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FedBizOppsSources Sought Notice*******CLASSIFICATION CODESUBJECTCONTRACTING OFFICE'SZIP-CODESOLICITATION NUMBERRESPONSE DATE (MM-DD-YYYY)ARCHIVEDAYS AFTER THE RESPONSE DATERECOVERY ACT FUNDSSET-ASIDENAICS CODECONTRACTING OFFICEADDRESSPOINT OF CONTACT(POC Information Automatically Filled fromUser Profile Unless Entered)DESCRIPTIONSee AttachmentAGENCY'S URLURL DESCRIPTIONAGENCY CONTACT'S EMAILADDRESSEMAIL DESCRIPTIONADDRESSPOSTAL CODECOUNTRYADDITIONAL INFORMATIONGENERAL INFORMATIONPLACE OF PERFORMANCE* = Required FieldFedBizOpps Sources Sought NoticeRev. March 2010RMEDICAL CODING73104-5007VA256-13-I-211409-19-201390N541611 Department of Veterans Affairs Oklahoma City VA Medical Center 921 N.E. 13th Street Oklahoma City OK 73104-5007Bernadette Hamelbernadette.hamel@ This is not a solicitation announcement. This is a Sources Sought notice only. The purpose of this notice is to gain knowledge of potential qualified sources and their size classification (service disabled veteran owned small business, veteran owned small business, hub zone, 8(a), small disadvantage business, woman-owned, small business, or large business) relative to NACIS 541611 for Administrative Management and General Management Consulting Services and the Small Business Size Standard is 500 Employees. Responses to this notice will be used by the Government to make appropriate acquisition decisions and are not considered adequate responses to a potential future solicitation announcement. The Oklahoma City Veterans Healthcare System is seeking sources that can provide for ICD-10 Coding preparation and revenue cycle services to the VA Medical Center in Oklahoma City, OK. Please see Statement of Work below. Responses to this request should include a capability statement, and three (3) customer references to which you have provided similar services. Responses should also include company name, address, point of contact, size of business pursuant to the following questions: (1) Is this product or service available under a federal supply schedule (GSA)? If yes, please provide the contract number. (2) Do you manufacture or directly provide these services? (3) Is your business large or small? (4) If small, does your firm qualify as a small, emerging business, or small disadvantaged business? (5) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act. (6) Is your firm a certified hub zone firm? (7) Is your firm a woman-owned or operated business? (8) Is your firm a certified Service-Disabled Veteran Owned Small or veteran owned small business? Responses to this notice shall be emailed to Bernadette Hamel at email address: Bernadette.hamel@. This notice will close and responses are due no later than 4:00 PM CST on September 19, 2013, Telephone responses will not be accepted. Responses must be received via e-mail. This notice is to assist the VA in determining sources only. A solicitation is not currently available, if a solicitation is issued it will be announced at a later date. Statement of Work:PERFORMANCE WORK STATEMENTFOR ICD-10 Coding Preparation and Revenue Cycle ServicesB.1PURPOSE: The Oklahoma City (OKC) VA Medical Centers has a requirement for HIMS Consultants to furnish the necessary software and personnel required to provide ICD-10-CM Audit and training to OKC VA Providers and Coders. This requirement includes Updating OKC VA encounter forms in preparing of (ICD-10-CM) International Classification of Diseases Tenth Revision Clinical Modification. Training should be carried out by 1 May 2014.B.1.1 REQUIREMENTS: The Contractor shall:Furnish the immediate support on ICD-10 Data Analytics with Chart Analysis service helps to determine the potential financial and operational risks in moving to ICD-10.Oklahoma City VA needs ICD-10-CM coding training to insure coders are prepared for the coding changes that are mandated by Center for Medicare and Medicaid Services (CMS) for coding and billing to begin 1 October 2014.Providers need education and knowledge of the ICD-10-CM requirements to document and treat patients according to the new CMS guidelines.Encounter forms at Oklahoma City VA will need to be updated to the ICD-10-CM codes, to be able to process the clinic appointments, close out the encounters, and provide new ICD-10-CM codes and coding. B.2. PERSONNEL: The HIM Consultants will hold American Academy of Professional Coders (AAPC) or American Health Information Management Association (AHIMA) credential and an ICD-10-CM/PCS trainer certificate from AHIMA. Proof of compliance with National Association shall be provided upon request by the COTR. The Contractor will comply with VHA guidance/regulations and HIPAA requirements.The Contractor will comply with VHA confidentially and privacy guidelines.B.3 PERSONNEL SECURITY: B.3.3.1 Contractor personnel performing the training under this contract shall satisfy all requirements for appropriate security clearance (Complete Security Assessment Form VA 2280a) in dealing with access to sensitive information and information systems belonging to or being used on behalf of the Department of Veterans Affairs.? B.3.4 CONTRACTOR PRIVACY/SECURITY TRAINING:?B.3.4.1 All Contractor employees shall complete the VA’s on-line Security Awareness Training Course and the Privacy Awareness Training Course annually within the first 15 days of the contract period of performance.? Contractors shall provide signed certifications of completion to the CHIMS. This requirement is in addition to any other training that may be required of the contractor.B.4. Communication System: The Consultant will be available by cell phones and email to answer questions as it relates to ICD-10-CM training and Project Managers Contact information will need to be provided as well.B.4.1 CONTRACTOR SERVICES: The Contractor shall provide ICD-10 Coder onsite training 4 days up to 20 attendees a day; plus work books, 1 Consultant; additional pre-requisites live webcast of ICD-10 Simulator B.4.2 ONSITE PARKING: Arrangements will be made to allow the Consultants to park in the reserved parking for Vendors; to park while on Station Training. B.4.3 CANCELLATIONS: (1) The Contractor shall not charge for scheduled trips cancelled due to scheduling or unforeseen circumstances.(2) Four weeks (both on site and off site) for two Consultants, including travel costs.(3) Encounter Form Clean Up project to optimize and prepare for conversion(4) Encounter Form conversion for non-national forms or national forms not converted(5) Analysis and recommendations for conversion of Clinical Reminders(6) Departmental interview to collect and convert provider quick reference/educational documents which including ICD-9 codes.B.5 SERVICE DISRUPTION: The Consultant shall immediately report to the C, HIMS any problems, when conditions, neither foreseeable and/or controllable by the Contractor occur, such as severe storms, flooding, hazardous road and travel conditions, time and distance requirements shall be considered secondary to safety precautions. B.6 QUALITY PROFESSIONAL SERVICES PROVIDED.Project ManagementProject Management services are provided by the Vendor for delivery within a specified timeframe, with expected project duration of between ten and twelve months. Project Management deliverables include:Technical and Logistics Planning (related to access requirements for Consultants and Trainers, on site resources such as office/desk space, laptops/PCs, printers, software access on VA systems, reports from existing databases and systems)Workflow Analysis – Revenue Improvement Professional Services Workflow Analysis – Revenue Improvement Professional Services related to ICD-10 implementation include:Encounter Form Clean Up project to optimize, simplify and prepare each site for conversion to ICD-10Requires communication with leadership and potential provider awareness sessionsICD-10 Coding Boot Camp Training SessionsThe Contractor will provided to include ICD-10 Coding training will include four on site days of training with one HIM Consultant who will deliver full day sessions for up to 20 coder trainees using an ICD-10 Simulator. Classroom requirements include use of at least one PC or laptop with access to the Internet (for the ICD-10 Simulator) for every two trainees (one PC or laptop per trainee recommended but not required). A webcast to introduce the ICD-10 Simulator and the Consultants to the facility will be required one to two weeks prior to onsite trainingHIM Consultants will hold AAPC or AHIMA credentials and an ICD-10-CM/PCS Trainer certificate from AHIMA. ICD-10 Provider Awareness SessionsProvider Awareness sessions will include four on site days of consulting with two HIM Consultants who will deliver 30 to 45 minute sessions (up to six per day, totaling 24). While most sessions will be appropriate for all specialty areas, facilities may opt to hold service-specific training sessions as part of their agendas. Training will be based on important ICD-10 documentation concepts and also can include facility-specific risk areas according to findings from ICD-10 Data Analytics and Chart Audits, if contracted for.ICD-10 Data Analytics and Chart AuditsICD-10 Data Analytics with Chart Analysis service helps to determine the potential financial and operational risks in moving to ICD-10. The first phase of the service, the ICD-10 Data Analytics Summary, is an aggregate analysis of significant potential risks and gains based on your facilities’ case mixes. This phase provides a starting point for your facilities to understand the potential loss or gain by Medicare Severity Diagnosis Related Groups (MS-DRG) and/or Consolidated DRG (CDRG) based on a large sample of data. Weaknesses in documentation and lack of specificity will mean potential claim denials and delayed billing, so knowing where your risk areas are today can help you address those weaknesses and identify areas where education is needed. The analysis summary is provided and analysis spreadsheets are provided to each site for future reference or drill down. The second phase, ICD-10 Chart Audit, is a drill down chart audit of either 50 or 100 inpatient records, depending on facility size, where key risk areas from the ICD-10 Data Analytics Summary can be dissected. Each sample chart is reviewed for coding accuracy in ICD-9 to identify where coder and provider education is be needed, and importantly is analyzed by the auditor for documentation risks in ICD-10. An audit worksheet and ICD-10 coding summary is provided for each sample chart as educational tools for each facility. Results of the analysis are provided to the leadership teams at each facility and a session for coder education is provided via webcast in addition to a full report to outline the phases of the analysis in more detail.ICD-10 Simulator SubscriptionUsing the ICD-10 Simulator, a powerful learning tool, coders can pace themselves as they follow an animated avatar instructor through the process of coding in ICD-10. The tool reinforces medical terminology knowledge for ICD-10, reduces potential for productivity loss with guided education before the ICD-10 transition, and enables self-paced learning so coders can use it when they have time.B.7 TRAINEES:Number of trainees would include but not limited to (12) coders, Chief of HIMS, 3 HIMS Supervisors, (5) Service Chiefs, Chief of Staff, and other providers as requested or needs for attendance. B .8 Roles and responsibilities:B8.1Overall Project ManagementConsultant will provide the following management-related functions where associated with the Services listed in Section 3:Development and maintenance of a project schedule to encompass all key activities, deliverables, and milestones for the project, (“Project Schedule”). Management and coordination of all aspects of the discovery, design, implementation, and deployment phases for the Project in accordance with the Project Schedule. Coordination of Training Services with the Customer project manager. Management of project risks, issues, and changes in coordination with the Customer project manager. Facilitation of regularly scheduled conference calls with the Customer project manager. Communication of project status regarding milestones specified below.Management of the consultation to Customer regarding testing, deployment, and use of the Product in the Customer environment.Managing the formal closure of the project in coordination with the Customer project manager on completion of Training Services.OKC VA will provide a single point of contact for all project management related activities. These activities include, but are not limited to, the following:Prompt reply and any other requisite actions in response to all notices provided by Vendor, including notices regarding project status against milestones transmitted to Customer via e-mail, as well as communicate these updates to Customer stakeholders.? Provide timely access to necessary Customer resources and personnel (including third parties contracted by Customer) required to execute the SOW in accordance with the Project Schedule.Manage all site activities relating to scheduling and deployment of the Project. Communicate and approve any scope changes to the Project’s Customer stakeholders and Contractor.B8.2Discovery and Design PhaseConsultant will be responsible for the following during this phase of the Project:Review the Order and pre-project requirements and project checklists with Customer. Provide Project/Consultant Checklist at kick off of the project phases.Conduct a kick off call with Customer at each phase and identify Project objectives, scope, and critical paths.Develop the Project Schedule, confirming schedules and dependencies for onsite and remote work to be performed.OKC VA will be responsible for the following during this phase of the Project:Identify and provide timely access to all stakeholders with material input to the overall requirements for the Project.Attend the project planning meeting and identify the overall requirements for the plete the requirements set forth for access and logistics on the Project/Consulting Checklist to ensure goals are met to execute a successful project.Provide comprehensive and timely review and approval of the project planning documentation and deliverables prior to commencement of the planning phase of the Project. B8.3Planning PhaseConsultant will be responsible for the following during this phase of the Project for each site:Develop the Project Schedule including onsite training, critical events leading up to and at the time of deployment, and identification of Contractor and Customer resources required for successful project.Configure ICD-10 Simulator at times designated in the Project Schedule.Manage and use reasonable efforts to obtain approval of any scope change to the Project.Schedule Customer consulting and training engagements as defined. OKC VA will be responsible for the following during this phase of the Project:Identify and provide timely access to all stakeholders with material input to the discovery.Provide comprehensive and timely review and approval of the Project Checklist documents prior to commencement of the deployment phase. Prepare the Customer site including all requirements outlined on Project Checklist documents working with a Contractor Project Manager. B8.3.1ICD-10 Data Analytics and Chart Audit Specific Planning StepsSite points of contact will be contacted by project leads to explain this phase of the ICD-10 engagement. Alternatively, a VISN-wide kick-off introduction can be conducted with individual follow up with each site. During this call, points of contact will learn more about what the Consultants will analyze and what deliverables they should expect at the end (including planning for webcasts for leadership staff and coding staff).During this call, Consultants may have questions about the facility’s case mix, any changes in services that are abound and ask for a HIMS/coding point of contact for any coding-specific questions (i.e. about the facility’s coding practices)Any additional access requests will be submitted for Consultant(s) who will create the source data reports from VIP Director and perform the chart audit. Typically, Nuance assigns two Consultants per site. Whenever possible, Contractor will minimize requests for access from IRM, more than two Consultants may need to be assigned to complete the analysis.Shared directory accessible by the Consultants and the site point of contact is required to keep PHI data within the VA network. This will be used to store the source files for the analysis and keep the audit worksheets, both containing PHI.B8.3.2Coder Boot Camp Training and Provider Awareness Training Specific Planning StepsFor both training phases (Provider Awareness and Coder Boot Camp Training), preparation includes project management prior to the engagement. Site points of contact will be contacted by project leads to schedule on site training and perform a pre-training interview to familiarize the Consultant with the facility’s unique needs and trainees.Consultants will become familiar with facility’s ICD-10 Data Analytics output to ensure that training reflects the unique case mix and educational needs for the facility. Consultant will need to be familiar with VERA coding to enhance the facility revenue process.Consultant will provide draft agendas for approval by sites’ points of contact.Site point of contact will be responsible for securing invitations to training and providing training space, including a projector connected to a VA PC or laptop with Internet access. For Coder Training, additional PCs or laptops are required for trainees (at least one per every two trainees, but preferably one per trainee).B8.4Execution PhaseConsultant will be responsible for the following during this phase of the Project:Coordinate execution steps with Customer as identified in the Project Schedule.Deliver training as specified; following the training schedule agreed upon in the Project Schedule.Oversee a controlled execution of the Project throughout the deployment phase and according to schedules defined in the Project Schedule.OKC VA will be responsible for the following during this phase of the Project:Coordinate and assure designated personnel availability for training as defined in the Project Schedule.Prepare training environment as defined in the Project Schedule.B8.4.1ICD-10 Data Analytics and Chart Audit Specific Execution Stepswill export to Excel and be saved to the facility’s shared directory in its entirety. Consultant will add a column called “Row” to the report and create a unique row for each discharge and save to the file.Note: if number of rows are too many (and the file is too large), the Consultant may break out the data by quarter, producing four files rather than just one.Consultant will create a second file by copying only the following columns from the report: Row, 701 DRG (MS-DRG), 701 Codes, 501 Codes, and 401/601 Codes. This is done since data extraction outside of the VA network for the analytics reports processing for this VISN 7 project is limited to de-identified data. Sample below shows the file format that will be extracted of off the VA network. This is report data from VIP Director. Nuance will create the standard set of Data Analytics reports and provide them back to the Consultants.By analyzing one year of inpatient ICD-9 diagnosis and procedure codes, the Consultants will review a series of output reports based on mapped ICD-10 data and formalize a report detailing the most significant risks for both financial loss and documentation and recommendations for education based on the risk areas. The statistical analyses are based on Medicare Severity Diagnosis Related Groups (MS-DRG)/ Consolidated (CDRG), Diagnosis codes and Procedure Codes and will address MS-DRG/CDRG risks and also look at potential Veterans Equitable Resource Allocation (VERA) risk areas based on the current VERA model, assuming that not a lot of changes to the VERA model will occur with ICD-10. This analysis can assist with payer negotiations and other preparation for quality and performance measures.The Consultants determine the detailed chart audit sample based on the risk areas for more practical, tangible examples with which to train and educate.ICD-10 Chart AuditConsultant(s) will firm up their chart samples and audit 100 inpatient cases for the six largest facilities by volume and 50 inpatient cases for the two smallest inpatient facilities by volume. Chart audits can be done remotely via CAG access. Consultants audit records for coding issues and educational needs today in ICD-9.Consultants re-code cases in ICD-10 and provide coding summaries.ICD-10 documentation issues for clinical documentation improvement are noted with each case as needed.Presentation of FindingsConsultants will upload all materials to the facility’s shared directory upon completion of analysis.Two webcasts will be scheduled upon completion of both phases of analysis. Consultant will work with the facility point of contact to schedule a date and time that works well for the facilityOne hour leadership summary and presentation of ICD-10 Data Analytics Summary and briefing on chart audit findings, with a focus on top documentation improvement areas specifically for ICD-10 as it impacts the MS-DRG/CDRG and VERATwo hour coding department presentation to educate coders on common issues in documentation and coding today and key areas for educational focus based on site’s case mix and risk areas as it impacts the MS-DRG/CDRG and VERASource data files that Nuance received can be destroyed upon completion of the analysis since a copy of them resides on the VA shared directory as an archive.The ICD-10 Data Analytics Summary report will provide the following reports with analysis and suggested next steps.B.8.5Monitoring and Controlling PhaseConsultant will be responsible for the following during this phase of the Project:Continue to conduct biweekly status meetings and resolve issues.Provide a transition to support document, confirming pertinent system configuration numbers and other information useful for moving Customer to Maintenance Services.OKC VA will be responsible for the following during this phase of the Project:Attend bi-weekly status meetings and work with Nuance to transition to Maintenance Services.Receipt of support documentation and movement to Maintenance Services.B 8.6Closing PhaseContractor will provide milestones to be signed at the conclusion of key milestones in the project for each site. Site will sign milestones and email to Project Manager (unless hard copy is retained by Nuance staff). B.9.DELIVERABLES DescriptionB.9.1Project ManagementProject Management deliverables include:Project PlanContact ListIssues List (as needed)Meeting Agenda and MinutesProject Preparation Documents and ChecklistsB.9.2Workflow Analysis – Revenue Improvement Professional Services Deliverables include:Workflow Facility Exit Briefings, which are action plan matrices provided during meetings conducted with management, DSS, revenue cycle and administration to review project findings and process recommendations at the end of the onsite portion of the project Workflow Facility Recommendations and Final Report, which is a detailed report of findings and recommendations and includes any key historical notes about meetingsFocus deliverables on Encounter Form Clean Up, conversion of local and non-national forms to ICD-10, clinical reminder conversion to ICD-10 recommendations, and updated training resources and quick references for providers with ICD-9 codes included today.B9.3 ICD-10 Coder Training SessionsDelivery of Coder Training will consist of web training, independent eLearning using EduCode (optional but recommended), Coding Simulator and on site instructional and hands-on practice. On site sessions will include an ICD-10 Training Workbook with copy of the training materials presented and completion certificates for each attendee. The materials will also include leave-behind practice examples for the trainees. B9.4ICD-10 Provider Awareness SessionsOn site delivery of Provider Awareness sessions will include 30 to 45 minute presentations using PowerPoint and other tools, such as pocket cards for providers. There are no prerequisites for providers and sites may opt for service-specific sessions if desired.B9.5ICD-10 Data Analytics and Chart AuditsDeliverables for ICD-10 Data Analytics and Chart Audits include:ICD-10 Data Analytics Summary ReportIncludes summary of individual chart audit in addition to the statistical analysisProvides risk areas for focus and potential financial impact by consolidated DRG (CDRG) categoriesProvides action plan for education and documentation improvement focus areasICD-10 Data Analytics Spreadsheets (see Appendix A for listing of all reports)ICD-10 Chart Audit WorksheetsICD-9 Audit Results WorksheetsICD-10 Recode Coding SummariesICD-10 Documentation Issues WorksheetsFollow up training 6 weeks following completion of training via webcast with each site’s coding management or the entire coding group (depending on site’s preference) to review results of the audit and recommended action plansWebcast presentation briefing to leadership team to outline resultsB9.5.1 ICD-10 Simulator SubscriptionAccess to the ICD-10 Simulator for the designated number of licensees plus a VISN overview webcast will be provided as deliverables. ................
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