Medical Record Scanning and Record Transfering

Added: Jul 07, 2016 4:25 pm







Statement of Work: Medical Record Scanning and Transfer





Background: The G.V. Sonny Montgomery VA Medical Center (GVSM VAMC) has a requirement for scanning of medical and administrative record files into Vista Imaging, an electronic medical records system. These services include: preparing documents for scanning, annotating paper records, and accurately attaching scanned images to the appropriate electronic health record, or creating a new record if necessary also be responsible for uploading medical records received in an electronic format this process will require access to the Fee Basis Claims System (FBCS) and CPRS/Vista Imaging.. Accuracy is extremely important to maintaining the integrity of the medical record. Pricing will be entered per scanning size and electronic entires not per hour. Estimate of scanning is 100,000 pages (paper documents) and 30,000 electronic entries. Time frame needed for completion is 5 months.



2. REQUIREMENTS

1. Work will be performed at medical center between the hours of 4:00pm and 6:00am Monday through Friday. The government equipment to be used by contractor staff is also used by government personnel during normal business hours. No personal storage space will be provided for contractor staff outside of the hours of performance.

2. The Contractor will prep all paper documents for scanning which includes; removing the documents from any binding, removing all staples, repairing tears, separating any shingled documents, prepping documents in correct order before scanning into Vista Imaging and electronic medical records.

3. The Contractor will prep all electronic documents for uploading which includes; reviewing each page to verify that each page belongs to the same Veteran, rotating pages, and enhancing the quality of the document before uploading into VistA Imaging and electronic medical records.

4. The Contractor will strictly follow any and all VA national, GVSM VAMC local policy, and HIMS Standard Operating Procedures.



5. All medical and administrative record documents will be shredded into GVSM VAMC on-site designated secured shredder bins after the Contractor's onsite supervisor has conducted quality assurance checks.

6. The Contractor must perform the required work in accordance with Privacy and Information Security standards and provide a certificate of completion of this VA training for of their employees.

7. The government will provide all necessary scanning equipment and computers for the performance of this contract. There are currently eight scanning workstations available for contractor use. The supervisor/quality manager may review documents at a different workstation or use an available scanning workstation.

8. All deliverables, associated working papers and other material deemed relevant by VA generated by the contract in the performance of this task order are the property of the United States Government. All individually identifiable health records shall be treated with the strictest confidentiality. Access to records shall be limited to essential personnel only.

9. The Contractor shall comply with the Privacy Act, 38 U.S. C. 7332 and the Health Insurance Portability and Accountability Act (HIPAA) regulation.

10. The Contractor must certify that all employees working on this contract have received HIPAA training after award.



Service Location



G.V. (SONNY) MONTGOMERY VA MEDICAL CENTER

1500 E. WOODROW WILSON DRIVE

JACKSON, MS 39216



This is a 100% Service Disabled Veteran Owned Small Business Set-Aside (SDVOSB) All SDVOSB's may submit a proposal, which will be considered by the agency. If your firm is not legally verified as a SDVOSB you are not eligible to submit a proposal on this requirement. This procurement is classified under VAICS code 518210.



The solicitation will be uploaded onto FedBizOpps. Amendments to this notice will be posted at the FedBizOpps website. In order to receive an e-mail verification of amendments you must register in FedBizOpps. Offerors are responsible for obtaining and acknowledging all amendments to this solicitation prior to the closing of the response time. All questions shall be sent to Judy Chambers at Judy.Chambers2@va.gov.