SOURCES SOUGHT
R -- Physician Scribe Services - Wilmington VAMC
- Notice Date
- 8/27/2020 10:46:09 AM
- Notice Type
- Sources Sought
- NAICS
- 541990
— All Other Professional, Scientific, and Technical Services
- Contracting Office
- 244-NETWORK CONTRACT OFFICE 4 (36C244) PITTSBURGH PA 15215 USA
- ZIP Code
- 15215
- Solicitation Number
- 36C24420Q1033
- Response Due
- 9/3/2020 8:59:00 PM
- Archive Date
- 11/02/2020
- Point of Contact
- William C Schlobohm, William.Schlobohm2@va.gov, Phone: (724) 287-4781 x4019
- E-Mail Address
-
William.Schlobohm2@va.gov
(William.Schlobohm2@va.gov)
- Awardee
- null
- Description
- 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 firms for Physician Scribe Services for the Wilmington VAMC. Responses must be submitted by 11:59pm (EST) September 3rd, 2020. Submit responses to the information requested above via email to william.schlobohm2@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. Capability statement shall cover all elements of the tentative statement of work as to accurately determine capability. 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: 541990 (All Other Professional, Scientific, and Technical Services) Suggested PSC: R499 (Support Professional: Other) 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. Please provide the following information as an attachment to your response and in addition to the information requested above: 1. Identify any other companies owned (wholly or in-part) by the owners of this business who provide goods or services under the same or a related NAICS codes. 2. Identify any other companies owned (wholly or in-part) by the owners of this business who provide goods or services that are registered under the same or a related NAICS code with the Center for Veterans Enterprise (CVE); Provide the certification type (SDVOSB/VOSB), Federal Identification Number, and state of incorporation for each. 3. Do you plan on responding to a solicitation for this requirement with a Joint Venture utilizing multiple owned companies as majority or non-majority owner? Yes ___No ___ If yes, please identify which companies are considering a Joint Venture and the ownership of each company. SAMPLE / TENTATIVE STATEMENT OF WORK (BELOW) Description: Physician Scribes for Primary Care PACT Facility 2237# INTRODUCTION/BACKGROUND: The Department of Veterans Affairs (VA) Veterans Integrated Service Network 4 (VISN 4) Wilmington VA Medical Center (WVAMC) has an initiative to provide Open Access to all Veterans. By increasing productivity and efficiencies of Veteran appointments in the Patient Aligned Care Teams (PACTs) within Primary Care, time to see additional patients within the Provider s daily schedule will come available and allow for same-day appointments to be scheduled. The overall aim is to utilize paraprofessionals (physician scribes), who specialize in charting Provider-Patient encounters in real time, generating referral letters for providers, and handling data-management tasks for Providers in real-time (freeing providers to increase patient contact time, give more thought to complex cases, better manage patient flow, and increase productivity to see more patients). OBJECTIVE: The Primary Care Service at the Department of Veterans Affairs Medical Center, (460) Wilmington, Delaware, hereby referred to as the VAMC Wilmington (460), is seeking the emergent acquisition of Primary Care Scribes. Scribe services may be performed in person on site or be blended with virtual work. A firm fixed price contract for one year is requested, with one option available for renewal. The need for this acquisition is determined to be High Priority in order for the WVAMC to fully implement Open Access in Primary Care. To meet the needs of this acquisition, the following salient characteristics or needs must be met by a Physician Scribe: Scribes will fulfill the primary administrative and non-clinical functions of the Provider. The primary purpose of the scribe is to facilitate the Provider s patient flow. Scribes must be fully present during performance of clinical services provided by a provider (Physician, PA, or NP) and be able to document at the time of the encounter, on behalf of that provider, verbatim the services and observations of the provider without applying any clinical insight or interpretation. ""The scribe does not act independently, but simply documents the physician's dictation and/or activities during the visit"" (WPS/Medicare, 2011). Scribes do not interfere with the Provider/patient interaction Ability to work in a stressful and fast-paced environment. Ability to read, write, comprehend through listening, and speak fluent English Ability to operate a computer and/or laptop through proficient typing, clicking, and viewing a monitor for extended periods Scribes must possess the ability to handwrite legibly Scribes may research information requested by the Provider to assist with coordinating referrals. Scribes may also prepare operative reports, make phone calls, and conduct other clerical tasks as assigned. Scribes will specialize in medical data entry into the VA s electronic medical record system (CPRS). A scribed note must accurately reflect the service provided on the specific date of service. A scribe ensures accuracy, spelling, punctuation and grammar in documentation prior to Provider review and approval. A scribe may also record diagnostic results such as radiology interpretations and lab values, enter medication orders, physical therapy orders, home exercises, educational handouts, work restrictions and other orders per the Provider s instruction. Scribes must maintain all information in strictest confidentiality, work with PACT staff to ensure quality patient care and services are provided and ensure compliance with clinic standards of quality patient care. A scribe's note may be dictated or created/typed directly in the CPRS. Scribed documentation must insert an attestation that clearly provides the name of the scribe (with credentials when applicable), their role (i.e., scribe), and the provider of the service. (EX: This note has been scribed by First name, Last name, CMSP, in the presence of and under the direction of Dr. John Smith.) The Provider is ultimately responsible for all documentation and must attest that the scribed note accurately reflects services provided. (EX: I, Dr. John Smith, have reviewed and agree with the above documentation.) All documentation must bear an appropriate authentication, to include signature (may be electronic), along with date and time of signature. Authentication may not be delegated. Scribes are required to notify the Provider of any alerts triggered by the CPRS; all alerts must be addressed by the Provider. Scribes efficiently navigate, ensures regulatory compliance, reviews and gathers information from the health record. Ensures records are prepared for Treatment Team review by providing previously ordered tests if appropriate, adequate forms for documentation by team, recent information profile for LIP to review and appropriate encounter form attached to the medical record. Assembling medical information in correct sequential and chronological order. Ensures appropriate forms are completed, accurate and signatures obtained for requests/release of medical information. Initiates action to request records from other facilities, both VA and non-VA, and obtains all medical records as requested by Treatment Team. Protects printed and electronic files containing sensitive data in accordance with the provisions of the Privacy Act of 1974 and other applicable laws, federal regulations, VA statutes and policy, and VHA policy. MAJOR REQUIREMENTS: The Contractor/ Vendor must complete the following tasks to meet the needs of this acquisition: Scribes must have a minimum of a high school diploma. A college degree, or current enrollment in a degree program is preferred. Normal work hours are from 8am to 4:30pm; Monday through Friday (excluding specific federal Holidays recognized and observed by the WVAMC). Scribes are expected to work weekdays during the Provider's 8-hour shift. Scribes must agree to adhere to the WVAMC s Use of Medical Scribes policy and sign the W-VAMC s Agreement prior to performing scribe services. Scribes efficiently navigate, ensures regulatory compliance, reviews and gathers information from the health record. Computer and typing skills are preferred. Must have a constitution to work under the rigors of delivering medical care. Must be a responsible and mature individual with a passion for medicine. Ability to stand, walk, and follow a Provider for extended periods of time. Ability to lift, hold, push, and pull 25 pounds. Knowledge of anatomy and physiology, diagnostic procedures, pharmacology, and treatment assessments to the extent required to understand and accurately transcribe dictated reports. Ability to record diagnostic results such as radiology interpretations and lab values. Ability to accurately search and locate an ICD-10 diagnosis as directed by physician. Ability in interpersonal skills which affect the administrative and clerical services throughout the medical center. Ability to adapt to changing situations and modify plans accordingly. Ability to recognize the necessity of working within a timeframe. Knowledge of sound business judgement, tact, and diplomacy. Ability to communicate effectively both orally and via written media. Knowledge of a wide range of administrative policies, regulations, and precedents applicable to the administration of VA staff services and programs in the Department of Veteran Affairs. Ability to interpret vague policies, procedures and agreements. Ability to establish effective interpersonal relationships with all levels of personnel. Knowledge of word processing, spreadsheet and audio-visual presentations software such as Microsoft Word, Excel, and PowerPoint. Ability to gather and analyze facts and drawing conclusions from information and communicates information clearly both orally and in writing. Ability to work independently on a broad variety of tasks and within a team environment. Knowledge and ability to utilize qualitative and quantitative data collection methods. Ability to gauge and understand the particular needs of a wide age range of patients. Scribes are required to complete mandatory training classes as determined by the WVAMC (i.e., HIPAA, CPRS, etc.). The Government and the Contractor understand and agree that the services to be delivered under this contract by the Contractor to the Government are non-personal services and the parties recognize and agree that no employer-employee or master-servant relationships exist or will exist under the contract between the Government and the Contractor s employees. GOVERNMENT FURNISHED INFORMATION OR MATERIAL: This acquisition includes the use of certain Government-furnished property (GFP); such as a laptop that must remain on-station at the WVAMC. The laptop and peripherals will be provided (including the make, model, bar code number and serial number) with all accountable assets with an acquisition cost of $500 or more. MEETINGS AND REVIEWS: Random audits will be performed of documentation generated by each scribe. At least 10 records per scribe will be reviewed monthly for compliance by the Primary Care Department. Results of the audit may determine more frequent monitoring and auditing is needed, to be addressed at the time of the audit. Results will be shared with the Primary Care Associate Chief of Staff. Suspected violations of this policy will be reported to the Primary Care Associate Chief of Staff, the Health Systems Manager, the Compliance Officer, or the Director of Quality for further investigation. Individuals who violate this policy will be subject to appropriate disciplinary action, up to and including termination. TRAVEL REQUIREMENTS: Not Applicable CONTRACTING OFFICER'S REPRESENTATIVE (COR): The identified COR and technical representative for this acquisition is: Name: Dr. Dwayne Dixon COR Certification Level: 1 Expiration Date: 1/1/2023 Phone Number: 302-994-2511 x5240 Email: dwayne.dixon@va.gov ""No Government personnel, other than the Contracting Officer, have the authority to change or alter these requirements. The COR shall clarify technical points or supply relevant technical information, but no requirements in this scope of work may be altered as a sole result of such verbal clarification."" REPORTS/DELIVERABLES: Delivery confirmation of equipment and commodities will be made through the Logistics Department of the VAMC Wilmington (460). This will include documentation of receipt and assignment of a facility based EE number for identification and tracking purposes. Delivery confirmation of non-equipment/ commodities acquisitions is the responsibility of the receiving Facility and/ or Service. PERIOD OF SERVICE: Delivery must occur within the timeframes designated by the Federal Government CONTRACTOR QUALIFICATIONS: N/A SECURITY/NATIONAL AGENCY CHECK REQUIREMENTS: N/A
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