A06 - PWS Area Wide Pharmacist Contract.pdf

BILLINGS AREA INDIAN HEALTH SERVICE (BAIHS) PHARMACY DEPARTMENTS

Blackfeet Service Unit Crow Service Unit Fort Belknap Service Unit Fort Peck Service Unit Little Shell Service Unit Northern Cheyenne Service Unit Wind River Service Unit

PERFORMANCE‐BASED WORK STATEMENT

FOR MEDICAL / PROFESSIONAL SERVICES (NON‐PERSONAL SERVICE) REGISTERED PHARMACIST

A. DESCRIPTION OF SERVICES

The Contractor shall provide individuals for the positions listed within to perform pharmaceutical services at the Billings Area IHS, herein referred to as BAIHS. These services shall be performed in accordance with all federal, state, local laws and regulations, commercial professional standards, Indian Health Service policy and practice standards, The Joint Commission (TJC) and this Performance‐based Work Statement (PWS). The Government intends to award a Firm Fixed Price (FFP), Multi‐Award Service contract.

B. SCOPE OF WORK.

The Contractor shall provide individual(s) for the following services: Registered Pharmacist in Outpatient Pharmacy setting.

Work will be conducted using electronic health records and pharmacy automation. Performance of duties shall meet applicable AAAHC standards and procedures compatible with the BAIHS’ operating capacity and equipment. All procedures shall comply with BAIHS infection control and safety procedures, practices, and standards.

The contractor will report to the COR on behalf of the director of pharmacy or designee. The contractor will perform work independently. New medical procedures/services shall not be introduced without prior recommendation to, and approval of, the BAIHS authorized representative.

Place of Performance shall be performed at hospitals, health stations and other healthcare facilities in the Billings Area Indian Health Service within the State of Montana and Wyoming to include the following BAIHS Sites listed therein.

Location(s):

a. Blackfeet Service Unit – Browning Community Hospital 760 Hospital Drive Browning, MT 59417

b. Blackfeet Service Unit ‐ Heart Butte Clinic

81 Disney St.

Heart Butte, MT 59448

c. Crow Service Unit ‐ Crow/N.Cheyenne Hospital

10110 South 7650 East Crow Agency, MT 59022

d. Crow Service Unit ‐ Lodge Grass Clinic

418 Harding Ave Lodge Grass, MT 59050

e. Crow Service Unit ‐ Pryor Clinic

2 Pryor Gap Road Pryor, MT 59066

f. Fort Belknap Service Unit ‐ Harlem Health Center

669 Agency Main Street Harlem, MT 59526

g. Fort Belknap Service Unit ‐ Hays Health Center

123 Whitecow Canyon Rd.

Hays, MT 59527

h. Fort Peck Service Unit ‐ Verne E. Gibbs Health Center

107 H St. E Poplar, MT 59255

i. Fort Peck Service Unit ‐ Chief Red Stone Health Center

550 6th Ave N.

Wolf Point, MT 59201

j. Little Shell Service Unit ‐ Great Falls Health Center

425 Smelter Ave NE Great Falls, MT 59404

k. Northern Cheyenne Service Unit ‐ Lame Deer Health Center

420 N. Cheyenne Ave Lame Deer, MT 59043

l. Wind River Service Unit ‐ Fort Washakie Health Clinic

29 Blackcoal Drive Fort Washakie, WY 82514

C. PERIOD OF PERFORMANCE

The Period of Performance one (1) year from award date, base plus 4 option years. Hours worked are

M‐F, between 8:00am and 7:00pm; with a possibility of 4‐10 hour days, as scheduled with the Pharmacy

Director. Only hours worked that are pre‐approved by the COR on behalf of the Pharmacy Director or his designee will be approved for payment. The work shifts will be scheduled as needed during the period of performance dates, no more than 40 hours per week depending on staffing needs. Typical work week will be 40 hours/week on Monday thru Friday. Work shifts will normally be eight (8), with a

30 minute or one (1) hour lunch, as scheduled with the Pharmacy Director. Same for ten (10) hour day, 30 minute lunch or one (1) hour lunch. Federal Government holidays, compensation time, including overtime are excluded. This contract will terminate when period of performance expires, if funds availability imposes constraints or services are no longer needed.

D. EDUCATION/TRAINING/QUALIFICATIONS OF CONTRACTOR PERSONNEL Individual position specific education/training/qualification requirements. Requirements pertaining to position described herein include:

1. Bachelors, Masters, or Doctoral degree in Pharmacy from a college of pharmacy accredited by the American Council on Pharmaceutical Education (ACPE).

2. A current, valid, unrestricted license to practice Pharmacy in any one of the fifty States, the District of Columbia, the Commonwealth of Puerto Rico, Guam or the U.S. Virgin Islands.

3. Be Basic Life Support (BLS) certified.

4. Working knowledge of pharmacy computer systems, such as the IHS Electronic Health

Record (EHR), Resource Patient Management System (RPMS), ScriptPro Central Workflow Management system and Omnicell.

5. The contract pharmacist shall be able to o Process prescription order in the IHS Electronic Health Record (EHR), and check for completeness, appropriateness, dosing, and allergies. The contract pharmacist shall assure that all medications prescribed are on the respective Service Unit’s formulary. The contract pharmacist shall check for drug‐drug and food interactions, contraindications and warnings. Will assess renal function by calculating the patient’s height, weight, age, and serum creatinine, and the creatinine clearance. The contract pharmacist shall provide instructions to all prescribing practitioners as to substitutions of medications as applicable and answer any medical questions pertaining to medications and patient care.

o Deliver comprehensive pharmaceutical services within the personnel, supply, and equipment capabilities of the facility.

o Counsel patients regarding safe and effective use of medications.

o Review patient profiles in electronic health records to closely monitor medication therapy to identify medication‐related problems and propose solutions.

o Ensure prescription directions for use, dose, medication interactions, therapeutic duplications or overlaps, allergy information, age specific dosage, and other pertinent data are appropriate for individual patients.

o Ensure accuracy of all pharmaceutical products prepared or processed by technical staff.

o Provide medication related information and training to clinical staff (ie, newly marketed medications; appropriate use of medications; comparison of current medication therapies; and other topics as deemed appropriate by the department head).

o Provide clinical direction to pharmacy personnel.

o Assist with inventory control of pharmaceuticals and supplies in the pharmacy, specifically scheduled pharmaceuticals, and maintain pharmacy security.

o Maintain appropriate records and security of all scheduled controlled substances according to applicable regulations and local policy.

o Consult with other specialty practitioners to provide optimal patient pharmaceutical care.

o Participate in a quality improvement efforts o Maintain clean and safe work areas are according to applicable regulations and local policy.

o Document significant medication interactions and pharmacy interactions with prescribers. Conduct Adverse Drug Reaction (ADR) and medication error reporting in accordance with local policy.

o Participate in medication use evaluations as necessary.

E. ADDITIONAL REQUIREMENTS:

Working knowledge of general computer applications/software to include Microsoft Office programs, MS outlook (E‐Mail), Access, Excel, PowerPoint, and internet familiarity is required. A working knowledge of IHS Electronic Health Record (EHR), Resource Patient Management System (RPMS), ScriptPro Central Workflow Management system and Omnicell are preferred.

Speak, understand, read, and write English fluently and communicate with sufficient clarity to be understood by BAIHS personnel and the Native American community.

Knowledge of and ability to apply medical privacy and confidentiality standards including the HIPPA, accreditation standards of TJC and BAIHS clinical practice guidelines.

Contract personnel shall be able to walk, stand, bend, sit, and use computers for prolonged periods of time. Much conversation with patients occurs through a thick window so ability to hear well is necessary to perform the duties.

Ensures compliance with standards of care and practice in accordance with all established policies, procedures, and guidelines. Provides care within ethical and legal boundaries.

Serves and participates in committees, functions and other meetings as directed. Provides relevant and timely information as needed and assists with decision making and process improvement. Participates in customer service initiatives, and medical readiness activities designed to enhance health services.

Ensures a safe work environment, safe work habits and patient safety in accordance with regulatory agencies, infection control policies, and implemented process improvements.

The contract pharmacist shall keep complete records related to controlled medications. This would include documenting scheduled medications per policy, reviewing and signing off on the daily controlled substance report within 24 hours of previous business day.

The contract pharmacist must understand and support local Service Unit and Departmental Policy, participate in problem‐resolution, and adapt and incorporate change as needed.

The Contractor and/or the contract pharmacist shall immediately advise the COR on behalf of the Pharmacy Director or representative, of any problem(s) encountered or which may be encountered in connection with meeting the needs and concerns of patients.

The contract pharmacist must demonstrate effective customer service skills with cultural sensitivity and respect to internal and external customers, in face‐to‐face, electronic and telephonic communications.

Must be able to use conflict resolution skills when necessary.

F. DOCUMENTATION. All contract personnel shall prepare documentation to meet or exceed established standards of the BAIHS. Contract personnel shall ensure complete patient identifying information is on all documentation that is to become part of a health care record.

All documentation shall comply with HIPAA and all required protected health information policies as required in this PWS.

G. ANNUAL TRAINING REQUIREMENTS. All contract personnel shall complete annual training as required to comply with HIPAA, TJC, IHS Computer Security Policy, IHS Safety and other relevant training that is deemed necessary during contract period.

H. RECORDS. The contractor shall manage all records created for Government use in accordance with records management procedures Records Disposition‐Procedures and Responsibilities. All records containing Privacy Act material when collecting, safeguarding, maintaining, using, accessing, amending, and disseminating personal information in a system of records, shall be protected per HIPAA guidelines.

I. ENGLISH LANGUAGE REQUIREMENT. Contract personnel shall read, understand, speak, and write English well enough to effectively communicate with patients and BAIHS staff.

J. APPEARANCE. Contract personnel shall present a neat, professional appearance and be easily recognized as a contract personnel. Clothing shall be appropriate for patient care. Personnel shall wear and have readily visible, IHS issued identification at all times when on duty.

K. COMPUTER SECURITY: ACCESS TO NETWORK. Contract personnel requiring access to the IHS network shall have completed a National Agency Check (NAC) verified. This is accomplished by completing the Electronic Questionnaires for Investigations Processing (e‐QIP) or if applicable, completing a SF 85P, Questionnaire for Public Trust Positions. Personnel shall submit all required forms through the BAIHS for submission to the Office of Personnel Management (OPM) Personnel Security Program Management. The candidate for entry must have a favorable background investigation allowing issuance of a restricted area badge; and must carry a valid state ID.

L. PRIVACY AND CONFIDENTIALITY: PATIENT LISTS. All patient lists shall be treated as privileged information. Lists and/or names of patients shall not be disclosed to or revealed in any way for any use outside the BAIHS without prior written permission by the respective Service Unit’s Chief Executive Officer.

M. PATIENT SENSITIVITY: Contract personnel shall respect and maintain the basic rights of patients, demonstrating concern for personal dignity and human relationships and cultural sensitivity and respect.

N. CONTRACTOR CONTACT INFORMATION. Contract personnel shall provide functioning contact telephone number so that clinic closures and other issues can be addressed as needed.

O. TYPE OF WORK. The contractor will provide pharmacy services in a busy ambulatory care/outpatient pharmacy using electronic health records and pharmacy automation systems.

The contract pharmacist must be able to enter the prescriptions using the IHS RPMS (Resource Patient Management System) computer software system and complete the medication dispensing process using ScriptPro Central. The computer software will provide a label and medication information sheet for each prescription. The contract pharmacist must be able to accurately count, and attach the prescription and auxiliary labels to the bottle, and dispense the medications. The contract pharmacist shall appropriately counsel the patients on their medications.

The majorities of the daily duties include but are not limited to:

Verifying accuracy of prepared product prepared by pharmacy personnel before dispensing to patient and counseling on safe and effective use of the medication.

Answering patient questions via telephone or in person using computer systems as appropriate to provide accurate and timely response.

Completing required documentation per local policy.

Work will mostly be conducted in a busy refill window interacting with patients through a thick glass window.

P. WORKLOAD

The contractor will dispense approximately 300‐400 prescriptions per day

Q. CONTRACTOR RESPONSIBILITIES AND REQUIREMENTS

The Contractor shall be responsible to ensure that the Contract Registered Pharmacist providing services under this contract are fully trained and completely competent to perform the required work.

The Contractor shall be required to maintain records that document competence/performance level of Contractor personnel working under this contract in accordance with TJC and other regulatory body requirements. The Contractor shall provide a current copy of competence assessment checklist and annual performance evaluation to the Pharmacy Director.

The contracting officer representative (COR), or his designated representative, shall monitor the contract pharmacist’s work to ensure contract compliance. Notwithstanding other contract requirements, upon request of the Contracting Officer, the Contractor shall remove the contract pharmacist who will not/does not comply with orientation requirements, meet competency requirements, or complete the assignments for the contract work being performed under this Performance Work Statement. If removed, the Contractor shall immediately provide another qualified, contract pharmacist who will meet these requirements and complete the assignments listed within this Performance Work Statement. The Contractor’s failure to submit successful applicants shall not excuse nonperformance of contract requirements.

R. POINT OF CONTACT

The Contractor shall provide a point of contact and alternate that shall have full authority to act on all matters relating to the daily operation of this contract. The Contractor shall designate these individuals, in writing, to the Contracting Officer prior to the contract performance start date.

S. REPLACEMENT STAFF

The Contractor shall have adequate replacement personnel available to meet contract replacement requirements to ensure a lapse in coverage does not occur. All replacement personnel shall meet or exceed position qualifications.

T. SCHEDULE/WORK LOCATION. The Government reserves the right to move contracted personnel to sections/departments within the respective BAIHS Service Unit to provide support commensurate with their experience.

a. OVERTIME. Overtime is not authorized under this contract.

b. SCHEDULED ABSENCES. All scheduled absences shall be coordinated with the Prime contractor who will notify the COR, the COR will notify the pharmacy director.

c. UNSCHEDULED ABSENCES. Unscheduled absences are those absences not coordinated at least two weeks in advance. The contractor pharmacist will coordinate with the Prime contractor who will notify the COR, the COR will notify the pharmacy director, or designee as early as possible of unscheduled absences. Notification must be given within a minimum of 2 hours of start of shift (ie, acute illness).

U. ORIENTATION AND TRAINING.

The Government will provide mandatory orientation and training for all contract personnel prior to their providing services. The Government will notify and suspense ongoing training requirements for all contract personnel. A complete credentials package and security clearance application shall be submitted prior to beginning orientation and training. No contract personnel shall begin orientation unless a complete credentials package has been submitted. Orientation takes approximately four hours to complete and shall be at no additional cost to the government. Orientation consists of walk‐thru of the BAIHS Service Unit, fire and safety training, review of infection control policies, providing proof of immunizations and other training requirements.

V. VERIFICATION OF LICENSURE

To ensure that the contract Registered Pharmacist providing services under this contract is properly licensed and that the BAIHS is aware of any disciplinary actions taken against such pharmacist, the Contractor shall:

1. Provide a copy of licensure for each pharmacist placed at the BAIHS to verify the contractor holds a current, active pharmacy license that is in good standing.

2. Inform IHS of the status of all licenses for each Registered Pharmacist providing services under this contract at the BAIHS.

3. Obtain at least one letter of reference from a health care provider who has knowledge of the

Contract employee’s pharmacy practice skills.

4. Provide all information regarding performance and disciplinary actions that is collected on the pharmacist who would be placed under this contract to the Pharmacy Director.

6. Certify that all information on Contract Registered Pharmacist has been reviewed and verified by the Contractor. This certification must include a statement that the Contractor has found no reason to reject the pharmacist’s application. The names of the contractors, their titles, telephone number, dates of contracts, and the name of the Contractor’s representative collecting and reviewing such information must be recorded in writing and made available to the BAIHS by the Contractor.

7. The Contractor shall only submit applications for personnel who are readily available (no later than 2 weeks of contract award), can reasonably be anticipated to be approved and perform contract services. Recurring submission of packages for personnel who lack required qualifications, or who will not work under the contract, is unacceptable and will be considered a failure to perform.

W. PREVENTATIVE, PROPHYLACTIC, AND FOLLOW‐UP PROCEDURES The Contractor shall ensure all personnel are in compliance with preventive, prophylactic and follow‐up procedures, as well as infection control and employee health program procedures, as established by the BAIHS.

X. HEALTH REQUIREMENTS Contract personnel shall provide documentation of required immunizations, including COVID‐19 vaccination and seasonal influenza vaccination to the pharmacy director for employee health when reporting for duty.

The U.S. Occupational Safety and Health Administration (OSHA) requires all personnel having occupational exposure to blood or body fluids, or other potentially infectious materials, receive the Hepatitis B vaccine, sign a voluntary declination, or have documented proof of immunity to Hepatitis B

Y. COMMUNICATION The Contractor shall ensure all personnel maintain open and professional communication with members of the BAIHS. Complaints validated by the pharmacy director or designee shall be reported in writing to the COR, contracting office and the Contractor for action. Failure of the Contractor to correct validated complaints shall be considered a failure to perform.

Z. GOVERNMENT FURNISHED PROPERTY AND SERVICES The Government will provide the following equipment, supplies, and services listed below: See Supplies

AA. CRIMINAL BACKGROUND CHECK REQUIREMENT The Government will conduct criminal background checks on individuals providing childcare services under this contract. With the consent of the Billings Area Director and Service Unit Pharmacy Director as evidenced by a signed temporary waiver, contract personnel may provide contract services prior to completion of background checks, however, the individual shall be within sight and continuous supervision of staff personnel.

BB. PROPERTY. All contract personnel shall have joint use of the facilities and equipment in performance of this contract.

CC. OFFICE/WORK/LOCKER AREA Those areas (ie, desk drawer, work space) provided for the use by contract personnel shall be maintained in a clean and orderly manner. Office space will be shared with other members of the BAIHS, therefore; personnel shall ensure any decorative items are discouraged but if present, but be professional, modest appearance. The government will not be responsible for loss or damage of personal items brought onto BAIHS property.

DD. PERSONAL PROTECTIVE EQUIPMENT (PPE) The Government will furnish all appropriate PPE.

The Government will be responsible for any repair, cleaning and inventory required for the PPE.

This does not include any type of uniform or laboratory coat which shall be Contractor provided.

EE. SUPPLIES The BAIHS will provide medical and non‐medical supplies (office supplies, forms) commonly used in the facility for the care and management of patients. Those supplies will remain the property of the Government and be used exclusively for services rendered in the

BAIHS.

FF. ADMINISTRATIVE SUPPORT Contract personnel are authorized to use all administrative support available to Government employees. This includes the use of copy machines, fax machines, telephones, to include Defense Switching Network (DSN) lines and long distance if required for work related purposes. The same restrictions to limit use of these items for Official Government business apply.

GG. SERVICES SUMMARY The Services Summary provides a synopsis of the key performance objectives that relate directly to standards of performance required to meet mission needs. The performance threshold identifies the minimum acceptable levels of service required for each objective. These objectives and threshold levels are critical to mission success.

PERFORMANCE OBJECTIVE PERFORMANCE THRESHOLD

Compliance with scheduling requirements 1 valid complaint per employee per quarter

Compliance with duty hours 1 valid complaint per employee per quarter

Compliance with training requirements 0 valid complaints

Compliance with appearance requirements 1 valid complaint per employee per quarter

Compliance with documentation 1 valid complaint per employee per quarter

Compliance with HIPAA requirements 0 valid complaints

Clinical competence and accuracy of records maintenance

1 valid complaint

A detailed weekly invoice must be submitted to the COR or designee with proper signature authority no later than 12:00pm on next business day following the workweek completed.

The COR will maintain a log of invoices and balance of remaining contract dollars.

The COR shall monitor the Contractor’s technical/post progress and promptly inform the Contracting Officer of any problems or potential problems encountered.

The Government reserves the right to accept or reject services if the level of work is unsatisfactory.