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ADVANCED NOTICE AND SOURCES SOUGHT Remote Coding Cell and Project Management Specialists Support (CONUS) THIS SOURCES SOUGHT IS NOT A REQUEST FOR PROPOSAL Purpose: The General Services Administration ... ADVANCED NOTICE AND SOURCES SOUGHT Remote Coding Cell and Project Management Specialists Support (CONUS) THIS SOURCES SOUGHT IS NOT A REQUEST FOR PROPOSAL Purpose: The General Services Administration (GSA) Assisted Acquisition Service (AAS) Region 7 is providing advanced notice of an upcoming opportunity to provide world-class healthcare for our beneficiaries anywhere, anytime. Medical coding provides value to the patient and supports Defense Health Agency (DHA) mission by playing an integral role in workload, reimbursement, provider currency, decision support, population health, disability services, and more. The purpose of this notice is Multi-faceted: to provide advanced notice of this requirement to the vendor community in order to better support vendor planning and prioritization efforts through early engagement; to enable any and all capable vendors to submit to the GSA their expressions of affirmative interest in supporting this requirement, which supports: a more robust competitive solicitation process; selection of the most appropriate contractual vehicle; selection of the most appropriate and effective evaluation methodology; and to enable the vendor community to understand GSA AAS Region 7’s processes so as to promote greater transparency into upcoming projects, methodologies, and processes. The DHA has a requirement to acquire high quality, professional medical coding support to all military treatment facilities (MTFs). Program goal is to accomplish accurate and timely assignment of the facility and/or professional services medical codes for outpatient, ambulatory, and inpatient medical services provided at DHA MTFs. The work on this contract specifically involves providing remote coding support by use of Government computer systems to DHA MTFs sustaining significant coding backlog, as well as performance of other tasks described in the PWS. This work also requires performance of administrative, organizational, and project management work of varying degrees of complexity in support of the DHA Medical Coding Program Office (DHA MCPO). GSA AAS provides custom acquisition, project, and financial management support services to federal agencies, including the DHA. GSA AAS is conducting this acquisition on behalf of the DHA, supporting the full acquisition lifecycle in support of the DHA’s core mission activities. Anticipated Scope: The scope of this work will be to provide a review of electronic and/or paper documentation of medical services provided, assigning appropriate diagnosis and procedure codes to describe the patient condition and services provided in individual medical encounters. The work also involves using Government computer systems to enter and/or edit medical coding for encounters; communicating with medical providers and staff, answering their questions and assisting in providing them education and knowledge about medical coding and documentation; assisting, collaborating, communication, cooperating, and coordinating with DHA MCPO, Medical Coding Compliance Specialists, Medical Coding Trainers, and Medical Coding Auditors; and providing coding knowledge and support in regards to coding issues and questions. There are two primary areas of support (1) Remote Medical Coding with seven (7) specific tasks, and (2) Project Management Specialist with five (5) specific tasks inherent in this support effort: Remote Medical Coding Support Task 1: Accurately assigns diagnosis, procedure, and supply codes for the professional and institutional (facility) components of Inpatient, External Resource Sharing Agreement (ERSA), Ambulatory Procedure Visit (APV), Observation, Emergency Department (ED), and Outpatient encounters. Codes assigned include International Classification of Diseases, Clinical Modification (ICD-CM), International Classification of Diseases, Procedural Classification System (PCS), Current Procedural Terminology (CPT), Healthcare Common Procedure Coding System (HCPCS), and modifiers. Uses military computer systems to assign, edit, and review codes. Applies knowledge of medical terminology, anatomy and physiology, disease processes, treatment modalities, diagnostic tests, medications, procedures as well as the principles and practices of health services and the organizational structure to ensure proper code selection. Adheres to accepted coding practices, guidelines and conventions when choosing the most appropriate diagnosis, operation, procedure, ancillary, or Evaluation and Management code to ensure ethical, accurate, and complete coding. Monitors ever-changing regulatory and policy requirements affecting coded information for the full spectrum of services provided. Task 2: Reviews encounter and/or record documentation to identify inconsistencies or discrepancies that may cause inaccurate coding, medico-legal re-percussions, or impacts quality patient care. Identifies any problems with legibility, abbreviations, etc., and brings to the provider’s attention. Examines records for proper sequence of documents, presence of authorized signatures, and sufficient data is documented that supports diagnosis, treatment administered, and results obtained. Develops and submits a written (electronic or hard copy) query IAW DHA guidelines to the provider to request clarification of provider documentation that is conflicting, ambiguous, or incomplete in regard to any significant reportable condition or procedure. Works with providers to resolve documentation issues to support coding compliance. Assigns accurate codes to encounters based upon provider responses to queries and reports queries and responses IAW DHA guidance. Task 3: Acts as a source of reference to medical staff having questions, issues, or concerns related to coding. Responds to provider questions and provides examples of appropriate coding and documentation reference(s) to provide clarity and understanding. Based on contacts from the medical staff identifies training opportunities and works with coding training personnel to focus on consistency and clarity of coding advice provided. May assist medical training specialist with providing initial coding training to providers by providing guidance to professional and technical staff in documentation requirements for coding. Task 4: Supports DHA coding compliance by performing due diligence in ethically and appropriately researching and/or interpreting existing guidance, including seeking clarification from the Government supervisor, or Service coding representatives. May perform focused audits of specific MTFs, medical specialties, clinics, coders, or providers as directed and IAW DHA audit procedures. Performs administrative related tasks associated with medical records final reviews/audits and contacting various departments, services, or medical staff to obtain data needed to complete the records. Maintains confidentiality and privacy of medical, personal, and sensitive information in compliance with the Health Insurance Portability and Accountability Act. Complies with DHA coding compliance requirements regarding training and reporting of potential violations. Task 5: System Edit Error Correction. The entry and transmittal of patient and coding data through different Government computer systems will sometimes be flagged for errors (known as “write-back errors”). Write-back errors are corrected by the MTF staff or coders and tracked through corrective action. Write-back errors generated by a patient administration error (for example, incorrect or missing demographic information) is corrected by the MTF Patient Administration section. The medical coder may be used to correct all write-back errors caused by coding errors. Task 6: Assists the DHA MCPO in monitoring coding compliance through performing audits of DHA coders in a double-blind audit method IAW DHA MCPO guidelines, rules, and standards; and performing focused audits of DHA MTFs, specialties, clinics, or providers IAW DHA MCPO guidelines, rules, and standards. This involves accurately analyzing diagnosis, procedure, and supply codes for the professional and institutional (facility) components of Inpatient, External Resource Sharing Agreement (ERSA), Ambulatory Procedure Visit (APV), Observation, Emergency Department (ED), and Outpatient encounters. Codes assigned include International Classification of Diseases, Clinical Modification (ICD-CM), International Classification of Diseases, Procedural Classification System (PCS), Current Procedural Terminology (CPT), Healthcare Common Procedure Coding System (HCPCS), and modifiers. The task also involves exercising independent and objective judgment in assigning errors, providing a rational and citing official guidelines, policies, regulations, rules, or standards as reference for assignment of errors. Task 7: Professionally interact with MTF staff and other coders from different companies regarding coding and documentation rules, policies, procedures, and regulations. Obtain clarification of conflicting, ambiguous, or non-specific documentation. Provide advice, assistance, and technical support to MTF staff, Medical Coders, reviewers, Medical Coding Compliance Specialists, and Medical Coding Trainers as appropriate regarding official coding guidance and regulatory provisions. Project Management Specialist Support Task 1: Organization, Development, and Sustainment. Conducts or participates in reviews and evaluations of DHA MCPO operations to determine progress, conformity to program requirements and identifies deficiencies and problems affecting cost and delivery of services. Recommends corrective action and methods to resolve problems and achieve compliance with policy. Provides general consultation and technical guidance in the establishment of new or redefined DHA MCPO operating program guides, policies, and procedures. Recommends modifications, extensions or terminations of program supported objectives and activities. Assists DHA MCPO GS staff with development and maintenance of a coding knowledge management program through military web page development and maintenance, email communications, and development of content for publication and dissemination to MTFs. Task 2: Project Planning and Coordination. Plans and conducts projects to gather and analyze data which will improve organizational performance. Responsible for planning and scheduling various project workloads. Gathers and analyzes information to prepare status reports. Coordinates project activities to ensure the project is on schedule. Provides administrative and logistical support including meeting arrangement, progress tracking, and documentation. Evaluates current procedures and recommends changes to improve the efficiency of planning and scheduling of projects. Determines the level of schedule compliance and identifies reasons for completion shortfalls. Task 3: Creating and Publishing. Prepares reports for upper management regarding status of project. Prepares reports for management and maintains all essential records and reports. Ensures that all work orders and projects are properly documented and closed in scheduling systems. Prepare communication for widespread distribution within the organization. Prepares reports related to productivity, operations, and utilization of resources for utilization in the determination of effectiveness of the programs; and assist the DHA MCPO in resolving problems of significant consequences. Assists in the development of program-specific reports for use within the organization. Assists in the documentation of reports, manuals, staff papers and correspondence on applicable subjects and issues. Task 4: Data Analysis. Responsible for data collection and analysis for special reports and assures that reports are prepared in a timely manner and that they contain all required information. Validates data for accuracy and completeness and refine into format for specific individual responses or summary reports. Provides guidance and instruction to originators on information requirements, modifications in processing methods and proper reporting procedures. Establishes and maintains DHA MCPO metrics for Continuous Process Improvement (CPI) and other reporting. Task 5: Administrative Functions. Provides advice on general administrative functions. Assists in developing strategies and methods to improve office operations. Serves as a liaison within and outside the organization to keep abreast of changes in administrative procedures. Interprets administrative policies and develops local administrative policies and guidelines for program activities. Responds to inquiries and requests for DHA MCPO assistance via telephone, written communication, or personal visit. Coordinates requests and provides consultation to resolve problems or issues; requests in many instances originate from a variety of sources requiring contact with outside agencies and organizations. Assists in maintaining and updating DHA MCPO webpages. Anticipated Work locations: This effort is anticipated to require support within the following geographical locations: DHA MTF, Joint Base San Antonio (JBSA)-Lackland AFB, TX; Offsite (remote) locations via Government computer systems throughout DHA Other sites as directed by the Government. Anticipated Magnitude: GSA anticipates an increase in scope from the current awarded contract since all DHA MTFs (Across DoD) maybe included in this requirement. The below is an estimate which will be further defined at solicitation. The magnitude of this work, based upon contractual history extrapolated into the future is anticipated to be: $500K - $3M per year (Estimated based on potential scope increase) 7 Full Time Equivalent (FTE) per year (six (6) FTEs for medical coders and one (1) FTEs for project management specialist). Additional FTEs may be ordered in option years, subject to funding authorization and availability Anticipated Period of Performance (PoP): The anticipated PoP of this requirement is: 04/01/2023 – 03/31/2024 (Base) 04/01/2024 – 03/31/2025 (Option 1) 04/01/2025 – 03/31/2026 (Option 2) 04/01/2027 – 03/31/2028 (Option 3) 04/01/2028 – 03/31/2029 (Option 4) Anticipated Evaluation Methodology: TBD History: This project was initially awarded against the OASIS Pool 2 Unrestricted contract to Engility Services, LLC, currently novated to the Science Applications International Corporation (SAIC) via contract GS00Q14OADU205, task order (TO) – GSQ0717BG0069. The period of this TO is from September 30, 2017, thru September 29, 2022. GSA anticipates exercising the six (6) month extension of services clause and/or awarding a bridge TO in order to provide unbroken support for this work during GSA AAS Region 7’s period of market research, solicitation and award. Expressions of Interest: Vendors interested in this upcoming opportunity may submit their expressions of interest to the GSA Contracting Officer (CO) and Project Manager (PM) by providing a response that includes the following information, limited to no more than two (2) pages. Vendor Name Vendor Address Name of any Best in Class (BIC) Contractual Vehicles held and associated Contract Numbers Name of any Joint Ventures (JVs) or Contractor Teaming Arrangements (CTAs) Name of any Best in Class (BIC) Contractual Vehicles held by JVs and CTAs and associated Contract Numbers List of Items or considerations that would make your firm more likely to bid on this requirement List of Items or considerations that would make your firm less likely to bid on this requirement Description of your firm’s capacity to support a requirement of this magnitude General description of your firm’s support on behalf of similar requirements in the past The vendor’s expression of interest response shall be in the form of an email entitled “Medical Coding Compliance Specialists FY23 Expression of Interest: Vendor Name” to the email addresses below: The vendor will submit all responses to this sources sought notice to the Acquisition Project Manager (PM), Daniel Bresnahan, via email to daniel.bresnahan@gsa.gov, and GSA Contracting Officer, Michael Dargan, michael.dargan@gsa.gov by May 13, 2022, NLT 3:00 PM CST. Please note that GSA AAS Region 7 is not seeking generalized “marketing” materials or generalized emails in response to this notice, but specific responses that address the items indicated above in order to precisely understand vendor capabilities, contractual vehicle capacities, and intent to provide a solicitation response to this specific requirement. Generalized marketing materials or responses that do not address the specific items described above, or which do not bear the email title described above, will not be considered in the market research phase of this acquisition. Follow-On Actions: Based upon responses received in response to this notice, GSA AAS Region 7 intends to hold a pre-solicitation conference in late Q3 or early Q4 of 2022 for the purposes of more precisely discussing the scope, selected follow-on contractual vehicle selection and competitive nature of the proposed solicitation, evaluation methodology and best-value selection process, anticipated milestone dates, and vendor Question and Answer (Q&A). Note that at this time, GSA AAS Region 7 is not requesting vendors to provide questions, but only to supply an expression of interest in the format requested above. Vendors are responsible for properly marking and clearly identifying proprietary information or trade secrets contained within their response. The Government will not be liable for or suffer any consequential damages for any proprietary information not properly marked and clearly identified. Information provided shall be treated as Business Sensitive and will not be shared outside of Government activities and agencies without the permission of the provider.