Special Needs Coordinator PWS.docx

Special Needs Coordinator/RN Performance Work Statement (PWS)

1.0 DESCRIPTION OF SERVICES:

1.1 This contract is awarded using the 10 USC 1091 authority for personal services. The contracted position creates an employer-employee relationship between the (herein Contractor) and government representative identified at the start of the contract period of performance.

1.2 The government requires one Full Time Equivalent for this PWS. The Contractor shall provide Special Needs Coordinator/RN type of care to treat and/or support the treatment of the patients of the 31st Medical Group, Aviano Medical Treatment Facility (MTF).

1.2.1 The MTF intends on the services, as identified in this PWS, to be performed by a qualified Technical Representative (TR) and the contractor will conduct the TR work.

1.2.2 Performance shall be in accordance with the requirements contained in this document in addition to the professional standards of the Joint Commission, USAF Medical Services standards, and any local standards maintained by the unit.

2.0 SCOPE OF WORK: The Contractor shall perform a full range of duties consistent with their labor category, education, training, experience, clinical privileges (as applicable) and assigned position.

2.1 The SNC Registered Nurse oversees and manages the installation EFMP-M IAW DoD and AF policy, and any subsequent implementing guidance.

2.2 Uses clinical assessment skills and maintains procedures to identify sponsors whose family members have special medical and educational needs in a timely manner. The SNC uses a multi-disciplinary and collaborative approach with other key service providers, such as installation youth and childcare facilities, and officer and enlisted spouses groups, to ensure effective outreach and identification of special needs. Ensures family members of the AF personnel or family of the AF member are appropriately “Q coded” (EFMP-enrolled).

2.3 Independently assess the psychosocial functioning and needs of patients and their family members and formulates and implements a treatment plan, identifying the patient’s problems, strengths, weaknesses, coping skills and assistance needed, in collaboration with the patient, family and interdisciplinary treatment team.

2.4 Ensures all active duty sponsors known to the Air Force Personnel Center, and local Military Personnel Section and/or Commander Support staff where applicable, as having family members with special needs are identified in AF medical special needs data management systems. Provides oversight for base-level data entry in AF-provided data management systems used in the management of EFMP-M.

2.5 Provides clinical training to installation personnel and medical staff; and consultation as needed to support the implementation of EFMP-M base-wide.

2.6 Integrally involved in the Family Member Relocation Clearance (FMRC) process. Ensures all FMRC requirements are implemented by all EFMP-M staff. Coordinates the enrollment process and travel screening for all active duty family members’ and travel screening upon request to the families of DoD sponsored assignments going to a CONUS/OCONUS base.

2.7 Provides clinical oversight to ensure every AF sponsor with one or more family members with special needs assigned to the installation has a SN file maintained at the Medical Treatment Facility (MTF). Ensures Q-coded sponsors assigned to the installation are contacted annually to determine if there are unmet needs and to request updates of information as needed.

2.8 Collaborates with the Integrated Delivery System (IDS) and other interagency forums that provide family medical information and referrals to base and civilian agencies. Ensures EFMP families are referred to the Airman and Family Readiness Center for additional community assistance as needed. Maintains a cooperative working relationship with the base Military Personnel Section (MPS), Commander Support Staff (CSS), and with Air Force Personnel Center (AFPC). Actively supports the integration of EFMP-M, Exceptional Family Member Program – Family Support (EFMP-FS) and Exceptional Family Member Program – Assignments (EFMP-A) services at the installation. Provides information, appropriate contact information, and coordinates referrals as appropriate.

2.9 Participates in EFMP quarterly case reviews to discuss assess newly identified families’, complex, or unmet clinical needs. Determine the appropriate resources necessary for the families.

2.10 Patient specific assessments and clinical plans of action will be located in AHLTA. Meeting minutes will not contain patient identifying information.

2.11 Coordinates and participates in designated facility meetings.

2.12 Participates in the clinic orientation and training of other staff of the Special Needs Program. May serve on committees, work groups, and task forces at the facility.

2.13 Must maintain a level of productivity and quality consistent with: complexity of the assignment; facility policies and guidelines; established principles, ethics and standards of practice of professional nursing, Health Services Inspection (HSI); and other applicable DoD and service specific guidance’s and policies. Must also comply with the Equal Employment Opportunity (EEO) Program, infection control and safety policies and procedures.

2.14 Follows applicable local MTF/AF/DoD instructions, policies and guidelines.

2.15 Completes medical record documentation and coding, and designated tracking logs and data reporting as required by local MTF/AF/DoD instructions, policies and guidance.

2.16 Completes all required electronic medical record training, MTF-specific orientation and SNC training programs.

3.0 QUALIFICATIONS

3.1 Education. Shall be a graduate of associates (ADN) or baccalaureate degree (BSN) program in nursing accredited by a national nursing accrediting agency recognized by the US Department of Education. A BSN is preferred.

3.2 License. Maintain an active, valid, current, and unrestricted license (with no limitations, stipulations or pending adverse actions) to practice nursing as a registered nurse in any US state/jurisdiction.

3.3 Preferred Experience. A minimum of two years full-time experience in care coordination, case management or discharge planning experience in a medical setting within the last four years.

4.0 EDUCATION AND TRAINING REQUIREMENTS

4.1 A current Basic Life Support (BLS) certification is a job requirement.

4.2 Language Requirement. The Contractor shall read, understand, speak, and write English fluently.

4.3 The Contractor must be knowledgeable in medical privacy and confidentiality (Health Insurance Portability and Accountability Act [HIPAA]); accreditation standards of Accreditation Association for Ambulatory Health Care (AAAHC) and The Joint Commission (TJC).

4.4 Computer applications/software to include Microsoft Office programs, MS Outlook (e-mail), and internet familiarity is required.

4.5 The ability to input, extract and format data from the Armed Forces Health Longitudinal Technology (AHLTA) and Composite Healthcare Computer System (CHCS) is desired.

4.6 The Contractor must be skillful and tactful in communicating with people who may be physically or mentally ill, uncooperative, fearful, emotionally distraught, and occasionally dangerous.

4.7 The Contractor must possess organization, problem-solving and communication skills to articulate medical requirements to patients, families/caregivers, medical and non-medical staff in a professional and courteous way.

5.0 SERVICES SUMMARY

Complies with safety policies

Hygiene and grooming meet hospital standards.

1.2.2

Maintains professional manners and displays

4.7

8.11

Adheres to work duties and schedule for shifts other than normal duties hours as required

6.0 FAILURE AND/OR INABILITY TO PERFORM

6.1 This contract may be terminated if the Contractor fails to provide any requested certifications in accordance with this PWS, or if privileges are not granted to the Contractor at the discretion of the Commanding Officer.

6.2 Should the Contractor be unable to perform duties under this contract due to medical or physical disability for more than 13 consecutive days, performance under this contract may be suspended by the Contracting Officer until such medical or physical disability is resolved. If performance under this contract is so suspended, no reimbursement shall be made and no other compensation, including annual/sick leave, shall accrue to the Contractor so long as performance is suspended.

6.3 Any Contractor demonstrating impaired judgment, shall be removed from providing health care services. The government reserves the right to remove any Contractor who, in the judgment of a licensed physician, is impaired by drugs, alcohol, or physical illness. The Contractor may be allowed to return to work under the terms of this contract only with prior government approval.

6.4 If the Contractor is required to leave Italy and can no longer perform the required services, a notification must be provided to the Commanding Officer as early as possible but at a minimum two weeks from the final day of service.

6.5 The Contractor must obtain permission from MDG/CC or Clinic Administrator (SGA) before competing on a different contracted position while employed under this contract. If permission is denied, the Contractor is not allowed to resign their position without consequence of Termination for Cause.

7.0 HEALTH REQUIREMENTS

7.1 Not later than five (5) working days prior to commencement of work, the Contractor shall furnish a completed Public Health MEHP In-Processing Questionnaire to the government Supervisor or FRED.

7.2 The contract is required to receive all vaccinations required to work in the MTF and provide validation to the government supervisor.

7.3 Occupational Safety and Health Administration (OSHA) requires that all Health Care Workers who will have occupational exposure to blood or body fluids, or other potentially infectious materials, shall receive Hepatitis B vaccine, sign a voluntary declination, or have documented proof of immunity to Hepatitis B infection. Personnel who sign declinations may change their minds at any time and receive the Hepatitis B vaccine without penalty.

7.4 The MTF will provide emergency health care to the Contractor for injuries incurred while on duty in the MTF. These services will be billed to the Contractor at the current full reimbursement rate.

8.0 GENERAL INFORMATION

8.1 Orientation. The Contractor shall participate in the MTF orientation briefing/training for newly assigned personnel to include regulations specific to their professional specialty, clinic and Air Force policy and procedures.

8.2 In-processing and out-processing. In compliance with local standards, the Contractor must complete in-/out-processing actions within 45 days.

8.2.1 Failure to do so promptly may delay payment of the first and final invoices.

8.3 Security. The Contractor shall provide all pass and identification items required for contract performance. The Contractor shall return all identification media to the Pass & ID office upon completion/termination of the contract, as appropriate.

8.3.1 Tier 1 Background Investigation. Personnel under this contract will have access to Non-Sensitive government information and/or process information requiring protection under the Privacy Act of 1974. Compliance with DoD Manual 5200.2, AFMAN 16-1405 and Homeland Security Presidential Directive 12 (HSPD-12) is mandatory for these positions.

8.3.2 Pending Completion of T1. The Contractor personnel may provide contract services prior to completion of background investigation. The Contractor understands that the MTF Commander may allow the Contractor personnel to temporarily occupy non-sensitive positions pending T1. The Contractor personnel will be immediately removed from the position if at any time the T1 receives unfavorable adjudication, or if other unfavorable information that would affect the T1 becomes known.

8.4 Common Access Card (CAC). The Contractor will be required to receive a CAC while performing under this contract. Failure or inability to receive a CAC will result in contract termination.

8.5 National Agency Check (NAC). As a minimum, the Contractor shall successfully complete a NAC before operating government-furnished workstations that have access to Air Force automated information systems. Contractors receiving unfavorable NACs shall not be employed.

8.5.1 The government will submit requests for investigations on AF Form 2583, “Request for Personnel Security Action”, or local equivalent at no additional cost to the Contractor.

8.5.2 Performance nor payment under this contract will not begin until favorable results are available

8.6 Credentials. The Contractors will be subject to the credentialing and privileging requirements of AFI 44-19, to include adverse actions as applicable.

8.6.1 If applicable, credentials will be verified by the MTF before contractor performance begins.

8.6.2 The Contractor will maintain applicable licensure and certifications at no additional cost to the government.

8.6.3 Performance nor payment under this contract will not begin until favorable results are available

8.7 Physical Security. The Contractor shall safeguard all government property, including controlled forms provided for use. At the close of each work period, government equipment, facilities, and other valuable materials shall be secured.

8.8 Entry Procedures to Controlled/Restricted Areas. The Contractor shall comply with local base procedures for entry to Air Force controlled/restricted areas where Contractor will work.

8.9 Key Control. The Contractor shall ensure keys issued by the government are properly safeguarded and only used by authorized personnel.

8.9.1 The Contractor shall use keys to open work areas for authorized staff engaged in performance of their duties. Lost keys shall be reported immediately to the assigned Flight Commander or his/her designee.

8.9.2 The government will replace lost keys or perform re-keying at the expense of the Contractor, which will be deducted from their monthly payment.

8.10 HIPAA. In accordance with DoD 6025.18-R “Department of Defense Health Information Privacy Regulation,” 24 January 2003, the Contractor meets the definition of Business Associate. Therefore, a Business Associate Agreement is required to comply with both the Health Insurance Portability and Accountability Act (HIPAA) Privacy and Security regulations regarding health information as defined in this clause, DoD 6025-18-R, DOD 8520.02-R and AFI 41-217. Additional requirements will be addressed when implemented.

8.11 PHI. In accordance with 45 CFR 164.502, the Contractor agrees to use all appropriate safeguards to maintain integrity of Protected Health Information (PHI) and prevent use or disclosure other than as provided by this contract. The Contractor will report awareness of PHI security incidents to the government.

9.0 DUTY HOURS

9.1 The Contractor will work no more than 40 hours per week. The Contractor shall be available Monday through Friday, 0730 until 1630 Central European Time (CET). The Contractor shall not work more than 8 hours per day.

9.1.1 Teleworking may be allowed at the Commanding Officer’s discretion.

9.1.2 ON CALL DUTY: Emergency basis only. If called outside of normal duty hours, then the Functional Requirements Evaluator Designee (FRED) will adjust the following week shift to compensate. (Example: called in 2 hours on Saturday; therefore, may report late on Monday).

9.2 The Contractor will not be required to work on, and be paid for, the following days:

9.2.1 New Year’s Day.

9.2.2 Martin Luther King’s Birthday.

9.2.3 Presidents Day.

9.2.4 Memorial Day.

9.2.5 Juneteenth.

9.2.6 Independence Day.

9.2.7 Labor Day.

9.2.8 Columbus Day.

9.2.9 Veteran’s Day.

9.2.10 Thanksgiving Day.

9.2.11 Christmas Day.

9.2.12 USAFE Family Days.

9.2.13 Any other military-sponsored Wing holiday.

9.3 The Contractor’s lunch period shall be 60 minutes. This lunch period shall be coordinated with the government supervisor or FRED to alleviate any scheduling conflicts.

9.4 For unusual and compelling circumstances (e.g., weather emergencies) in which the Commanding Officer either excuses all facility personnel from reporting to work or dismisses all personnel early, the Contractor shall still accrue a normal days pay.

10.0 ABSENCES AND LEAVE

10.1 The Contractor is authorized 24 days of leave within a contract year. The Contractor does not have access to leave until 30 days after the contractor has started performance. Leave shall be used for both planned (vacation) and unplanned (sickness) absences. Leave must be used in the contract year in which it is accrued. Leave that is not used will be lost at the end of the contract year.

10.1.1 Limited to 6 days per quarter, based on the period of performance, unless authorized by the Commanding Officer.

10.2 Planned absences from assigned duties shall be requested with 15 working days advance notice, in writing, to the government Supervisor or FRED. FREDs will keep track of leave days on monthly surveillance forms.

10.3 Family and Medical Leave. Upon request, up to 12 weeks of family or medical leave, may be granted to the Contractor if the circumstances specified in the Family and Medical Leave Act (FMLA), Sec. 102, apply.

10.3.1 If the family or medical leave is granted, all leave must be used; then the remaining time off will be Leave without Pay (LWOP).

If the Contractor is absent for three or more consecutive days due to illness, he or she may be required by the government supervisor or FRED to provide written documentation from a qualified health care provider that he or she is free from communicable disease and the cause of the Contractor's current illness. The government reserves the right to examine and/or re-examine any Contractor who meets this criterion.

11.0 APPLICABLE PUBLICATIONS AND FORMS.

11.1 Publications and forms applicable to the performance of work statement (PWS) are listed below.

11.2 The Contractor is obligated to follow those publications. These publications are available in the MTF and maintained by the government.

11.3 Supplements or amendments to listed publications from any organizational level may be issued during the life of the contract.

11.3.1 The Contractor shall immediately implement those changes in publications.

11.3.2 For changes in publications which result in a price change.

11.3.2.1 Prior to implementing any change the Contractor shall provide a proposal for increase or decrease in the price to the CO within 30 days of receipt of the change by the Contractor.

11.3.2.2 The CO and the Contractor shall negotiate the change into the contract under the provisions of the contract clause entitled "Changes".

11.3.2.3 Failure of the Contractor to submit a price proposal within 30 days from receipt of the change shall entitle the government to performance in accordance with such change at no increase in price.

11.4 Publications and forms are also available electronically through the internet. For example, http://www.e-publishing.af.mil/ is the Air Force's e-Publishing site and one way to obtain Air Force Instructions. DoD Directives can be found at https://www.esd.whs.mil/DD/.

DEPARTMENT OF DEFENSE REGULATIONS/ MANUALS/ INSTRUCTIONS/ DIRECTIVES

AIR FORCE INSTRUCTIONS/MANUALS

FORMS

12.0 DODI 6025.5 (Jan 1995) Excerpt

12.1 The following language is an excerpt from DODI 6025.5 (Jan 1995) and is required in all Personal Service Contracts.

12.2 That the contract is a personal services contract and that the contract is intended to create an employer-employee relationship between the government and the individual HCPs.

12.3 That the performance of the individual HCP(s) under the PSC is subject to day-to-day supervision and control by healthcare facility personnel comparable to that exercised over the military and civil service HCPs engaged in comparable work

12.4 That any personal injury claims alleging negligence by the individual HCPs within the scope of the HCP’s performance of the PSC shall be processed by DoD as claims alleging negligence by DoD military or civil service HCPs.

12.5 The PSC does not create an employer- employee relationship between the government and any corporation, partnership, business association, or other party or legal entity with the individual HCP (s) may be associated.