White River Junction VA Healthcare System EMG HL7 Server Integration for PMR / SPRS Statement of Work 2024 Objective The purpose of this Statement of Work (SOW) is to outline the tasks and responsibilities of the awarded Contractor in relation to the provision, installation, and implementation of the EMG HL7 Server Integration for PMR / SPRS. This document highlights the technical specifications and services being requested by the White River Junction VAMC for consideration towards the purchase of EMG HL7 Server Integration. Vendors under this proposal shall provide all equipment, accessories, applicable training, and manuals. Project Management / Equipment Implementation Product delivery will be the responsibility of the Vendors working with the White River Junction VAMC project management POC, the Vendor will be responsible for coordinating virtual server set up, implementation, and training for the HL7 server. Background/Justification/ PMR has been working with HTM to address current EMG reporting inefficiencies.  Our current system is not networked and therefore requires a combination of manual input of results as well as medical record scanning of printed data tables.  This results in delay of next steps of care for veterans.  Surgeons will not act for patient care until the data is scanned in.    Our current system also results in potential for duplicative care for those veterans requiring surgical consultation in the community.  Because, our results are not visible in a timely manner to outside institutions, they are proceeding with repeat invasive medical testing on Veterans (through community care $$). Delays in care resulting from points made above have the potential to adversely affect patient outcomes.  Current system also allows for entry errors during manual input process of EMG test results.  After consulting with WRJ HTM and EMG colleagues in our VISN, all parties agree that the HL7 server integration is the best practice/gold standard for efficient and safe uploading of full EMG report which results in improved quality of care for Veterans. By procuring the EMG HL7 Server it will smoothly integrate our current electrodiagnostic system with our EHR, clinical care can be streamlined and more efficient. The Contractor is responsible for the set-up of the equipment. VA Staff in Healthcare Technology Management, HTM, is responsible for connecting the equipment to the VA network with vendor guidance. Equipment Specifications Equipment: All equipment must be new, state of the art, and not recertified nor refurbished. All equipment must be compliant with current VA requirements including vendor supported operating systems. Vendor must support equipment for 10 years from point of purchase. System Equipment Set-up and configuration of the equipment including assembly, software configuration, calibration, and user management. Other: 018853HL7EMGBasicInterface 018854HL7EMGTestEnvironmentInterface 018855HL7EMGWorkstationLicense 018859HL7 EMG Implementation Labor - Advanced Services Training Provided / Training Materials Vendor will be required to provide an in-service on the proper use and setup of the system. All employees who will be utilizing EMG HL7 Server, including Providers, Technicians, Biomedical Engineering (HTM), and Clinic staff members ("Trainees"), must be trained by an authorized representative by Natus prior to using the System. Installation Contractor s Responsibilities: Based on approved deployment work schedule, the Contractor shall provide all labor necessary to install, deploy and configure the requirements of WRJ VAMC Contractor shall perform all installation and configuration necessary to complete the work, plus perform technical service checks to ensure product is fully operational in accordance with manufacture operating standards. Vendor will coordinate all site visits with the Biomed/HTM staff at least 24 hours in advance. The vendor will provide all technical and clinical information needed to configure the software. Medical Center s Responsibilities: Providing access to electrodiagnostic system and HTM equipment as necessary for implementation of the general system installation requirements during normal business hours. Providing a single point of contact to work with in planning and implementing the services described. Provide staff and clinical resources during as appropriate for training and go-live. Assembly and installation of the server and performance of services identified in this document will take place during hours defined as: 0730 to 1500 (i.e.: 7:30 am to 3:00 pm ET), Saturday or Sunday, excluding Federal Holidays The Contractor is required to provide all tools, labor, and materials to complete assembly and installation of the items detailed in this document. The Contractor shall have a representative available for the duration of assembly and installation to serve as the primary interface with the WRJ VAMC staff. The WRJ VA will provide a staging area for the equipment to be staged before deployed. Delivery Location Contractor shall deliver all equipment to the: White River Junction VA Medical Center 163 Veterans Dr. White River Junction, VT 05009 ATTN: Rebecca Hevey, HTM Records Management The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract: Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. The A&A requirements do not apply, and a Security Accreditation Package is not required.
