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Medical Computer Support Services


Vermont, United States
Government : Military
RFP
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THIS REQUEST FOR INFORMATION (RFI) - SOURCES SOUGHT IS ISSUED SOLELY FOR MARKET RESEARCH AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION. THIS IS NOT A REQUEST FOR PROPOSAL (RFP) AND A FORMAL SOLICITATION IS NOT AVAILABLE AT THS TIME.  THIS NOTICE DOES NOT CONSTITUTE A COMMITMENT BY THE GOVERNMENT TO ISSUE AN RFP, CONTRACT OR ORDER.  THE GOVERNMENT WILL NOT PAY FOR ANY EFFORT EXPENDED OR ANY MATERIAL PROVIDED IN REPSONSE TO THIS ANNOUNCMENT, NOR WILL THE GOVERNMENT RETURN ANY DATA PROVIDED.


1. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research only to make appropriate acquisition decisions and to gain knowledge of SBA Certified 8(a) Small Business Capability, interested and capable of performing the work.


2. The NAICS for this requirement is 541990 All Other Professional, Scientific and Technical Services


3. Interested and capable Contractors should respond to this notice not later than 12:00 PM EST on Thursday, May 11, 2017 by providing the following via email only to Joyce Merrill at joyce.l.merrill.mil@mail.mil.


(a) Company Name


(b) Address


(c) Point of contact


(d) Phone, fax, and email of primary point of contact


(e) Commercial and Entity Code (CAGE) and Data Universal Numbering System (DUNS) number


(f) Business size (Confirm 8(a) status and include graduate date from the program)


(g) Information regarding any plans for Joint Venturing (JV), or partnering to meet the requirements of the technical requirements.  Provide information on how you would envision your company's area of expertise and those of any JV/partner would be combined to meet the specific requirements contained in this announcement. 


(h) A capability statement that addresses the organization's qualifications and ability to perform as a contractor specifically for the work described.


(i) Respondents are also encouraged to provide specific examples of the Contractor's relevant experience providing the same or similar supplies/services to that described.  Also include contract number and amount and point of contact information for the customer/recipient of the work performed


4.  No telephone inquiries will be accepted. The Government does not commit to providing a response to any comments or questions. No basis for a claim against the Government shall arise as a result of this announcement.


5.  Any anticipated contract type is firm fixed price. 


6.  Proposed period of performance is:


            Base Year:        12 September 2017 - 11 September 2018


            Option Year 1:   12 September 2018 - 11 September 2019


            Option Year 2:   12 September 2019 - 11 September 2020


 

7. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in the response. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted.

 

8.  Proprietary information and trade secrets, if any, must be clearly marked on all materials. All information received that is marked Proprietary will be handled accordingly. Please be advised that all submissions become Government property and will not be returned. All government and contractor personal reviewing RFI responses understand their responsibility for proper use and protection from unauthorized disclosure of proprietary information.  The Government shall not be held liable for any damages incurred if proprietary information is not properly identified.

 

9. Provide Computer Operator services (MEDPROS Database) and administration support/quality control to ensure database reflects current medical information for all Vermont Army National Guard (VTARNG) Soldiers.  Requires the monitoring and review of input of new data and error correction of current data on all VTARNG Soldiers' medical information that is maintained in the appropriate medical databases to detect issues, improvements, and corrective actions.  Develop training modules to ensure that MODS access, MEDPROS data entry and quality assurance processes are initiated and executed to standard via periodic reporting to the Deputy State Surgeon. Serve as the Quality assurance monitor for all work associated with packet development for the Integrated Disability Evaluation System (IDES).    

Computer Operator Services,

Monitor all data coding determining that it is compatible with data entry system and procedural requirements for the purposes of training program development.

Review and update transaction accuracy of current information for VTARNG Soldiers from the hardcopy Clinical Medical Record (CMR) and the automated Health Readiness Record (HRR) via random sampling of records. 

Maintain data files as required, including but not limited to auditing for errors, creating, maintaining and purging specified data file logs.

Requirements can be accomplished using individual and or mass corrections, modifications and/or updates of data in files, as appropriate. Once updates and corrections are completed, ensure that records accurately and appropriately reflect intended actions. Report findings to DSS for action.

Devise and collaborate with DSS to develop a standardized reporting system that will provide timely and accurate reporting of Quality Control (QC) initiatives and make recommendations on Quality Improvement (QI) initiatives on all CMR transactions.   

Ensure accurate and appropriate indexing of the CMR both hardcopy and automated CMR.

Develop methods to review accuracy of the indexing process for CMR and HRR databases in collaboration with the DSS.

Develop methods to detect single and multiple transaction accuracy issues and determine training requirements that will allow data input personnel understand the process and to reflect "first time" accuracy of all transactions.

Develop training and education modules to ensure that data input staff are sufficiently trained to complete assigned tasks.

Develop in collaboration with the DSS, reports that provide timely and accurate snapshots of defined matrices, providing actionable information and make recommendations as to the best use of the information gathered.                        

MEDPROS reporting:

Develop tracking programs to insure accurate reporting compliance by various army command drilldown items for VTARNG Major Commands (MACOMS) in MEDPROS to include but not limited to items such as: Hearing reports, Immunization reports; individual and unit readiness; HIV; DNA; Dental; and pre/post Deployment Health Assessment.

Prepare reports from existing data as needed to support MACOMS information requirements.  Provide recommendations based on report generation to DSS for collaboration with MACOM representatives on the way ahead to solve perceived problem areas.

Resolve problems and inconsistencies with data while maintaining effective communication with MACOM representatives' and the DSS.

Provides quality oversight for preparation of the automated and hardcopy CMR for inclusion of the Soldier Readiness Program (SRP).  Develops systems that track accurate preparation is completed timely for the myriad of deployment, AT, state call up, OCONUS short and long tours that allow the generated document to serve as a valid reflection and record of the soldiers health readiness during the deployment time IAW State Surgeon and AR-40-66 requirements. Monitors accuracy and compliance on preparation for SRP programs. Reports overall compliance and recommends methods to ensure accuracy.   

Develop and provide training materials which will assist Commanders to understand and utilize the information flow and integrity from MEDPROS.

 

Develop and provide training materials which will assist Medical Readiness NCOs in generating reporting requirements for commands.

Provide training to Commanders to understand and utilize the information flow and integrity from the Directors Personnel Readiness Overview (DPRO).

Provide training to Commanders in understanding the subtle differences in MEDPROS and DPRO.

Develop reporting processes and procedures which will generate appropriate reports as requested by the DSS which will assist in funding and executing Medical Readiness Planning.

Release of Information:

Extract and release information according to specific criteria and in strict compliance with established policies, procedures and/or regulations.

Ensure strict confidentiality of information contained in Service Member records.  Manages release in accordance with HIPAA and Privacy Act requirements.

Prepare answers to questions from client departments on specific data for release by Government.

Completes required HIPPA training and is 100% accountable for the confidentiality of all information released as requested. 

Develops matrices to determine the numbers of requests from the community, numbers of requests to the community, types of information requested, accuracy and appropriateness of information received and the time devoted by human resources to obtain the information. Makes recommendations to the DSS to improve efficiency of the established processes.  

Provides formal and written reports formally to the DSS quarterly on effectiveness of the of information flow providing an in-process review.   

Quality Assurance Integrated Disability Evaluation System (IDES):

Provides Quality Control with IDES and MEDHOLD staff in all aspects of the overall development of the disability evaluation case ensuring that each case is properly prepared to move forward to IDES for disposition with all requirements met for proper processing. Identify quality issues and report findings to DSS. Recommends methods that will allow preparation staff to produce timely accurate information to the IDES packet preparation process.

Develops a training module on proper IDES packet preparation.

Develops systems that allow for efficient Quality review of all aspects of packet development.

Maintains a database on all QC activity results focusing on the steps and time requirements necessary for information generation, medical opinion, Soldier management during packet generation, subsequent movement to the Medical Evaluation/Physical Evaluation Board (MEB/PEB) and board disability determination.  

Makes recommendations to the DSS for overall process improvement.


Maintains a log of all IDES cases prepped for disability review


Joyce L Merrill, Email joyce.l.merrill.mil@mail.mil

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