is not a subcontractor of the vendor listed in the original proposal? project management from the client side as well?

Transcription

1 QUESTIONS AND ANSWERS REGARDING REQUEST FOR PROPOSALS FOR: ICD-10 Implementation Consultation, Training and Documentation Services Proposal Number Q. Will SMMC entertain a proposal from one vendor where 2-3 vendors serve as subcontractors under the one vendor? 2. Q. Will San Mateo require a vendor, if selected, to work with another vendor that is not a subcontractor of the vendor listed in the original proposal? 3. Q. Will vendor have access to recent coding audits to minimize the amount of rework to obtain current accuracy levels? 4. Q. Will SMMC have a Program Management Office that will provide internal project management from the client side as well? 5. Q. What ADT and Financial platforms does SMMC currently operate on? A. ADT Siemens InVision, Financial Siemens InVision. 6. Q. Does the onsite Medical Coding go-live support include providing coders to supplemental staff? A. No. 7. Q. Are all of SMMC systems 5010 compliant currently? 8. Q. Does SMMC have a fully operational Clinical Documentation Improvement program? A. No. 9. Q. Please provide additional information related to the many clinic settings under the SMMC umbrella as it relates to locations, specialties and system It is the vendor s assumption that all of these locations are in scope.ms A. Yes, go to

2 10. Q. What is the number of inpatient claims in 2012? A. 80/week. 11. Q. What is the number of outpatient claims in 2012? A. 250,000/year. 12. Q. How many learners for ICD10 education? A. 8 coders, 200 providers, 500 staff. 13. Q. How many coders? A. 8 coders. 14. Q. Could you please clarify the "out of scope" items noted on page 17 section 4 "Exclusions from Scope of Work. It appears that some of the items would be beneficial for our compliance with ICD-10 implementation. A. All exclusions are our responsibilities, vendor may participate in steering committee. 15. Q. Please confirm the hospital(s), clinics, and/or departments that are included within the scope of the project. A. San Mateo Medical Center Hospital, Clinics, and all departments. 16. Q. Can you please confirm that all vendor proposal submission requirements are stipulated in SECTION V PROPOSAL SUBMISSION REQUIREMENTS, plus those listed in SECTION VI ENCLOSURES? A. Confirmed. 17. Q. What is the required due date for items contained in SECTION VI - ENCLOSURES? Please stipulate when each of these items is due if different from the proposal Date/Time (April 1, 2013, 1 pm). A. All items in Section VI will be completed at some time after contract is awarded. 18. Q. Please confirm that the proposal due date/time April 1, 1 pm Pacific time. 19. Q. Please confirm whether SMMC would like electronic copies of our proposal in addition to the paper copies stipulated in SECTION V. 20. Q. Please confirm SMMC s desired method of receipt of the completed table on Page 18 entitled Implementation Consulting Services. How would SMMC

3 like to have this reflected in our response? A. Just complete far right column and return it with your submission. 21. Q. How often does San Mateo Medical Center want readiness assessments distributed to staff? A. Monthly. 22. Q. Would San Mateo Medical Center prefer online or onsite refresher courses? A. Online. 23. Q. What type of ICD 10 training platform does San Mateo Medical prefer, e Learning or onsite training? A. e-learning 24. Q Please clarify onsite coding go live support. Does San Mateo want coding onsite at Go live or Subject Matter Experts to assist coders with their questions? A. Subject Matter Experts. 25. Q. Regarding annual budget recommendations, is San Mateo Medical Center requesting a timeline on the budget? A. Yes 26. Q. How much time would San Mateo Medical Center like spent on general trainings and educational presentations? A. Vendor Determination 27. Q. Can you please define general organizational staff? A. Alll staff with the exception of coders and providers, or staff who have no contact with ICD-10 codes 28. Q. How much ICD 10 training would San Mateo Medical Center prefer for everyone under the "other staff" category? Further, could you please provide breakdown of the other employees and contractors that would potentially participate in the ICD 10 training program (e.g. breakdown totals by category/job title)? A. None for Other Staff. Potentially there are 8 coders, 200 providers, 500 staff. 29. Q. Does San Mateo have a specific methodology in mind for how they would like vendors to ensure the 85% minimum passage rate? If possible, could San Mateo please provide specific examples? A. No

4 30. Q. In regards to developing a knowledge base for the ICD 10 code usage, is San Mateo Medical Center requesting a reference guide and/or manual to use after the training is completed? A. No 31. Q. Could San Mateo please define what it's looking for in terms of validating future state workflows? For the Is San Mateo Medical Center looking for a review or audit on coders performing ICD 10? A. For future state we are looking for Timing and Accuracy of coded documents. We are not looking for coders to be audited. 32. Q. What type of coding and billing systems does San Mateo Medical Center utilize? A. 3M InVision 33. Q. Is there a specific amount of additional training hours San Mateo would like and, further, a specific number of charts San Mateo would like reviewed every 3 months? A. There is no specific amount for additional training and no specific number of charts 34. Q. Is San Mateo Medical Center willing to award part of the business to a vendor/partner or are you looking at an all-encompassing partner? A. Either Vendor Partner of could be an all-encompassing partner. 35. Q. The RFP states the following: "SMMC's preference is to select one vendor to provide all services sought by this RFP. However, SMMC recognizes that the proposed scope of work for this project is broad and the ICD 10 conversion is a complex process. Accordingly, SMMC may be willing to use different vendors to provide separate aspects of the services set forth in the Scope of Work. As such, SMMC is willing to entertain proposals which focus on part of the Scope of Work of this RFP, such as the project management aspects of the RFP or the training and documentation aspects of the RFP. If a proposer wishes to propose to provide services focusing on one specific aspect of the Scope of Work, this must be clearly stated in the proposal. SMMC will also consider joint proposals by two vendors. Please note, however, that SMMC will not consider proposals that would require the use of more than two vendors to provide all the requested services." a. Please elaborate what this means? i. For example, does this mean that any vendor submitting a proposal will be allowed to subcontract to a maximum of 1 additional vendor? ii. For example, If a vendor bids on a portion of the RFP, SMMC will select only one additional vendor to perform the remaining services not provided by the first selected vendor?

5 A. i. Yes, you may subcontract with another vendor with permission from SMMC; No, you may have more than one subcontracted vendor. ii. Yes. 36. Q Has SMMC completed an impact and readiness assessment? a. If so, will SMMC make the results available? A. Partial completed. a. SMMC will make the results available 37. Q. Please list the facilities included in the ICD 10 implementation proposal. A. SMMC hospital & clinics Q. Are SMMC physician practices included in this RFP? a. If so, how many practices? b. What are the locations? c. How many specialties? How many physicians by specialty? d. Has SMMC trained the physicians on a clinical documentation improvement program? e. If yes: What program and when was the program subject matter last refreshed? A. a & b Yes, Multiple Practice Location SMMC and its Clinics 13 clinics c See Exhibit 2- Specialty Information on SMMC website d No 39. Q. Are other code sets (e.g. Diagnostic and Statistical Manual of Mental Disorders,DSM IV for behavioral health) used by any facility/physician practices? A. Yes 40. Q. Are the technologies impacted by ICD 10 centralized in one location? If not, what technologies impacted by ICD 10 are located in what locations? A. Yes, see the website for Exhibit 1 - Impact of ICD 10 Implementation on San Mateo Medical Center 41. Q. Has an inventory of IT systems been completed in the last 12 months? A. No, not since Q. Is IT maintained internally or outsourced? a. If internally, what location is IT managed from?

6 b. If outsourced, please identify the outsourced vendors and systems. A. Both, Internally Siemens, Outsource: InVision, Pharmacy Sorian, Decision Support System, Enterprise Data Management 43. Q. Does SMMC employ coders? a. If so, how many? Do they work remotely? If not, where are they located? Are all coders certified? b. If not, how many coders are outsourced? For outsourced coders, who is responsible for providing ICD 10 training and education? A. Yes, there are 7 coders. They SMMC employees, they are certified and work on premises at SMMC. 44. Q. Have independent medical record chart audits been completed in the last 12 months (for employed and outsourced coders)? If so, who is the vendor conducting the audits? Will SMMC make the results available? A. Yes, audits have been completed. They audits were conducted by Healthcare Cost Solutions. Yes SMMC will make the results available. 45. Q. Has SMMC determined if they will transition using a full or hybrid remediation? a. Full remediation Only ICD 10 codes used enterprise wide. b. Hybrid remediation use a combination of code sets. A. Full remediation. 46. Q. Has SMMC desire to conduct a financial analysis of one year paid IP and OP claims data to understand what the impact ICD 10 will have on claims payments? A. Yes 47. Q. The Request for Proposal, we noted reference to an Exhibit containing the San Mateo Medical Center systems impacted by ICD-10. A. Yes, see the website for Exhibit 1 - Impact of ICD 10 Implementation on San Mateo Medical Center See website