Sow Transcription Services.doc

SECTION C-STATEMENT OF WORK

MEDICAL TRANSCRIPTION

Quentin N. Burdick Memorial Health Care Facility

Belcourt, North Dakota 58316

C-1 Purpose of the Contract:

Is to provide a wide-range of medical transcription services for the Quentin N. Burdick Memorial Health Care Facility in Belcourt, North Dakota

The mission of the Quentin N. Burdick Memorial Health Care Facility in Belcourt, North Dakota is to provide quality health care services to the Native American population on the Turtle Mountain Indian Reservation. The 27-bed facility is known as the Belcourt Indian Health Service or the Belcourt Service Unit.

To meet the mission of Quentin N. Burdick Memorial Health Care Facility it will require Contractor support to assist the Indian Health Service hospital with medical transcription services. This contract shall be tailored to provide a wide range of medical transcription services.

Each Contract resulting from this solicitation shall:

a.) Be a fixed-price non-personal health care service contract under which the Contractor is an independent contractor.

b.) Allow the Government to evaluate the quality of professional and administrative services provided.

C-2 Government Furnished Property, Facilities, and Services:

The Government will not have to provide any property, facilities, forms, supplies or support services during the term of this contract.

C-3 Contractor Furnished Property:

The Contractor is responsible for providing a telephone dictation system with a toll free number that allows our staff the capability of using a telephone to dictate their notes, medical reports and summaries without any cost to the government.

The Contractor is responsible for having telephones, computers, medical transcription software, medical terminology and anatomy & physiology resources, internet access, virtual private network (VPN) access with the Department of Health & Human Services, specifically with Indian Health Service (IHS).

The Contractor is responsible for typing reports (via VPN access or with a compatible interface) in the RPMS electronic health record (EHR) or by cutting and pasting dictated reports into the RPMS-EHR within the required turnaround times.

The Contractor is responsible for maintaining adequate resources and equipment to meet performance objectives. If a problem arises with the dictation system, it will be immediately communicated to the Health Information Management Administrator, or her designee at the Quentin Burdick Memorial Health Care Facility.

The Contractor is responsible for providing (card) dictation instructions and training to the new and existing medical providers on how to use their dictation system.

C-4 Statement of Work:

The Contractor is required to provide medical transcription of death, discharge and transfer summaries, history and physicals, operative reports, emergency room visits, outpatient office notes, progress notes and other miscellaneous reports, such as, letters, memo’s, etc. These reports may contain a wide range of medical terminology, which is used by the following medical specialties: medical, surgical, emergency medicine, pediatrics, podiatry, dental, dermatology, urology, obstetrics, gynecology, oncology, ophthalmology, orthopedics and psychiatry. Contractor performance shall be according to the requirements contained in this statement of work.

Note** Reports will need to be typed and available in the electronic health record within the specified turnaround times, example: if an H&P is dictated STAT the Contractor is responsible for interpretation, formatting, transcribing and in providing the finished product back to the facility within 1-hour (clock time) no matter what time of the day or night the report is dictated!!

Operative Reports require a twenty-four (24) hour turnaround clock time with twenty-four (24) hours clock time beginning immediately following the dictation. History and Physicals require a twenty-four (24) hour turnaround clock time with twenty-four (24) hours clock time beginning immediately following the dictation. Discharge, Death & Transfer summary reports require a twenty-four (24) hour turnaround clock time with twenty-four (24) beginning immediately following dictation. STAT dictation requires a one (1) hour turnaround clock time with one (1) hour clock time beginning immediately following dictation. Emergency Room visits require a two (2) hour turnaround clock time with two (2) hours clock time beginning immediately following dictation. All other dictation requires a twenty-four (24) hour turnaround clock time with the twenty-four (24) hours clock time beginning immediately following the dictation, unless otherwise specified.

The Contractor is solely responsible for typing the dictated material in the correct I.H.S. format and for the completeness and accuracy of medical terminology, spelling, grammar and punctuation. The Contractor is also responsible for making edits and corrections without any additional charges to the I.H.S. facility. The Contractor will be 100% responsible for typing or cutting and pasting dictated reports into the RPMS EHR system and (when necessary) for creating a note to attach the dictation too or to create a notification for the physician to sign their dictated reports in the RPMS Electronic Health Record (EHR) system.

The Contractor shall immediately refer apparent discrepancies or inconsistencies to the appropriate medical provider for clarification and corrections so reports are transcribed within the required time-frames.

Contractor provides coverage 365 days a year, 24 hours a day which includes weekends and holidays!

The Contractor will type and bill at 80 characters per line;

1.) Operative reports – have a 24 hour turnaround clock time with 24 hours clock time beginning immediately following dictation unless the medical provider requests a STAT dictation.

2.) Histories and Physicals –have a 24 hour turnaround clock time with 24 hours beginning immediately following dictation unless the medical provider requests a STAT dictation.

3.) Death, Discharge & Transfer Summaries –have a 24 hour turnaround clock time with 24 hours clock time beginning immediately following dictation unless the medical provider requests a STAT dictation.

4.) Emergency Room Visit/Outpatient Clinic visit – have a 2 hour turnaround clock time with 2 hour clock time beginning immediately following dictation unless the medical provider requests a STAT dictation.

5.) STAT – 1 hour turnaround clock time with 1 hour clock time beginning immediately following dictation.

6.) Other Miscellaneous reports –have a 24 hour turnaround clock time with 24 hours clock time beginning immediately following dictation unless otherwise specified unless the medical provider requests a STAT dictation.

The government reserves the right to accept or reject services at any time during the contract period of performance if the level of performance is unsatisfactory to I.H.S.

The DNV and Joint Commission on Accreditation of Health Care Organizations (JCAHO) standards and CMS guidelines must be considered and turnaround times must be adhered so the facility maintains 100% DNV, JCAHO and CMS compliance at all times.

All Medical Record information generated in the performance of this contract shall remain the property of and subject to the exclusive control of Indian Health Service.

The Contractor is responsible for maintaining patient confidentiality and adhering to the IT rules of behavior, Privacy Act of 1974, the Health Insurance Portability & Accountability Act (HIPAA) of 1996 and the Health Information Technology for Economic and Clinical Health (HITECH) Act, enacted as part of the American Recovery and Reinvestment Act of 2009.

The Contractor is responsible for making sure their employees complete the required privacy & computer security training. (HIPAA privacy and ISSA) finger printing and personal background checks and receive approval prior to being allowed to work for Indian Health Service.

C-5 Contractor Qualifications:

The Contractor shall have extensive knowledge in Anatomy, Physiology and Medical Terminology and will provide accurate interpretation and transcription of required medical reports.

In accordance with Federal Acquisition Regulation (FAR) of Part 9, under Contractor Qualifications a responsible Contractor must,

(a) Have adequate financial resources available to meet the terms of performance as stated in this contract, or the ability to obtain them (see 9.104-3 (a);

(b) Be able to comply with the required or proposed delivery or performance schedule, taking into consideration all existing commercial and government business commitments;

(c) Have a satisfactory performance record (see 9.104-3(b) and Subpart 42.15). A prospective contractor shall not be determined responsible or non-responsible solely on the basis of a lack of relevant performance history, except as provided in 9.104-2;

(d) Have a satisfactory record of integrity and business ethics;

(e) Have the necessary organization, experience, accounting and operational controls, and technical skills, or the ability to obtain them (including as appropriate, such elements as production control procedures, property control systems, quality assurance measures, and safety programs applicable to materials to be produced or services to be performed by the prospective contractor or subcontractors). See 9.104-3(a)

(f) Have the necessary production, construction and technical equipment and facilities, or the ability to obtain them (see 9.104-3(a); and

(g) Be otherwise qualified and eligible to receive an award under applicable laws and regulations.

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