signed_Scanning SOW for HIM.pdf

Department of Health and Human Services Indian Health Service

Claremore Indian Hospital

Statement of Work (SOW) Medical Record Scanning

1. PURPOSE OF THE PROJECT

The Claremore Indian Hospital (CIH), Indian Health Services (IHS) has an urgent requirement for medical record scanning services. As part of continuing requirements to move to digital recordkeeping exacerbated by the COVID-19 pandemic, CIH requests the services of a contractor to perform on-site digitization/scanning of medical records, upload to a designated IHS file location, and dispose of the files using CIH provided shred bins. This digital recordkeeping will ensure that during the current pandemic and future that there is access to medical records, regardless of teleworking.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

IHS has an obligation to protect the health information of any patient and retain their records for 75 years. As part of an ongoing effort to digitize and reduce the amount of physical records storage, CIH is seeking the services listed below. After scanning, no physical documentation will need to be accessed or transferred, allowing for a decreased opportunity for transmission of disease. This essential effort will ensure that, no matter the circumstances, CIH can continue a high quality of care.

The contractor shall perform the following services in accordance with IHS rules and regulations:

• On-site digitization and scanning o Remove medical record from the HIM SpaceSaver o Prep for scanning o Scan all pages in medical record into digital format

Most medical records will be scanned in as one (1) file

• Excluding EKG which will be extracted into a separate file

Documents with no color can be scanned in black and white

• Estimated 90-95% will be in black and white

Documents containing color must be scanned in color

• Estimated 5-10% will be color

• EKG are the only documents that must be in color o EKG will be separate files Approximately of 300 DPI Format similar to PDF, True Color JPEG (24bit), or other black and white o 100% Quality Control check by a contractor team lead or supervisor Using form provided by the Government o 2-3% is estimated to be double sided o No files should be larger than 11 x 17 o Approx 50 pages per file o Government estimate of page count is generated from shelf length and count

68 shelves at 46 in long

• 3,128 linear inches of files

270 shelves at 34 inches long

• 9,180 linear inches

Claremore Indian Hospital

• Upload to a designated IHS file locations o Ensure complete upload of all documents

• Dispose of files using CIH provided shred bins o Only after all documents have been scanned and 100% QC will documents be disposed

If an error is found, the scanning error form will be filled out and the error will be addressed.

o The following criteria met allow for destruction:

(1) Correct patient;

(2) Correct title/administrative;

(3) Indexed per procedure;

(4) Image legible; and

(5) Image oriented; and

(6) Electronic version is accessible o Any document destroyed will be stored digitally with a 0% error rate There is no acceptable destruction of un-scanned documents.

1. The Government will provide a space and computers on-site for the contractor to scan and access the local file system.

2. This space is collocated with the SpaceSaver. I.e. While the space is compact, there is no need for transporting the files long distances.

3. The Government will provide shred bins to dispose of completely scanned and quality control checked documentation.

4. The Government will reserve the right to perform spot checks of the contractor’s work.

5. The types of records and how they will be indexed are found on the attached document listings.

3. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months.

4. LEVEL OF EFFORT

4.1. The contractor shall have a short orientation with HIM scanning staff to ensure good communication on the expectations of the CIH HIM’s department.

4.2. The contractor shall have access at all hours to perform the work.

4.2.1. The SpaceSaver can be accessed at all times.

khale Cross-Out

4.3. The contractor shall crop and deskew the results.

4.4. The contractor will supply a list of employees performing the work who will complete IHS Tier 2 background investigations for access to patient data and EHR. This will include a HIPAA compliance form, certifying no release of patient data will be allowed.

4.5. The contractor shall provide all project management, administrative, and worker efforts to complete the tasking.

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV

DHHS/SE Region – Human Resources, Security Clearance Guidance. Contractor employees will be required to obtain a pass upon arrival for services from Facilities Management. The contractor will be required to obtain an IHS Tier 2 Security Clearance for on-site human services.

5.2. The US PHS Claremore Indian Hospital is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.3. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Claremore Indian Hospital official, presenting valid identification, smoking restriction and any safety procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of

Claremore Indian Hospital. Such action(s) could result in violation of the contract and possible legal actions.

5.4.1. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

5.5. Termination Amortization Schedule: A termination amortization schedule shall be included as an attachment of the awarded contract. If the Government does not exercise any of the options listed in the price / cost schedule, the Government’s not exercising the options will have the same effect as if the Government terminated for convenience. All remedies afforded to contractor in regards to a termination for convenience shall be available to the contractor.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor will coordinate the delivery, installation and workings days with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. The designated government employee will work with the pertinent government agency(ies) to secure the needed dock access. No deliveries can be made after 4:15pm. Driver needs a valid ID.

6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The Government shall supply space to install scanning machines and office space with computers for contractor staff to upload records into the EHR.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract, to include but not limited to: scanning machines and staff including administrative, professional, and programmatic.

9. CHANGES TO THE STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

10. DELIVERABLES/PERFORMANCE MATRIX

10.1. Files were scanned completely and separated/indexed Yes No

10.2. 100% Quality Control check was performed Yes No

10.3. Files were destroyed using Gov’t provided bins Yes No

10.4. Issues or errors were addressed in a timely manner Yes No

10.5. 0 files destroyed before scanning Yes No

Department Supervisor Signature:_________________________

Administrative Officer Signature:_________________________