Transmittal Letter (rfp 1)

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  Entering identifying information about a health care provider into the NPPES for those providers applying by paper application;
  
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  Providing NPI application forms to providers upon request
  
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  Notifying the provider of its NPI
  
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  Processing provider information updates received from providers via paper applications;
  
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  Assisting providers with questions or problems, including those providers applying for NPIs by the internet;
  
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  Handling all requests for deactivations and replacement NPIs for providers;
  
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  Handling potential error resolutions including investigating and resolving pending applications (applications with errors that prevent the NPPES from assigning an NPI);
  
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  Working with provider organizations that wish to submit files through Electronic File Interchange (EFI);
  
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  Validating the organization’s identity and establish accounts;
  
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  Working with organizations to determine if their providers have NPIs;
  
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  Resetting web users’ passwords and user IDs; and
  
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  Maintaining a call center for providers.
  

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  Assessment of “current state” of the MMIS and fiscal agent operations
  
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  Evaluation of current HIPAA remediation efforts and recommendations on requirements for vendor compliance
  
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  Identification of existing system requirements and future enhancements through a series of Joint Application Development (JAD) meetings
  
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  Evaluation of options for obtaining future fiscal agent services for the Medicaid program and recommendations to DHS management on the best approach for Iowa
  
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  Preparation of a RFI to obtain vendor input into the procurement options
  
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  Preparation of the formal RFP and technical support for the evaluation and selection process
  

Deliverables included:

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  Description of current operation and scope of work for the fiscal agent contractor
  
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  Technical description of MMIS, including system software, hardware and operating environment
  
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  Recommendations on structure for the procurement and relative state vs. contractor functions
  
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  Report on HIPAA readiness and recommended strategies for vendor requirements to be incorporated into MMIS
  
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  Requirements analysis document
  
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  Report of finding and recommendations from vendor RFI
  
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  Draft and final RFP
  
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  Evaluation guide and training materials
  
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  Technical assistance for evaluators
  

FOX conducted a full HIPAA assessment (covered entity, transactions, privacy, security), with recommendations, implementation plans, and training, for Montgomery County as a whole and for the County Department of Health and Human Services and Fire and Rescue Services in particular. The County Department of Health and Human Services administers over 110 programs.

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  Project 1- County Wide Assessment
  

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  Covered Entity Assessment
  
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  Privacy Assessment
  
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  County Privacy Implementation Plan
  

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  Project 2- Department of Health and Human Services Assessment
  

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  Covered Entity Assessment
  
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  Privacy Assessment
  

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  Project 3- Montgomery County Fire and Rescue Services Assessment
  

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  HIPAA Covered Entity, Privacy, and EDI Assessment and Impact Analysis
  

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  Project 4- County Wide EDI Assessment
  
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  Project 5- County Wide Training Assessment
  

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  Training Assessment and Training Plan
  

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  Project 6- County Wide Security Assessment
  
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  Project 7- County Wide Criticality Analysis
  
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  Project 8- Optional Training Services
  

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  Department of Health and Human Services Training
  

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  Training Sessions
  
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  Train the Trainer
  
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  Training materials
  

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  Review and description of current MMIS
  
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  Systems requirements analysis report based on extensive user interviews and workgroup facilitation to establish system requirements
  
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  Development of a new MMIS strategy
  
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  Identification and cost benefit analysis of all MMIS enhancements
  
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  Report on interviews of executive and management staff of the Division, other Department Divisions, provider associations, and key providers
  
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  Statewide, professionally performed survey of all active providers and summary report
  
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  Report of other state MMIS contracts and operations
  
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  HIPAA gap analysis report
  
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  Draft RFP
  
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  Final RFP
  
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  Proposal evaluation manuals and evaluation criteria
  
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  IV&V review deliverables including requirements traceability matrix, findings from document reviews, and reviews of test case results.
  

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  Development of the evaluation scoring methodology
  
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  Participation on the Evaluation Team
  
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  Reference checks, vendor conferences, oral presentations, and demonstrations
  
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  Assistance with documentation and presentations to State Officials
  
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  Assistance with contract negotiations
  
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  Assistance with obtaining CMS approval
  

FOX also will provide quality assurance and project monitoring services during the implementation phase of the project. Responsibilities will include:

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  Monitoring the Implementation Contractor’s progress on a daily basis against established work plans and schedules
  
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  Evaluating each Contractor deliverable and recommending corrective action when activities and/or deliverables fail to achieve the standards established in the RFP, the Vendor’s proposal, and the contract
  
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  Tracking the project schedule to ensure timely completion of tasks by the State and the Implementation Vendor
  
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  Evaluating the quality of Contractor deliverables
  
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  Ensuring compliance with all federal and State requirements
  
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  Preparing documentation for any federal reviews, including updates to federal planning documents
  

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  Establish Project Management Office Structure
  
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  Establish Mechanisms to Track the Progress of Activities And Projects
  
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  Establish a Communication Plan
  
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  Integrate Work
  
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  Develop an Electronic Record of the Project
  
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  Oversee the Project Management Office
  
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  Assess Medicaid business requirements for claims processing and information retrieval
  
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  Review the Medical Information Technology Architecture (MITA) concept document
  
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  Develop Make or Buy Analysis
  
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  Develop recommendations of system solutions for the replacement MMIS and DSS based on the assessment of technological innovations and requirements analysis conducted with system users
  
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  Write and produce the technical components of the MMIS and DSS procurement RFP
  
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  Develop answers to vendor’s questions and prepare amendments to the resulting RFP as necessary
  
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  Draft the evaluation criteria for the technical components of MMIS, DSS and fiscal agent operations RFP responses
  
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  Provide Space for the Procurement and Implementation Staff
  
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  Assist the Agency in Training the Evaluators to Review the Responses to the MMIS and DSS RFP
  
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  Develop Acceptance Criteria for Deliverables
  
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  Review All Deliverables.
  
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  Schedule, Facilitate and Participate in All Design, Development, Testing, Implementation and Post-Implementation Meetings
  
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  Monitor Technical Compliance
  
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  Assess Software and System Development Test Plans
  
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  Assess and Monitor the Execution of the Testing Plans
  
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  Develop and Oversee the Execution of the User Acceptance Test Plan
  
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  Develop Operational System Performance Standards
  
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  Assess Execution of the MMIS and DSS Contract Implementation Plan(s)
  
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  Monitor and Assess Post Implementation
  
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  Provide certification support
  

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  Requirements analysis
  
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  Procurement support including developing the RFP and evaluation plan
  
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  Assistance during the procurement period
  
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  Creation of a PMO to monitor implementation of the new MMIS
  
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  Transition services including attendance at all project status meetings
  
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  Developing test cases and participation in testing, including end-to-end and conversion testing
  
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  Issue tracking including maintaining the issue tracking database
  
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  Operations impact study to identify new work flow and process realignments to help State staff benefit from the new system
  

Deliverables:

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  JAD session notes
  
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  New system RFP and evaluation plan
  
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  Report on Design, Development and Implementation (DDI) deliverables as the new system is implemented
  
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  Test plans and test results, including conversion testing and results
  
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  Issue tracking reports
  
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  Criteria for go live decision
  
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  TCMIS operations report