SOW_2022 AMA CPT CODES.pdf

Statement of Work (SOW) Division of Information Technology

2022 Current Procedural Terminology (CPT®) by the American Medical Association (AMA)

1. Background The Indian Health Service (IHS), an agency within the Department of Health and Human Services, is responsible for providing federal health services to American Indians and Alaska Natives. The provision of health services to members of federally recognized tribes grew out of the special government-to-government relationship between the federal government and Indian tribes. This relationship, established in 1787, is based on Article I, Section 8 of the Constitution, and has been given form and substance by numerous treaties, laws, Supreme Court decisions, and Executive Orders. The IHS is the principal federal health care provider and health advocate for Indian people and its goal is to raise their health status to the highest possible level. The IHS provides a comprehensive health service delivery system for American Indians and Alaska Natives who are members of 566 federally recognized Tribes across the U.S.

The IHS Office of Information Technology/Division of Information Technology request is to ensure the Resource Patient Management System/Electronic Health Record (RPMS/EHR) system have the current CPT code set available to meet reimbursement and other reporting requirements required by law and federal reimbursement agencies, namely the Center for Medicare and Medicaid Services. The Current Procedural Terminology (CPT®) code set within RPMS/EHR reflects tasks and procedures services which medical practitioners provide to patients, including, medical, surgical and diagnostic services. The Indian Health Service (IHS), Division of Information Technology (DIT), located at IHS Headquarters in Rockville, Maryland, is part of the Office of Information Technology (OIT) charged with providing Enterprise Information Technology (IT) services and support for the Agency.

2. Objective The objective is to acquire the 2022 Current Procedural Terminology (CPT®) code set that is created and maintained by the American Medical Association (AMA) and the related user licenses for use in the Resource Patient Management System/Electronic Health Record (RPMS/EHR).

3. Description/Scope of Work The 2022 AMA CPT code set file and user licenses will be needed for use within the RPMS/EHR system to reflect tasks and procedure services which medical practitioners provide to patients, including medical, surgical and diagnostic services. User licenses from the AMA or an authorized AMA distributor are required to use the codes and the code narratives in electronic health record systems and for reimbursement purposes.

The preference format of the CPT electronic file is the format that comes from the AMA.

The DIT will format the file for use in the RPMS/EHR. IHS/OIT/DIT requires the annual AMA CPT codes, quarterly updates to the CPT codes, any CPT codes updates for the COVID-19 pandemic or other 2022 off cycle updates from the AMA releases. It is imperative that IHS receive these updates as timely as the AMA releases the codes in order for our RPMS/EHR systems to be current for users to record services, especially COVID-19 related services.

4. Salient Characteristics The user licensing allows the 2022 CPT code set to be used in our RPMS/EHR software that is installed into hospitals and clinics that use RPMS/EHR for patient care, reimbursement, and reporting.

• The Contractor shall provide

• The annual, quarterly, and all updates to the codes set subsequent to national distribution by the AMA. The preference would be the same day;

however, within 24 hours of release by the AMA is acceptable.

• On-line access to files for downloading by DIT staff

• Direct telephone access to authorized representative for questions, etc.

5. Deliverables The Contractor shall provide the following deliverables to DIT no later than 7 days after award:

Description Quantity

AMA 2022 CPT Licenses per 12 Months

• Staff Beds per attached AMA worksheet and attached spreadsheet of facility names and addresses.

• Ambulatory Provider numbers per attached AMA worksheet and attached spreadsheet of facilities, addresses, and provider FTE count.

• Downloadable Electronic Files with CPT annual, quarterly and special codes set updates

955 staffed beds

849 Billing Providers

(FTE)

1 for 3 staff members to download

6. Inspection and Acceptance The COR will perform inspection and acceptance of all products and services. The performance criteria for these products shall be timely delivery and closure of all activities and deliverables listed above and within the established Period of Performance.

All invoices shall be submitted for review within 30 calendar days of the end of the period of performance.

7. Period of Performance The period of performance is from 01/01/2022 to 12/31/2022.

8. Contract Type This will be a Firm-Fixed-Price order.

9. Security It is not anticipated that the contractor will be exposed to sensitive Agency information or data, but the contractor agrees that the contract personnel will not divulge or release information or data developed or obtained in connection with performance of this contract, unless made public by IHS or upon written approval by the COR.

Disclosure of the information/data, in whole or in part, by the Contractor can only be made after the Contractor receives prior written approval from the Contracting Officer.

Whenever the Contractor is uncertain with regard to the proper handling of information/data under the contract, the Contractor shall obtain a written determination from the Contracting Officer.

10. Reporting Requirement/Delivery Schedule Deliverables and schedule will be coordinated by the Contracting Officer’s Representative

(COR).

11. Contracting Officer’s Representative (COR) COR to be determined at time of award.

12. Authorized Reseller / Servicing Agent / Original Equipment Manufacturer

(OEM)

The Contractor shall be the Original Equipment Manufacturer (OEM) or an authorized reseller/servicing agent of the Original Equipment Manufacturer (OEM). Contractor shall provide evidence that of an authorized reseller/servicing agent of the Original Equipment Manufacturer (OEM).