W90VN7-18-P-0008_Released.pdf

SEE ADDENDUM

(No Collect Calls)

W90VN718T0004 30-May-2018

b. TELEPHONE NUMBER

063-470-6488

8. OFFER DUE DATE/LOCAL TIME

01:00 PM 18 Jun 2018

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA ARE

X

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.571-552-0502

W90VN79. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

W90VN718P0008 11-Jul-2018

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

MS. KO, KYONG-OK

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.

X

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

F2L4MG8110AW01

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

MR. SONG, KIL-CHAE / CONTRACTING OFFICER

See Schedule $12,713.20

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED ORX

SMALL BUSINESS

17a.CONTRACTOR/ CODE 7Y9F9 FACILITY

OFFEROR CODE

411TH CONTRACTING SUPPORT BRIGADE, KOREA

RCO KUNSAN, UNIT #2112

APO AP 96264-2112

FAR GOVERNMENT INC

JOSEPH MANDOUR

800 CORPORATE DR STE 305

STAFFORD VA 22554-4889

UNITED STATES

DFAS DEAMS-F87700

ACCTG DISB STA NR 387700

DFAS DEAMS

27 ARKANSAS RD

LIMESTONE ME 04751-6216

UNITED STATES

18a. PAYMENT WILL BE MADE BY CODE F87700

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

W90VN7CODE15. DELIVER TO CODE F2L4MG 16. ADMINISTERED BY

Net 30 Days

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

411TH CSB, KOREA - RCO KUNSAN

POC: MS. KO, KYONG-OK

TEL: 0503-355-9315

KYONG.O.KO.LN@MAIL.MIL

APO AP 96264-2112

UNITED STATES

8 MDG

SSGT LEE, TAE K

8 MDSS/SGSL, BLDG 421

UNIT 2022

KUNSAN AB

APO AP 96264-2022

UNITED STATES

FAX:

TEL: 0503-354-9930 SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$32,500,000

NAICS:

518210

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL: kilchae.song.ln@mail.mil

063-470-5629TEL:

31c. DATE SIGNED

11-Jul-2018

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF58

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

W90VN718P0008

Section B - Supplies or Services and Prices

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 296 Hours $42.95 $12,713.20

MEDICAL CODER

FFP

BASE YEAR: 11 SEP 18 - 31 OCT 18

One (1) Full Time Equivalent (FTE) Medical Records coding Auditor.

The contractor shall provide the non-personal services of Medical Coding Support;

including 1 FTE Medical Records coding Auditor as described in this Performance Work Statement (PWS) at the 8th Medical Group, Kunsan Air Base, Republic of Korea.

FOB: Destination MFR PART NR: Null

PURCHASE REQUEST NUMBER: F2L4MG8110AW01

PSC CD: R497

NET AMT $12,713.20

ACRN AA

CIN: 00000000000003537404

$12,713.20

0002 $0.00

ESTIMATED COST FOR WAR HAZARD LOSSES

FFP

Is Zero(0).

NET AMT $0.00

1001 2,080 Hours $42.95 $89,336.00

OPTION MEDICAL CODER

FFP

1ST OPTION YEAR: 1 NOV 18 - 31 OCT 19

One (1) Full Time Equivalent (FTE) Medical Records coding Auditor.

The contractor shall provide the non-personal services of Medical Coding Support;

including 1 FTE Medical Records coding Auditor as described in this Performance Work Statement (PWS) at the 8th Medical Group, Kunsan Air Base, Republic of Korea.

FOB: Destination

NET AMT $89,336.00

1002 $0.00

ESTIMATED COST FOR WAR HAZARD LOSSES

2001 2,080 Hours $42.95 $89,336.00

OPTION MEDICAL CODER

FFP

2ND OPTION YEAR: 1 NOV 19 - 31 OCT 20

One (1) Full Time Equivalent (FTE) Medical Records coding Auditor.

The contractor shall provide the non-personal services of Medical Coding Support;

including 1 FTE Medical Records coding Auditor as described in this Performance Work Statement (PWS) at the 8th Medical Group, Kunsan Air Base, Republic of Korea.

FOB: Destination

NET AMT $89,336.00

2002 $0.00

ESTIMATED COST FOR WAR HAZARD LOSSES

Section C - Descriptions and Specifications

PWS

PERFORMANCE WORK STATEMENT

FOR

MEDICAL CODING SUPPORT

AT

KUNSAN AIR BASE, KOREA

TABLE OF CONTENTS

SECTION TITLE

1.0 INTRODUCTION

2.0 BACKGROUND

3.0 SCOPE OF WORK

4.0 QUALITY ASSURANCE SURVEILLANCE PLAN

5.0 POSITION DESCRIPTIONS

6.0 APPLICABLE TECHNICAL ORDERS, SPECIFICATIONS, REGULATIONS, AND

MANUALS.

7.0 ACRONYMS AND DEFINITIONS

1. INTRODUCTION.

1.1. The contractor shall provide the non-personal services of MEDICAL CODING SUPPORT; including 1 FTE MEDICAL RECORDS CODING AUDITOR at the 8th MEDICAL GROUP, KUNSAN AIR BASE, REPUBLIC OF KOREA which shall contribute to a stable workforce tasked with providing quality health care services to a diverse beneficiary population. Contract personnel providing medical coding support will also be referred to as “coders” throughout the rest of the document. The Contractor shall furnish all management, tools, equipment, supervision, reports, consultation and labor necessary to ensure that the Contractor provides coders & auditors for the 8th Medical Group. The Contractor shall provide services at 8th Medical Group, Kunsan Air Base (AB), also referred to as the “medical treatment facilities” (MTFs) herein. Performance shall be according to the requirements contained in this performance-based work statement (PWS).

1.2. All services shall be provided in accordance with established standards, principles and ethics of the profession and applicable professional specialty organizations, The Joint Commission (JC) standards, Accreditation Association for Ambulatory Health Care (AAAHC), applicable Department of Defense (DoD) and Air Force specific regulations, directives, and policies, and military treatment facilities (MTF) specific policies, procedures, and job descriptions. Contract health care staff (contract personnel) shall give the highest regard to patient dignity and observe the precepts of the American Hospital Association’s Bill of Rights for Patients. The Contractor shall provide non-personal services for varied ancillary healthcare specialties in accordance with established principles and ethics of the medical profession, the national standards established by the JC, the professional standards at the medical treatment facility (MTF), and the American Board of applicable specialty. The Contractor shall be held accountable for compliance to the standards listed in the Comprehensive Accreditation Manual for Hospitals (CAMH) dated 2011 or current version.

1.3. The Contractor or contract employees shall provide services in conjunction with other non-contract providers to include physicians, nurse practitioners, physician assistants, registered and licensed practical nurses, and support personnel. The scope of services provided in military treatment facilities cover the same range of services as those that are provided in civilian treatment facilities of similar size and scope of services.

The contractor should have a minimum of 36 months of company business experience providing Medical Coding Support services, within the last 48 months, previous to 30 days prior to contract start date.

1.4. This contract is a non-personal services contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees.

2. BACKGROUND.

2.1. The mission of the military healthcare system (MHS) is to ensure the nation has available at all times a healthy military force supported by a combat ready healthcare system. Health care services for eligible MHS beneficiaries are provided at military treatment facilities (MTFs) located on or near military installations or posts. The military treatment facility may be a clinic, Hospital, or Medical Center.

2.2. The 8th Medical Group is a clinic located near Gunsan City, Republic of Korea, offering primary care services in support of Kunsan Air Base beneficiaries.

3. SCOPE OF WORK.

3.1. The 8 MDG/CC is seeking assistance in improving the MTF’s medical coding support and overall resource management processes and performance, including better positioning for the Assistant Secretary of Defense for Health Affairs’ Perspective Payment System, acceleration of reimbursement enhancement, cost savings initiatives and implementation of comprehensive, commercial best practices based systems. As a result, the MTF requires coding services to be provided in support of these initiatives. The contractor shall provide non-personal services for supplemental staffing for coding personnel to perform outpatient records coding, inpatient records coding, ambulatory procedure coding, and related medical record functions covering a wide range of medical specialties for the MTF. Outpatient records coding will primarily be a review of the electronic medical record initiated by a healthcare provider, but there may be instances where actual coding needs to take place.

Inpatient coding will include coding of all documentation from admission to disposition to include any related surgeries and procedures. Ambulatory procedure coding will include coding of all outpatient surgeries and procedures. Auditing, training and feedback tailored to the healthcare providers will be provided by the coding auditor. Auditing will be provided for outpatient coding, inpatient coding and ambulatory procedure coding, as required.

Training and feedback will be provided primarily to the professional staff. However, it may also include the non- professional staff and the ancillary support staff. Related medical records functions including, but not limited to, pulling, copying, scanning and filing of outpatient records, inpatient records and ambulatory procedure records may be required. A COR will perform functional oversight, consultation and analysis for the MTF staff.

8th Medical Group, Unit 2022, APO AP, 96254-2022 (Korea)

3.2. Administrative.

3.2.1. Contractor Representative. The Contractor shall designate, in writing, a primary point of contact for contract coordination and implementation not later than five business days after receiving notice of contract award. Changes in the primary point of contact (POC), at any time, shall require the Contractor to notify the Contracting Officer (KO) of the new representative at least five working days prior to the change. This notification shall be in writing and shall state the name and contract information for the new point of contact.

3.2.2. The Contracting Officer’s Representative (COR) will be the KO’s authorized representative in administering the contract at the MTF level. The Contractor’s representative shall be available to discuss any problems that the Contractor’s personnel may be experiencing during the performance of this contract.

Problems experienced by the Government with the Contractor’s performance will be discussed and resolved.

Unresolved problems will be referred to the KO for resolution.

3.2.3. The Contractor may use non-compete provisions in its employment agreements to prevent the loss of personnel by the Contractor during the period of performance of this contract. However, the Contractor shall not use non-compete provisions in its employment agreements that would prevent its contract personnel from being employed by or from accepting offers of employment from the new Contractor of the follow-on contract or offers of employment from the Government. It would hinder the Government’s ability to accomplish the mission of providing medical care to its beneficiaries.

3.2.4. The Contractor and contract personnel shall abide by all MTF standards, rules, and procedures including requirements for any licensure, credentialing and quality assurance requirements. Such regulations include, but are not limited to, general safety, fire prevention, waste disposal, infection control, JC, and patient safety initiatives.

3.2.5. Media and Other Inquiries. The Contractor shall not respond to any media inquiries. Any inquiries from the media, third parties, or public agencies shall be immediately relayed to the COR, who will relay them to the MTF Public Affairs Officer or, after duty hours, to the Administrative Officer of the Day (AOD). There shall be no interviews, comments, or any other response without the knowledge and approval of the MTF Commander.

Other than routine inquiries from external agencies, all other inquiries and complaints shall be brought to the attention of the COR.

3.2.6. Emergency health care for contract personnel. The MTF will provide emergency healthcare for injuries or life threatening medical emergencies occurring while on duty at the MTF. The Contractor shall reimburse the Government for such services as billed by the MTF.

3.2.7. The contractor must have at least 3 years previous experience fulfilling a medical coding contract to either a military or civilian organization. The contractor shall be responsible for providing contract personnel who are physically and mentally capable of performing the duties required to the highest degree of accuracy.

3.3. Conflict of Interest.

3.3.1. The Contractor or contract personnel shall not bill the patient for services rendered under this contract.

The Contractor or contract personnel shall not request or accept compensation of any kind for patients treated, procedures performed, or any other actions performed, except under the terms and conditions of this contract, at the rate specified.

3.3.2. The Contractor or contract personnel shall not, while performing services under this contract, advice, recommend, or suggest to persons eligible to receive medical care at Government expense that such persons should receive care from the Contractor or contract personnel or from any third party at any place other than as designated under this contract.

3.3.3. Confidentiality of Information. Unless otherwise specified, all financial, statistical, personnel, and/or technical data which is furnished, produced or otherwise available to the Contractor during the performance of this contract are considered confidential business information and shall not be used for purposes other than performance of healthcare services under this contract. The Contractor shall not release any of the above information without prior written consent of the KO. The Contractor/contract personnel shall not use patient care rendered pursuant to this contract as part of a study, research project, or publication. The contract personnel shall prepare medical records, forms and documents as required, in accordance with the regulations and established guidelines listed in the contract.

3.3.4. The Contractor shall not employ active duty military or Government civilian employees to perform services under this contract.

3.3.5. The Contractor or contract personnel shall not use Government facilities, supplies, or equipment in private practice or for any purpose other than providing the services required under this contract.

3.4. Security.

3.4.1. Security Identification Badges. The Contractor and contract personnel shall comply with the local installation and MTF personnel identification and access requirements while on site.

3.4.1.1. While on site, each contract personnel shall wear a visible security badge identification, provided by the military installation or the MTF, on the front of his/her outer clothing. The badge must show the full name, title and if required by the Military the word “Contractor” in front. The COR will provide the paperwork to request identification badges.

3.4.1.2. The Contractor is responsible for absences of contract personnel due to expired identification and access documents. Such absences shall not relieve the Contractor of its obligation to perform the services required under this contract.

3.4.1.3. The contract personnel shall immediately report any lost or stolen badges to the COR.

3.4.1.4. The contract personnel shall turn in all identification badges to the COR, or his/her designated representative upon termination of their services under this contract.

3.4.2. Vehicle Registration. The MTFs are located on restricted access military installations. The Contractor/contract personnel shall comply with the local installation requirements for vehicle registration and operation on the military installation. All contract personnel must register their vehicles with the office responsible for vehicle registration to gain access onto the military installation. A valid driver’s license, Government-furnished civilian identification, proof of insurance and current registration must be presented to the Provost Marshal’s Office, at which time a DoD decal will be issued. The decal shall be placed on the vehicle’s front windshield in accordance with instruction

3.4.2.1. All vehicles, with or without a DoD decal, are subject to search. Contract personnel may encounter long delays for vehicle inspection and identification checks upon entering and exiting the installation. The Government will not reimburse the Contractor for time spent at installation checkpoints. Contract personnel must plan accordingly and report to work at their scheduled duty time and appointed place of duty within the

MTF.

3.4.2.2. Contract personnel shall follow installation procedures for removal and turn-in of the vehicle decal upon termination of services under this contract.

3.4.2.3. Security. The contract personnel shall notify the 8 FW Security Forces Squadron at Kunsan AB, 30 days before on-base performance of the contract begins. The notification shall include:

(a) Name, Address, and Telephone Number of contract personnel

(b) The contract number and contracting agency

(c) The reason for the contract (i.e.: the work to be performed)

(d) The location(s) of contract performance and future performance, if known

(e) The date contract performance begins

(f) Any change to information previously provided under this paragraph

3.4.2.4. The contract personnel shall ensure the following pass and identification items required for contract performance are obtained for contract personnel and non-government owned vehicles:

(a) DD Form 1172, Application for Uniformed Services Identification Card, if applicable

(b) AETC Form 58, Civilian Identification Card, if applicable

(c) AF Form 2219 (series), Registered Vehicle Expiration Tab

(d) DD Form 2220, DoD Registered Vehicle and Installation Tab

(e) AF Form 75, Visitor/Vehicle Pass

(f) AF Form 1199, USAF Restricted Area Badge, or locally developed badge.

3.4.2.5. The contract personnel shall return all identification media, including vehicle decals, to the Pass & ID office upon completion/termination of the contract, as appropriate.

3.4.3. Keys. The Contractor shall be responsible for any keys issued by the Government to contract personnel for use within the MTF. The keys shall not be duplicated. The Contractor shall be financially responsible for the replacement of any lost keys and any associated locks. Lost keys and/or locks shall be reported to the issuing party, Department Chief, or COR immediately upon recognition of the loss.

3.4.4. Safeguarding Material. The contract personnel shall be responsible for safeguarding all Government property. The Contractor shall safeguard information of a confidential or sensitive nature. All patient related information is considered confidential and sensitive. If working remotely, Contractors are prohibited from reproducing patient information in any way. This includes printing. Neither the Contractor nor any of its contract personnel shall disclose or cause to be disseminated any information concerning the operation of the MTF that could result in or increase the possibility of a breach in security or interrupt the continuity of operations, or which breach the requirements of the Federal Privacy Act of 1974. However, the Contractor may be required to provide testimony or disposition in cases of due process action.

3.4.5. Smoking in Facilities. Contract personnel are advised that the Commander has placed restrictions on the smoking of tobacco products in and around facilities. AFI 40-102, Tobacco Use in the Air Force, and its supplements, outline the procedures used by the commander to control smoking in our facilities. Smoking is permitted only in designated smoking areas.

3.4.6. National Agency Check (NAC). As a minimum, Contract personnel shall successfully complete a NAC before operating government-furnished workstations that have access to Air Force automated information systems. Requests for personnel hired at the beginning of the contract, shall be submitted to the Government not later than 45 working days from the contract start date. Requests for personnel hired subsequent to the contract start date shall be submitted to the Government not later than five (5) workdays from the first duty day. Contract personnel receiving unfavorable NACs shall not be employed. The government will submit requests for investigations on AF Form 2583, “Request for Personnel Security Action”, at no additional cost to the contract personnel. The contract personnel shall comply with the requirements of DoD 5200.2-R, Personnel Security Program, and AFI 33-119, Electronic Mail (E-Mail) Management and Use.

3.4.7. The contract personnel shall comply with the requirements of Volume 1, AFI 71-101, Criminal Investigations, and paragraph 1.1 of Volume 2, Protective Service Matters. Contract personnel shall report any information or circumstances of which they are aware that may pose a threat to the security of DoD personnel, contract personnel, resources, and classified or unclassified defense information to the Chief, Pharmacology Services. The Contract personnel’s immediate supervisor shall brief him/her upon initial on-base assignment and as required thereafter.

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

3.4.9. Entry Procedures to Controlled/Restricted Areas. The contract personnel shall implement local base procedures for entry to Air Force controlled/restricted areas where contract personnel will work.

3.5. Orientation and Training.

3.5.1. MTF in-processing checklist. When commencing work under this contract, the contract personnel shall obtain in-processing checklist(s) from the COR or designated office. All contract personnel are required to complete the applicable items on the checklist and turn it in to the designated office. Upon completion of the duty assignment, the contract personnel need to complete an out-processing checklist and return it to the designated office.

3.5.2. MTF and Unit Orientation. The contract personnel shall be provided with a Government paid orientation to familiarize the contract personnel with the policies and procedures of the MTF, assigned department and specific unit.

3.5.2.1. RESERVED.

3.5.3. Annual training requirements. The contract personnel will ensure to complete any mandatory annual training requirements in accordance with 8th Medical Group procedures.

3.5.4. Government unique training. The Government may elect to provide unique Government training to contract personnel who are performing services under this contract. If the Government elects to provide such training, the Government will provide such training at no additional expense to the Contractor or to the contract personnel. When directed by the KO, contract personnel shall attend all such training in a paid status as part of the normal services required and billed under the contract. Such training shall require a performance commitment by the Contractor and the Contractor shall reimburse the Government (by means of a reduction in an invoice) if a contract personnel fails to satisfy the performance commitment after the contract personnel receives the unique Government training. The amount of the reimbursement shall be the prorated cost of training, calculated based on the total cost of the training and the number of months by which the contract personnel fails to complete the performance commitment. The length of the performance commitment shall be 12 months or until the end of all performance under this contract, whichever occurs first.

3.5.5. Computer Training. Contract personnel who have any interaction with the MTF’s computer systems must receive training for the applicable system(s). The COR will coordinate the necessary computer training. The training will be on-site and during normal duty hours. This training will be at no cost to the contract personnel.

These systems include but are not limited to:

3.5.5.1. Composite Healthcare Computer System (CHCS), the military’s world-wide automated medical information system interfaces with 40 plus external clinical and administrative systems.

3.5.5.2 Armed Forces Health Longitudinal Technology Application (AHLTA) contains the MTF’s appointment scheduling program, pharmacy, lab, and radiology ordering system and is interlinked with other departments in the MTF. In addition, it contains the electronic medical records for MHS beneficiaries.

3.5.5.3. Ambulatory Data System (ADS). This computer system produces forms on which the providers identify the appropriate billing codes for diagnoses and procedures for each patient. In addition, contract personnel working in Labor and Delivery will be trained on the Labor and Delivery Statistics System (LADS).

3.5.6. Records. The contract personnel shall create and maintain Government-owned/contract personnel-held records, regardless of media, in accordance with AFI 33-119, Electronic Mail (E-mail) Management and Use, paragraph 8; AFI 33-202, Computer Security, paragraphs 3.5.1. and 3.6.1.; AFI 33-322, Records Management Program, paragraphs 7., 8., 9. and 10. and supplements; AFMAN 37-123, Management of Records, Chapters 2

– 6, paragraphs 7.10. – 7.29., AFMAN 33-323, AFI 37-138, Records Disposition—Procedures and Responsibilities, Chapters 2, 3 and 6, and supplements; and Electronic Records. The contract personnel shall segregate the government-owned records from the company-owned records. Identify all records required to be created by the performance work statement on the RIMS file plans. Upon completion of this contract, all government-owned/contract personnel-held records (regardless of media) received, created, maintained or provided in the performance of the work statement shall be turned over to the Government. Background electronic data and records specified for delivery to the contracting agency must be accompanied by sufficient technical documents to permit the Air Force to use the data. In the event of default or non-performance, the Government will have access to all records in order to ensure mission support is not interrupted.

3.6. MTF Hours of Operation.

3.6.1. The MTF provides services 24 hours a day, 365 days a year (366 days during leap years) including holidays. Clinics have designated operating hours.

3.6.1.1. Hours of Operation: The contractor shall provide services Monday through Friday 8:00 am – 5:00 pm excluding lunch time and federal holidays. The military may designate a weekday as a training holiday or a family day if doing so would provide a four-day holiday weekend (e.g., Thanksgiving weekend). This may result in the closure of some clinics or departments, negating the need for contractor services on such days as applicable for each specific MTF. Such closures will be coordinated with the COR.

3.6.2. Holidays. The following is a list of legal federal holidays. Any of the federal holidays falling on a Saturday will be observed on the preceding Friday, holidays falling on a Sunday will be observed on the following Monday. Contract personnel may be required to work on legal holidays as determined by the COR.

(a) New year’s Day, January 1st

(b) Martin Luther King’s Birthday, 3rd Monday in January

(c) President’s Day, 3rd Monday in February

(d) Memorial Day, Last Monday in May

(e) Independence Day, July 4th

(f) Labor Day, 1st Monday in September

(g) Columbus Day, 2nd Monday in October

(h) Veteran’s Day, November 11th

(i) Thanksgiving Day, 4th Thursday in November

(j) Christmas Day, December 26th

3.6.2.1. NOTE: Any holidays that are declared by Presidential Executive Order shall be observed in the same manner as the holidays listed above. If the area in which contract personnel is scheduled to work is closed due to the holiday declared by an Executive Order and the employee is not required to report in, payment will not be made for those hours. Closures of the installation due to inclement weather or other such acts of God shall be handled in the same manner.

3.6.3. Contract personnel shall report to work as scheduled during emergencies, disasters or during adverse weather conditions. Contract services are still required during these situations.

3.6.4. Closures. During anticipated closure of the MTF due to Command declared training holidays, family days, administrative leave granted to the entire staff, or other closures, the contractor staff assigned to the MTF will not be required to perform. The contract personnel will only be paid for the actual hours that were worked.

3.6.5. Travel.

3.6.5.1. All contract personnel Medical Coding Auditors from each MTF shall attend Uniform Business Office (UBO)/Unified Biostatistical Utility (UBU) conference in the continental United States at no additional cost to the Government.

3.6.5.2. All additional travel shall be approved by the Government and in accordance with the Joint Travel Regulations (JTR). All requests for travel reimbursement must be reviewed by the Government prior to submission.

3.7. Hours of Performance.

3.7.1. Scheduling process: The contractor shall provide services Monday through Friday 8:00 am – 5:00 pm excluding lunch time and federal holidays. The military may designate a weekday as a training holiday or a family day if doing so would provide a four-day holiday weekend (e.g., Thanksgiving weekend). This may result in the closure of some clinics or departments, negating the need for contractor services on such days as applicable for each specific MTF. Such closures will be coordinated with the COR.

3.7.1.1. The contractor will not be on call.

3.7.2. Scheduling Issues Sample:

3.7.2.1. The COR or their designee will be responsible for communicating with the contract personnel regarding scheduling issues. The shift supervisor may act as point of contact after normal duty hours, weekends and holidays. In such cases, the COR shall confirm all actions on the next normal working day. The US Government will pay the contract personnel only for the hours actually worked.

3.7.3. Absences and Leave:

3.7.3.1. The contractor shall have sufficient qualified personnel available so that all services are provided in the event a contract personnel scheduled to work becomes ill, resigns, is terminated, or is otherwise unavailable to work. The proposed substitutes shall have at least the minimum qualifications required for the position and shall be replaced without break in services. The Contractor shall notify the COR for contract personnel scheduled to work in advance.

3.7.3.2. When the contractor cannot fill a position, the contractor shall notify the COR.

3.7.3.3. Scheduled absences of contract personnel shall be coordinated with the COR at least 30 calendar days in advance. Depending on how the hours are specified will determine whether or not the contractor supplies a substitute.

3.7.4. The Contractor is responsible for submitting an accurate invoice.

3.7.5. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL COMMAND

AUTHORITY OR OVERSEAS COMBATANT COMMANDER. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours. Emergency situations (i.e., accident and rescue operations, civil disturbances, natural disasters, military contingency operations, and exercises) may necessitate the contract personnel provide increased or reduced support as determined by the contracting officer. The Government will negotiate an equitable adjustment with the contract personnel for the cost of these emergency requirements.

3.8. RESERVED.

3.9. Health and immunization requirements. All contract personnel working within an MTF and backup/replacement personnel performing services under this contract shall comply with the Hospital Employee Health Program, health and immunization requirements initially and annually thereafter. The expense for all physical examinations, immunizations and laboratory testing for antibody titers to comply with the health requirements shall be borne by the contractor at no additional cost to the Government. In the event that an incumbent contract employee is hired for the same position, as a minimum the contractor shall provide a copy of their initial health and immunization requirements to include drug testing.

3.9.1. There shall be no health or physical disability restrictions that interfere with the performance of regularly assigned duties.

3.9.2. All contract personnel shall be capable of sitting for extended period, bending, reaching, stooping to retrieve records and lift a minimum of 30 pounds.

3.9.3. Emergency healthcare services, including all required transportation expenses, if available, may be provided by the Government on a cost reimbursable basis. It is the responsibility of the contractor to ensure the Government is reimbursed for services rendered to contract Coding Technicians/Medical Coding Auditors, or the local agencies are paid. The Coding Technicians/Medical Coding Auditors, to exclude local nationals, must have adequate health insurance coverage provided by the contractor to pay for medical evacuation from the host country to receive emergency medical treatment when adequate treatment is not available in the host country.

3.10. Criminal History Background Check Requirements. Contract personnel determined by the MTF to be involved in the delivery of health care to children under the age of 18 on a frequent and regular basis must meet the requirements of the Crime Prevention Act of 1990, as specified in the Criminal History Background Check Requirements clause.

3.11. RESERVED.

3.12. Contractor Verification System (CVS).

3.12.1. The Contractor shall comply with agency personal identity verification procedures outlined in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

3.12.2. The Contractor shall comply with agency personal identity verification procedures in all subcontracts when the subcontractor is required to have physical access to a federally-controlled facility or access to a Federal information system.

3.12.3. The Contractor shall ensure compliance with the provisions set forth below. For purposes of FAR Clause 52.204-9, the Government will designate a Trusted Agent (TA), and the Contractor shall designate a Facility Security Officer (FSO), for this contract. The Government reserves the right to amend or supplement these provisions pursuant to the Changes clause in the contract.

3.12.4. In-processing Requirements. Contract personnel are prohibited from performing services under this contract absent compliance with the in-processing requirements set forth below.

3.12.4.1. For every contract service provider, the FSO shall provide the following information to the TA for input into the DEERS/RAPIDS System:

(a) Last Name

(b) First Name

(c) Middle Name

(d) Social Security Number

(e) Date of Birth

(f) E-mail Address (may be either the e-mail address of the incoming individual or the FSO).

3.12.4.2. RESERVED.

3.12.4.3. The DEERS/RAPIDS Systems will send a notice to the e-mail address provided IAW the above requirement, in which the contract service provider’s user ID and password are provided. In the event the e-mail message is sent to the FSO, the FSO shall notify the Contractor of the contract service provider’s user ID and password.

3.12.4.4. The contract service provider shall log into the DEERS/RAPIDS System, and submit an application for acceptance into the System, using the user ID and password provided.

3.12.4.5. The application will be accepted, returned, or rejected by the TA. Notice as to whether the application has been accepted, returned or rejected will be provided to the individual’s e-mail address provided within 48 hours after submission. If the application is returned or rejected, the contract service provider shall contact the TA and comply with the TA’s guidance to attempt to correct and resolve the issues.

3.12.4.6. Upon approval of the application, the contract service provider shall receive an e-mail sent to the address provided stating the Common Access Card (CAC) application was approved and to proceed to the Verifying Office (VO) with two photo IDs to obtain a CAC. For CAC issuance, a DD Form 2842 must be completed and taken by the individual with two forms of picture ID. The e-mail will contain a URL to download the form. Acceptable forms of ID are: Driver’s License, Social Security Card, Military ID with picture and expiration date, VISA charge card with picture imprinted, and passport.

3.12.4.7. Revalidation Requirements. The TA is required to revalidate all contract service providers, in the DEERS/RAPIDS System, every 6 months. In the event revalidation is denied, the CAC credentials shall be revoked and the Card will not be useable to login.

3.12.4.8. Out-processing Requirements. When a contract service provider’s performance under this contract ceases, the Contractor or FSO shall provide written notice to the TA. The TA will remove the contract service provider from the DEERS/RAPIDS System. The contract service provider ensure CAC is turned in to the Government IAW the out-processing procedures and further guidance from the Pacific Regional Contracting Office-Korea.

3.13. Quality Management.

3.13.1 The Contractor shall have a planned and systematic quality management process for monitoring and analyzing its contract performance.

3.13.2. The Contractor shall ensure that all contract employees comply with the MTF quality management/process improvement activities.

4. QUALITY ASSURANCE SURVEILLANCE PLAN (See Attachment 1).

4.1. Inspection. The inspection and acceptance point for all services rendered under this contract will be the COR. The performance by the contract personnel, the quality of services rendered, and any documentation or written material in support of the same, shall be subject to continuous inspection, surveillance and review for acceptance by the KO or COR. Any services rendered by the contract personnel to patients or interaction with military/civilian personnel deemed unprofessional, threatening, or dangerous by the KO will be grounds for immediate termination for default or cause. Quality Assurance procedures established by the MTF shall be used for continuous monitoring.

4.2. Other performance evaluation factors will be monitored that are not quantified by numerical measurements which include: Contractor providing personnel not meeting the minimum qualification standards; patient customer service comments; Contractor relationship with hospital staff/Government contracting personnel;

compliance with hospital healthcare policies and procedures.

5. POSITION DESCRIPTION.

5.1. Position Title: CODING TECHNICIAN

5.1.1. Assigned to: 8th Medical Group

5.1.2. Supervised by: Group Practice Manager

5.1.3. Qualifications:

5.1.3.1. Education/Licensure/Certification/Registration: The contract personnel is required to have at least one accreditation from a nationally recognized in the United States accrediting medical coding body to include, Certified Coding Specialist (CCS), Certified Coding Specialist-Physician Based (CCS-P), Certified Professional Coder (CPC), Certified Professional Coder-Hospital (CPC-H), Registered Health Information Technician (RHIT), or Registered Health Information Administrator (RHIA).

5.1.3.2. Experience: The contract personnel must have at least 3 years of experience in outpatient or inpatient coding. The contract personnel must have proficient knowledge of medical terminology, anatomy, pharmacology, surgical and medical procedures sufficient to code for optimum billing. This knowledge extends to a number of medical and surgical specialties and human physiological systems. The contract personnel must have knowledge of accepted medical abbreviations and their meanings and interpretation. The contract personnel must have knowledge in the use of specialized references, such as medical nomenclatures, medical dictionaries and texts and medical journals to accurately spell out and use medical terminology. The contract personnel must have knowledge of basic computer functionality.

5.1.4. Specific Duties/Tasks: The CODING TECHNICIAN’s duties shall include but not be limited to:

5.1.4.1. The contract personnel shall be responsible for verifying and coding of the diagnosis, evaluation and management, admissions, surgeries, procedures or any other codes required for the completeness and accuracy of the record. Supports the Third Party Collection office (as needed) to ensure they have the documentation to submit a claim for reimbursement, to include coding of episode of care if required. Reviews and verifies component parts of medical record to ensure completeness and accuracy of diagnosis, operations, and special therapeutic procedures that must conform to the Center for Medicare and Medicaid Services (CMS) and Department of Defense Coding Guidelines. Codes and/or reviews principal diagnosis, co-morbidities, complications, therapeutic and diagnostic procedures, supplies, materials, injections, and drugs with International Classification of Diseases 9th Revision Clinical Modification (ICD-9-CM), Current Procedural Terminology (CPT), Healthcare Common Procedure Coding System (HCPCS) – all levels, and any other coding classification systems required by the Department of Defense (ICD-10-CM/PCS when available). Inputs codes into applicable coding system made available for each individual MTF. These systems include, but are not limited to: CCE, CHCS (ADM), Essentris, and AHLTA.

5.1.4.2. Contract personnel must review, identify and/or code the correct diagnosis and procedure based on physician and/or clinical staff’s recorded documentation and established sequencing rules and guidelines.

Ensure proper sequencing of all codes to obtain optimal resource allocation. Identify additional diagnoses/procedures to optimize reimbursement (i.e., complications, co-morbidities, therapeutic and diagnostic procedures.).

5.1.4.3. Utilizes appropriate data codes and system commands for data entry. Performs edit checks on data entered prior to transmittal and corrects errors as indicated. Computer system concerns should be brought to the attention of the QAP as quickly as possible to minimize work stoppage. During periods of system downtime, codes shall be captured utilizing the MTF’s contingency plan.

5.1.4.4. Analyzes medical record documentation for consistency and completeness for coding purposes using established criteria and regulations. Examines all documents in the record for authorized signature and patient identification to ensure all documents contain sufficient documentation to support the diagnosis and treatment administered, and that results obtained are adequately described. Identifies Third Party Billing information per Data Quality Directives and identify lack of proper documentation to on site auditor or clinical and Data Quality staff. Determines who is the responsible attending staff physician according to pertinent and current AF and DoD guidelines.

5.1.4.5. Interprets and verifies the reason for the encounter, including cause(s), diagnosis, procedure(s) performed and significant related diseases to assure record contents meets JCAHO and AF and DoD regulation requirements for the highest attainable quality.

5.1.4.5.1. Obtain clarification as needed from clinical staff on errors or missing documentation noted.

Corrections to the documentation and coded entry shall be completed per MTF and Command guidance and policy. Track all errors noted for training and education purposes to ensure the MTF and other contractor staff’s training templates will accurately reflect the true nature of what needs to be trained.

5.1.4.6. The contract personnel shall be given system access capabilities applicable to coding functions and at the discretion of the MTF and Command. System access may vary by MTF and be in accordance with DoD and Air Force System upgrades and platform application changes.

5.1.4.7. Maintains current reference material. Ensures all updates are posted accurately and as updates are received. Ensures all system pick-lists match current codes, and works with MTF staff when outdated codes are noted.

5.1.4.8. Identifies potential or existing medico-legal problems to supervisor (i.e. malingering cases, therapeutic misadventures, child abuse, and therapeutic abortions). The contract personnel must ensure that all sensitive records be secured due to medical-legal potential. The contract personnel shall be responsible for safeguarding both the record and its informational content against loss, defacement and tampering, and from use by unauthorized individuals while in the contract personnel’s control.

5.1.4.9. Contract personnel will ensure all records are returned to the appropriate location as defined by the MTF within a timely manner.

5.1.4.10. Any worksheets with personal identifiable information shall be disposed of according to MTF guidelines. The contractor shall comply with the Privacy Act, the Health Insurance Portability Accountability Act, 38 USC 5701 and 38 USC 7332 in accordance with FAR Clauses 52.244-1 Privacy Act Notification and 52.2242.

5.2. Position Title: MEDICAL RECORDS CODING AUDITOR

5.2.1. Assigned to: 8th Medical Group

5.2.2. Supervised by: Group Practice Manager

5.2.3. Qualifications:

5.2.3.1. Education/Licensure/Certification/Registration/Experience: The contract personnel must have associates degree in Healthcare or related field with bachelors degree; supplemented with one (1) year related work experience, two (2) years of medical auditing. The contract personnel must have accredited Record Technician/Certified Professional Coder certification. The contract personnel is required to have at least one accreditation from a nationally recognized in the United States accrediting medical coding body to include, Certified Coding Specialist (CCS), Certified Coding Specialist-Physician Based (CCS-P), Certified Professional Coder (CPC), Certified Professional Coder-Hospital (CPC-H), Registered Health Information Technician (RHIT), or Registered Health Information Administrator (RHIA). The contract personnel must have extensive knowledge of ICD and HCPCS (CPT, E&M, etc.) codes and coding practices. The contract personnel must have ability to recognize the correct sequence of diagnoses and procedures. The contract personnel must have knowledge of DoD coding guidelines, Federal/state compliance regulations. The contract personnel must have knowledge of medical terminology, anatomy and physiology. The contract personnel must have knowledge in computer operation including utilization of the Composite Health Care System (CHCS), Ambulatory Data System (ADS), AHLTA, Essentris, word processing, spreadsheets, and other program applications, as necessary. The contract personnel must have skill in oral and written communication sufficient to prepare comprehensive reports, to make presentations of findings and recommend corrective action, and effectively interact with hospital personnel and professional organizations. The contract personnel must have skill in collecting and organizing data sufficient to compile statistical reports, analyze trends, and show differences between related variables to determine accuracy and completeness of records.