R -- CERTIFIED CODERS

Notice Date

February 7, 2001

Contracting Office

Department of Veterans Affairs, Va Medical Center, 1011 Honor Heights Drive, Muskogee, OK 74401

ZIP Code

74401

Solicitation Number

RFQ 623-08-01

Response Due

February 28, 2001

Point of Contact

Mick Dubuis 918-680-3616

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the subparts in Federal Acquisition Regulation 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. Solicitation number Request For Proposal (RFQ) 623-08-01 is assigned and shall be referenced on any proposals. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-22. The North American Industrial Classification Code is 561499 and the small business size standard is 5 million. The Muskogee VA Hospital, located at 1011 Honor Heights Drive, Muskogee, OK 74401, has a requirement for certified coders. Contractor shall provide up to four certified coders, to assist as needed, to the Muskogee VAMC, in order to provide coding and review of coding for patient care in the ambulatory care setting (to include, but not limited to): Ambulatory Surgery Unit, Laboratory, radiology, primary care, anesthesiology, pathology, ENT, etc. and physician professional fee coding of outpatient and inpatient encounters. The purpose of this contract is to code and/or review coding of inpatient and outpatient encounters. Inpatient, outpatient and encounter coding will include facility and professional fee coding with ICD-9-CM, CPT-4 and modifiers. The coders shall be responsible for coding or reviewing the coding on medical records as designated by the VA. Workload is currently estimated to be 100% coding and review of medical records. The current estimated workload is 14,000 outpatient and 200 inpatient charts per month. Contractor shall provide a quotation breakdown on a cost per coder per eight-hour day (lunch is not paid so tour should represent a 30 minute lunch hour) basis. Contract Coders will be required to work at the VA Medical Center during normal business hours (Monday through Friday excluding Federal Holidays). Normal business Hours are 8:00 a.m. 4: 30 p.m. Contract coders will be allowed one 15-minute break per four hours of work. Contract Coders are required to have one or more of the following credentials: Certified Coding Specialist (CCS or CCS-P/for outpatient coding only), Registered Health Information Technician (RHIT), Registered Health Information Administrator (RHIA). All contract employees must be proficient in CPT-E/M Coding (evaluation and management coding using 1997 HCFA guidelines). Successful offeror must submit a roster indicating names and certifications of coders who will be providing service to the VA. All persons performing work on this contract must be acceptable to the Contracting Officer's Technical Representatives (COTR). All contract employees must maintain acceptable standards, as determined by the COTR. Acceptable Standards will be measured by work output and accuracy. The VA anticipates it may take up to four certified coders at the onset of this contract. The VA will provide the Contract Coders with computer access and orientation training in the current hospital program. Contract Coders will be issued a password in order to utilize the hospital "QuadraMed/nCoder+". All contracted staff shall be required to attend mandatory training. The Contractor shall be responsible to ensure that Contract employees providing work on this contract are fully trained and completely competent to perform the required work. The Contractor is required to maintain records that document competence/performance level of Contract employees working on this contract in accordance with JCAHO, HCFA, VHA and other regulatory body requirements. The VA reserves the right to recall any of the contractor's records pertaining to competencies, or training and certification of personnel working on this contract. The VA will provide the content of the VA orientation to the contractor at the time of contract award. This orientation will include but not be limited to the following topics: Fire and safety policy and procedure Infection control policy and procedure Emergency Preparedness/Disaster policy and procedure. Contractor shall provide and document a general VA orientation for all contract employees who are providing work on this contract. The COTR will monitor the Contract employees' work to ensure contract compliance. Not withstanding other contract requirements, upon request of the Contracting Officer, the Contractor will remove from the work site, any Contract employee, who for any valid reason does not meet the approval of the COTR. When changes in Contract personnel are approved or determined appropriate, the contractor shall provide an acceptable replacement within 24 working hours (three business days). Contract employees shall be required to sign in and out with the Chief, Health Information Management Service (HIMS), in order for the contractor to be paid. The Contractor shall provide the COTR with a biweekly statement of hours worked by the coders. The contractor's biweekly list will be compared to the daily logs for invoice certification. Invoices shall be mailed to the COTR. By providing work on this contract the contractor agrees to the following condition: All deliverable, associated working papers, and other material deemed relevant by the VA generated by the Contractor in the performance of this task are the property of the United States Government. All individually identifiable health records/information shall be treated with the strictest confidentiality. Access to records shall be limited to essential personnel only. Records shall be secured when not in use. The contractor shall comply with the Privacy Act, 38 USC 7332 and 5701. Quotations shall be submitted on an "all or none basis." Partial quotations shall be rejected. All potential offerors shall be available to perform the requirements of this contract immediately. Initial Contract term is for 6 months, with 4 one year options. Offerors shall submit prices on the base term and all option years. Offerors shall provide a complete set of provisions with proposal found at FAR 52.212-3, Offeror Representation and Certifications-Commercial Items. Provision and clauses found at 52.212-1, 52.212-4, 52.212-5 and 852.210-77 also apply. Offerors may find the FAR provisions on the internet at www.arnet.gov/far Quotations shall be submitted to the address listed herein or faxed to 918-680-3852 and directed to the attention of Mick Dubuis (90C). The government shall not be held responsible for quality of fax transmittals. The solicitation number (RFQ number) shall be listed on the outside of your response for identification. Quotes are due by COB February 28th, 2001.

Record

Loren Data Corp. 20010209/RSOL002.HTM (W-038 SN50D0B2)