Medical Records Retrieval and Indexing Services

Background
Arlington County's Department of Human Services (DHS) is seeking a qualified Contractor to provide Release of Information (ROI) processing and indexing services for the Community Services Board (CSB) programs. The DHS promotes the health, safety, and economic stability of Arlington residents, serving over 58,000 clients annually through various integrated services. The goal of this contract is to ensure timely access to relevant medical information for clients and clinical staff, particularly for vulnerable populations receiving developmental disability, substance use disorder, and mental health services.

Work Details
The Contractor will provide the following services:

1. **Release of Information Content Preparation Services**:
- Review medical records order forms from County staff.
- Contact requestors to resolve discrepancies in order forms.
- Locate and retrieve records from electronic health record systems.
- Furnish copies of requested health records or inform County staff if records cannot be found.
- Log completed requests in a vendor-supported tracking system accessible to the County.

2. **Medical Records Indexing Services**:
- Index medical records related to mental health services, developmental disabilities, substance use disorders, and financial/administrative records.
- Ensure quality assurance processes are in place before indexing documents.
- Perform visual quality checks on digital images ensuring they meet specified standards (e.g., clarity, orientation).
- Develop a standardized process for accurate indexing of documents within the County’s data management system.

3. **Performance Specifications**: The Contractor must handle an average of 65 ROI requests per month with approximately 25,000 pages processed monthly while maintaining communication with County staff regarding retrieval statuses.

Period of Performance
The contract will commence upon award and is expected to continue for a duration specified in the final agreement, with ongoing performance evaluations.

Place of Performance
Services will be performed at Arlington County's Department of Human Services located at 2120 Washington Boulevard, Arlington, Virginia.