Inactive

VA PITTSBURGH HEALTHCARE SYSTEM VA MEDICAL CENTER PITTSBURGH GENERAL INFORMATION FOLLOWED BY A TENTATIVE STATEMENT OF WORK NOTICE: This is not a solicitation but rather a Request for Information (RFI)... VA PITTSBURGH HEALTHCARE SYSTEM VA MEDICAL CENTER PITTSBURGH GENERAL INFORMATION FOLLOWED BY A TENTATIVE STATEMENT OF WORK NOTICE: This is not a solicitation but rather a Request for Information (RFI) (Sources Sought) to determine capability of potential sources and is for information and planning purposes only. Veterans Health Affairs, Network Contracting Office 4, is issuing this request for information/sources sought notice in order to identify capable of providing scanning services for the Coatesville VA Medical Center over five years. Responses must be submitted by 4:00 PM (EST) March 25,2020. Submit responses to the information requested above via email to Jacquelyn.mazurek@va.gov. All SDVOSB and VOSB firms that respond shall include proof of CVE certification via www.vip.vetbiz.gov. All small business firms that respond shall include proof of small business status via their Representations and Certifications in accordance with (FAR 4.1102 Policy). While SDVOSB/VOSB contractors are preferred, all capable contractors are welcome to respond to this sources sought notice for market research purposes, and shall include as part of their response a brief capability statement that covers the information in the following tentative statement of work. The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., socioeconomic set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses. Suggested NAICS: 561210 (Facilities Support Services) Suggested PSC: D311 (IT and Telecom Data Conversion) Open to suggestions from the market as to a more proper NAICS and/or PSC, as well as any potential GSA/FSS Schedule SIN categories. SAMPLE / TENTATIVE STATEMENT OF WORK AND PRICE/COST SCHEDULE BELOW Statement of Work for Scanning BPA Contractor Coatesville VA Medical Center Health Information Management Services GID solutions will provide services for scanning and indexing the following records listed on the National BPA to include the following line items from the national contract: Daily Tasks: Index daily documents using shared electronic folders remotely for Home Based Primary Care services. Index all stat documents received electronically including Urine cytology, PAP results and HPV testing. Vendor will be required to add the ordering provider as an additional signer for each document filed for testing results received. Review Quality Assurance for each document scanned at 100% Stamp/Scan/Index all documents within 5 business days of receipt. Cover scanning unit in the absence of assigned clerk onsite for both scanning and indexing as needed for planned vacations and extended absence. Chief HIM will notify 24-48 hours if needed onsite. Scan/Index copies of archived records received for ROI processing onsite one day a week. Come onsite once a week to assist with scanning Non-VA POM documents. Vendor will be required to maintain no less than 97% accuracy for the duration of the contract. Chief HIM will monitor vendor accuracy for 100% the first three days. Chief HIM will then randomly audit vendor for a sample size of at minimum 25 documents per month to ensure ongoing vendor compliance and share with vendor ongoing. Chief HIM will be notified of any issues or delays as priority via email or phone. Vendor to adhere to privacy and security policies as required Vendor will also follow the facility policy and statement of practice as attached: Required Productivity Standards **DATA CAPTURE/ACCURACY a. Captures clinical and administrative information in a timely manner effectively utilizing DocManager or Vista imaging application as per policy. b. Keeps supervisor abreast of problems with scanning and potential backlogs. c. Date stamps documents upon receipt into the department d. Scans and/or indexes, documents in Vista under the correct patient, note title, and author with 97% accuracy. e. Assures all hard copies are filed or shredded according to departmental policy. **SCANNING PRODUCTIVITY a. Scans a minimal of 375 documents a week b. Ensures that loose documents are date stamped, sorted and arranged in the appropriate order c. Ensures that all documents are scanned in a timely basis with goal of documents scanned within 48 hours of receipt in HIMS. **CONFIDENTIALITY a. Protects data from loss, alterations, or unauthorized deletion: follows applicable regulations (i.e. Privacy Act, Freedom of Information Act and HIPAA) and instructions regarding access to medical records (paper and electronic), release of access codes, appropriate use of Mailman/Outlook (electronic mail), etc.; and maintains CPRS security at all times to protect the integrity of the programs and the privacy of the patient. Failure to comply cannot occur more than one (1) time during the rating period CUSTOMER SERVICES a. Identifies the customer's/patient's situation properly and performs the tasks required to resolve the problem in a timely manner. b. Follows up as necessary to ensure a satisfactory resolution. c. Consistently responds to customers and co-workers requests for assistance promptly and in a friendly and cooperative manner. d. Patiently listens to all customer/patient feedback and acts to resolve issues. e. Displays respect for human dignity and uniqueness of the customer/patient. f. Safeguards the patients right to privacy by judiciously protecting confidential information. GEMS a. Shall follow all policies and procedures to ensure compliance with all applicable environmental regulations & requirements and be good stewards of the environment through pollution prevention, waste minimization and resource conservation. b. Consistently follows Coatesville VA environmental policies and procedures related to the Coatesville GEMS program, recycling and the safe use, handling and disposal of chemical products.