Clinical process standardization



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Contract Type


This contract will be a Firm-Fixed-Price (FFP) requirement.

  1. SPECIFIC TASKS AND DELIVERABLES

The Contractor shall perform the following for both the Base and Option Periods:



5.1 PROJECT MANAGEMENT

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline and tools to be used in execution of the contract.  The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support.  The CPMP shall also include how the Contractor will coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The CPMP shall be concurred upon by the government.


Deliverable 5.1.1: Contractor Project Management Plan: One (1) CPMP in final draft shall be provided to the Applied Informatics Deployment, VA Employee Education System (VA-EES), VA Employee Education System, VA Veterans Engineering Resource Center (VA-VERC), and Patient Safety leads fifteen (15) business days after award, totaling 1 plan.
Deliverable 5.1.2: Monthly Progress Report: One (1) summary report in final draft addressing monthly activities shall be provided to the Applied Informatics Deployment, VA EES, VA VERC, and Patient Safety leads no later than the 5th business day of each month, totaling: 12 reports.
Deliverable 5.1.3: Weekly Status Calls: The dates and times for these calls will be determined after award. 1 call per week, totaling 52 calls. (No separate report required).

5.2 FACILITY site TRAINING Review

The Contractor shall provide facility-centric review of clinical training needs at VHA VAMC’s and provide facility site-training plans, using industry standard practices. Clinical training will demonstrate and orient personnel to the use of healthcare IT and changes impacting existing clinical workflow processes intended to standardize the clinical process as a result of the software implementation.


The results of training needs reviews shall be fully communicated to Applied Informatics Deployment (AID), VA-EES, VA-VERC, and Patient Safety leads. Since training will need to be adjusted to meet unique facility requirements, the clinical training approach may need to be tailored for specific facilities where healthcare IT enhancements are deployed.
The Contractor shall perform facility site visits to review existing clinical workflows and expected clinical workflow changes, and provide clinical training plans which leverage opportunities to streamline training, leverage clinical training across facility sites, and develop a training strategy which addresses clinical process standardization training objectives.
Deliverable 5.2.1: Facility Site Training Needs and Review and Report: One (1) summary report in final draft addressing clinical training needs across all VHA facilities shall be provided to Applied Informatics Deployment, VA EES, VA VERC, and Patient Safety leads no later than the 5th business day of each month, totaling 12 reports.


5.3 CLINICAL TRAINING PLAN

The Contractor shall develop and deliver training plan which address results of Task 5.2 (Clinical Training Reviews) and provides a detailed approach for delivering training to segmented audiences such as clinicians, administrative staff at facilities and facility organizations. This training shall prepare these audiences to use a variety of healthcare IT software releases to include e-Health Management Platform (eHMP), Computerized Patient Records System (CPRS), Medical Appointment Scheduling System (MASS), and Veterans Scheduling Enhancements (VSE).


The Contractor shall engage with Applied Informatics Deployment, VA EES, VA VERC, and Patient Safety leads to ensure the training plan meets or exceeds VHA training objectives and end user needs regarding training modalities and training content. The Contractor shall provide an estimate of the number of on-site training personnel required to meet training needs.
Deliverable 5.3.1: Training Plan: One (1) training plan in final draft detailing the training approach across multiple VHA facilities shall be provided to Applied Informatics Deployment, VA EES, VA VERC, and Patient Safety leads no later than the 15th business day, totaling 1 report.
Deliverable 5.3.2: Training Plan Updates Monthly Summary Report: Eleven (11) training plan update reports in final draft shall be provided to Applied Informatics Deployment, VA EES, VA VERC, and Patient Safety leads, no later than the 5th business day of each month, totaling 11 reports.
The Contractor shall deliver instructors who deliver training in accordance with industry accepted best practices. . Evaluation is performed as an integral part of the training approach.
Instructors shall ensure appropriate actions are taken to address training logistics, for example, coordinating to ensure training space and multimedia resources are available, American Disabilities Act (ADA) and 508 compliance requirements are met, and logistical requirements are satisfactorily addressed.
The Contractor shall provide Help Desk, telephone, e-mail or other methods of remote technical support where necessary (for example, computer-based training) to facilitate end-user training support.


Deliverable 5.3.3: End-user Training Activities Monthly Summary Report: One (1) summary report in final draft addressing training activities shall be provided to the Applied Informatics Deployment, VA EES, VA VERC, and Patient Safety leads no later than the 5th business day of each month, totaling 12 reports.

5.4 TRAINING CONTENT, MATERIALS, DELIVERY, AND SUPPORT
The Contractor shall develop and deliver training materials based on the results of Task 5.2 (Clinical Training Needs Reviews) and deliver end-user training to facility staff at various facility sites on a training schedule approved by VA.
The Contractor shall develop training materials and content in coordination with VHA Applied Informatics Deployment, VA EES, VA VERC, and Patient Safety leads, including; Applied Informatics Deployment, VA EES, VA VERC, and Patient Safety leads to ensure training content and materials satisfy organizational requirements. The Contractor shall ensure course completion; user registration and tracking of all training components is maintained in accordance with VA guidelines.
Subtask 5.4.1: Training Content and Materials
The Contractor shall incorporate training methods, modalities and materials which are consistent with current VHA training methodologies and approved by VA EES and VHA Applied Informatics Deployment, VA EES, VA VERC, and Patient Safety leads, including; Applied Informatics Deployment, VA EES, VA VERC, and Patient Safety leads
Examples of training materials are the following:


  • Computer and Web-based education and training

  • Job aids/Flashcard Reference Guides

  • On-line Reference Guides

  • User’s Guide(s)

  • Video-based education

  • Train the trainer lesson plan(s)

  • Continuing Education materials


Deliverable 5.4.1: Training Content and Materials Monthly Summary Report: One (1) summary report in final draft detailing all training materials developed in the previous calendar month shall be provided to the Applied Informatics Deployment, VA EES, VA VERC, and Patient Safety leads no later than the 5th business day of each month, totaling: 12 reports.

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Subtask 5.4.2: End-User Clinical Training
The Contractor shall provide end-user clinical training preparing segmented audiences at facility sites and organizations for the use of new HIT functionality, with an outcome that ensures: 1) utilization of industry standard training processes, 2) delivery of training in accordance with VHA deployment training plans, 3) capture of metrics for training progress, 4) engagement with program office and facility site leads, and 5) continuous improvement of clinical training.
The Contractor shall adjust its training resources as mutually agreed upon by the Contractor and VHA to accommodate unique site requirements, constraints, and deployment schedules which impact training delivery. Training progress, status, and effectiveness data for training provided by the Contractor shall be made available to Applied Informatics Deployment, VA EES, VA VERC, and Patient Safety leads. .
The Contractor shall conduct clinical training to audiences which include Facility Domain Populations, Super Users, Facility Training Staff, Implementation Managers, staff engaged in testing software releases, “Train the Trainer” (T3) leads, Clinical Application Coordinators, Application and clinical staff.
Deliverable 5.4.2: End-user Training Monthly Summary Report: One (1) summary report in final draft detailing training materials developed the course of the previous calendar month shall be provided to the Applied Informatics Deployment, VA EES, VA VERC, and Patient Safety leads no later than the 5th business day of each month, totaling 12 reports.

5.5 TRAINING COORDINATION AND COMMUNICATION MANAGEMENT
The Contractor shall coordinate training schedules, plans and updates with Applied Informatics Deployment, VA EES, VA VERC, and Patient Safety leads to ensure that PWS tasks are completed in an integrated manner and synchronized with VHA entities described above. Training communication and coordination updates are intended to provide updated information to targeted audiences, such as the most recent changes in plans impacting training schedules, logistics, planned, healthcare IT functionality.
Subtask 5.5.1 Training Communication
The Contractor shall develop and distribute training-centric communication to targeted audiences in various modalities to provide training awareness, training instruction and training support, training effectiveness data and feedback capture, and updated training progress and reports. There are several overarching targeted audiences possessing separate or similar and distinct training communication needs. Targeted audiences include but are not limited to:
• VHA Clinicians and support staff

• Patient Safety staff

• OIA

• Clinical Application Coordinators



• Automated Data Processing Application Coordinators

• Program Application Specialists

• VA and VHA managements

• VHA Office of Health Information Management (HIM)

• National and local subject matter experts
The Contractor shall ensure training communication is consistent with VHA regulations, policy and procedures. The Contractor shall route draft communication and seek the necessary approvals, facilitate sign-off, and distribute final responses to training inquiries.
The Contractor shall maintain a list of all artifacts developed and updated in the course of performing PWS tasks with revision history, concurrences, and action item tracking, and distribute final draft artifacts to appropriate stakeholders. All training artifacts shall be maintained in a VA provided SharePoint training document repository.
The Contractor shall provide risk and schedule management relevant to training activities and engage with VHA, OI&T, and facility training leads to actively identify, analyze, document, and mitigate training risks throughout the course of HIT implementation.
The Contractor shall engage with appropriate EHR workgroups to share updates on training schedules which may impact the overall master deployment schedule.

The contractor shall maintain, continuously review, and update a training risk register which identifies risk probability, impact and mitigations strategies related to the training plan.


Deliverable 5.5.1.1: Document review, draft briefs, presentations, and inquiry response: One (1) summary report in final draft addressing Training Communication activities for all deployment teams shall be provided to Applied Informatics Deployment, VA EES, VA VERC, and Patient Safety leads no later than the 5th business day of each month, totaling 12 reports.
Deliverable 5.5.1.2: Training Announcements Monthly Activities Summary Report: One (1) summary report in final draft detailing training announcement activities which have been completed in the previous calendar month shall be provided to Applied Informatics Deployment, VA EES, VA VERC, and Patient Safety leads no later than the 5th business day of each month, totaling 12 reports.
Deliverable 5.5.1.3: Training Schedule and Risk Management Communications: One (1) summary report in final draft addressing training schedule and risk management communication activities for all deployment teams shall be provided to the Applied Informatics Deployment, VA EES, VA VERC, and Patient Safety leads no later than the 5th business day of each month, totaling 12 reports.
Deliverable 5.5.1.4: Artifact Management and Document Management and Configuration Monthly Activity Summary Report: One (1) summary report in final draft addressing Training Document Management and Configuration activities for all deployment teams shall be provided to Applied Informatics Deployment, VA EES, VA VERC, and Patient Safety leads no later than the 5th business day of each month, totaling 12 reports.

5.6 TRAINING EFFECTIVENESS MEASURES
The Contractor shall develop performance measures to evaluate training effectiveness and modify the training plan, as necessary, to meet training effectiveness and training performance objectives.
The Contractor shall include end-user feedback tools such as online surveys and evaluations instruments.
The Contractor will provide data analysis and report training performance trends, usage and adoption trends for newly implemented HIT tools.
The Contractor shall provide requirements for automated collection of training performance data.
Deliverable 5.6.1: Training Effectiveness Measures Monthly Summary Report: Twelve (12) summary reports in final draft detailing training effectiveness, to include all training delivered in the current month shall be provided to Applied Informatics Deployment, VA EES, VA VERC, and Patient Safety leads no later than the 5th business day of each month, totaling 12 reports.


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