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POST ACUTE REFERRAL MANAGEMENT SYSTEM (VA-19-00079788)


New York, United States
Government : Federal
RFP
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THIS IS NOT A REQUEST FOR QUOTE. AN AWARD WILL NOT BE MADE BASED ON RESPONSES TO THIS REQUEST FOR INFORMATION. THIS REQUEST IS FOR MARKET RESEARCH PURPOSES ONLY.
The Government is not soliciting offers at this time. This is a sources sought notice to gain knowledge of potential qualified sources. A solicitation is not currently available.
Responses to this request may be considered for the purpose of determining how the requirements will be stated and how the procurement will be conducted.
If you are interested and are capable of providing the required services detailed below, please email Joseph.Cellino@va.gov no later than 4:30pm. EST on August 26, 2019 with the company information below. Include any comments or questions you may have. Include a capability statement and describe the product/service your firm offers that you believe would be capable of fulfilling this requirement.

Company Name ___________________________________________

Phone Number ____________________________________________

Email Address ____________________________________________

DUNS ______________________












The Department of Veterans Affairs, VISN 02, in support of the following VA Medical Centers, is currently seeking information in order to determine the existence of viable commercial sources capable of providing the service outlined below.

DRAFT REQUIREMENT
VISN 2 is seeking a web-based vendor-hosted solution to aid in the Post-Acute Care discharge planning process. The solution shall automate and secure all staff and veteran communication with post-acute providers. This solution shall provide a comprehensive care transition service that will enable hospital staff to avoid delays when discharging Veterans to available post-acute care providers. The solution shall create open competition for Veteran s choice and provide increased access to high-quality post-acute providers across the country. The solution shall track post-acute care provider response and performance (e.g., quality of care provided and Veteran satisfaction with the care they received) allowing VA staff and Veterans to identify the highest quality post-acute provider for his/her specific needs and incentivize post-acute care partners to focus on quality. This will support the VA s effort to reduce inpatient length of stay and improve post-hospitalization outcomes.

The required features of the web-based solution are summarized as:
Vendor or third party hosted no servers within VA will be used.
No download of software to VA computer shall be required (no seat license)
User specific application configuration settings are possible
No interface will be needed to write to VistA systems
Referral Creation - A user is able to create a new referral which summarizes a veteran s requirements for post-acute care. Referrals can be saved in progress.
Referral Distribution A user is able to provide secure access to the information outlined in the referral to post-acute providers across the country.
Veteran s Provider Summary Document Creation - A user is able to generate a document summarizing the patient s potential providers and their quality performance with similar patients. This document can be printed, emailed, or viewed electronically.
Messaging - A user is able to directly message post-acute providers through an internal messaging system
Attachments: A user is able to add attachments to referrals. Outlined below are the 3 types of attachments.
Secure Print: A user can print directly to the appropriate veteran s referral
File Upload: A user can upload a file which currently exists on their computer.
Custom Forms: Contractor shall replicate standard forms currently used in VISN 2 facilities to expedite documentation by staff.
Provider Selection - A user is able to select and place a patient in a post-acute care facility.
Veteran feedback shall be sought and incorporated into summaries for each facility on an ongoing basis.
The Contractor shall train VA staff in the use of the system both in-person and online.
The Contractor shall provide an application that is fully functional on Internet Explorer 10+. Firefox, and Chrome.
All data at rest will be stored in a Contractor managed/hosted database service, with disk-level encryption. Each database is encrypted at the disk level.
Each cryptographic key shall be segregated from the data it encrypts. The cryptygraphic key will be kept on a separate disk which itself shall be encrypted. All mounting/unmounting events for the key volume are logged and made auditable to ensure key/data separation in the event of a security incident.
All data in transit shall be forced over SSL/TLS endpoints (TLS 1.2) using a FIPS 140-2 validated cryptographic module

VISN 2 will deliver to Contractor the following Veteran inpatient stay related information outlined in the table below. This is the same normal information currently communicated during the post-acute referral process.
Data Source
Admit/Discharge/Transfer (ADT) data feed
Case Manager/Social Worker Identified Data
Veteran
Method of Delivery
The following ADT fields will be sent to Contractor electronically via a secure transmission method.
Case Manager/Social worker will document fields into the Contractor website via a secure web portal
Case Manager/Social Workers will upload data via the following methods:

Upload reporting via secure attach process within Contractor s web portal
Fax attach staff will fax clinical documentation to Contractor for secure attachment
Documents uploaded or fax include but not limited to:
Patient Review Instructions (PRI)
Patient Face Sheet demographic information that includes but not limited to: name/sex/DOB/SSN/address/phone number/service connection/ insurance information/next of kin/emergency contact
Nursing notes or clinical documentation
Why Needed
Allows for VISN 2 Case Managers/Social Workers to identify patients and initiate a care transition to post-acute providers.
Allows for VISN 2 Case Managers/Social Workers to specify what type of care and the location of that care the Veteran will require after discharging from the hospital
Allows post-acute providers to evaluate the Veteran s clinical condition and determine if they are qualified to offer the Veteran care
Specific Fields
MSH - Message Header
Level of Care Patient is Seeking Care


Encoding Characters
Skilled Nursing


Sending Facility
Home Health Care


Date/Time of Message
Inpatient Rehab


Message Type
Long Term Acute


Message Control Id
Dialysis

PID - Patient Identification
Home Infusion


Patient ID (Internal ID)
Zip Code Where Patient is Seeking Care


Patient Name


Date/Time of Birth
Desired Search Radius for Providers Around the Selected Zip Code


Sex


Patient Address
Phone Number Home


Phone Number Business
Expected Discharge Date


SSN Number Patient
Specific Care Interventions Veteran Will Require in the Level of Care

PV1 - Visit Information


Assigned Patient Location


Admission Type



PreAdmit Number



Attending Doctor



Referring Doctor



Admitting Doctor



Patient Type



Visit Number



Discharge Disposition



Admit Date/Time



Discharge Date/Time


IN1 - Insurance



Insurance Plan ID



Insurance Company ID



Insurance Company Name



Insurance Company Address



Insurance Co. Contact Person



Insurance Co Phone Number



Group Number



Group Name



Plan Effective Date



Plan Expiration Date



Name Of Insured



Insured s Relationship To Patient



Insured s Date Of Birth



Insured s Address



Policy Number


NK1 - Next of Kin



Name



Relationship



Address



Phone Number


DG1 - Diagnosis



Diagnosis Coding Method



Diagnosis Code



Diagnosis Description



Major Diagnostic Category



Diagnostic Related Group


PR1 - Procedure codes



Procedure Coding Method



Procedure Code



Procedure Description



Procedure Functional Type



Associated Diagnosis Code




HIPAA COMPLIANCE
HIPAA compliance is required. The Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with HIPAA, the Contractor will enter into a Business Associate Agreement (BAA) with VA.

Joseph R Cellino
Contract Specialist
716-862-7895

Joseph.Cellino@va.gov

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