**SECTION C-5 TASK, RESPONSIBILITIES, AND REQUIREMENTS**

**PATIENT CARE UNIT CLERKS**

This section, which lists specific tasks that must be performed in
direct support of the Patient Care Unit Clerk, is organized as follows:

> **5.1 Scheduling Activities**
>
> 5.1.1 Create and Update Clinical Resource Appointment Templates
>
> 5.1.2 Schedule Patient Appointments
>
> 5.1.3 Enter Schedule for Core Staff
>
> 5.1.4 Assign Supplemental Staff and Enter Schedule
>
> 5.1.5 Enter MRAP Staff Assignments in Staff Scheduling System, Prepare
> and Maintain MRAP Folders
>
> **5.2 Admission and Outpatient Registration Activities**
>
> 5.2.1 Transcribe Requests for Patient Admission
>
> 5.2.2 Pre-Register Patients for Admission
>
> 5.2.3 Admit Inpatients and Register New Outpatients
>
> 5.2.4 Update Patient Information in Database
>
> **5.3 Reception Activities**
>
> 5.3.1 Open Outpatient Clinics for Workday
>
> 5.3.2 Receive and Direct Telephone Calls
>
> 5.3.3 Provide Reception
>
> 5.3.4 Make Arrangements for Interpreter Services
>
> 5.3.5 Close Outpatient Clinics
>
> **5.4 Patient Record Activities**
>
> 5.4.1 Assemble New Patient Medical Records
>
> 5.4.2 Acquire Existing Medical Records and Prepare for Patient Visit
>
> 5.4.3 Assemble Inpatient Chart
>
> 5.4.4 Disassemble Inpatient Chart for Filing in Medical Record
>
> 5.4.5 Submit Patient Records to Medical Record Department
>
> 5.4.6 Prepare MRI Films for Radiologist
>
> **5.5 Clinical Support Activities**
>
> 5.5.1 Perform Monthly Safety Inspections
>
> 5.5.2 Prepare Patients for Diagnostic Exams under the Supervision of a
> Licensed Independent Practitioner (LIP)
>
> 5.5.3 Ensure Patient Orders and Laboratory Results are Available for
> Imaging Service Appointments
>
> 5.5.4 Prepare Death Certificates for Completion by Physician
>
> 5.5.5 Coordinate Funeral Home and Transportation Arrangements
>
> 5.5.6 Disposition of Deceased Patients
>
> 5.5.7 Arrange for Courier Service for Transport of Specimens
>
> 5.5.8 Provide Requested Patient Identification Materials
>
> **5.6 Equipment, Material and Supply Support Activities**
>
> 5.6.1 Request and Stock Appropriate Medical/Pharmaceutical Supplies
> and Forms
>
> 5.6.2 Request and Stock Office Supplies and Forms
>
> 5.6.3 Acquire Meals and Snacks for Patients
>
> 5.6.4 Monitor Patient Care Refrigerator Temperatures
>
> **5.7 Travel and Transportation Support Services**
>
> 5.7.1 Transcribe Requests for Patient Travel Authorizations into ATV
>
> 5.7.2 Issue Vouchers to Government Approving Official for Disbursement
> to Patient or Authorized Guardian
>
> 5.7.3 Issue Travel Authorizations to Government Approving Official for
> Patient Travel Office
>
> 5.7.4 Maintain Travel Folders for Authorized Patient Travel
>
> 5.7.5 Reconcile Lodging Invoices against Travel Authorizations
>
> 5.7.6 Arrange Authorized Patient Travel and Transportation
>
> **5.8 Statistics, Reporting and Other Administrative Activities**
>
> 5.8.1 Enter Data, Produce, and/or Distribute Various Reports
>
> 5.8.2 Collect and Enter Patient Wait and Processing Time Statistics
>
> 5.8.3 Issue Keys and Control Key Inventory
>
> 5.8.4 Distribute Mail

**RFP#: 5.1 REQUIREMENT: SCHEDULING ACTIVITIES**

Conditions of Performance: The SP shall

-   Schedule patient appointments in the Clinical Center's primary
    appointment scheduling system and IC scheduling systems in
    designated areas.

-   Assist clinical & administrative personnel with questions regarding
    electronic & manual scheduling systems.

-   Arrange for telegrams to be sent to notify patients of cancelled
    appointments upon request.

**Sub-Requirements**

5.1.1 Create and Update Clinical Resource Appointment Templates

5.1.2 Schedule Patient Appointments

5.1.3 Enter Schedule for Core Staff

5.1.4 Assign Supplemental Staff and Enter Schedule

5.1.5 Enter MRAP Staff Assignments in Staff Scheduling System, Prepare &
Maintain MRAP Folders

**RFP#: 5.1.1 Requirement: Create and Update Clinical Resource
Appointment Templates**

Clinical resource appointment templates are created for different types
of resources. A resource can be personnel (e.g. physicians), rooms (e.g.
procedure room) or equipment (e.g. MRI machine). The templates display
all the available appointment times available to be booked for the
particular resource. Templates are also built for physicians admitting
patients to inpatient units as a means of requesting old medical
records.

[Conditions of Performance]{.underline}. The SP shall:

-   Verify that resource is on credentialed staff list prior to creating
    resource template.

-   Notify appropriate personnel of resource schedule conflicts.

-   Ensure resource templates are built at least one year in advance.

-   Verify existing resource templates at least twice a year with
    requestor, beginning of June and December, before new physicians
    start.

[Specific Knowledge]{.underline}. The SP shall:

-   Have knowledge of computerized patient appointment scheduling
    system.

[]{.mark}

**RFP#: 5.1.2 Requirement: Schedule Patient Appointments**

Patient appointment requests may be accepted in the following forms:
secure email, fax, hand-written, typed or Clinical Research Information
System (CRIS) requests (for surgical services).

[Conditions of Performance]{.underline}. The SP shall:

-   Assist clinical staff with questions regarding electronic and manual
    scheduling systems.

-   Ensure that all requests are received in a written form; *no verbal
    requests will be accepted*.

-   Respond to requests regarding resource availability.

-   Prioritize requests for appointments and schedule appropriately
    based on guidelines or guidance from clinical staff.

-   Notify clinical staff of patients who call to cancel and or
    reschedule appointments.

-   Reschedule appointments only as instructed by clinical staff.

-   Provide patients special instructions for appointments per
    established guidelines.

-   Verify visit intensity for day hospital patients & update
    appointment to corresponding intensity level.

-   Status scheduled appointments by the end of the day.

-   Provide clinical staff the daily appointment schedules.

-   Create and provide daily Operating Room (OR) schedule to OR clinical
    staff.

-   Update OR schedule after the surgical case to match information
    against surgical documentation.

-   Submit requests for changes to resource (provider, equipment, room)
    schedule templates.

[Specific Knowledge. The SP shall:]{.underline}

-   Have knowledge of computerized patient appointment scheduling
    system.

**RFP#: 5.1.3 Requirement: Enter Schedule for Core Staff**

Core staff are nurses & administrative support employees that are
permanently assigned to inpatient units and day hospitals. These patient
care areas require staff to work on different shifts, weekends &
holidays.

[Conditions of Performance]{.underline}. The SP shall:

-   Enter approved work schedules of core staff into staff scheduling
    system.

-   Enter schedule variances (sick leave, annual leave, class time,
    etc.) that occurred after schedule entered into staff scheduling
    system.

-   Print out staff schedules and provide to nurse manager for approval
    after entry into the staff scheduling system.

[Specific Knowledge]{.underline}. The SP shall:

-   Have experience using staff scheduling systems.

**RFP#: 5.1.4 Requirement: Assign Supplemental Staff and Enter
Schedule**

Supplemental staff is made up of employees that are assigned to the
Department of Nursing and Patient Care Services Float Pool. Inpatient
units, day hospitals and outpatient clinics can submit a request to the
Central Staffing Office for supplemental staff.

[Conditions of Performance]{.underline}. The SP shall:

-   Contact each inpatient unit and day hospital, Monday through Friday
    between 11:00am and 12 noon, to determine supplemental staffing
    needs.

-   Track all staffing requests for the Department of Nursing and
    Patient Care Services.

-   Complete staffing report Monday through Friday.

-   Enter approved schedules of supplemental staff into staff scheduling
    system.

-   Notify staff of changes to assignments.

-   Contact supplemental staff by phone to find staff able to work on a
    particular shift upon request.

-   Ensure inpatient unit and day hospital worksheets have been
    submitted to the Central Staffing Office Monday through Friday and
    provide to Administrative Coordinator by 2pm.

-   Enter schedule variances (sick leave, annual leave, class time,
    etc.) that occurred after schedule entered into staff scheduling
    system.

[Specific Knowledge]{.underline}. The SP shall:

-   Be knowledgeable of Central Staffing Office policies and procedures.

-   Be able to assign staff to patient care areas based on need and
    staff competency with final review by nurse manager of Central
    Staffing Office.

-   Have experience using staff scheduling systems.

**RFP#: 5.1.5 Requirement: Enter MRAP Staff Assignments in Staff
Scheduling System, Prepare and Maintain MRAP Folders**

The Department of Nursing and Patient Care Services has a Medical and
Reasonable Accommodation Program (MRAP) that affords an opportunity for
staff who have documented temporary medical limitation(s) the ability to
continue to work.

[Conditions of Performance]{.underline}. The SP shall:

-   Enter MRAP staff assignments into the staff scheduling system.

-   Contact MRAP staff members who have not called into CSO each
    morning.

-   Prepare MRAP employee folder with required documents.

-   Prepare every Monday the worker's compensation letter & send via
    email to the MRAP nurse consultant.

-   File authorization letter from nurse consultant & send original to
    the worker's compensation office.

-   Prepare MRAP evaluation letter for employees who are no longer in
    the program.

**RFP#: 5.2 Requirement: ADMISSION AND OUTPATIENT REGISTRATION
ACTIVITIES**

[Conditions of Performance]{.underline}. The SP shall:

Admit all inpatients and register all new outpatients according to NIH
Clinical Center policies and procedures.

**Sub-Requirements**

5.2.1 Transcribe Requests for Patient Admission

5.2.2 Pre-Register Patients for Admission

5.2.3 Admit Inpatients and Register New Outpatients

5.2.4 Update Patient Information in Database

**RFP#: 5.2.1 Requirement: Transcribe Requests for Patient Admission**

Admissions/Travel/Voucher System (ATV) is a custom application developed
for entering requests for admissions. Manual forms are used for
instances when electronic primary admissions system is down.

[Conditions of Performance]{.underline}. The SP shall:

-   Transcribe admission requests into ATV as directed in writing by
    Institute staff for submission to the Admissions Office.

[Specific Knowledge]{.underline}. The SP shall:

-   Have knowledge of the ATV application and have knowledge of data
    elements required for an admission request.

**RFP#: 5.2.2 Requirement: Pre-Register Patients for Admission**

Patients are pre-registered to generate a medical record number and
electronic patient record. Patient requests for admission are sent
electronically via Admissions/Travel/Voucher (ATV) system for manual
entry into the Admissions/ Discharge/Transfer (ADT) system.

[Conditions of Performance]{.underline}. The SP shall:

-   Review requests for completeness and follow up with requestor
    concerning incomplete or inaccurate requests.

-   Verify patients do not already exist within the system; patients
    shall not have 2 assigned medical records.

-   Perform a status update in ATV for all requests received
    electronically.

-   Ensure that copies of pre-admit records are properly filed in
    corresponding medical record folder and future admission file.

[Specific Knowledge]{.underline}. The SP shall:

-   Have knowledge of hospital ADT system and have experience entering
    data into a hospital ADT system.

**RFP#: 5.2.3 Requirement: Admit Inpatients and Register New
Outpatients**

Patients are usually admitted or registered in the Admissions section of
the Clinical Center (CC). Patients, who are medically unable to come to
Admissions, will be admitted at the bedside. Registration of new
outpatients can occur for protocol participants who are seen offsite but
have services provided at the Clinical Center (ex. blood specimen sent
to CC for testing) and/or will have future visits at the Clinical
Center.

[Conditions of Performance]{.underline}. The SP shall:

-   Greet all arriving patients, visitors and staff in a courteous and
    professional manner.

-   Ensure patient name and date of birth are listed accurately in ADT
    system.

-   Verify demographic information for accuracy.

-   Enter information into all required fields into the ADT system and
    shall document in ADT reasons why information not provided by
    patient.

-   Review general admission consent form, information practices form &
    patient handbook with the patient.

-   Witness signature & sign name acknowledging this on consent form &
    information practices form.

-   Ensure that the patient name & date of birth are accurate before
    applying wristbands on patients.

-   Provide guidance & answer questions from patients & families
    concerning facilities and services.

-   Record & store patient valuables in the Admission's safe upon
    request on weekends, evenings & holidays.

-   Transfer valuables to Cashier's Office the next business day.

-   Prepare offsite patient admission packets upon request from
    clinicians or supervisor.

[Specific Knowledge]{.underline}. The SP shall:

-   Have knowledge of the admissions & Outpatient Clinical Center
    registration policies & procedures.

-   Have general knowledge of patient handbook, available resources,
    departments, directions, and facilities.

**RFP#: 5.2.4 Requirement: Update Patient Information in Database**

Requests to update patient information can be submitted to the Admission
section either by a Patient Information Update Form or an ATV request.

[Specific Knowledge]{.underline}. The SP shall:

SP shall have the ability to edit and transcribe all patient information
into ADT records accurately.

**RFP#: 5.3 Requirement: RECEPTION ACTIVITIES**

[Conditions of Performance]{.underline}. The SP shall:

-   Greet all arriving patients, visitors and staff in a courteous and
    professional manner.

-   Schedule conference rooms upon request.

-   Insert updated information and remove outdated information in
    administrative manuals.

-   Instruct patient on how to operate call lights, bed, TV & computer
    in inpatient & day hospital rooms.

-   Provide each clinic patient with a Patient Update Form to review and
    send changes to Admissions.

-   Answer queries related to knowledge of work and processes.

-   Provide NIH campus shuttle service information via fax or schedule
    handout primarily during weekends, after hour and holidays.

-   Refer all press inquiries to the Clinical Center Communications
    Department.

[Sub-Requirements]{.underline}

5.3.1 Open Outpatient Clinics for Workday

5.3.2 Receive and Direct Telephone Calls

5.3.3 Provide Reception

5.3.4 Make Arrangements for Interpreter Services

5.3.5 Close Outpatient Clinics

**RFP#: 5.3.1 Requirement: Open Outpatient Clinics for Workday**

[Conditions of Performance]{.underline}. The SP shall:

-   Check out keys from admissions for opening clinic rooms.

-   Ensure work environment is conducive for patient care (lights,
    temperature, turning on computer systems, etc.) & ensure patient
    rooms are appropriately setup and maintained throughout the day.

-   Ensure all rooms are stocked with all appropriate medical supplies
    and forms.

-   Ensure all rooms including common areas are free of obstructions,
    litter, etc.

-   Ensure patient snacks are stored appropriately in patient waiting
    room.

-   Contact housekeeping for areas that require cleaning, paper towels
    and soap stock, and/or trash removal and notify maintenance
    regarding facilities issues.

-   Ensure that copiers and fax machines are operational and stocked
    with toner and paper.

-   Ensure patient education material is stocked in brochure racks.

**RFP#: 5.3.2 Requirement: Receive and Direct Telephone Calls**

[Conditions of Performance]{.underline}. The SP shall:

-   Ensure current versions of on-call staff phone lists are available.

-   Maintain and update list of frequently called phone numbers.

-   Answer the phone in a courteous and professional manner and triage
    incoming calls.

-   Accurately record and communicate messages to appropriate personnel
    and retrieve messages from voice mail and provide to appropriate
    individuals.

-   Assist callers with questions and provide general guidance and
    instructions.

-   Page clinical staff upon request.

**RFP#: 5.3.3 Requirement: Provide Reception**

[Conditions of Performance]{.underline}. The SP shall:

-   Provide an atmosphere that is welcoming and shall provide reception
    to patients, visitors and staff and be able to answer customer
    questions in a courteous and professional manner.

-   Adhere to regulations and directives concerning patient
    confidentiality, such as the release of medical information.

-   Notify physician or nurse or other clinician upon patient arrival.

-   Notify supervisor if patient is not seen within 15 minutes of
    arrival.

-   Ensure patients sign-in in designated areas.

-   Track patient wait time in designated areas.

-   Assess need for escorting customers to rooms and locations.

-   Initiate contact with appropriate departments for emergency and
    non-emergency situations.

-   Contact appropriate government personnel (Admissions Manager or
    Nurse Administrative Coordinator) in order to dispense authorized
    money from the Patient Emergency Fund (PEF).

-   Issue a NIH Property Pass for property (wheel chairs) authorized to
    be removed from the building and notify supervisor of all
    non-returned property.

-   Contact inpatient units to get approval for patient to accept
    flowers/gifts delivered to Admissions.

-   Contact employees and notify them of flowers/gifts delivered to
    Admissions.

[Specific Knowledge]{.underline}. The SP shall:

-   Have knowledge of physical layout of Clinical Center.

-   Have knowledge of the policies and procedures relevant to the
    specific patient care or service areas and be able to communicate
    directions and instructions.

-   Have knowledge of patient care services & of other Clinical Center
    departments.

**RFP#: 5.3.4 Requirement: Make Arrangements for Interpreter Services**

Arrangements may be made to provide interpreter services for patients
and or guardians.

[Specific Knowledge.]{.underline} The SP shall:

-   Have knowledge of various methods for obtaining interpreter
    services, including arrangements with social workers, TTY/TDD, or
    the use of the language line.

-   Have the ability to be sensitive to patients/visitors that may be
    hearing impaired or who do not speak English.

**RFP#: 5.3.5 Requirement: Close Outpatient Clinics**

[Conditions of Performance]{.underline}. The SP shall:

-   Notify supervisor if unable to stay to close clinic (after final
    patient leaves).

-   Ensure that all patients have vacated the clinic.

-   Remove and replace sharps containers, located in the exam rooms,
    when items are near or have reached the designated fill line.

-   Ensure lab specimens have been picked up by messenger/escort
    service.

-   Prepare work environment for closing (turn off lights, turning off
    computer systems, etc.), and lock rooms in the clinic.

-   Return checked out keys to Admissions.

**RFP#: 5.4 Requirement: PATIENT RECORD ACTIVITIES**

[Conditions of Performance and Knowledge]{.underline}. The SP shall:

-   SP shall have knowledge of Medical Record Department policy and
    procedures.

**Sub-Requirements**

5.4.1 Assemble New Patient Medical Records

5.4.2 Acquire Existing Medical Records and Prepare for Patient Visit

5.4.3 Assemble Inpatient Chart

5.4.4 Disassemble Inpatient Chart for Filing in Medical Record

5.4.5 Submit Patient Records to Medical Record Department

5.4.6 Prepare MRI Films for Radiologist

**RFP#: 5.4.1 Requirement: Assemble New Patient Medical Records**

[Conditions of Performance]{.underline}. The SP shall:

-   Ensure that the number on the medical record jacket matches the
    medical record number assigned to new patients.

-   Ensure medical record documentation is placed in the corresponding
    medical record jacket.

-   Apply medical record labels per guidelines.

-   Prepare medical record locator pocket to assign location of where
    record will be sent.

-   Ensure that Medical Record Department receives locator pocket
    information.

-   Follow guidelines regarding release and transport of medical
    records.

[Specific Knowledge.]{.underline} The SP shall:

-   Have knowledge of Medical Record forms and knowledge of medical
    record format as required by Medical Record Department.

**RFP#: 5.4.2 Requirement: Acquire Existing Medical Records and Prepare
for Patient Visit**

Medical Records are requested either electronically or by phone.
After-hours, weekends and holidays, the record must be physically
retrieved from the Medical Record Department or other locations in the
Clinical Center in addition to making the request.

[Conditions of Performance]{.underline}. The SP shall:

-   Ensure that records are present for every outpatient visit and
    inpatient admission.

-   Provide records to patients and clinical staff observing
    confidentiality and transport procedures.

-   Retrieve medical records from Medical Record Department as needed.

-   Utilize the medical record locator guide to contact other locations
    where records were previously sent to obtain record.

-   Contact appropriate supervisor to assist in locating record.

-   Ensure medical records are returned to the Medical Record
    Department.

-   Prepare medical records for patient visits by inserting appropriate
    blank forms that will be filled out by clinician during visit.

[Specific Knowledge. The SP shall:]{.underline}

-   Have the ability to electronically request medical records.

-   Have the ability to use judgment in determining urgency of needs.

**RFP#: 5.4.3 Requirement: Assemble Inpatient Chart**

Medical charts are assembled for each new inpatient admission.

[Conditions of Performance]{.underline}. The SP shall:

-   Prepare medical charts with specific documents according to the
    required format.

**RFP#: 5.4.4 Requirement: Disassemble Inpatient Chart for Filing in
Medical Record**

[Conditions of Performance]{.underline}. The SP shall:

-   Disassemble inpatient chart into appropriate format for filing in
    Medical Record.

[Specific Knowledge. The SP shall:]{.underline}

-   Have knowledge of the Medical Record Handbook policies and
    procedures.

**RFP#: 5.4.5 Requirement: Submit Patient Records to Medical Record
Department**

[Conditions of Performance]{.underline}. The SP shall:

-   File forms completed by clinician to be included in patient medical
    records.

-   File reports in records according to Medical Record Department
    specified format and prepare all medical record documents according
    to Medical Record Department policy and procedures.

-   Ensure any loose medical record documents have patient name and
    medical record number on document before being sent to the Medical
    Record Department.

**RFP#: 5.4.6 Requirement: Prepare MRI Films for Radiologist**

Sorting of films is only done within MRI section Monday through Friday
during the evening shift.

[Conditions of Performance]{.underline}. The SP shall:

-   Ensure that patient films from previous visits are available for
    scheduled appointments.

-   Sort film by patient name and body part.

-   File patient films in film jacket for interpretation by radiologist.

[Specific Knowledge.]{.underline} The SP shall:

-   Have basic knowledge of the human anatomy.

**RFP#: 5.5 Requirement: CLINICAL SUPPORT ACTIVITIES**

[Conditions of Performance]{.underline}. The SP shall:

-   Assign cell phones to nurses & patient rooms on nurse call system
    for each shift (three times a day), & are assigned in 1NW, 3NW, 3SE,
    3NE, 3SWN, 3SWS, 5SW, 5SEN, 5SES, 5NW & 7SWN locations.

-   Write patient and nurse assignments on white board.

-   Print, sort, staple and distribute patient care plans to nurses at
    the beginning of each shift for inpatient units.

-   Prepare identification labels for patient room doors.

-   Respond to nurse call lights, if nurse is not available.

-   Remove lab orders from printer and attach corresponding lab labels
    from label printer.

-   Dispose of bio-hazard waste, confidential waste and sharps in
    accordance with policies and procedures.

-   Perform daily environmental assessment and notify appropriate
    personnel of any issues.

-   Witness signature on clinical research protocol consent form.

-   Escort patients upon request and escort and remain with patient
    during tests, after hours, as directed by nursing personnel.

-   Label broken equipment to be picked up by Bio-Med Engineering &
    track in an equipment log.

-   Participate as a member of the team in semi-annual environmental
    safety rounds which are conducted to comply with JCAHO standard and
    ensure environmental safety.

[Specific Knowledge.]{.underline} The SP shall:

-   Ability to distinguish different types of alarms and know how to
    respond; i.e. negative flow room, nurse call, IV pump, electronic
    transport system and pneumatic tube system.

-   Have knowledge of appropriate departments and personnel to follow up
    on issues discovered during semi-annual environmental safety rounds.

**RFP#: 5.5 Sub-Requirements**

5.5.1 Perform Monthly Safety Inspections

5.5.2 Prepare Patients for Diagnostic Exams under the Supervision of a
Licensed Independent Practitioner (LIP)

5.5.3 Ensure Patient Orders and Laboratory Results are Available for
Imaging Service Appointments

5.5.4 Prepare Death Certificates for Completion by Physician

5.5.5 Coordinate Funeral Home and Transportation Arrangements

5.5.6 Disposition of Deceased Patients

5.5.7 Arrange for Courier Service for Transport of Specimens

5.5.8 Provide Requested Patient Identification Materials

**RFP#: 5.5.1 Requirement: Perform Monthly Safety Inspections**

Monthly inspection description: Although safety is monitored on an on
going basis by all personnel, there are specific activities that in
addition to constant safety surveillance require monthly monitoring.

[Conditions of Performance]{.underline}. The SP shall:

-   Ensure medications have not expired.

-   Ensure medical equipment inspection dates have not expired.

-   Ensure red emergency phones work properly and test results are
    documented in log.

**RFP#: 5.5.2 Requirement: Prepare Patients for Diagnostic Exams under
the Supervision of a Licensed Independent Practitioner (LIP)**

[Conditions of Performance]{.underline}. The SP shall:

-   Retrieve BUN and Creatinine results from electronic database for
    patients receiving IV contrasts.

-   Provide clinical staff with pre-medication instructions for patients
    with allergies to IV contrasts when requested.

-   Review patient questionnaire and consent forms with patient to
    screen for contradictions.

-   Provide oral contrasts to patients as directed by LIP.

-   Notify radiologist of abnormal contrast reactions reported by the
    patient.

**RFP#: 5.5.3 Requirement: Ensure Patient Orders and Laboratory Results
are Available for Imaging Service Appointments**

[Conditions of Performance]{.underline}. The SP shall:

-   Print orders for all tests prior to scheduled appointment.

-   Respond to error notices in the computer systems and contact the
    appropriate CRIS/RIS staff to resolve.

-   Be responsible for obtaining clarification from requesting physician
    if there are questions concerning orders.

-   Contact physician to obtain missing orders.

[Specific Knowledge.]{.underline} The SP shall have knowledge of:

-   Imaging services policies and procedures.

-   Clinical Research Information System (CRIS) & Radiology Information
    System (RIS) computer systems.

**RFP#: 5.5.4 Requirement: Prepare Death Certificates for Completion by
Physician**

[Conditions of Performance]{.underline}. The SP shall:

-   Ensure that the certificate of death is completed in accordance with
    state guidelines.

-   Go to inpatient unit and assist physicians with completing
    physician's portions of the form.

-   Ensure that each action on the expiration worksheet is documented by
    the individual completing the action.

-   Initiate and ensure completion of the expiration worksheet for all
    patients that expire in the hospital in addition to bodies brought
    in for an autopsy.

[Specific Knowledge]{.underline}. The SP shall have knowledge of:

-   Clinical Center policies and procedures regarding patient
    expirations.

-   Procedures for completing death certificates.

-   Regarding reporting requirements for the Washington Regional
    Transplant Consortium.

**RFP#: 5.5.5 Requirement: Coordinate Funeral Home and Transportation
Arrangements**

[Conditions of Performance]{.underline}. The SP shall:

-   Make arrangements with funeral homes domestically and
    internationally.

-   Make arrangements for transport of the deceased patients.

-   Inform physician and/or pathologist of any potential delay in
    transport of body to the NIH for autopsy prior to the body being
    transported.

[Specific Knowledge. The SP shall have knowledge of:]{.underline}

-   Clinical Center policies and procedures regarding funeral
    arrangements including transport of deceased patients.

**RFP#: 5.5.6 Requirement: Disposition of Deceased Patients**

Acceptance of a deceased patient occurs when a patient dies outside of
the Clinical Center and an autopsy is to be performed at the NIH. All
expired patients are released from the morgue to the appropriate funeral
home.

[Conditions of Performance]{.underline}. The SP shall:

-   Complete all forms for disposition of the body.

-   Instruct grieving family members about the purpose of the forms and
    how to complete them.

-   Ensure the correct death certificate accompanies corresponding
    deceased patients accepted into the morgue.

[Specific Knowledge.]{.underline} The SP shall have knowledge of:

-   Clinical Center policies and procedures related to disposition of
    deceased patients.

**RFP#: 5.5.7 Requirement: Arrange for Courier Service for Transport of
Specimens**

Arrangements are made to transport specimens and paperwork for the joint
NIH/Walter Reed Army Medical Center/National Naval Medical Center solid
organ/tissue transplant program.

[Conditions of Performance]{.underline}. The SP shall:

-   Use government designated courier service & coordinate courier
    service in accordance with guidelines.

-   Document all courier transactions to include all required
    information in the log.

**RFP#: 5.5.8 Requirement: Provide Requested Patient Identification
Materials**

Patient identification materials include patient labels, ID cards and
wristbands. The patient identification material requests are in addition
to materials generated during the admission process.

[Conditions of Performance]{.underline}. The SP shall:

-   Document all requests to include time of request and time of
    delivery.

-   Verify accuracy of name, medical record number and date of birth
    prior to sending to requestor.

-   Perform basic troubleshooting of the addressograph equipment.

[Specific Knowledge.]{.underline} The SP shall have knowledge of:

-   Patient ID card addressograph machine

**RFP#: 5.6 Requirement: EQUIPMENT, MATERIAL AND SUPPLY SUPPORT
ACTIVITIES**

[Conditions of Performance]{.underline}. The SP shall:

-   Place order, in accordance with Clinical Center guidelines, for
    specialized equipment and/or beds from non-NIH facilities.

**Sub-Requirements**

5.6.1 Request and Stock Appropriate Medical/Pharmaceutical Supplies and
Forms

5.6.2 Request and Stock Office Supplies and Forms

5.6.3 Acquire Meals and Snacks for Patients

5.6.4 Monitor Patient Care Refrigerator Temperatures

**RFP#: 5.6.1 Requirement: Request and Stock Appropriate Medical /
Pharmaceutical Supplies and Forms**

Supplies may consist of pharmaceutical, laboratory, medical, linen
supplies and medical equipment. Forms include various medical record
documents. Work locations and specialties dictate the types of supplies
and forms required to be stocked in each specific area. The medical
supply requests are in addition to supplies routinely provided by CHS.

[Conditions of Performance]{.underline}. The SP shall:

-   Ensure expiration dates have not been exceeded on all medical and
    pharmaceutical supplies and equipment received, stored and stocked.

-   Maintain appropriate levels of medical & pharmaceutical supplies,
    medical equipment & forms.

-   Order medical supplies, take home supplies & pharmacy stock via
    Hospital Services intranet interface.

-   Return incorrect items received to Central Hospital Supply (CHS).

-   Ensure supplies and forms are appropriately stocked throughout the
    day.

**RFP#: 5.6.2 Requirement: Request and Stock Office Supplies and Forms**

[Conditions of Performance]{.underline}. The SP shall:

-   Provide office supply requests to appropriate personnel for
    authorization.

-   Request office supplies and forms at least once a month.

-   Stock office supplies in appropriate locations.

**RFP#: 5.6.3 Requirement: Acquire Meals and Snacks for Patients**

Meals are ordered for outpatients upon authorization from nurse.
Outpatient areas and inpatient areas stock snacks which includes juice
and crackers.

[Conditions of Performance]{.underline}. The SP shall:

-   Submit meal requests for eligible outpatients to the Nutrition
    Department for breakfast and lunch.

-   Maintain appropriate level of snacks in designated inpatient, day
    hospital and clinic locations.

-   Obtain snacks 3 times a week from clinic supply room and record in
    log.

-   Obtain snacks once a week for inpatient units.

-   Ensure stored food for patients has not expired.

**RFP#: 5.6.4 Requirement: Monitor Patient Care Refrigerator
Temperatures**

Patient Care units have three different types of refrigerators;
specimen, medication and nutrition. See TE-1.5, Refrigerators by
Location for details.

[Conditions of Performance]{.underline}. The SP shall:

-   Ensure refrigerator temperatures are within the required range.

-   Document in a log the temperature of nutrition refrigerators in
    outpatient clinics.

-   Alert appropriate personnel for refrigerators that are not working
    properly or are out of acceptable temperature ranges.

-   Request housekeeping to clean specimen and nutrition refrigerators.

**RFP#: 5.6.4 Requirement: Monitor Patient Care Refrigerator
Temperatures**

Patient travel includes making arrangements for government approved
travel and/or processing reimbursement for authorized travel related
expenses. Local transportation involves arrangements made for authorized
taxi service.

**Sub-Requirements**

5.7.1 Transcribe Requests for Patient Travel Authorizations into ATV

5.7.2 Issue Vouchers to Government Approving Official for Disbursement
to Patient or Authorized Guardian

5.7.3 Issue Travel Authorizations to Government Approving Official for
Patient Travel Office

5.7.4 Maintain Travel Folders for Authorized Patient Travel

5.7.5 Reconcile Lodging Invoices against Travel Authorizations

5.7.6 Arrange Authorized Patient Travel and Transportation

**RFP#: 5.7.1 Requirement: Transcribe Requests for Patient Travel
Authorizations into ATV**

Admissions/Travel/Voucher System (ATV) is a custom application developed
for entering requests for patient travel. SP should plan for an average
of 1/3 of the requests to be urgent. Urgent is an immediate and out of
the norm request that demands attention.

[Conditions of Performance]{.underline}. The SP shall:

-   Transcribe patient travel authorization requests into ATV, as
    directed in writing by Institute staff, for submission to the
    Patient Travel and/or Voucher Office.

[Specific Knowledge]{.underline}. The SP shall have knowledge of:

-   The ATV application and of data elements required for patient travel
    requests.

**RFP#: 5.7.2 Requirement: Issue Vouchers to Government Approving
Official for Disbursement to Patient or Authorized Guardian**

[Conditions of Performance]{.underline}. The SP shall:

-   Print ATV authorization request.

-   Contact appropriate Institute to resolve inaccurate and/or missing
    ATV requests.

-   Compare airfare and car mileage costs to determine appropriate
    reimbursement rate according to travel guidelines.

-   Review exception forms to ensure documentation is acceptable and
    inform supervisor of any requests made that appear questionable.

-   Submit exception forms to approving official.

-   Ensure that all fields on electronic form are completed.

-   Create from ATV and submit electronically, via GELCO Travel Manager,
    patient travel voucher to authorizing official for approval.

-   Obtain authorizing signature for each voucher prior to issuing to
    patient or guardian.

-   Create and submit electronically, via GELCO Travel Manager, patient
    travel authorizations to authorizing official for approval.

-   Distribute patient travel reimbursement checks to patients or
    authorized guardian, in person, at the Voucher Office.

-   Include detailed cover letter with patient reimbursable check to be
    mailed with information that includes amount and type of
    reimbursement.

-   Prepare envelopes for travel reimbursement checks that are to be
    mailed.

[Specific Knowledge. The SP shall knowledge of:]{.underline}

-   Institute specific patient travel reimbursement guidelines.

-   When an exception form is required prior to creating travel
    authorizations.

-   The NIH Business System GELCO Travel Manager module.

**RFP#: 5.7.3 Requirement: Issue Travel Authorizations to Government
Approving Official for Patient Travel Office**

Authorizing signature from a government official is required for each
travel authorization prior to issuing to Patient Travel Office. SP
should plan for an average of 1/3 of the requests to be urgent. Urgent
is an immediate and out of the norm request that demands attention.

[Conditions of Performance]{.underline}. The SP shall:

-   Review itinerary & ATV requests provided by Patient Travel Office to
    verify dates & origin of travel.

-   Review exception forms to ensure documentation is acceptable and
    inform supervisor of any requests made that appear questionable.

-   Submit exception forms to approving official.

-   Create and submit electronically, via GELCO Travel Manager, patient
    travel authorizations to authorizing official for approval.

-   Ensure that all fields on electronic form are completed and print
    patient travel authorization.

-   Create and submit electronically, via GELCO Travel Manager, patient
    travel voucher to authorizing official for approval after
    confirmation of trip completion.

-   Complete the vouchering process by the end of the fiscal year for
    all trips completed within that fiscal year.

**RFP#: 5.7.4 Requirement: Maintain Travel Folders for Authorized
Patient Travel**

[Conditions of Performance]{.underline}. The SP shall:

-   Maintain folders in accordance with Voucher Office procedures.

-   Always comply with required documentation procedures.

-   File copy of ATV requests, travel authorization, travel voucher and
    any applicable receipts or travel itinerary and include in travel
    folder a copy of reimbursement check and cover letter if mailed to
    patient.

-   Maintain all prescribed files and purge files according to record
    management guidelines.

-   Complete lodging and meal accounting sheet.

**RFP#: 5.7.5 Requirement: Reconcile Lodging Invoices against Travel
Authorizations**

Direct bill lodging invoices are reconciled.

[Conditions of Performance]{.underline}. The SP shall:

-   Ensure that invoice dates match the dates Institutes approved for
    lodging.

-   Date and initial verified invoices for payment.

**RFP#: 5.7.6 Requirement: Arrange Patient Travel and Transportation**

Arrangements are made for taxi, rail and air transportation.

[Conditions of Performance]{.underline}. The SP shall:

-   Provide service at Admissions desk after hours, weekends and
    holidays.

-   Obtain approval for travel and transportation requests before making
    arrangements.

-   Maintain log to track authorizations for transportation.

-   Use designated contract travel agency for government arranged air
    and/or train travel for patients and use designated contracts for
    taxi service.

-   Complete all required fields on voucher for taxi driver and complete
    voucher for taxi driver to be issued upon completion of trip.

-   Make arrangements for authorized ground and/or air ambulance
    transportation, after hours, weekends, and holidays according to the
    NIH Clinical Center guidelines.

**RFP#: 5.8 Requirement: STATISTICS, REPORTING & OTHER ADMINISTRATIVE
ACTIVITIES**

[Conditions of Performance]{.underline}. The SP shall:

-   Enter data, produce and/or distribute ad hoc reports.

-   Prepare forms for employee evaluations.

-   Prepared to maintain 14 supervisor calendars in the inpatient and
    day hospital locations.

-   Record meeting notes upon request.

-   Verify core staff phone numbers, enter changes in staff scheduling
    system and print monthly emergency call list for managers.

-   Enter non-clinical occurrence reports in Occurrence Reporting
    System.

-   Place order, in accordance with Clinical Center guidelines, for
    specialized equipment and/or beds from non-NIH facilities.

-   Maintain all prescribed files and purge files according to record
    management guidelines.

-   Tabulate patient census data daily for designated areas.

-   Develop and write basic documents.

[Specific Knowledge]{.underline}. The SP shall:

-   Have knowledge of Microsoft office applications.

-   Have ability to develop and write basic documents, to include memos,
    simple spreadsheets and administrative procedures.

**Sub-Requirements**

5.8.1 Enter Data, Produce, and/or Distribute Various Reports

5.8.2 Collect and Enter Patient Wait and Processing Time Statistics

5.8.3 Issue Keys and Control Key Inventory

5.8.4 Distribute Mail

**RFP#: 5.8.1 Requirement: Enter Data, Produce, and/or Distribute
Various Reports**

Report formats may include electronic and manually prepared documents.

Report types include:

-   Unstatused Visit: Unstatused visit reports are generated from the
    patient appointment scheduling system to indicate which appointments
    were not statused (patient arrived, no show, cancelled) for the
    previous day(s). Weekend unstatused patient appointments are
    reviewed on the following Monday morning unless it is a holiday.

-   Outpatient Visit Activity: Outpatient visit activity reports are
    generated from the patient appointment scheduling system to indicate
    number of outpatient visits by location and clinician.

-   Operating Room Activity Report: Operating Room Activity Report
    includes the number of surgeries and off-site consults.

-   MRAP Status Report. MRAP Status Report includes employees in the
    program and the status of their temporary assignments.

-   Ad hoc reports.

[Conditions of Performance]{.underline}. The SP shall:

-   Proof read entered data for accuracy before submitting to supervisor
    for review.

-   Distribute Unstatused Visit reports to applicable areas.

-   Provide reports to designated personnel.

-   Produce a fiscal year end summary report for Outpatient Visit
    Activity.

-   Respond to ad hoc reporting requests.

-   Maintain a MRAP temporary work assignment sheet Monday through
    Friday.

-   Communicate via email every two weeks time and attendance report to
    the employee's timekeeper and MRAP nurse consultant.

-   Maintain MRAP tracking form Monday through Friday for each employee
    with all employee information.

**RFP#: 5.8.2 Requirement: Collect and Enter Patient Wait and Processing
Time Statistics**

[Conditions of Performance]{.underline}. The SP shall:

-   Document patient wait and processing times and enter into designated
    software application.

-   Track patient wait and processing times daily for the Admissions and
    the Voucher Office.

-   Track patient wait times for the outpatient clinics on a *prescribed
    periodic basis*.

[Specific Knowledge]{.underline}. The SP shall have knowledge of:

-   Patient appointment scheduling system.

**RFP#: 5.8.3 Requirement: Issue Keys and Control Key Inventory**

The Admissions area is responsible for controlling the keys for the
Clinical Center patient care areas (outpatient clinics, day hospital,
inpatient units) & designated departments. Admissions maintains the
backup keys for the patient care units which may be requested in the
event of an emergency.

[Conditions of Performance]{.underline}. The SP shall:

-   Issue keys to approved personnel.

-   Maintain key sign-out logs and ensure transaction information has
    been properly documented.

-   Contact holder of key if not returned within the agreed upon time
    frame.

-   Notify Admissions Office supervisor of all non-returned keys.

**RFP#: 5.8.4 Requirement: Distribute Mail**

[Conditions of Performance]{.underline}. The SP shall:

-   Pick up staff mail from designated remote locations once a day.

-   Deliver mail to appropriate personnel.

-   Deliver patient mail that arrives at the inpatient units.

-   Return mail and packages that arrive after patient discharge.