Primary Function : This is a non-personal services contract to provide support services including clerical, secretarial, logistical, and administrative services to Brooke Army Medical Center (BAMC), Camp Bullis United States Army Health Clinic (USAHC),
the McWethy Troop Medical Clinic (TMC) and the Fort Sam Houston Primary Care Clinic (PCC) . The Government shall not exercise any supervision or control over the contract service providers (CSPs) performing the services herein. Such CSPs shall be accountable
solely to the contractor who, in turn, is responsible to the Government.
Essential Job Functions: The contractor shall provide qualified personnel, services, materials, equipment and supplies except for those items furnished by the Government as listed in the performance work statement (PWS) necessary to perform administrative
services to support BAMC, the Camp Bullis USAHC, McWethy TMC and the Fort Sam Houston PCC. The Contractor shall provide qualified personnel to meet all requirements of the contract.
Contract Service Providers (CSPs) shall perform tasks as cited in this PWS. Personnel performing under this contract shall remain employees of the Contractor and shall not be considered employees of the Government. The Contracting
Officer (KO) may require the Contractor to remove from the job site any CSPs for reasons of misconduct, security, or suspected to be under the influence of alcohol, drugs or any other incapacitating agent.
CSPs will be subject to dismissal from the premises when the KO determines such action is in the best interest of the Government. Removal from the job site, or dismissal from the premises, shall not relieve the Contractor of the requirement
to provide sufficient personnel to perform the services as required by this PWS.
CSPs shall maintain a clean, neat and professional appearance while on duty. Contractor personnel will not wear clothing made of see through material, cutoffs, tank tops, or clothing that displays offensive slogans or pictures. Contractor personnel
will not wear athletic or athletic styled clothing (e.g. jogging suits, sweat suits). Hospital scrubs are not authorized for wear unless CPS is working in a clinical area and their wear is approved by the government supervisor. The removal from the job site
or dismissal of contract personnel from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this Performance Work Statement.
Greeting and receiving visitors and providing assistance as appropriate. Answering telephone calls, taking messages and/or directing call to appropriate office staff member.
Transmitting, receiving and acknowledging documents and electronic mail and messages, as well as delivering time sensitive information to appropriate staff. Using and managing communication pager or intercom system to page staff members.
Typing and reviewing a variety of correspondence including reports for clarity, completeness and grammatical and procedural correctness. Faxing, filing, copying, scanning, collating, and binding materials for reports and/or distribution. Copying, addressing
and mailing out documents.
Prepares and maintains suspense logs, spreadsheets, and automated files as required by local policy or Division, Department, Branch or Section Chief. Maintaining current on-call listings, alert rosters, and directories for designated offices and agencies.
Maintaining administrative calendars, scheduling conferences, and meetings. Sending out reminders to specified individuals regarding assigned commitments.
Collecting, sorting, and delivering incoming correspondence and delivering outgoing correspondence to designated distribution center. Generating and formatting, reports, forms and listings. Requisitioning and maintaining designated forms in stock for office
Greeting and receiving patients to clinic. Asking for proper identification and verifying eligibility for services per AR40-3 and local policy guidance. Verifying appointment and entering patient data onto Composite Healthcare System (CHCS). Reviewing military
orders and letters of authorization for appropriate dates and signatures. Managing appointment line to facilitate patient reception and appointment processing.
Receiving visitors presenting to clinic and providing assistance as appropriate. Answering telephone calls, taking messages and routing it through CHCS, AHLTA, or delivering message to appropriate clinic staff member. Utilizing and managing communication
pager or intercom system to page medical /clinic staff.
Performing administrative procedures and completing paperwork per local policy guidance regarding insurance, third party liability, or other designated documentation regarding patient treatment.
Using knowledge of medical terminology, clinic standard operating procedures, and various appointment templates to book and schedule patient appointments within the clinic and at other hospital clinics. Selecting, completing, and routing requests for patient
activities and/or procedures.
Using CHCS and/or AHLTA to perform appointment scheduling, appointment cancelation, scheduling follow up appointments, end-of-date processing, enrollment status verification, and updating of select patient file data. Conducting CHCS end of day closure ensuring
disposition of all the day’s clinic appointments and/or resolving discrepancies to ensure correct work load accountability.
Interacting patients requesting unscheduled examinations and obtaining information regarding the nature of the medical problem, and making appropriate disposition in accordance to clinic policy guidelines.
Instructing all new patients on completion of data intake forms and assisting them as necessary and issuing patients required informational and/or discharge instruction forms.
Using a computer to compile data on patients treated at the clinic for work-load recording and reconciliation.
Requesting, medical records for scheduled patient appointments and/or preparing temporary record with required forms for documentation of patient visit if record is not available IAW AR40-66 and local policy guidance. Preparing required forms for scheduled
patient appointment, inserting forms in corresponding patient medical record and placing record in suspense according to scheduled appointment time per clinic policy guidance. Retrieving inpatient medical record on occasion for select patient appointments.
Initiating SF 588 as required for provider documentation of medical services provided.
Assisting with assembling, preparing, addressing, and mailing out notifications to patients regarding laboratory and/or radiology test results.
Required Education Education : High School diploma or GED
Knowledge and Abilities : Minimum Contract Service Personnel Qualifications. The following basic qualifications are required of personnel performing under this contract and are further supplemented and/or
defined by the specific tasks outlined in this PWS. All personnel employed by the Contractor to perform under this contract shall as a minimum be able to read, write, comprehend, and speak fluent English, be computer literate and possess knowledge of medical
terminology. The Contractor shall ensure CSPs employed to perform under this contract obtain and retain on active status any required certification or licensure as cited in the contract. Contract employees must have demonstrable experience, education, and
training for perform the duties of the position. The contractor will provide, prior to the start of services, evidence of any experience, education, or training, this information may be in the form of a resume.
Specific Contract Service Personnel Qualifications.
The following advanced qualifications are required of Administrative Assistant Support Services, Medical Clerk Support Services ,Word Processing Support Services:
(1) Being a qualified typist (45 wpm).
(2) Operating a variety of computer software packages (Microsoft Office, Word, Excel, and PowerPoint) to include military specific computer programs (CHCS, AHLTA, MCSC MHS ACCESS TO TIPS ON LINE, WEB-AEFSS, DMHRSI, DTS, and ESSENTRIS).
(3) Operating basic office equipment i.e. photocopier, facsimile machine, multi-line phone, voice systems and pager systems, mailing machines.
(4) Possessing knowledge of basic medical terminology.
Working Conditions: The place of performance is BAMC, McWethy TMC and Fort Sam Houston PCC located at Fort Sam Houston in San Antonio, TX and Camp Bullis USAHC located within the San Antonio geographical area. Duty hours
include a one hour non-compensable lunch break per 8-hour shift.
Standard Work Days : The Contractor shall provide administrative support services during standard work days which are defined as Monday through Friday, not to exceed forty (40) hours per week, excluding
Federal Holidays, between the hours of 6:00 am and 6:00 pm. Duty hours include a one hour (per 8 hour shift), non-compensable lunch break.
Non-Standard Work Days. The Contractor shall provide administrative support services during any eight hour shift Sunday through Saturday, including federal holidays, evening or night shifts and/or on the weekend
to designated Departments. The days and hours of operations for these Departments are identified below:
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