SYNOPSIS: The Department of Veterans Affairs (VA) will host three (3) Industry Days in anticipation of the release of a new solicitation for Patient-Centered Community Care (PCCC). THIS IS NOT A SOLICITATION FOR OFFERS AND NO CONTRACT WILL BE AWARDED FROM THIS EVENT. This announcement serves as a notice and invitation to participate in this vendor event and is issued solely for information and planning purposes. The purpose of the Industry Days is to provide general information on the upcoming solicitation and requirements and to solicit industry feedback. The Industry Days are open to all potential offerors interested in responding to the upcoming solicitation. The locations and dates are listed below. Attendance is voluntary and is not required in order to propose to future solicitations. OVERVIEW AND PURPOSE: The VA intends to contract with qualified providers to provide Patient-Centered Community Care (PCCC) across the nation to include all medical and surgical services excluding primary care, dialysis and mental health. PCCC is intended to provide Veterans coordinated, timely access to high quality care from a comprehensive network of VA and non-VA providers. Through contractual agreements, VA will enhance opportunities for collaboration with non-VA providers. The contracts will ensure Veterans receive coordinated, evidence-based care through non-VA providers when VA facilities are not able to provide needed specialty care. The contracts will be available for all VA Medical Centers throughout the Veterans Health Administration and will be centrally supported by the VHA Chief Business Office. INDUSTRY DAY LOCATIONS, TIMES AND DATES The first Industry day will be held in Minneapolis, MN on November 17th (Day 1) and 18th (Day 2) at the Minneapolis Marriott City Center located at: Address: 30 South 7th Street Minneapolis, MN 55402 1 612-349-4000 The second Industry Day will be held in Atlanta, GA on November 29th (Day 1) and 30th (Day 2) at the Atlanta Downtown Marriott located at: Address: 160 Spring Street NW Atlanta, GA 30303 1 404-688-8600 The third Industry Day will be held in Portland, OR on December 14th (Day 1) and 15th (Day 2) at the Portland Marriott Downtown Waterfront Address: 1401 SW Naito Parkway Portland, OR 97201 1 503-226-7600 The schedule for each event is as follows: Day Time (all times local) Topic Day 1 9:30 AM - 11:30 AM General Session - All Attendees Day 1 11:30 AM - 1:00 PM Lunch (VA internal planning) Day 1 1:00 PM - 5:30 PM One-on-One Sessions (30 minutes each for each vendor and VA) Day 2 8:30 AM - 11:30 AM (if needed) One-on-One Sessions (30 minutes each for each vendor and VA) The General Session is an opportunity for all interested parties to hear about the Patient Centered Community Care program from The Department of Veterans Affairs. Time will be allowed in the general session for questions and answers applicable to all attendees. The "One-on-One" session for the remainder of Day 1 and all of Day 2 (if needed) is an opportunity for vendors to meet one-on-one with representatives from VA to allow for direct questions and information sharing. Each "One-on-One" session will be limited to 30 minutes and attendance of no more than 5 from the vendor's organization. Vendors wishing to participate in the general session and/or a one-on-one session must register and request their one-on-one time by emailing:
[email protected] and
[email protected]. Time will be assigned as requests are received. In the registration email, please include the following information (VA will send registration confirmation to the POC listed below): Company Name Company Address POC and email address Number of Attendees Brief synopsis of services the company offers Attendance may be restricted to only one of the three Industry Day events to allow for all interested vendors to participate. Allowance of attendance at more than one general session will only be permitted as space allows and those that have not attended a prior event will receive preference. If unable to attend any of the events but want a copy of the presentation please submit a request by emailing
[email protected]. One-on-One sessions are restricted to one per vendor regardless of the number of events attended. Advance submission of questions and discussion topics for the One-on-One sessions is not required but is allowable. If questions and discussion topics are submitted in advance they will be kept confidential up to the time of the session. The session will not be restricted to those questions and discussion topics. WRITTEN RESPONSES: If providing a written response to the following questions, please submit not later than November 14, 2011 to:
[email protected]. 1. What is the business size and socioeconomic status of your organization? 2. Does your organization compensate providers for no show appointments? 3. What is your organization's current process for scheduling and tracking appointments? 4. Are there specialties where excess demand causes wait lists greater than two weeks? 5. Do you have business processes in place that would allow customers to schedule and track appointments directly with providers in your organization? Do you support customers in doing this either directly with providers, through a central service, or is there another recommended approach? 6. What is your process for pre-authorization of health care services and authorization for necessary follow-on services? 7. What percentage of your pre-certification requests is conducted electronically utilizing HIPAA ANSI transaction sets or similar tools? 8. What is your organization's policy related to claims submissions deadlines? 9. Do you require electronic health care claims submission or allow paper submission? If both, what percentage is each? 10. Does your organization utilize an Electronic Medical Record? 11. Describe your process for the exchange of medical documentation? 12. Does your organization have the capability to attach medical documentation with EDI claim submissions 13. What is your organization's geographical span to provide services? 14. Does your organization have any special accommodation for health care service provision in rural and highly rural (as defined by the US Census Bureau) and if so can you describe? 15. What are your organization's standard health measures for quality and safety of care and patient satisfaction? At what level is the measurement (i.e., hospital, clinical, individual provider)? How are the data collected and reported? For data reported to outside organizations (e.g., TJC, NCQA), are you able to provide data to VHA at the same time you submit it to the outside organizations? 16. Do you have any requirements for your hospitals to report to national registries aiming to improve quality of care, e.g., American College of Cardiology CathPCI registry, currently used at 60 percent of US cardiac catheterization labs or the Society for Thoracic Surgeons (STS) Cardiac Surgery Database? 17. What is your organization's process for receiving, tracking, trending and taking action upon oral and written complaints? 18. What is your organization's process is for updating provider databases? How often does your provider list change and is it available or distributed to subscribers? 19. How does your organization ensure continuity of care and appropriate utilization of services? Include referrals, handoffs and follow up processes; How would care be transitioned back to VA? 20. What is your organization's peer review process and would you allow VA to have medical representation during the process for events related specifically to Veterans to care quality or sentinel event investigations including root cause analysis? 21. Please describe your credentialing process, including how you obtain, track, maintain, and update records on licensure, board certification, and malpractice claims and where this information is stored. Is your organization able to provide provider-level information when requested? If your organization uses Credentialing Verification Organizations (CVOs), which one is used? 22. How long does it typically take to credential a provider? 23. How is loss of a license or certification managed? 24. To which external organizations do you report credentialing data? 25. What timelines do you require for providers and facilities to be re-credentialed or re-accredited? 26. How often do you audit accreditation, credentialing, licensing, malpractice claim history, and board certification? If you do audit, it is 100% or statistical sampling? 27. How do you manage the privileging process for your clinicians? How and how often do you track whether a clinician has lost/gained privileges at his/her institution? How do you notify your customers if there is a change in a clinician's privileges? Where are privileging records maintained? Are privileging records made available to customers for auditing purposes? Questions concerning these vendor events may be submitted to
[email protected].