Transcription Services

The State of Hawaii Department of Health, Adult Mental Health Division, on behalf of Hawaii State Hospital in Kaneohe, is requesting quotes for transcription services to produce clinical reports and assessments for medical records, with quotes due July 24, 2026. Services include transcription of dictated voice files and editing or reviewing of documents prepared by physicians and Licensed Independent Practitioners, along with report forwarding, chart purging, staff orientation on the dictation system, and ancillary support such as mail and phone coverage.

Qualified applicants must demonstrate a minimum typing speed of 55 net words per minute and one year of progressively responsible work experience transcribing medical reports using standard medical terminology. Compensation is based on contractor-submitted rates via HIePRO, inclusive of wages, fringe benefits, applicable taxes, and incidental costs. The Wage Certificate requirement (Hawaii Revised Statutes Section 103-55) mandates that all employees performing transcription services receive compensation no less than that paid to public officers and employees in similar roles, with limited exemptions for professional, managerial, supervisory, and clerical personnel. Contractors must register to do business in Hawaii, obtain a Certificate of Vendor Compliance through Hawaii Compliance Express (with name matching exactly the submitted vendor name), and submit a Wage Certificate and Form W-9 with their quote.

The contract performance period extends for the duration specified in the award, with potential extension of up to one additional year subject to mutual agreement and fund availability. The State reserves the right to terminate the contract at any time with eight weeks' prior written notice and to cancel the procurement or award at any time for convenience with the same notice period. Selection and award shall be contingent upon the lowest and most responsible and responsive offer. Invoices are submitted monthly for services rendered.