Two Program Assistants - Health Information Management - Santa Fe Indian HC

SOURCES SOUGHT

BACKGROUND:

The Albuquerque Area Indian Health Service (AAIHS), Santa Fe Indian Health Center (SFIHC) Health Information Management Department has a requirement for Two (2) Program Assistants.

PURPOSE/STATEMENT OF WORK:

The Contractor shall provide Two (2) Program Assistants in supporting the Health Information Management department activities within the SFIHC. The Two (2) Program Assistants will provide medical records support to assist in management of medical records.

• Identifies, locates, delivers, retrieves and refiles medical records required for clinical and administrative purposes.
• Analyzing health records for accuracy, completeness, timeliness, consistency and compliance (e.g. use of correct titles, linked to correct encounters, etc.) according to HIM policies and procedures.
• Uses the RPMS/Vista Imaging function to scan records into the EHR.
• Assure that medical records are complete and that all documentation is present with appropriate documents and signatures.
• Review medical records for any missing documents, signatures, information and notify providers of the deficiency.
• Answer phone calls.
• Receives and/or gives out ROI forms, assists visitors and/or callers with the completion of forms or documents.
• Inquiries vary widely, and information given requires explanation of office functions, describing specific requirements, providing basic instructions, or a similar degree of detail.
• Reviews paper and electronic health records (i.e., scanned notes, reports, special tests; etc.) to identify material to be photocopied/printed/written to electronic media and released.
• Ensures the information released is limited to what is specifically authorized and to the person or agency designated to receive it.
• Accurately enters all requests into the RPMS/ROI section with necessary information for each request for health information.
• Monitors requests to ensure validity and processing within required time frames.
• Maintains a record of disclosure of all information released. Responds to requests for emergency medical information from hospitals, doctors, medical examiners, law enforcement agencies and others.
• Reviews all medical information for sensitive elements to ensure release is completed only within the required standards and applicable laws.
• Conducts searches for lost records, and completes other special projects and file room activities as assigned.
•  Prepares records for retirement; identifies and pulls those patients charts, ensuring that all multiple volumes have been secured; boxing charts for shipment; and completing all necessary documentation and record tracking requirements.
• Requests records from other facilities, including Federal Records Centers, as required.
• Perform quality review audits on scanned documents.
• May required to perform other duties as assigned.

HIPAA REQUIREMENT:

Pursuant to the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and its implementing regulation, the Standards of Privacy of individual Identifiable Health Information at 45 C.F.R. Part 160 and 164, Subpart A and E ("Privacy Rule"), the Indian Health Service is required to enter into an agreement with the Business Associate, pursuant to which the Business Associate shall comply with and appropriately safeguard Protected Health Information ("PHI") that it will use and disclose when performing functions, activities or services ("Services") for the Indian Health Service. The Business Associate by signing the contract shall comply with the following terms in addition to other applicable contract Terms and conditions relating to the safekeeping, use and discloser of PHI. (See Attachment 2 for related HIPAA material andBusiness Associate Agreement Clause).

WORK SCHEDULE:

General Business Days: Monday-Friday

Business hours: 8:00 a.m. – 4:30 p.m.

*Base + One (1) Option Year.

PLACE OF PERFORMANCE:

                Santa Fe Indian Health Center

                Attn: Health Information Management Department

                1700 Cerrillos Road

                Santa Fe, NM 87505

CONTRACTING OFFICER’S REPRESENTATIVE (COR):

Travis Snyder, (505) 946-9209

STATEMENT OF OBJECTIVES:           

• Locate eligible and qualified Small Business Indian Firms to support IHS procurement needs under NAICS code: 561320 – Temporary Help Services.
• Utilize the information received with future acquisition planning efforts and potential Buy Indian set aside. 

HOW TO RESPOND:

This is a sources sought notice under the authority of the Buy Indian Act. The Indian Health Service (IHS) is attempting to locate qualified and eligible Small Business Indian Firms, “Native American Indian Owned and Operated businesses,” that can provide services/supplies to the Indian Health Service.  This is a request for information only, this is not a solicitation.  Responses to this notice are not considered offers and cannot be accepted by the Government to form a binding contract.  Any information submitted by respondents to this notice is strictly voluntary with no obligation or incurred cost by the government.

Provide with response –

1. E-mail response.  Shall be in a printer friendly format, Word or PDF, 8x11 page size, 5-page limit.
2. Certification as a Small Business Indian Firm. The government is ONLY interested in Small Business Indian Firms. (See attached Representative Form).
3. The government requests that interested parties respond to this notice if applicable and identify your business status to the identified NAICS code. 
4. Prospective vendors shall be properly registered in SAM.gov; this includes proper registration as a Small Business Indian Firm and if eligible, registered as applicable small business certifications (e.g. HUBzone, 8(a), Service Disabled Veteran Owned, Veteran Owned, Women-Owned, Small Disadvantaged), in order for IHS to issue an award and claim procurement actions with eligible Small Business Indian Firms.
5. Provide detailed capabilities statement, website, and e-catalog as it pertains to 561320 – Temporary Help Services.  
6. Provide Unique Entity Identifier (UEI) created in SAM.gov registration.
7. Identify Business Size:  Small Business Indian Firm, Small Businesses or a Large Indian-Owned Firm.
8. GSA/FSS contract holders – provide GSA/FSS/VA or other GWAC contract number, only if applicable.