The Department of Veterans Affairs (VA) has issued a modification to a previous notice, announcing its intent to pursue a sole source procurement for a Health Information Coding, Billing, and Auditing (HICBA) Encoder Software Solution and Support. This decision follows a review of RFI responses, with the VA determining that only one responsible source exists, in accordance with Federal Acquisition Regulation (FAR) 6.302-1. A formal notice of intent will be publicly issued via SAM.gov, adhering to FAR 5.201 and 5.203. The contracting office is located in Eatontown, NJ, and the point of contact is Peter T. Lewandowski. The solicitation number is 36C10B25Q0365, with a response date of January 2, 2026.

This document is a modification to a previous Request for Information (RFI) for a new Health Information Coding, Billing and Auditing (HICBA) Encoder Software Solution and Support. The Department of Veterans Affairs (VA), specifically the Office of Procurement, Acquisition and Logistics, Technology Acquisition Center, is seeking information regarding this software solution. The RFI, identified by Solicitation Number 36C10B25Q0365, has an updated response date of July 30, 2025, at 10:00 AM Eastern Time. Interested parties are directed to review the attached RFI - HICBA Encoder Coversheet and the revised Draft Performance Work Statement HICBA Encoder documents for further details. The point of contact for this RFI is Contract Specialist Samantha McIntyre. This RFI falls under Product Service Code 7A21 and NAICS Code 541512.

The Department of Veterans Affairs is seeking responses to a Sources Sought Notice regarding the Health Information Coding, Billing and Auditing (HICBA) Encoder Software Solution, with solicitation number 36C10B25Q0365. The notice is aimed at gathering information about solutions that could meet the needs for coding, billing, and auditing support. The deadline for responses is set for June 25, 2025, and the contracting office is located in Eatontown, New Jersey. Interested parties are directed to review the attached Request for Information documents and the Draft Performance Work Statement pertaining to the HICBA Encoder. The initiative signifies the VA’s dedication to modernizing its information processes in veteran healthcare services, and the success of this effort relies on contributions from capable vendors. Contact details for the contract specialists are also provided for further inquiries. This notice emphasizes the VA's intent to enhance operational efficiency while aligning with relevant service codes and guidelines.

This document serves as a modification to a previous notice regarding a Request for Information (RFI) for Health Information Coding, Billing, and Auditing (HICBA) Encoder Software Solutions and Support for the Department of Veterans Affairs. The solicitation number is 36C10B25Q0365, with responses due by July 30, 2025, at 10:00 AM Eastern Time. The contracting office, located in Eatontown, NJ, has specified that this procurement does not involve Recovery Act funds and is categorized under the Product Service Code 7A21 and NAICS Code 541512. Individuals interested in participating can find relevant documents attached, including the revised Draft Performance Work Statement and the HICBA Coversheet. The key point of contact for this initiative is Contract Specialist Samantha McIntyre, who can be reached via email or phone. This RFI is crucial for enhancing VA's health information management capabilities, ensuring compliance and efficient service delivery to veterans. The document emphasizes transparency and encourages potential vendors to review supporting materials for a clear understanding of the VA's requirements.

The Department of Veterans Affairs (VA) Office of Information and Technology (OIT) seeks an encoder software solution and support for its Health Information Coding, Billing and Auditing (HICBA) program. This Performance Work Statement (PWS) outlines requirements for a Commercial-Off-The-Shelf (COTS) encoder solution to assist VA coding and revenue professionals in accurately and consistently coding and billing healthcare encounters. The solution must support various medical code sets (e.g., ICD-9, ICD-10, CPT, HCPCS, CDT), integrate with the existing HICBA VIRR solution, and provide enterprise-wide software distribution for over 142 medical centers and 7 Consolidated Patient Account Centers. Key aspects include compliance monitoring, automated coding assistance, comprehensive reporting, and real-time bidirectional data interfacing with the HICBA VIRR. The contractor will provide project management, technical support, and extensive training for end-users and system administrators. The contract spans 12 months with four 12-month option periods, including optional tasks for additional software requirements and transition support. The solution must adhere to numerous federal and VA regulations concerning security, privacy, and IT frameworks, including VA's Critical Security Controls and Federal Identity, Credential, and Access Management (FICAM) policies.

The Department of Veterans Affairs (VA) Office of Information & Technology (OIT) seeks an encoder software solution and support for its Health Information Coding, Billing and Auditing (HICBA) program. This Performance Work Statement (PWS) outlines requirements for a Commercial-Off-The-Shelf (COTS) encoder solution to assist VA coding and revenue professionals in accurately coding and billing healthcare encounters. The solution must support various medical coding standards (e.g., ICD-9-CM, ICD-10-CM/PCS, CPT) and integrate seamlessly with the HICBA VIRR software. Key aspects include VA Enterprise Cloud (VAEC) hosting, compliance with VA and federal IT security standards, comprehensive technical support, and extensive training for end-users and system administrators. The contract will have a 12-month base period with four 12-month option periods, and includes optional tasks for web-based training, transition-out support, Clinical Documentation Integrity (CDI) components, and APR-DRG grouper content services. The overall goal is to enhance the efficiency and accuracy of medical coding and billing across VHA facilities while transitioning to the Federal EHR solution.

The Performance Work Statement (PWS) from the Department of Veterans Affairs details the requirements for the Health Information Coding, Billing, and Auditing (HICBA) Encoder Software Solution and Support. The VA seeks a contractor to deliver an enterprise-level coding encoder solution that enhances the efficiency and accuracy of coding and billing processes across its healthcare facilities. The project encompasses project management, software development, technical support, and training, including a comprehensive transition plan. Central to the encoder solution is compliance with HIPAA standards and the integration of various coding systems, such as ICD-9-CM and ICD-10. The contractor must ensure seamless operation during transitions, ongoing support, and consistent updates to meet healthcare regulations. The performance period is set for twelve months, with four optional extension periods and a detailed schedule of key tasks, deliverables, and requirements. Regulatory and security compliance, particularly with VA and federal cybersecurity guidelines, is crucial throughout the project. Overall, this initiative aims to improve the coding process and ensure timely and accurate billing for the VA's vast veteran healthcare network while adhering to stringent compliance and performance metrics.

The Performance Work Statement (PWS) outlines the requirements for the Department of Veterans Affairs (VA) regarding the Health Information Coding, Billing, and Auditing (HICBA) Encoder Software Solution and Support. The primary purpose is to provide an enterprise-wide encoder solution to assist VA professionals in efficiently coding and billing health care encounters, ensuring compliance with HIPAA standards. The document specifies the scope of work, including project management, software development, technical support, and training across 130 medical centers, and emphasizes the integration of the encoder solution within the VA Enterprise Cloud. Key deliverables include a Contractor Project Management Plan, monthly progress reports, comprehensive software capabilities adhering to coding standards, and training programs for end users and system administrators. The period of performance spans 60 months, with an emphasis on compliance with governmental regulations and security protocols. The PWS aims to enhance coding accuracy, streamline billing processes, and ensure minimal disruptions during software transitions. Overall, this initiative reflects the VA's commitment to improving healthcare delivery and administrative efficiency for veterans.

This Request for Information (RFI) 36C10B25Q0365 from the Department of Veterans Affairs (VA) Office of Information and Technology seeks to identify potential sources for a comprehensive Health Information Coding, Billing and Auditing (HICBA) Encoder Software Solution and Support Services. The VA requires a solution to improve the accuracy and efficiency of medical coding, support auditing and billing compliance, integrate with existing EHRs and legacy systems, and provide robust technical support and training nationwide. The RFI specifies NAICS code 541512 with a $34.0 million small business size standard, encouraging small businesses, particularly Veteran-Owned and Service-Disabled Veteran-Owned, to respond. Responses are due by July 30, 2025, at 10:00 am Eastern, and should include company information, socioeconomic status, existing contract vehicles, and detailed answers to specific technical and implementation questions, along with a Rough Order of Magnitude (ROM) cost estimate. This RFI is for market research only and does not constitute a solicitation or commitment to award a contract.

The Department of Veterans Affairs (VA) Office of Information and Technology is issuing RFI 36C10B25Q0365 to identify potential sources for a comprehensive Health Information Coding, Billing and Auditing (HICBA) Encoder Software Solution and Support Services. This RFI is for planning purposes only and does not constitute a solicitation. The VA seeks a solution to improve medical coding accuracy and efficiency, support auditing and billing compliance, integrate with existing EHRs and legacy systems, provide robust technical support and training, and scale across VA medical centers. The NAICS code for this requirement is 541512, with a small business size standard of $34.0 million. Responses are due by June 30, 2025, at 10:00 am Eastern, via email to Samantha.McIntyre2@va.gov and Peter.Lewandowski@va.gov. Submissions should be clear, concise, and comprehensive, not exceeding 15 pages, and address specific questions outlined in the RFI regarding the proposed solution's capabilities, technical advantages, proprietary restrictions, modern technology integration, implementation challenges, and a Rough Order of Magnitude (ROM) cost estimate.

The Department of Veterans Affairs (VA) issued Request for Information (RFI) 36C10B25Q0365 to identify potential sources for a Health Information Coding, Billing, and Auditing (HICBA) Encoder Software Solution. This RFI is for planning purposes and does not guarantee a subsequent contract. Vendors are invited to submit information about their capabilities related to the provision of a comprehensive encoder solution that aligns with VA’s electronic health records (EHR) systems and meets various compliance requirements. Key requirements include the ability to improve coding accuracy, ensure billing compliance, provide technical support, and integrate with existing systems. Interested vendors must address specific questions regarding their proposed solutions, including technical advantages, proprietary restrictions, and potential risks associated with implementation within a large, decentralized health system. Responses are due by June 30, 2025, and should not exceed 15 pages. The document emphasizes active participation from small businesses and outlines additional factors that may influence future contracting opportunities based on received responses. Overall, this RFI serves as part of the VA's market research to assess vendor capabilities for enhancing its healthcare operations through advanced software solutions.

The Department of Veterans Affairs (VA) issued Request for Information (RFI) 36C10B25Q0365 to identify vendors capable of providing a comprehensive Health Information Coding, Billing, and Auditing (HICBA) Encoder Software Solution and support services. This RFI is intended for planning purposes only, not a solicitation or contract award, and encourages responses from companies, particularly small businesses and firms able to integrate with existing VA systems. The required software solution should ensure compliance with industry standards and government regulations while addressing medical coding, billing, and auditing needs across the VA's healthcare system. Responses must detail the capability to deliver such solutions, including integration capacity, technical advantages, and any proprietary constraints. Interested vendors must submit their information electronically by July 30, 2025, including details about their company, contract vehicles, and prior experience supporting similar solutions. Notably, responses will contribute to market research and may influence future procurement strategies or set-aside decisions. The RFI emphasizes that only clear and comprehensive submissions aligned with the specific requirements will be reviewed, with no feedback guaranteed from the VA.