Amendment 0002 - Remote Coding Services.pdf

W40M REGIONAL HEALTH CONTRACTING OF

US MEDCOM HCAA JBLM HCC

POC: JOHN E. MCGUIRE

673 WOODLAND SQUARE LOOP SE, SUITE 101

LACY WA 98503

0011704936

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this amendment is to:

1. Provide answ ers to questions received from industry.

2. Update the quantity from 1 Each to 3,600 Each in CLINs 0006, 1006, 2006, 3006 and 4006.

3. To advise prospective contractors that no more questions w ill be answ ered if received after 21 February 2022 @ 1400.

All other terms and conditions remain unchanged.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 5

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 17-Feb-2022

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X W81K0222Q0025

X 9B. DATED (SEE ITEM 11)

07-Feb-2022

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

17-Feb-2022

CODE

W40M REGIONAL HEALTH CONTRACTING OF

REGIONAL HEALTH CONTR OFC PACIFIC

BLDG 339 CLARK ROAD

FT SHAFTER HI 96858-5098

W81K02 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE W81K02

FACILITY CODECODE

EMAIL:TEL:

W81K0222Q0025

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been added by full text:

Questions and Answers Amendment 0002

Questions 1: The contractor shall provide the non-personal services of both inpatient and outpatient, remote (off-site) medical Coding services. Confirm outpatient monthly or annual coding services end-user will assign incumbent?

Answer: Approximately 30-50 inpatient medical records per month / 250-300 Inpatient professional rounds (IPSR) (Provider Professional Rounds per month) / 6 provider/coder focused audits per month (each audit consists of 30 records to total 180 records per month) / 4 quarterly on-site provider/clinic coding/documentation visits – (approximately 4-5 clinical areas are trained per day for one week. One day is at JBER TMC – Anchorage, AK and the other 4 days at Bassett ACH. The auditor is responsible to prepare all training material for each clinical area scheduled for the week using provider’s current MHS Genesis encounters. Training handouts and PowerPoint presentations are relevant to the provider and clinic being trained, with follow-up emails if needed for unanswered questions arising out of training. Training can be via one-on-one and/or group) / DHA Audit – near term audit requirement from DHA for each and every MTF. Will consist of approximately 90-100 records to be reviewed by the remote auditor and results provided to the MTF Coding Supervisor. (PWS 5.1.4.1/ PWS 5.1.4.2/PWS

5.1.4.3/PWS 5.1.4.4/PWS 5.1.4.5)

Question 2: Is the vendor required to audit outpatient records for both providers and onsite (MTF) coders’ workload?

Answer: Yes

Question 3: If outpatient Records coding assignment is a requirement, will the Government Issue MOD 2 reflecting years and quantity under Schedule B “Price”?

Answer: Only outpatient assignment under this contract is auditing for DCAT and training. Inpatient professional rounds (IPSR) rounds are what we call the outpatient encounter(s) in the inpatient medical record. When the contract request was initiated over a year ago, there was not a requirement for IPSR, but there is now. Estimated 250-300 IPSR per month (DCAT PWS 5.1.4.2 / IPSR PWS 5.1.4.5 / On-site PWS 5.1.4.3 / Focused Audits PWS 5.1.4.4)

Question 4: Is remoted coding and on-site training/auditing requirement new, if not provide current vendor’s name and length of contract? Will the government entertain zoom or web-x training in addition to onsite five day trainings?

Answer: Not a new requirement (Current vendor: TreeFrog Data Solutions, Period of Performance: One (1) Twelve

(12) month base, two (2) twelve (12) month options and the inclusion of FAR 52.217-8 (6 months). The on-site training needs to be on-site. For the focused/baseline provider audits can be by phone, teams (DHA approved for government computers), zoom or web-x with personal video/media equipment to discuss coding/documentation feedback with providers and/or coders audited. (On-site Training PWS 5.1.4.3 / Focused Audits PWS 5.1.4.4)

Question 5: Confirm Schedule B quantities are monthly, annual or quarterly volumes?

Answer: Annual

Question 6: CLIN 003 - Can the government confirm the record types to be reviewed during the audit?

Answer: Outpatient – DCAT Audit / PWS 5.1.4.2

Question 7: CLIN 005 - Can the government confirm the record types to be reviewed?

Answer: Outpatient Clinical Encounters to include Specialty Clinics – PWS 5.1.4.3 & 5.1.4.4

Question 8: CLIN 006 - Can the government confirm if there is one (1) IPSR to be reviewed?

Answer: One or more per inpatient visit depending on length of stay. Amendment 0002 increased Inpatient professional rounds (IPSR) to 3,600 (300 per month). PWS 5.1.4.5

Question 9: Can the government confirm if MHS Genesis is fully implemented?

Answer: At our MTF it is. We went live in NOV 2020.

Question 10: Since MHS Genesis is a government specific system, will the government provide training for the coders on MHS Genesis?

Answer: No. Vendor is required to have 12 months minimum experience with MHS Genesis. PWS 5.1.3.3.2

Question 11: Can this experience be substituted with billing and coding experience in health systems other than the MHS-DoD? Specifically if the experience is with other teaching hospitals.

Answer: Experience cannot be substituted with coding/billing experience outside of the MHS-DoD. The coder must have the MHS-DoD coding knowledge as stated in the PWS and certified thru either American Academy of Professional Coders (AAPC) or American Health Information Management Association (AHIMA).

Question 12: Is the stated12 months knowledge of the DoD’s new electronic medical record MHS Genesis mandatory, or can it be substituted with knowledge of other EMR systems?

Answer: 12 month experience with MHS Genesis is mandatory.

Question 13: Can the government confirm if the Contract Manager is the same role that is referred to elsewhere in the solicitation variously as the “Remote Auditor/Project Manager, the “Contract Project Manager/Auditor,” the “Contract Project Manager,” the “Project Manager,” and “the Vendor’s Project Manager”? If these do not refer to the same role, can you clarify how many roles the above titles represent?

Answer: Same.

Question 14: Can the government please confirm which CLINs address the outpatient coding requirement as there are no direct references to outpatient coding in the price schedule?

Answer: The PWS refers to what is “outpatient”. See PWS 5.1.4. and associated paragraphs.

Question 15: Can the government clarify what the quantity 1200 refers to in CLIN 0003?”

Answer: Approximately 1,200 outpatient encounters per year to audit.

Question 16: Are the current on-site physician coding/documentation training visits for this requirement taking place virtually or in person?

Answer: In-person – on-site.

No further questions will be answered if received after 21 February 2022 @ 1400.

SECTION SF 1449 - CONTINUATION SHEET

SUPPLIES OR SERVICES AND PRICES

CLIN 0006

The pricing detail quantity has increased by 3,599.00 from 1.00 to 3,600.00.

CLIN 1006

CLIN 2006

CLIN 3006

CLIN 4006

DELIVERIES AND PERFORMANCE

The following Delivery Schedule item for CLIN 0006 has been changed from:

DELIVERY DATE QUANTITY SHIP TO ADDRESS DODAAC /

CAGE

POP 28-MAR-2022 TO

27-MAR-2023

N/A FORT WAINWRIGHT (FORT GREELY)

FT WAINWRIGHT

4076 FORT WAINWRIGHT (FORT

GREELY)

FAIRBANKS AK 99703

FOB: Destination

WC1JXM

To:

DELIVERY DATE QUANTITY SHIP TO ADDRESS DODAAC /

CAGE

POP 28-MAR-2022 TO

27-MAR-2023

N/A FORT WAINWRIGHT (FORT GREELY)

FT WAINWRIGHT

4076 FORT WAINWRIGHT (FORT

GREELY)

FAIRBANKS AK 99703

FOB: Destination

WC1JXM

(End of Summary of Changes)