Dictation Services

The National Institutes of Health, Warren Grant Magnuson Center (Clinical Center), Department of Clinical Research Informatics has a requirement for dictation services. This requirement is set-aside for small business concerns under the applicable NAICS code, 561110. All responsible sources may submit a proposal which will be considered by the agency. It is anticipated that the solicitation will be released fifteen (15) days after this synopsis publication. No phone calls please, email questions to amcgee@cc.nih.gov. The Clinical Center's Medical Record Department (MRD) is responsible for providing transcription services for a variety of specialized medical reports related to patients inpatient hospital admissions, day hospital visits, outpatient clinic visits, ambulatory surgery and other complex diagnostic medical studies. Such reports are categorized into four groups including medical reports, diagnostic reports, pathologic reports, and letters to outside physicians. The NIH, CC, MRD is seeking a vendor to provide dictation, transcription, medical editing, and onsite management functions to support these services. Dictation services shall be provided and supported by the contractor in such a manner to ensure the capability to receive, electronically log, store, and access all incoming dictation 24 hours a day, 7 days a week, 52 weeks a year on a vendor-supplied NIH dedicated dictation system. Transcription services for the majority of reports and letters will be conducted on the NIH-supplied 3M ChartScript.net transcription platform, with pathology transcription services provided through the NIH-supplied SCC SoftPath transcription platform module. Phase I services will require that all dictation be accepted on a vendor supplied, NIH-dedicated dictation system, transcribed into 3M's ChartScript.net transcription platform, reviewed and edited by a medical editor in ChartScript.net, and available for review by the NIH dictating clinicians within established turnaround times. Phase II services will incorporate back-end speech recognition into the dictation/transcription process with implementation occurring over six to twelve months post award. This process will require that dictation be accepted on a vendor supplied NIH-dedicated dictation system, the dictation uploaded to 3M's back end speech recognition service (SyncStream), documents presented in 3M's ChartScript.net transcription platform for editing by the vendor, and made available for review by the dictating clinicians within established turnaround times. Additionally, the NIH, CC maintains strict controls over its information technology architecture and as such requires that all connections and data communications occur via an encrypted VPN connection. Payment for services will be accomplished via a unit cost per line of transcription. Following implementation of Phase II services, payment shall be structured utilizing a two-tiered pricing model enabling a separate cost per line for traditional transcription versus the cost per line for editing services following a pass-through the back-end speech recognition service. The MRD will require the vendor to provide a full-time on site staff person to assist the medical staff with dictation/transcription services and liaison responsibilities. All work must be based out of and completed within the United States, no overseas transcription/editing is permissible. Additionally, a management representative shall be onsite regularly to communicate with MRD project officers regarding these services as well as coordinate activities through the initial architecture transition period. To indicate capability of performing services outlined above, vendors must minimally provide information related to the following: 1) specific type of dictation system utilized/provided/supported; 2) specific transcription platforms and/or speech recognition software supported and utilized by the company; 3) qualifications of personnel to support on-site staff and management requirements; and 4) overview of information technology security architecture incorporated in the company's current structure.