SOW.docx

Order Tracking Manager Suite (OTM) – (Radiology)

PRODUCT REQUIREMENTS

The contractor shall provide a software package with license(s) for all South Texas Veterans Health Care System (STVHCS) medical center and facilities/clinics. Along with the purchase license, the contractor shall also provide annual support and maintenance of the supported licenses. The deliverables shall include:

A unique platform to each clinical service delivery department allowing for a department/service views of orders information in real time for each worklist Instant "dashboard" view of the status of orders for each worklist A computer "web based" solution to eliminate paper forms A system that can integrate with VISTA and CPRS. The software shall have bi-directional communication interface with the VISTA system and Computer Patient Record System (CPRS) that is already approved by VA Office of Information Technology (development or "new" interfaces are not acceptable).

A system that displays and updates order information in real time Provide licensing and initial on-site training for VA staff, product set-up/configuration and installation and support, and support and maintenance throughout the life of the contract. This also includes kick-off implementation and workflow assessment, configuration, and system and user acceptance testing. Provide workflow analytics support provided by certified staff.

For routine requests: Interface through a toll-free assistance phone and online support email. Monday through Friday 8:00am – 7:00pm CST.

The Period of Performance is 3/16/2026-3/15/2027 with 4x 12 month option years.

24/7 emergency coverage on Nights, weekends and Holidays through the toll- free system choosing the Emergency option Emergency support service shall be available for catastrophic emergent issues (i.e., hosting platform issues, patient safety, or when a product is inaccessible to all VHA end-users).

The product shall be listed as authorized for use on VA computer and network systems as identified in the Technical Reference Model (TRM) Technology/Standard List - startup, new development and or products currently under review WILL NOT be considered.

The product shall: Interface with VA Vista System to provide real-time data Capable of multiple queries across a variety of medical departments, providing views and status of orders.

Display orders and updates to orders in real time.

SOFTWARE DESCRIPTION

Veteran’s Health Administration (VHA) requires additional software for real-time surveillance, alerting, documentation and reporting of VistA Orders that is already approved for use within the Veteran Affairs (VA) Network. Management and tracking of Orders, in addition to, performing all actions necessary to coordinate the care delivery is complex and time consuming. Our electronic, paper based, and non-integrated systems and solutions are not adequate to fill the need to coordinate management of orders activities efficiently and most importantly accurately. Delayed or misplaced orders can jeopardize your bottom line, timely discharges and overall quality of care. Sorting through stacks of paper records, running complicated database queries, and scrolling through screens slows everything down, taking precious time and attention away from patient care. Cutting through the clutter and working smarter together with the aid of a workflow tool is needed.

Business as usual today often requires teams to perform double entry of data, work from many separate systems, and duplicative work efforts.

Manual workflows are inefficient for providers and care coordinators and there is a potential risk for Veterans to wait longer than necessary to get responses from a care team, scheduled appointments for the services they are referred for both in-house and in the community. Time spent on the laborious tracking methods used today could be more time spent actively engaging with Veterans thus improving outcomes and Veteran satisfaction.

A well-developed orders management software program should include the ability to see at a glance when the Order was created, the status, and view comments made by all involved staff on one screen without having to manipulate through several different programs. Doing so not only risks Veterans falling through the cracks due to complicated follow up but places an unnecessary burden on staff which impacts performance and employee satisfaction and morale.

Salient Characteristics Must integrate with Veterans Health Information Systems and Technology Architecture (VISTA) leveraging real-time data to provide clear oversight to each area of VistA.

The application must pull data from Vista/CPRS Radiology package. Providing one specific location for this information, to avoid delays in patient care and additional work for administrative and medical staffs.

The product must use a secure URL to accesses VistA or similar method that is compliant with all VA Privacy and Security regulations and guidance.

The product must provide immediate access to real time data in diagnostic imaging results, radiology exams.

Must have customizable dashboard and worklists that can be filtered per facility, department, clinical location, modality, and date.

Must enable users to drill down data for customized workflow reports.

Must allow administrators to assign tasks to user roles, specific users, or clinic locations.

Must track the progress of radiology orders from order creation to order completion.

This software application shall show all actions required by a user`s role, and when a task is complete.

Must automatically move through a queue and display on the next person`s task list as an open item.

Must interface with VISTA and CPRS.

Must allow for a service view of orders, as opposed to patient-by-patient. Having both options is acceptable, but service view must be an option.

Must display and update orders information in real time.

Must create workflow efficiency by eliminating paper or duplicative systems.

Must ensures every team member and user group has up to date work list for orders management needed to process.

Must provide tools to help ensure timely scheduling of appointments.

The Contractor shall assign an Account Manager who will serve as the point of contact throughout the duration of contract performance. The contractor shall also designate an alternate Account Manager (local) who will serve as the POC when the Account Manager is not available (illness, vacation, training, etc.).

Security and HIPAA Compliance Considerations

In reference to VHA Handbook 6500.6 Appendix A, block 6 and 7 the equipment requested in this contract does involve connection of IT devices to a VA network and patient sensitive information is accessed. The equipment involves storing, generating, transmitting or exchanging VA sensitive information. Therefore, C&A, SAP, & the following from App C apply:

During contract performance, contractor may require access to VA facility, equipment, information systems, or sensitive data; to provide services, install, train, maintain or repair equipment.

Vendor must provide a business associate agreement (BAA) with VHA locally to ensure protection of VA sensitive information and e-PHI.

During equipment install, warranty repair, or maintenance, the contractor may have physical or administrative access to equipment included in this contract that captures, stores and processes e-Protected Health Information. If warranty repair is done on or off-site, all hard drives or other storage devices will be removed or purged of data, prior to release to contractor.

VA Course No. VA10176 is privacy training required for VA contractors requiring access to VA facilities for more than 2 consecutive days or any access to VA information systems. If contracted staff have access to protected health information PHI or access to VA systems (e.g. CPRS, JLV, CAPRI, VHIE or VistAWeb) they are also required to take Privacy and HIPAA Focused training VA Course No. VA 10203.Training will be completed prior to being granted access to facilities, equipment, or to the data therein. Training is available on VA TMS website at: http://www.tms.va.gov/SecureAuth35/.

Contract will provide evidence of training to the COR, if requested.

The Contractor, their personnel and their subcontractors shall be subject to the Federal laws, regulations, standards and VA directives and Handbooks regarding information protection, patient privacy and information system security as delineated in this contract.

1.1.4 SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

Task One: Software License Deliverable One: A software license that will be provided to STVHCS medical center and its sites of care on an annual basis for use by any employee through a web-based program.

Task Two: Technical Installation Deliverable Two: The software program will be installed for use by STVHCS medical center and its sites of care. Servers will be provided by the facility.

Task Three: Training Training for requisite staff located at STVHCS medical center and its sites of care for end users and additional training for administrative personnel.

Information Systems Officer, Information Protection:

The contractor will have access to VA Desktop computers, have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

Privacy Officer:

The contractor will have access to protected Patient Health Information (PHI) and the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

Records Officer

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. STVHCS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of STVHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to STVHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to STVHCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and STVHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with STVHCS policy.

8. The Contractor shall not create or maintain any records containing any non-public STVHCS information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The STVHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which STVHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training