SOW RPMS and Community Health Representative Training and Program Support v2-ma.pdf

Indian Health Service Community Health Representative Resource and Patient Management System (RPMS)

Training and Program Support SOW

I. Mission

II. Background III. Period of Performance IV. Tasks

a. RPMS Training

b. Program Support Technical Assistance

c. Reporting

d. Correspondence and Conference Calls

e. Travel

f. Oversight and Quality

g. Cultural Competency

h. Schedule of Deliverables

V. Requirements

Resource and Patient Management System in IHS, Tribal, and Urban Programs

I. Mission The mission of the Indian Health Service (IHS) is to raise the physical, mental, social, and spiritual health of American Indians and Alaska Natives to the highest level.

II. Background

The Community Health Representatives (CHR) Program was established in 1968, under the 1921 Snyder Act (25 U.S.C. 13). CHRs are Tribal frontline public community health workers who are trusted members of the community with a close understanding of the community, language, and traditions. CHRs serve as a link between the clinical setting and the community to facilitate access to services and improve the quality and cultural competence of service delivery.

They assist by increasing health knowledge of patients and communities through a broad range of activities such as access to care, outreach, community education, informal counseling, social support, and advocacy. A majority of CHR services are provided in the patient’s home but CHRs also work in community and clinical settings. Depending on the needs of the tribal community and the focus of tribal leadership, a significant portion of the CHR’s time may be spent in providing patient care, monitoring patients and case-finding and screening. The CHR also assists with case management as an extension of professional healthcare providers and delivers and reinforces health education. CHRs, as transporters of last resort, can assist patients with transportation to clinical appointments. Patients may be referred to the CHR from medical, nursing, dental, ancillary, behavioral, and social services providers, by other agencies, the patient’s family, and self-referrals by the patient.

CHRs provide regular documentation of the service and work they do in the Resource Patient Management System (RPMS) CHR Patient Care Component (PCC) data application. RPMS CHR PCC is not a part of the Clinical Reporting System (CRS) but provides patient and workload data for individual Tribes, Areas and Headquarters. RPMS CHR PCC represents the only means by which IHS can report CHR services and activities to Congress for budget justifications and to respond to inquiries. CHR Programs use CHR PCC to identify and track patient services in a variety of categories and health issues, identify resource allocation needs, and provide data to support grant applications, among other uses. The Resource and Patient Management System - or RPMS - is a decentralized integrated solution for management of both clinical and administrative information. Professionals in American Indian, Alaska Native, and private sector health facilities use RPMS every day to efficiently manage programs, maximize revenue generation, and most important, to provide high-quality care for patients. CHR eligibility to participate in RPMS CHR PCC training is in accordance with Programs, Services, Functions and Activities (PSFA) line item 801.

III. Period of Performance The period of performance shall be for a base periods, (10/1/2024 – 09/30/2025); followed by 2 option years. Option Y1 October 1, 2025 – September 30, 2026; Option Y2 October 1, 2026 – September 30, 2027.

IV. Tasks The Contractor shall provide the personnel and services to perform the below tasks.

Task 1: RPMS Training

Task 1.1 Provide 4 training workshops (virtual and or in-person) for I/T/U health care programs using the IHS CHR RPMS/PCC data application.

Task 1.2 Contractor will provide all registration materials for training, minimum of 15 participants per training, maximum of 25 participants. Tribal participation limited to 1 CHR participant per site.

Task 1.3 Training must follow the IHS User manual and supplement CHR Patient Care Component (PCC) Reporting System (BCH) Version 2.0 Revised: December 2014 (see attached document for reference). This can also be found on the IHS website. https://www.ihs.gov/RPMS/PackageDocs/BCH/bch_020o.pdf

Task 1.4 Conduct four (4) four-day RPMS PCC training containing the following components and timeframes as described below in subtasks.

Sub Task 1.4.1 A two-day training on CHR PCC comprehensive (535) abbreviated (535-1) and group (962) forms and documentation. Understanding how to document referrals, activity location, service time, travel time, health problem codes, service codes, predefined narratives, and how to combine all together.

Sub Task 1.4.2 A two-day training on CHR PCC Reporting Systems User Manual (BCH) with data entry mode. Understanding rules of behavior, data entry on comprehensive abbreviated and group, add a record, edit, display, delete, browse a visit, health summary, next screen, previous screen, change provider, change date, change form, program list and how to exit. Patient Wellness handout - how to use. Hands on practice and evaluation of skills. CHR PCC User Manual Reports, Manager Utilities and CHR Data Mart (target group CHR Program Supervisors).

Understanding on workload reports, CHR reports, manager utilities (how to export, error reports, print list of non-registered patients, and merge duplicate non-registered patients.

Task 2: Program Support

Task 2.1 Provide technical assistance to IHS CHR Program, Area Office Consultants, and

CHRs on RPMS CHR PCC, CHR Data Mart, and other support processes and https://www.ihs.gov/RPMS/PackageDocs/BCH/bch_020o.pdf tools for managing patient information. Contractor must complete 260 hours of technical assistance during the duration of this contract.

Task 3: Reporting

Task 3.1 The written monthly reports will include:

• Area training participant database/listing of students, Number of participants (successful and unsuccessful).

• Participant employer/site/professional category (identification and count of program or health facility where each participant is associated).

• Training instructors’ names and credentials. Participant evaluations of the course.

• Course statistics, including number of participants, number of applicants, number of approved applicants who did not attend training, and number of participants that the training could accommodate.

• Accounting of all monthly costs incurred.

• Provide IHS with queries when requested.

• Technical assistance hours: Number of hours per week. Summary of highlights with actions for resolve.

Task 3.2 The annual report format will be discussed in the start-up meeting.

Task 3.3 Participation database of the following:

• Number of participants.

• Number of successful and unsuccessful participant completing training.

• Identification and count of eligible Tribes associated with participant.

• Number of participants in training courses offered.

• Training course evaluation data

Task 3.4 Training Evaluation will include:

• The contractor shall provide a course evaluation and student survey upon completion of each training. These results will be sent to the COR.

• The contractor shall provide certificates of completion to students 2 weeks at the conclusion of the course evaluation.

• Evaluation must be approved by COR.

Task 4: Correspondence and Conference Calls

Task 4.1 Contractor will facilitate a kick-off meeting within 7-days of EDOC.

Task 4.2 The Contractor shall provide monthly updates via teleconference.

Task 4.3 Training updates and correspondence include but are not limited to training summaries, monthly call agendas and minutes, and any other items deemed necessary by the Program Manager.

Task 4.4 The contractor shall submit all meeting minutes via email to the COR. The meeting minutes shall include:

• Date of meeting

• Names and organization of attendees

• Summary of all discussion topics in the order outlined in the agenda

• Action items to be addressed

• Person(s) responsible for completing each action item

• Due dates of action items and status of prior action items

• Materials and any link to materials, if any, distributed at the meeting

• Date of follow-up meeting (if any)

Task 5: Travel

Travel arrangements and allowable associated travel costs for attendance of program support are the contractor’s responsibility but must be approved by the Government prior to occurrence. Travel costs incurred by the contractor shall follow federal contracting guidelines and Joint Travel Regulations (JTR), including maximum per diem rates in effect at the time of travel.

The DCCS CHR Program Contractor will provide technical assistance and consultation support to the National CHR Program, which includes participation, as needed, in the following areas:

• Monthly and Quarterly CHR AOC meetings

i. Quarterly meetings: 2 possible meetings – 3 days in duration each

• CHR Specialty Workgroup meetings

i. Training, Education and Policy Development: 3 possible meetings

-- 3 days in duration each

• DCCS Conference

i. 5-day duration

• National Organizational Conferences for CHR Program Participation

i. NACHW Conference – 3 days in duration

• Area-level program support for national CHR program goals and activities

i. 4 possible location meetings – 2 days in duration each

Task 6: Oversight and Quality

Submit a Quality Assurance Surveillance Plan (QASP) and Quality Control Plan (QCP). The COR will use the QASP and QCP to monitor quality and evaluate the Contractor’s performance to ensure the objectives of the contract are met. The primary method of surveillance shall be 100% inspection. Develop, implement and maintain a QCP. The QCP shall outline all steps in the quality control process to ensure high quality deliverables developed by the Contractor and its subcontractors. The QASP shall be directly aligned with the specific objectives and activities outlined in the SOW and the Contractor’s approach. The

QASP shall include:

• Required tasks

• Performance indicators

• Performance standards

• Acceptable Quality Levels (AQLs)

• A focus on customer satisfaction (PO and awardees), quality, timeliness, quantity, accuracy

• A summary of the outputs/inputs to be surveilled, including the identification of each specific task

• Methods of surveillance

Task 7: Cultural Competency

The contractor will ensure that instructors who teach and/or interact with students, Tribes, and tribal personnel communicate in a culturally appropriate and respectful manner. An available resource is: A Guide to Build Cultural Awareness: American Indian and Alaska Native

Task 8: Schedule of Deliverables

Task Deliverables

Frequency, Date, or Timeframe

Medium and Format Submit to

1.1 4 RPMS PCC training workshops

TBD Virtual or In-person COR

4.1 Contract Kick Off Meeting Once, within 7 days

of EDOC

Teleconference N/A

6 Comprehensive Action Plan which includes: (1) Quality Assurance Plan, (2) Communications Plan, (3) Evaluation Plan, (4) Project Plan

Two weeks after Kickoff Meeting

The Comprehensive Action Plan must be submitted electronically by email. Microsoft Word or Portable Document Format (PDF) files are acceptable

COR

https://store.samhsa.gov/product/American-Indian-and-Alaska-Native-Culture-Card/sma08-4354

Payment Schedule - Base Year

Task Deliverables Timeline Format % of Payment $Payment Amount

1.1 Four (4) RPMS -

CHR/PCC

Workshops

TBD Virtual/In-Person 15% Per training

- 60% Total value of contract

TBD

2.1

Accounting of technical assistance hours for program support

Monthly - Base Year 12 months

Must be submitted electronically by email. Microsoft Word or PDF files are acceptable

12 Equal Payments totaling 40% value of contract

TBD

2.1 Accounting of technical

assistance hours for program support

Monthly Must be included in monthly report and reported out in detail.

COR

3.1, 3.3 Monthly Report of Activities Monthly Monthly reports must be submitted electronically by email. Microsoft Word or PDF files are acceptable

COR

3.2 Annual Report Due date will be

discussed at the Kickoff meeting

Annual Report must be submitted electronically by email. Microsoft Word or PDF files are acceptable

COR

3.4 Completed Participant

Evaluation Summary

2 weeks after completion of training.

Evaluation forms must be submitted electronically by email. Microsoft Word or PDF files are acceptable

COR

5 Travel TBD In-person COR

5 Travel Charge after travel In-Person

Charged when travel is completed

TBD

Payment Schedule - Option Years

Task Deliverables Timeline Format % of Payment $Payment Amount

1.1 Four (4) RPMS -

CHR/PCC

Workshops

TBD Virtual/In-Person 15% Per training

- 60% Total value of contract

TBD

2.1

Accounting of technical assistance hours for program support

Monthly - 12 months

Must be submitted electronically by email. Microsoft Word or PDF files are acceptable

12 Equal Payments totaling 40% value of contract

TBD

5 Travel TBD In-Person Charged when travel is completed

TBD

V. Requirement

Contractor must be able to pass a background check to obtain access to the CHR RPMS training program. Contractor will use an Indian Health Service Laptop to conduct virtual training and virtual office hours. IHS will provide a laptop once contractor completes and passes the background check.