DG01-- 691-normal-Ephesoft Transact Software (VA-26-00049019) (VA-26-00064776)

STATEMENT OF WORK (SOW) Ephesoft Transact Software and Services VA Greater Los Angeles Health Care System Care in the Community (CITC) Background: We are requesting the initiation of a new contract to maintain and enhance the implementation of Robotic Process Automation (RPA) Ephesoft Advanced Capture Software, and to introduce Nintex Workflow for further automation of Community Care (CC) tasks. This automation is critical to our ability to better focus on patient care demands. The contract is paramount to the operation of CC Service, particularly given staff constraints, and enable staff to meet clinical and patient care requirements efficiently. Ephesoft Transact Software is an Advanced Capture Software Solution that will automate the processing of incoming medical patients record online faxes. Incoming faxes will be automatically identified, key patient and health service specialty information will be extracted, and the file will be properly identified and placed in the correct electronic patient health record. Rather than humans typing in data and routing the medical patient record faxes via paper or email, Ephesoft captures and digitizes the medical patients record, initiating the digital transformation process ensuring no human error and increasing efficiency and accuracy of all electronic patient health records. The process significantly accelerates time-to-value for business processes and workflows, including medical records, appointment letters, requests for additional care and claims information. Ephesoft’s Artificial Intelligence powered platform improves accuracy, increases productivity, and dramatically reduces costs. By leveraging content capture to enrich digital processes, Ephesoft positions customers for better outcomes with usable data. Nintex RPA is software technology that allows for the automation of various routine and repetitive computer tasks or computer-based business processes. RPA provides the tools to streamline both complex and simple processes. RPA is principally designed to automate repetitive and routine analytical tasks and processes. This is accomplished by programming a desktop RPA interface that you can “teach” to mimic clicks and keystrokes to replicate a human typing information into various fields, access systems, compile information in spreadsheets, or transfer data between disparate systems. RPA can be applied to high-volume, business rules-driven, repetitive processes across your organization. RPA is meant to function 24 hours per day/7 days per week. Scope: The contractor will assist as a subject matter expert in both Advance Capture (Ephesoft) and the Robotic Process Automation Solution (RPA). The contracting vendor will continue to maintain, design, train, and support the Advance Capture Solution as it will deliver operational efficiency, time savings, and substantial cost reduction quickly. Primary focus of the requirement will be the following: Ability to obtain Optical Character Recognition (OCR) documents from an import folder (from RightFax) Ability to OCR paper documents scanned into a shared folder. Ability to classify documents. Extract metadata if available on the documents Ability for the operator at the VA to easily enter any missing metadata. Implementation, configuration with on-going support Export documents and associated metadata to a folder for Nintex RPA to upload. Technically Supported Solution Tasks and Associated Deliverables: Software Delivery – Brand Name or Equal Requirement The Contractor shall deliver Ephesoft Transact Software or equal with accompanying software to meet the following salient characteristics. Products offered as “equal” must demonstrate full compliance with these requirements and ensure interoperability with VA’s existing RPA Software License (5EAAL-44LPZ-5JY7R-DNT33X5WEK) and VA network standards. Salient Characteristics: Perform Optical Character Recognition (OCR) on documents from: Import folders generated by RightFax. Paper documents scanned into shared folders. Automatically classify multiple document types for efficient processing. Extract metadata from documents and provide an intuitive interface for manual metadata entry when necessary. Export processed documents and associated metadata to designated folders for Nintex RPA integration. Automate retrieval and naming of files associated with incoming faxes from Community Care Providers. Remove fax cover sheets and Export Extensible Markup Language (XML) & Portable Document Format (PDF) files to folders based on document type. Support VA Technical Reference Model (TRM) compliance; if not currently approved, Contractor shall assist in obtaining approval. Provide implementation and configuration services for the Advanced Capture solution. Deliver Visio workflow diagrams for current and future stated processes. Ensure ongoing technical support, updates, troubleshooting, and repairs to maintain 24x7 operational capability. Installation and Support: Installation must be performed by a Certified Partner of the brand name or equal solution. Contractor shall provide training for VA personnel and ensure configuration aligns with identified workflows. Evaluation of “Equal” Products: Products proposed as “equal” will be evaluated based on their ability to meet all salient characteristics listed above. The contractor shall continue to perform all professional services required to address the identified current deficiencies in the VA Greater Los Angeles Community Care workflow. These workflow deficiencies are dramatically impacting patient care and need to be remedied immediately. Renewing this immediate workflow automation is mandatory because increased workload cannot be addressed with existing manpower in a timely manner. Contractor must be a Certified Partner for the installed software to be utilized AND have the ability to access/activate licenses. Due to time constraints and the urgency of this projec…