Q601--631-26-2-9810-0017 Medical Coding ATTN Sebastian Freeze (VA-26-00033978)

All interested companies shall provide quotations for the following: Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Medical Coding Services for the Northampton VA Medical Center in Accordance with the Performance Work Statement Contract Period: Base Period of Performance: 05/28/2026 - 05/27/2027 35,000 EA 1001 Medical Coding Services for the Northampton VA Medical Center in Accordance with the Performance Work Statement Contract Period: Option Year 1 Period of Performance: 05/28/2027- 05/27/2028 35,000 EA 2001 Medical Coding Services for the Northampton VA Medical Center in Accordance with the Performance Work Statement Contract Period: Option Year 2 Period of Performance: 05/28/2028- 05/27/2029 35,000 EA 3001 Medical Coding Services for the Northampton VA Medical Center in Accordance with the Performance Work Statement Contract Period: Option Year 3 Period of Performance: 05/28/2029- 05/27/2030 35,000 EA 4001 Medical Coding Services for the Northampton VA Medical Center in Accordance with the Performance Work Statement Contract Period: Option Year 4 Period of Performance: 05/28/2030- 05/27/2031 35,000 EA *Units are in terms of “encounters”- anticipated to be between 30,000 and 40,000 per year PERFORMANCE WORK STATEMENT (PWS) CENTRAL WESTERN MASSACHUSETTS HEALTH CARE SYSTEM LEEDS, MASSACHUSETTS MEDICAL CODING SERVICES 1.0 BACKGROUND The Veterans Health Administration (VHA) currently captures and stores information including diagnoses, treatment, and healthcare providers for all inpatient and outpatient care using the VHA Coding Guidelines and industry standard International Classification of Diseases Clinical Modification, 10th Edition, Current Procedural Terminology, and Healthcare Common Procedure Coding System provided to patients treated at a Veterans Health Administration healthcare facility, and for patients treated at other healthcare facilities at Veterans Affairs expense. Outpatient information is abstracted and entered into the national encoder product and electronic health record (EHR). Data elements captured include but are not limited to the date and time of service, identification of the healthcare provider, diagnoses, procedures and applicable modifiers for all care provided including ancillary services and procedures. A national encoder product is required for all coding and is available at each Veterans Health Administration medical facility. The encoder provides all the tools needed to review, analyze, audit, and code inpatient and outpatient episodes of care. The Veterans Health Administration clinical coding program requires use of the national Veterans Affairs encoder product which includes reports. The encoder product is utilized to manage workflow and expedite the coding process, e.g. as a communication tool, a compliance tool, and to ensure all assigned services are coded within mandated timeframes, etc. Reports are produced and reviewed daily to ensure all assigned cases are coded within established timelines. The encoder software provides coders with current electronic references and support tools. The encoder product is updated and/or modified as needed to meet the data collection needs of the Veterans Affairs. 2.0 PURPOSE The purpose of this contract is to secure services to assign the current appropriate International Classification of Diseases; Current Procedural Terminology; and Healthcare Common Procedure Coding System Level II codes based on electronic health record documentation of outpatient services provided at or under the auspices of Central Western Massachusetts Health Care System (hereinafter referred to as “Facility”), to include all community outpatient clinics, when applicable. The Contractor shall provide all resources necessary to accomplish the deliverables described in the Performance Work Statement except as may otherwise be specified. 3.0 DESCRIPTION OF SERVICES The Contractor shall: The Contractor shall provide support for an estimated 30,000 to 40,000 encounters annually. Actual encounter volume may fluctuate based on facility demand, staffing levels, and operational needs. The Government provides these estimates for planning purposes only and does not guarantee a minimum or maximum workload. Assign the current appropriate industry standard codes after careful review of the Health Record documentation for all outpatient, procedures, and ancillary encounters/services. Furnish validation of the integrity, quality, and assignment of codes to the data contained in the national encoder product and EHR. The latest United States editions of the International Classification of Diseases, Current Procedural Terminology, Health Care Common Procedure System shall be used to provide uniform disease and operation terminology. Code assignment shall be in accordance with The Official Coding Guidelines (current year), published by the cooperating parties: National Center for Health Statistics, Centers for Medicare and Medicaid Services, American Hospital Association, American Medical Association and American Psychiatric Association guidelines. On those occasions when there is a question, Veterans Health Administration Coding Guidelines will take precedence. In the absence of Official Coding Guidelines or VHA Coding guidance, local policies will direct how coding is accomplished. The American Hospital Association Coding Clinic and other publications may be used for training and reference purposes. Meet quantitative and qualitative expectations. Quantitative and/or qualitative reviews are required and must be performed by the facility. Ensure that the Contractor’s coders providing services through this Contract and subsequent task orders (herein referred to as Contract) use the facility’s national Veterans Affairs encoder product. Contractor is responsible for the management and supervision of its staff. Co…