of upcoming activities.

· Invoices will be clear and highly descriptive. Each invoice will include a separate descriptive report of project status and link actions with resources used. Invoice format and respective reports will meet the recommendations of the COR.

· Coordinate and conduct weekly or biweekly teleconferences with COR to communicate on course ware development, issues, updates, concerns. Provide documentation of teleconferences in minutes to COR.

· Schedule meetings and teleconference calls with COR, Program Leads, and SMEs at least monthly, or more often as needed. Create agendas for teleconferences and meetings. Send ahead of time. Provide documentation of teleconferences and meetings. Create, manage, and facilitate workgroups as needed to meet the project goals. Take notes and document the meeting minutes, actions, and future plans (including tasks to be accomplished by whom) and send to the group after the call for the group to review and approve. Make final adjustments to the minutes and then send the finalized minutes to the COTR and the workgroup within three weeks after the meeting.

· The contractor shall provide photo images to use in course developments and acquire from an authorized graphic subscription site, such as Thinkstock. The COR will approve images. Images will be saved and stored electronically for current and future online course in a source file. Images will be made 508 compliant. All images are property of CMS.

· Provide a Kickoff Meeting. At the first meeting following the Kickoff Meeting, provide an over view of the ISD process and the work plan to help orient the workgroup. Thereafter as needed, provide support to the COTR to educate the Program Leads, SMEs, and other CMS and or SA staff involved in the online learning environment, to facilitate and improve their knowledge about how to use the ISD process to create an instructionally sound and effective online course as well as the stages that will be involved in planning the courseware (analysis, timelines, role expectations, etc). At the second meeting, after the kickoff meeting, the contractor will provide an overview of the work plan of how to tackle the training course developments. This may involve providing live or webinar presentations, purchasing and providing instructional materials or resources to educate staff about distance learning best practices, providing consultation during workgroups or at training Staff events such as the TCC or Leadership seminar, facilitating workgroups and customer focus groups to determine if their training needs are being met. The contract may hire expert consultants to assist with this.

· Provide transition team support for administration processes, review, management, filing and QA for all handoffs, respective handoffs for continuation of all products and services under this contract. For digital materials, provide an active file of all active projects and an archive of inactive actions broken down logically by activity. Provide one or more large volume hard drive(s) if needed. All actions above are per the recommendations of the COR.

4.0 DELIVERABLES

All instructional design work will be based on the standard steps and process of instructional systems design (ISD), including: job task analysis, producing task inventories, critical task lists, target population descriptions, a detailed design document including methods, media and evaluation criteria, course maps, and lesson maps. Lessons and modules will be created based on the principles of Gagne’s Nine Events of Instruction. Evaluation strategies created will be based on Kirkpatrick’s Levels of Evaluation. These ISD steps must be documented and provided to CMS when each major development or major revision effort occurs and a report is generated. Ensure the ISD audit trail is in place so that if the principle contract Instructional Designer is unavailable another Instructional Designer will be able to keep the project on track.

The Contractor shall submit all deliverables in final form to the Project Officer, at CMS, according to the following formats: Course Materials will be in a previously approved format and delivered digital copies in Word 2003 (or latest software version CMS is using) and hard copies. Student Manual (SM) and training aids will be in a Word 2003 (or latest software version CMS is using) and hard copy. Any computer-based graphics developed or revised for slide presentation will be in PowerPoint 2003 (or latest software version CMS is using) formatted for a PC environment. Computer-based graphics developed or revised for the online course will be formatted as a jpeg, gif, or as needed to best meet the needs of the course.

Products and services for this contract will be backed up on a semi annual back-up copy of all courseware, and distance learning materials and supporting deliverables will be provided to CMS on DVD(s) on an external hard drive. The supporting materials will include records of points of contact for instructors, and subcontractors with administrative notes. The DVD(s) will include an Inventory of course masters, all web based lessons, a copy of the respective databases, installer directions (to place the web material on a server with respective databases), a catalog containing digital copy of all media used, and digital copy of all signed copyright and model releases in PDF. The DVD(s) will be Windows XP compliant.

CMS Copyright and CMS Model Release forms will be originally signed and dated hardcopy and made legally binding to protect CMS interests. Obtain written legally binding copyright release for all copyrighted materials, or commercial items used. This includes permission or licensing for media such as visual, video or audio materials, and regulations, programs or other products that are copyrighted. Written permission shall include unlimited reproduction, duplication, for use on the Internet and use by the Federal Government. Note: avoid commercial clip-art, photographs or other copyrighted work unless written permission is obtained for each item. Obtain written legally binding model releases for all identifiable individuals that are presented in media.

Data Deliverables Media: The final data deliverable(s) shall be made available/submitted on one or more of the following media any of which is for use on a computer must be Windows XP Pro (or the current version of operating system that CMS may employ) compliant: CD-ROM, DVDs, Web, CD and DVD based products.

The Contractor shall submit all deliverables in final form to the Project Officer, at CMS, according to the following format: Windows compliant formatted CD –ROM of the Web Based Learning (WBL) program and related media. Author the WBL using Macromedia Flash, Dreamweaver or another authoring software program per guidance from the Project Officer. In Dreamweaver include design notes and active site map layout. Test completion data will be placed in a database and linked to the login ID. All file names will be in lower case. For graphics processed using programs that generate layers such as in PhotoShop, Illustrator or CorelDraw, include a separated CD-ROM(s) of uncompressed master-art in its native format with layers intact.

For images derived from 3D programs save the 3D files so they can be manipulated using Lightwave 9. Art and video master files will use a standard file naming convention; the master and project files prefix (on the left side of the dot) should be the same name. All visual media files contained in WBL will contain descriptive information in the HTML “alt” statement. For video clips include a master copy on DVD in the event an edit is needed later.

Ensure web site is safeguarded against undesired changes, e.g. misinformation posted on web site. Ensure the digital transmission of student completion information to the LMS is secure.

The contractor will create several back up copies of all course documents. Back up copies will be housed in several locations.

All course completion data will be configured for the SCG/TS Learning Management System and designated courseware (as utilized by CMS.).

Record Keeping and Documentation will comply with Federal guidelines. http://www.archives.gov/about/regulations/part-1222.html#partc

Use authoring tools for course development and online screens. Microsoft Office documents and various multimedia formats (including Adobe CS3 Web Premium [Flash, Photoshop, PDF, etc], HTML, Dreamweaver, Captivate, or other authoring tools) will be used as needed and as requested by the Project Officer.

Any online courseware will adhere to the CMS Course Style Guide for development of all course materials (to be provided).

Course ratio of students to instructors for any online courses will be ideally 15:1 or less (Max of 20:1).

Section 508 Compliance for Communications

Assure that all course content development is in accordance with the HHS and CMS 508 accessibility requirements. The development of this courseware will be compliant with the laws and guidance concerning the Americans with Disabilities Act (with emphasis on Section 508). A way to help accomplish this is to have a Screen Reader version of each section of the course. The contractor will test all training products, including web and CD products for 508 compliance and provide a brief written report attesting to each test and compliance procedure

The R&D for Surveyor Guidance and Dissemination product shall comply with the standards, policies, and procedures below.