Vendor Questions - Texas Health and Human Services Commission

Vendor Questions and Responses for 

International Classification of Disease Version 10 (ICD‐10) 

Documentation Services 

RFP No. 529‐10‐0062 

No. Page RFP Section Vendor Question HHSC Response 

1 7 1.5 

Mission 

Objectives 

Does this sentence imply that follow‐on projects are to be 

awarded to the winning respondent for execution of the 

proposed implementation plan 

No. The vendor selected to perform the Impact 

Analysis and Proposed Implementation Plan will be 

excluded from any projects involved with the 

execution of ICD‐10 implementation. 

2 7 1.5 

Mission 

Objectives 

3 7 1.6.2 

ICD‐10 

Overview 

4 8 1.6.2 

ICD‐10 

Overview 

1 st 

Related to this and in general, does the State have the count 

(# of reports) of reports in which ICD‐9 is used 

We understand that HHSC’s HIPAA PMO has initiated 

planning activities for implementing 5010 transaction 

modifications. Can HHSC provide information on its strategy 

for implementing 5010 transactions, the current status of its 

efforts, and any impact this remediation may have on the 

ICD‐10 planning effort 

“In addition, the ICD‐10 serves as the foundation for 

development of ICD‐10‐PCS (Procedure Coding System) which 

contains Current Procedural Terminology (CPT) coding and 

the Healthcare Common Procedure Coding System (HCPCS) 

code sets.” 

No. Determining the count of reports (# of reports) 

where ICD‐9 is used will be part of the vendor’s 

duties in performing the Impact Analysis. 

5010 analysis has been completed and an 

Implementation APD will be submitted to CMS 

shortly. The state anticipates that the awarded 

vendor will analyze the 5010 implementation plan for 

use in their ICD‐10 strategy. 

During the Impact Assessment, if there are any areas 

that could be potentially impacted by ICD‐10 PCS 

coding these need to be identified. 

5 8 1.6.2 

ICD‐10 

Overview 

6 8 1.6.2 

ICD‐10 

Overview 

7 7 & 

8 

1.6.2 

ICD‐10 

Overview 

• Please clarify your reference to CPT and HCPCS coding 

with regard to the ICD‐10 PCS. 

What is the schedule and project plan for 5010 

implementation 

Has Texas considered any functions which must be in place 

before Oct 1, 2013 (e.g. prior authorization) 

Does this assessment include HIPAA 5010 analysis and 

adoption/implementation by the deadline of January 1, 

2012 

Page 1 of 27 

5010 planning is being treated as a separate project. 

The awarded vendor will have access to the 5010 

plan for use in their analysis 

There are multiple projects being implemented at 

HHSC prior to Oct 1, 2013. We would need some 

clarification to answer this question appropriately. 

Texas also recently completed a MITA State Self 

Assessment, including a GAP analysis. 

No. This assessment does not include 5010 analysis. 


. Your assumption is correct that 5010 compliance




RFP No. 529‐10‐0062 


The assumption is that compliance with HIPAA will precede ICD‐10. 

Modification for Electronic Transaction Standards 

(5010) must precede compliance for ICD‐10. 

8 8 1.6.2. ICD‐10 

Overview 

The HHSC HIPAA Project Management Office (PMO) has 

begun the HHS Enterprise planning activities for 

Implementation of the HIPAA Modification for Electronic 

Transaction Standards (5010) rule… 


9 8 1.6.2. ICD‐10 

Overview 

10 8 1.7.1 

Contract Type 

and Term 

11 8 1.7.2 

Contract 

Elements 

• Is there currently an incumbent for the 5010 work 

effort If so, is there a planned transition or has the 

work already been completed 

The HHSC HIPAA Project Management Office (PMO) has 

begun the HHS Enterprise planning activities for 

Implementation of the HIPAA Modification for Electronic 

Transaction Standards (5010) rule… 

• How much work effort has been completed for the 5010 

rule What are the work effort timelines 

Article 1.7.1 on Page 8 of 39 of the RFP states that this is a 

“fixed fee contract”, and Article 3.15.2 on Page 31 of 39 of 

the RFP states that the “contract price is fixed cost per 

deliverable”. Because these articles are conflicting, please 

confirm the contract type. 

Section 1.7.2 states that one or more of the provisions found 

in Section 16 of the Uniform Terms and Conditions, v1.4 may 

apply to the Contract but does not specify which ones do 

apply prior to requiring the respondents to provide a Cost 

Proposal. Compliance with some or many of these Section 16 

terms carries with it costs to the successful respondent. 

Can HHSC either indicate which Section 16 terms and 

conditions will apply so that a respondent can take those 

Page 2 of 27 

See the response to No. 3 Page 7 

The contract is a fixed‐fee contract. As the project is 

made up of several deliverables, each deliverable 

should have its own individual fixed price. As each 

deliverable is received and approved by the state, the 

price for that deliverable will be paid accordingly. 

HHSC anticipates the final contract will include the 

following Special Terms and Conditions: 

16.01 HIPAA 

16.03 Member Records 

16.05 Audit Software 

16.06 Ownership and License 

16.07 Insurance Coverage




RFP No. 529‐10‐0062 


into consideration as part of its Cost Proposal OR permit a 

respondent to have the right to adjust its price once such 

terms are known 

12 10 1.9.3 

Former 

Employees of a 

State Agency 

13 10 1.9.4 

HHSC Civil 

Rights 

14 13 Section 2 

Scope of Work 

15 13 2.2 

Project 

Schedule 

16 13 2.2 

Project 

Schedule 

Article 1.9.3 on Page 10 of 39 of the RFP and Part 4 of the 

Respondent Information and Disclosures form asks that the 

vendor list former employees of a State Agency. Does the list 

need to include “any” employee or only those planning 

involvement in the project that results from RFP 529‐10‐ 

0062 

Article 1.9.4 on Page 10 of 39 of the RFP mentions the Food 

Stamp Act of 1977. What is the purpose for including this in 

the RFP and how does it relate to this effort 

Section2‐Do you expect vendors to analyze current business 

processes that do not utilize ICD codes today to utilize and 

leverage them for their improvement going forward In other 

words do you expect vendors to look at all the business 

processes irrespective of whether they are using ICD codes 

today to assess the impact and improvement opportunities 

ICD‐10 Executive Briefing #1 ‐ This briefing is only two weeks 

before completion of the implementation plan document. 

What is to be discussed Could this briefing result in 

substantive changes to the impact analysis and 

implementation document, necessitating a delay in the final 

plan 

Who will be responsible for scheduling interviews, the State 

of Texas or direct contact by vendor 

Please refer to section 4 and 5 of the Respondent 

Information and Disclosure form. 

That Act has certain broad anti‐discrimination 

provisions that the agency must comply with. There 

is not necessarily a direct relation to this RFP and the 

Food Stamp Act. 

Yes. We expect the Selected Vendor to review 

relevant business processes irrespective of whether 

they are using ICD codes today to assess the impact 

and improvement opportunities of implementing ICD‐ 

10. 

The purpose of briefing #1 is to provide a summary to 

executives on the results of the Impact Analysis 

Document, to be delivered and accepted 8 weeks 

prior to this briefing. This briefing can occur sooner if 

HHSC staff is available and the Impact Analysis 

documentation has been approved by the State. 

Direct contact by the vendor. The vendor is 

responsible for scheduling interviews in conjunction 

with the HHSC Project Manager. 

17 13 2.2 Are there on‐line survey tools currently available through the No. The vendor should be prepared to provide any 

Project State of Texas Department of Information Technology for use tools necessary to complete the deliverables. 

Schedule in this project (e.g., Wiki, Survey Monkey) 

18 14 2.2 What is to be discussed at ICD‐10 Executive Briefing #2 The purpose of briefing #2 is to provide a summary of 

Page 3 of 27




RFP No. 529‐10‐0062 


Project 

Schedule 

the proposed implementation plan and elicit 

feedback from executives that may be used to update 

the implementation plan before it is delivered. 

19 14 2.3.1 

Project Scope – 

ICD‐10 Impact 

Assessment 

#2 

20 14 2.3.1 



Assessment 

#3 

21 14 2.3.1 



Assessment 

#4 

22 14 2.3.1 



Assessment 

Item #4 

The RFP indicates that relationships of ICD‐9 usage should be 

diagrammed and entered into HHSC’s Casewise repository. 

Please confirm whether the selected vendor will have access 

to this software or is expected to provide it for the project. 

Section 2.3.1 states that the scope of work includes: Depth of 

ICD‐9 Usage: The vendor should identify, document, and 

discuss the potential impacts for all internal and external 

stakeholders as a result of migrating to ICD‐10. Does HHSC 

expect the vendor to draw all “as‐is” and “to‐be” process 

maps If yes, to what level of process maps are expected 

(cross functional maps, process to application maps, activities 

to owner maps, etc.) 

Section 2.3.1 states that the scope of work includes: Technical 

Impact: An inventory of HHS information systems involved in 

storing, maintaining, processing, and transmitting ICD 

information. Does HHSC expect the vendor to study the 

impact at system level only or to the code level 

“Technical Impact: An inventory of HHS information systems 

involved in storing, maintaining, processing, and transmitting 

ICD information.” 

Does Texas HHSC already have an inventory of all of their 

information systems If so, can Texas HHSC provide a current 

inventory of their health‐related information systems 

Page 4 of 27 

HHSC expects that any diagrams created should be in 

an electronic format compatible for easy import into 

its existing Casewise system. At the State’s 

discretion, if it is subsequently determined that 

importing diagrams into Casewise could be better 

facilitated through vendor access or additional 

licenses, HHSC will take appropriate action. 

Yes, HHSC expects the vendor to draw all “as‐is” and 

“to‐be” maps including, but not necessarily limited to 

work processes, systems, and interfaces. 

System level only. 

Inventories exist within state agencies. Inventories 

of note include the Procurement Library at the 

Medicaid Claims Administrator, where all systems at 

the Claims Administrator are listed. In addition, 

inventories exist as part of Texas’ recently completed 

MITA documentation, as well HHSC’s SYSCAT system. 

This list should not be considered all‐inclusive, and 

there may be other inventory systems that can be 

accessed.




RFP No. 529‐10‐0062 


23 14 2.3.1 



Is any of the current information technology in use by the 

State of Texas supported by a third‐party vendor or is 

everything maintained in‐house 

This is unknown. For more detail see answer to 

question 31, 

Assessment 

Item #4 

If yes, which vendors, and what portions 

24 14 2.3.1 



Assessment 

#5 

25 14 2.3.1 



Assessment 

Item #5 

26 14 2.3.1 

Project Scope 


Assessment 

#5 

27 14 2.3.1 



Assessment 

#6 

28 14 2.3.1 



Assessment 

#6 

Section 2.3.1 states that the scope of work includes: Potential 

impact of ICD‐10 adoption to other in‐process projects. Will 

HHSC provide the list and details of these projects before 

bidding 

“Potential impact of ICD‐10 adoption to other in –process 

projects” 

Does Texas HHSC have an inventory of all of their in‐process 

projects 

The RFP states that the selected vendor must address 

potential impacts on other “in‐process projects.” Can HHSC 

provide a list of known in‐process projects that the selected 

vendor will need to consider 

Section 2.3.1 states that the scope of work includes: 

Stakeholder should include appropriate relevant staff (as 

indicated by the State project team) from each of the five 

Texas HHS agencies: HHSC, DSHS, DADS, DARS, and DFPS. 

Stakeholders from DSHS to be involved include (but may not 

be limited to) the following: ..” What would be the role of 

this staff 

Does Texas want the contractor to focus on stakeholder or 

business processes in the documentation of where ICD‐9 is 

used or where ICD‐10 will impact 

Page 5 of 27 

See answer to question 26. 


HHSC will provide a list or “snapshot” of “in‐process” 

projects, however, it should not be considered as all 

inclusive. There may be existing “in‐process” projects 

identified as the vendor conducts the Impact Analysis 

that need to be recorded and addressed accordingly. 

These stakeholders have been called out simply to 

stress their importance in the ICD‐10 efforts. 

The vendor should focus on all business processes 

where it believes ICD‐10 could offer improvements.




RFP No. 529‐10‐0062 


29 15 2.3.1 



Assessment 

#6 

On page 15, you reference certain stakeholders – are these 

the agencies which we will inventory to conduct our 

assessment of ICD‐9 usage Are there other agencies 

Part 1 of question: Yes, Part 2: No. 

30 15 2.3.1 



Assessment 

Item #7 

“A separate “pull out” section in the Impact Assessment 

should address any conversion or compatibility issues with 

coding systems based on the Diagnostic and Statistical 

Manual IV (DSM). There will be changes to the mapping of 

DSM‐IV codes to new, more specific ICD‐10 codes.” 

Has mapping already been done between DSM and ICD‐9 to 

comply with the original HIPAA transactions in 2003 

No. 

31 15 2.3.1 

Project Scope 

32 15 2.3.1 

Project Scope 

33 14 2.3.1 

Project Scope 

Can the respondent presume that such mapping will only 

relate to Axis I of the DSM IV‐R code set 

Section2.3.1‐ Can you provide an estimate of 

a. Number of SMEs vendor will interview, 

b. Number of Systems vendor will review for impact, 

c. Number of Interfaces to external entities vendor will 

review for impact 

d. can you provide number of application by technology and 

business processes that are in scope for assessment 

Is the assessment to include providers (private and stateoperated) 

Will there be a need, for example, to document 

usage within each of the State hospitals 

Section 2.3.1, pg 14: In addition to process and operations 

impact, please clarify whether the use of the term “impact” 

includes a complete financial impact analysis with cost 

estimates associated with all internal state programs, 

processes, and anticipated training, in addition to all 

externally state‐contracted IT and health care management 

Page 6 of 27 

a) No more than 300 

b) See answer to question #22 

c) See answer to question #22 

d) See answer to question #22 

Yes to both. Tlhe level of specificity should be 

limited to the types of providers, and not to the 

individual provider level. 

Yes, this should include a financial impact analysis 

with cost estimates.




RFP No. 529‐10‐0062 


vendors that will be contracted to implement all required 

database and communications changes. 

34 14 2.3.1 

Project Scope 

35 14 2.3.1 

Project Scope 

36 14 2.3.1 

Project Scope 

37 15 2.3.1 

Project Scope 

38 15 2.3.1 

Project Scope 

Section 2.3.1, pg 14: Please provide the number of IT systems 

with associated vendor names in each HHSC agency HHSC, 

including HHSC, DSHS, DADS, DARS, and DFPS, ICP, MHSA, 

and CSHCN, which use ICD9 data in some form. 

Section 2.3.1, pg 14: Please provide more detailed 

information on HHSC’s Casewise repository; e.g., a list of data 

fields, names and address of vendors managing the system. 

Section 2.3.1, pg 14: Please provide a list of vendors and key 

stakeholders that HHS believes are relevant to the proposed 

work. 

Section 2.3.1, pg 15: Is communication with external 

agencies; e.g., CMS, required for the impact analysis and 

implementation plan work; if so, please provide a list of these 

agencies. 

Please describe the extent to which DSM codes are used in 

the HHSC Enterprise 

Can an inventory of applications using DSM be provided 


See answer to question 19 

A non‐inclusive list of relevant vendors and 

stakeholders would include HHSC’s current Claims 

Administrator (TMHP) as well as HHSC, DSHS, DADS, 

DARS, and DFPS. 

Yes, there may be limited communication dependent 

upon the results of the vendor’s Impact Analysis. 

At the Claims Administrator, the codes are used for 

determining medical necessity and prior 

authorization, but they are never actually carried in 

the system or on the claim record. So they might 

come in as part of a patient's medical record or prior 

authorization request, and would be part of a manual 

review process, but they're not used in system editing 

or auditing. 

DSHS Mental Health and Substance Abuse services 

use the DSM IV in our clinical management systems 

and NorthSTAR program. 

Page 7 of 27 

An inventory of applications using DSM may be 

available, however, that information is not available




RFP No. 529‐10‐0062 


at this time 

39 16 2.3.1 

Project Scope 

40 16 2.3.1 

Project Scope 

41 15 2.3.1 

Project Scope 

ICD‐10 Training 

42 14 2.3 

Project Scope 


43 15 2.3.1 

Project Scope 


44 15 2.3.1 

Project Scope 


Section 2.3.1, pg 16: Does the financial impact analysis 

include modeling of the anticipated changes in state 

Medicaid reimbursement rates based on the ICD10 specificity 

and the resulting impact on state budgets Are there state 

payment rate creation requirements based on ICD10 

implementation for this project, and if so, do the 

requirements include rate creation for all agencies 

Section 2.3.1, pg 16: If the requirements for the impact 

analysis include financial impact, will the impact analysis be 

required to be in a format associated with the state 

budgeting process 

Will HHSC make available training venues Make copies of 

training materials to be used in training sessions Will all 

training be held in Austin Is web‐based training desirable 

Section2.3‐Do you expect vendor to conduct ICD‐10 training 

for “impacted” areas in HHSC only Will the training take 

place after Impact assessment is complete or as it is being 

assessed 

Can HHSC provide a high‐level estimate of the number of 

staff that may require training 

What are the job functions / responsibilities of the staff 

needing training 

a. What type of ICD‐10 training is required Coding, 

auditing, basic overview 

b. Is the focus inpatient and/or outpatient 

c. Is diagnosis (ICD‐ 10 – CM) and procedure (ICD‐10‐PCS) 

code training required 

Page 8 of 27 

Yes, this financial impact should include modeling of 

the anticipated changes in state Medicaid 

Reimbursement. As a result of the vendor conducting 

the Impact Analysis they should determine whether 

there are required payment rate requirements based 

on ICD‐10. 

Yes 

HHSC will provide training locations. HHSC expects 

live, in‐person, onsite training whenever feasible, at a 

facility determined by HHSC. Remote or web‐based 

training may be an option at HHSC’s discretion. The 

Selected Vendor is responsible for preparing all 

training materials used in training sessions. 

ICD‐10 training should be provided for State staff in 

all areas that have been identified as being impacted 

by ICD‐10, not just HHSC. Training should take place 

as an on‐going activity. 

No more than 300 staff. 

The training should be provided to those State staff 

affected by the migration to ICD‐10, as determined 

through the vendors Impact Analysis. The training 

should begin with a basic overview and should 

include any information needed to prepare affected 

staff (as determined in the Impact Analysis) to make a 

smooth transition from ICD‐9 to ICD‐10 coding in




RFP No. 529‐10‐0062 


d. What source documents are used for coding/auditing relation to their current job duties. 

purposes Original medical record Billing form 3808 

form 

45 15 2.3.1 

Project Scope 


What is the background and credentials of the staff that will 

need training 

a. RN, CCS, physicians, other 

b. Average number of years of coding / auditing 

experience 

c. Is an anatomy and physiology refresher required 

a) State staff 

b) Varies 

c) No. 

d) No. 

e) Yes 

f) No 

Especially with the need for more specificity in coding. 

d. Is medical terminology or operative procedure training 

required 

e. Do different materials need to be created for different 

levels/job classifications 

f. Should coding base level testing be conducted for all 

staff levels to access knowledge of coding conventions 

and guidelines 

46 15 2.3.1 

Project Scope 


What type of continuous education has the staff received for 

coding and DRG assignment 

a. How is the staff educated on DRG and code updates 

b. Does Texas Medicaid have a coding compliance plan or 

have they educated their staff on coding compliance or 

OIG compliance issues 

47 15 2.3.1 Are there any state specific coding guidelines / policies 

Project Scope a. Are there any regulatory / coding policy changes that are 

ICD‐10 Training required based on the implementation of ICD‐10 

48 15 2.3.1 What is the staff’s understanding of ICD‐10 

Project Scope a. Has the staff attended any training sessions 

ICD‐10 Training b. What ICD‐10 resources are currently available to the 

staff 

c. Has an assessment been completed of their ICD‐10 

knowledge 

Page 9 of 27 

We are unaware of any education that may have 

been provided on coding and DRG. 

The Selected Vendor will be expected to identify 

items such as this as part of the Impact Analysis. 

Approximately 1‐25% of staff has received some 

general training on ICD‐10.




RFP No. 529‐10‐0062 


49 15 2.3.1 

Project Scope 


50 15 2.3.1 

Project Scope 


51 15 2.3.1 

Project Scope 


52 15 2.3.1 

Project Scope 


53 15 2.3.1 

Project Scope 


What software and reference materials are available to the 

staff 

a. What encoder/grouper system is utilized 

b. Does the staff currently access to up‐to‐date ICD‐9‐CM 

coding books and reference materials 

How many staff will require training 

a. Is there a need for multiple training sessions 

Will training be completed at one location or multiple 

locations 

a. If multiple, number of locations 

b. Will training be completed live, audio conference, or via 

WebEx 

What resources are needed to support the staff after training 

is complete 

a. Quarterly education / training 

b. Audits 

c. Contact person / resource for specific questions 

d. Training Materials 

Will HHSC provide an approximate number of staff who will 

need ICD‐10 Training 

a) We are using version 10 (A) through 27 (R), with 

version 27 being for the current year. Every year, we 

add a new version of grouper to our system, but we 

don't ever retire an old version. The reason is if we 

get a claim with a very old date_of_admin (for 

example, 10 year ago), we will send the claim to the 

grouper for that year. So a short answer to your 

question is we are using all the groupers we ever got 

from about 18 years ago. 

b) Yes 



Items C and D. Item C should last for the duration of 

the project. 


54 15 2.3.1 Will HHSC provide the space for training, or should the See answer to question 41. 

Project Scope vendor’s cost include training space and equipment 


55 15 2.3.1 If HHSC is responsible for the training space, will HHSC See answer to question 41. HHSC will provide an 

Page 10 of 27




RFP No. 529‐10‐0062 


Project Scope 


describe the training space (i.e. capacity, equipment, 

availability) 

overhead projector, screen, etc. at most of its 

facilities. 

56 15 2.3.1 With respect to training, will the vendor provide: 


Project Scope Centralized/decentralized or regional training sessions 

ICD‐10 Training Web‐based/CBT/video media 

Does the training process reflect State 

restrictions/compliance issues 

Is the training primarily workflow based, or will the 

vendor need to provide technical training 

Will the training be focused on ICD‐10 impacts only, or 

will it also address any coding certification 

57 15 2.3.1 

Project Scope 


Section 2.3.1, pg 14: Please clarify whether the term “ICD10 

Training” refers to coding and documentation training on 

ICD10 codes used by medical records and business office 

staff in addition to training on the impact on the state 

systems and operations as determined from the impact 

analysis. 


58 15 2.3.1 

Project Scope 


59 15 2.3.1 

Project Scope 


60 15 2.3.1 

Project Scope 


61 15 2.3.1 

ICD‐10 

Implementatio 

n Plan 

Section 2.3.1, pg 14: Please provide the number of staff 

required for training, the number of locations and a list of 

entities with whom ICD9 information is currently exchanged. 

What are the levels of staff to be included in the ICD‐10 

training Can HHSC provide the number of staff for each 

level (i.e. executive, management, policy, operations, etc.) 

Which departments/sections/units will be subject to training 

on what timetable 

Where does the implementation plan stop, i.e., can you 

provide more detail as to how specific the implementation 

plan must be in terms of requirements, standards, systems, 

etc. Should the implementation plan identify, for example, 

the overall work that the Fiscal Agent must do to implement 

Page 11 of 27 




The implementation plan should define exactly what 

has to happen, but not how it should be done. In the 

specified example of management reports, we would 

expect to know what management reports should be 

identified, what parts of the reports need to be




RFP No. 529‐10‐0062 


ICD‐10 (or any other System Processor on behalf of the 

State), or do you expect that we describe each and every 

step the Fiscal Agent should take, short of writing 

programming code Similarly, is it sufficient to describe the 

management reports that should be modified, or are you 

expecting the steps needed to modify all reports 

modified, and what the impact of modifying/not 

modifying those reports has on successful ICD‐10 

implementation. If the Selected Vendor would like 

to offer some suggestions as to how to proceed, this 

is encouraged, but not required. 

62 16 2.3.1 

ICD‐10 

Implementatio 

n Plan 

63 16 2.3.2 

State 

Monitoring and 

Oversight 

64 17 2.3.2 

State 

Monitoring and 

Oversight 

65 18 2.3.3.3 

Contract 

Part 2 of the Implementation Plan references “Risk 

Identification and Management Plan” – can you provide more 

information about your expectations regarding level of detail 

here 

Article 2.3.2 on Page 16 of 39 of the RFP does not specify if 

HHSC will specifically identify the subject matter experts that 

will be involved in the interview process. Additionally, Article 

2.3.3.3, item ICD10‐V‐16, does not clearly indicate if HHSC will 

identify the subject matter experts that will be involved. Will 

the HHSC, as part of their assistance with item ICD10‐V‐16, be 

responsible for identifying subject matter experts that need 

to be involved with the interview process 

Will you assure that we will have access to all systems, 

technologies, project documentation, referenced on page 17 

of the RFP Are these to include HHSC systems, or other 

vendors’ systems 

Section 2.3.3.3 references interaction between the vendor’s 

project team and State staff. Question: Will HHSC please 

Page 12 of 27 

1) What are the risks of not implementing your 

proposed Implementation Plan on a successful ICD‐10 

implementation 2) If any part of your proposed 

ICD‐10 implementation plan presents any risk to the 

state (even just by the nature of the conversion), 

those risks need to be called out and mitigation 

options need to be identified. 3) If there are any 

risks due to the schedule of other concurrent projects 

in conjunction with the proposed schedule set forth 

in the proposed ICD‐10 Implementation Plan, these 

should be identified and suggestions for mitigation 

should be offered. 

HHSC will help facilitate agency contacts and known 

SME’s. We expect that the vendor will explore these 

contacts provided to identify any additional SME’s 

that may be necessary. 

Yes. 

There is currently one full‐time, dedicated Project 

Manager (PMP) for ICD‐10 on the State Staff. There




RFP No. 529‐10‐0062 


Communicatio 

ns 

66 18 2.3.3.3 

Contract 

Communicatio 

ns 

ICD‐10‐V‐8 

67 19 2.3.3.3 

Contract 

Communicatio 

clarify the size and make‐up of its State employee project 

team and their level of time commitment to the project Will 

any State staff be assigned full time to the project Is there a 

State project manager If State personnel are not assigned 

full time, how will conflicts between regular work demands 

and project needs be resolved 

Section 2.3.3.3; subsection ICD‐10‐V8 outlines training 

requirements. Answers to the following questions will be 

used to provide a targeted learning solution. 

Learner Population 

What is the total number of learners 

What time constraints do learners have on the 

amount of time that can be spent in training 

What existing knowledge, if any, do learners have on 

ICD‐10 (i.e., other training/ seminars/ 

employee meetings they have attended) 

Delivery Method 

Is HHSC open to blended learning solutions that 

include both instructor‐led training and self‐paced 

online learning 

Technology 

If online self‐paced training may be considered as a 

solution, what technological constraints may exist 

(e.g. bandwidth, audio restrictions, Flash player) 

What LMS (Learning Management System) is used in 

the organization 

Section 2.3.3.3, pg 19: Please clarify the use of the term 

“immediately” as it refers to the production of training 

evaluation from participants, since the use of this term could 

Page 13 of 27 

will be one additional project staff member to be 

named at a later date. 

See answers to questions 41 and 44. 

Evaluation forms for any training should be provided 

at the end of each session.




RFP No. 529‐10‐0062 


ns mean that compliance would be determined subjectively. 

68 19 ICD10‐V‐14 & 

3.15.1.3 

Section 3 – 

Management 

Plan 

Given that the vendor will work with the state to establish a 

steering committee for ICD‐10 oversight, does such a 

committee already exist for the purposes of vendor selection, 

and if so, would this group provide a good key for 

membership in the steering committee for the project 

No an ICD‐10 Steering committee does not currently 

exist. HHSC is currently in the process of identifying 

key members for the steering committee and will 

work with the vendor to finalize this. 

69 20 2.3.3.3 

Contract 

Communication 

s 

ICD 10‐V‐18 

70 20 2.3.3.3 

Contract 

Communication 

s 

ICD 10‐V‐18 

71 20 2.3.3.3 

Contract 

Communication 

s 

ICD 10‐V‐18 

72 20 2.3.3.3 

Contract 

Communication 

s 

ICD 10‐V‐18 

The Vendor must produce Deliverables by the agreed upon 

due dates and these Deliverables must be approved by the 

State. 

• How many business days does the Department require 

for initial review of each deliverable 



State. 

• How many business days does the Department require 

for subsequent review of each deliverable in the event 

that it is necessary for the contractor to resubmit 

following receipt of the Department’s comments 



State. 

• Who will be responsible for compelling compliance for 

work effort with all 5 State agencies Will this be a State 

of Vendor staff member 



State. 

• What roll will the Department of Information Resources 

Page 14 of 27 

The state will endeavor to turn around these 

documents within 7 business days. Any changes to 

this timeline will be agreed upon by both parties. 

See answer to question 69 

There is currently one full‐time, dedicated Project 

Manager (PMP) for ICD‐10 on the State Staff. The 

Project Manager is the contact for all issues 

concerning State compliance. 

We do not expect the DIR to have any direct role in 

this project. However, we do expect the vendor to 

follow the DIR’s guidelines for Project Delivery 

Framework.




RFP No. 529‐10‐0062 


play on the ICD‐10 Assessment project 

73 20 2.3.3.4 

ICD 10‐V‐20 

Work Location 

Does this preclude the option for some staff working from 

off‐site locations, i.e., PM or Documentation Specialist 

During the working times specified in ICD10‐V2, all 

key vendor staff identified by the vendor are 

expected to be on‐site. The Project Manager has 

discretion as to whether it may be beneficial for 

certain vendor staff to work from an off‐site location. 

74 20 2.3.3.4 

ICD 10‐V‐20 

Work Location 

75 20 2.3.3.4 

ICD 10‐V‐20 

Work Location 

76 20 2.3.3.4 

ICD 10‐V‐20 

Work Location 

77 20 2.3.3.4 

ICD 10‐V‐20 

Work Location 

78 20 2.3.3.4 

ICD 10‐V‐20 

Work Location 

79 20 2.3.3.4 

ICD 10‐V‐20 

Work Location 

80 20 2.3.3.4 

ICD 10‐V‐20 

Work Location 

If respondent does employ remote workers, is it valid to No. 

assume they will be granted remote network access to the 

HHSC project data stores (for access to project information, 

project plans, etc. 

Article 2.3.3.4, item #ICD10‐V‐20 on Page 20 of 39 of the RFP See answer to question 85. 

discusses work location; however, it is not clear exactly where 

the work will be located. Please specify location(s). 

Article 2.3.3.4, item #ICD10‐V‐20 on Page 20 of 39 of the RFP No. See answer to question 73. 

discusses co‐location of the vendor staff members with the 

State project team. Will the vendor be allowed to place its 

staff members at its own facility within the State of Texas 

See answer to question 73. See answer to question 73. 

Page 20 indicates that vendor staff members are to be colocated 

with State project team members. Does this relate to 

key project staff while they are working on the project 

Is an inventory listing available containing detailed 

demographic data for programs/departments potentially 

impacted by ICD‐10 migration 

Number of locations 

Location demographics 

List of detailed services within entity 

What percentage of Consulting Personnel need to be on site; 

and, what percentage of a work week do they need to be 

located on site 

Page 15 of 27 



See answer to question 73.




RFP No. 529‐10‐0062 


81 20 2.3.3.4 

ICD 10‐V‐20 

Work Location 

Vendor staff members are to be co‐located with State project 

team members at an HHSC facility designed by the State 

project team during the working times specified in ICD‐10‐V‐ 

2. The vendor must identify the amount and type of 

workspace requested for ICD‐10 project personnel that will 

be required for co‐location with the State. 

HHSC will provide a cubicle, desk, phone, and a PC 

(i.e. a workstation) for the Selected Vendor’s key 

personnel. At no time are non‐state issued laptops or 

computers to be connected to the State network, 

without prior written approval of any and all relevant 

State security managers. 

82 20 2.3.3.4 

ICD 10‐V‐20 

Work Location 

83 20 2.3.3.4 

ICD 10‐V‐20 

Work Location 

• Will the HHSC provide facilities including, office space, 

furniture, and internet connectivity, for on‐site vendor 

project staff Will the successful bidder be able to 

connect non‐State issued laptops and computers into 

the State network, or will the State issue a defined 

number of work stations that can access the State 

network 







• Has the Department considered the time necessary for 

its own staff to review, validate, comment upon, and 

approve the scope of work necessary to accommodate 

ICD‐10 diagnosis and inpatient procedure coding in feefor‐service 

claims and in retrospective reviews of 

encounter data, including adjudication, pricing, 

payment, adjustment, recovery, recoupment, and 

history 





Page 16 of 27 

We are expecting the Selected Vendor to 

include/address any concerns of this type in the 

Impact Analysis. 

See answer to question 69.




RFP No. 529‐10‐0062 




• Will the HHSC please clarify the size and make‐up of its 

State employee project team and their level of time 

commitment to the project Will any State staff be 

assigned full time to the project Is there a State project 

manager If State personnel are not assigned full time, 

how will conflicts between regular work demands and 

project needs be resolved 

84 20 Not given Do you have a PMO and current Project Documentation 

Templates, such as BRD, FRD, or SRS, etc. 

85 21 2.3.3.3 

Document 

Access 

ICD10‐V‐23 

Is the Austin location the one main site for this project, or 

might there be a different location or other de‐centralized 

locations 

86 21 Not given Can you give an estimate of time that it would take HHSC to 

approve each proposed Consultant Also, are there any 

requirements for these positions 

87 24 3.6 This section allows the State of Texas very wide latitude and 

State Use of privilege to make use of any ideas submitted to them in a 

Ideas proposal. Do you plan to designate any of INDUSA / our 

partner AlphaPoint’s delivery processes as being 

proprietary 

88 28 3.15.1.2 Article 3.15.1.2 (Part 2) on Page 28 of 39 of the RFP asks that 

Item #2 the vendor include information specifically addressing 

Corporate knowledge and experience with ICD‐9 to ICD‐10 migrations. Is 

Page 17 of 27 

Yes, this project is under the administration of the 

HIPAA PMO. A Charter currently exists for the 

project. 

The project headquarters for this project will be 

located at 11209 Metric Blvd, Austin, TX 78758, or at 

another location in the Austin area as determined by 

HHSC. The vendor will be expected to visit other HHS 

locations throughout Austin, with the possibility that 

the vendor may be required to travel to other 

locations statewide, as required to successfully 

execute the project. 

Please refer to the timeline that accompanies the 

RFP. 

No. 

No. However, prior experience with ICD‐9 to ICD‐10 

migration is preferred.




RFP No. 529‐10‐0062 


Background & 

Experience 

this migration experience required to avoid proposal 

disqualification 

89 28 3.15.1.2 

Item #2 

Corporate 

Background & 

Experience 

Article 3.15.1.2 (Part 2) on Page 28 of 39 and Article 3.15.1.2 

(Part 3) on Page 28 of 39 of the RFP asks that the vendor 

include information specifically addressing overall ICD‐10 

knowledge and experience. Is this experience required to 

avoid proposal disqualification 


90 28 3.15.1.2 

Item #2 

Corporate 

Background & 

Experience 

91 28 3.15.1.2 

Item #4 

Resumes 

92 28 3.15.1.2 

Item #5 

Financial 

Capacity 

93 27 

31 

3.15 

3.15.2 

Format and 

Content 

Volume 2 – 

Cost Proposal 

Article 3.15.1.2 (Part 2) on Page 28 of 39 and Article 3.15.1.2 

(Part 3) on Page 28 of 39 of the RFP asks that the vendor 

include information specifically addressing knowledge of 

Medicaid programs, business, etc. Is this experience required 

to avoid proposal disqualification 

Is HHSC’s expectation that any resources proposed by the 

contractor would be considered key staff If yes, will vendor 

scoring be based solely on the key personnel resumes 

submitted or will additional consideration be given to other 

staff positions identified by the contractor but not identified 

as key personnel 

Will you accept compiled financial statements in lieu of 

audited 

[3.15] “One copy of each volume must be marked “original”. 

The original Business Proposal and the original Cost Proposal 

must contain an original signature by an individual legally 

authorized to bond the respondent.” 

[3.15.2] “Respondents must complete this form and place it 

in a separate, sealed package, clearly marked with the 

respondent’s name, the RFP number, and the RFP submission 

date.” 

No, However, prior experience with Medicaid 

practices and processes is preferred. 

HHSC expects a clear delineation as to key staff vs. 

non‐key or ancillary staff. 

Yes, a complied financial statement is acceptable. 

Attachment A is the Cost Proposal. It must be dated 

with an original signature and submitted in a binder; 

folder; or envelope marked Cost Proposal. The 

original must be marked “original”; the “copies” do 

not have to be marked. 

Page 18 of 27




RFP No. 529‐10‐0062 


Are respondents required to submit: 

1 – signed original Volume II: Cost Proposal 

and 

1 – signed and separately sealed Attachment A form 

94 29 3.15.2 

#6 ‐ Bonding 

95 29 3.15.2 

#6 ‐ Bonding 

Does a company’s no‐fault insurance meet the bonding 

requirement, and if so, what is the minimum amount 

required 

This Section of the RFP states that HHSC reserves the right to 

require the respondent to procure one or more performance, 

fidelity payment or other bond, if, during the term of the 

Contract, the State, in its sole discretion determines that 

there is a business need for such a requirement. There are 

definitive costs associated with procuring and maintaining 

any such requirement. 

No, insurance does not meet the bonding 

requirement. 

Respondents are not required at this time to submit a 

bond or other form of security of any amount with 

their proposals. 

In order to ensure a level playing field among respondents, 

would HHSC please clarify whether such a bond or other form 

of security is required of all respondents as part of their 

proposal and if so, what the amount of such security would 

be 

96 29 Not given When would a selected Vendor be notified of a requirement 

to be Bonded 

97 30, 

31 

3.15.1.5 

Value‐Added 

Benefits; 

3.15.2 

Volume 2 – 

Cost Proposal 

Section 3.15.1.5 permits a respondent to include any value 

added benefits that a Respondent might offer HHSC in the 

Business Proposal. Section 3.15.2 requires a respondent to 

include value added benefits, cost savings and cost avoidance 

methods and measures, and the effect of such methods on 

the Cost Proposal and Scope of Work in the Cost Proposal. 

A vendor would be notified of the necessity of a bond 

during the evaluation process. 

1) The value‐added benefits should be explained in 

the Business Proposal. The costs for the benefits 

should be included in Attachment A, Cost Proposal. 

2) Yes 

While the Business Proposal and Cost Proposal are 

separate, since the respondent is obligated to include 

Page 19 of 27




RFP No. 529‐10‐0062 


value added benefits in the Cost Proposal, should Section 

3.15.1.5 be amended to require that the same benefits be 

listed in Business Proposal 

98 30 3.15.1.5 

Value‐Added 

Benefits 

99 30 3.15.1.5 

Value‐Added 

Benefits 

100 31 3.15.2 

Volume 2 – 

Cost Proposal 

Does HHSC want a respondent to use the same definition 

of “value added benefits” when completing both its 

Business Proposal and Cost Proposal 

What criteria will be used to evaluate the value‐added 

services be evaluated 

How will the value added services be scored 

Section 3.15.2 requires the Cost Proposal to “separately 

identify value‐added benefits, cost‐savings and cost 

avoidance methods and measures, and the effect of such 

methods on the Cost Proposal and Scope of Work”. 

We do not disclose that criteria. 

We do not disclose that criteria. 

Value‐added are benefits to the solicitation outside 

the boundaries of the RFP or to enhance a benefit 

that is asked for in the RFP. 

101 15 11.02(e) 

Uniform 

Contract Terms 

& Conditions 

Are these value added benefits, costs savings and cost 

avoidance measures intended to be those within the RFP 

project scope of ICD‐10 efforts or value added benefits 

offered by a respondent outside the scope of what is 

required by the RFP 

Can HHSC clarify what it means by this requirement 

Section 11.02(e) on Page 15 of 27 of the HHSC Uniform 

Contract Terms & Conditions is not clear. What are the 

liquidated damages Who, what determines the amount 

102 NA General For 3 rd party software within the Texas HHSC system, does 

HHSC have the release from software vendors to allow review 

Page 20 of 27 

Liquidated damages are damages whose amount is 

agreed to in advance by the parties during the 

formation of a contract for the injured party to collect 

as compensation upon a specific breach. The amount 

would be agreed to by the parties in contract 

negotiations.. 

The Project Manager will deal with these issues on a 

case by case basis as questions arise.




RFP No. 529‐10‐0062 


by another vendor 

103 NA General Is there an incumbent There is no incumbent for the ICD‐10 Project 

104 NA General What is the allocated budget for this effort or how much was 

allocated to the previous Impact Analysis effort 

The budget will be determined by the bids. There 

was no previous ICD‐10 Impact Analysis 

105 NA General Who is funding this effort It is not clearly stated in the RFP or 

the HHSC Uniform Contract Terms & Conditions. Are Federal 

funds, such as stimulus/ARRA/Recover Act funds, involved 

106 NA General Does the Texas HHSC anticipate that the successful bidder for 

this RFP could be barred from bidding on subsequent RFPs, 

such as RFPs for the execution of the implementation plan 

The ICD‐10 Project is a Federally mandated code set 

changes to the HIPAA EDI rule and will be funded 

partially by the federal government. 

Yes. See answer to question 1. 

107 NA General Is the effort outlined in the RFP meant to build upon the ICD‐ Not specifically, however, we expect the Selected 

10 Impact Analysis for Planning and Implementation Report, Vendor to be familiar with, and follow, industry best 

Version 3.0 (dated July 22, 2009) and build upon the ICD‐10 practices. 

Planning American Health Information Management 

Association (AHIMA) Report 

108 NA General Approximately how many agencies in the state are involved There are 5 agencies under the State of Texas Health 

in this conversion process 

and Human Services system. 

109 NA General Are regional training course acceptable as opposed to site No. 

specific, onsite training 

110 NA General Is an audit component required for assessing agencies Please clarify what you mean by an “Audit 

Component” 

111 NA General Which are the healthcare organizations that State of TX See answer to question 31. 

exchanges health information today If this question cannot 

be answered in specificity, can you provide how many such 

organizations State of TX exchanges health information with 

112 NA General As part of the documentation vendors will review for impact See response to question #3. 

analysis, is there a “State of TX HHSC Impact assessment 

document for HIPAA 5010 compliance” available for us to 

review This question assumes impact assessment for HIPAA 

5010 will be complete before the beginning of this project on 

5/1/2010. 

113 NA General Does HHSC have a specific budget associated with this There is no specific budget. The budget will be 

Page 21 of 27




RFP No. 529‐10‐0062 


project, and if so, what is that budget 

determined by the bids. 

114 NA General Is there a resource library available where we can access Resource libraries do exist; however, they are not allinclusive. 

Libraries of note include the Claims 

HHSC’s existing policies & business processes 

Administrator’s (Currently TMHP) Procurement 

Library which is publicly available at 

http://www.hhsc.state.tx.us/contract/529080159/Pr 

ocurementLib.html. The awarded vendor will have 

access to all relevant libraries and documentation. 

115 NA General Are all the policies and business processes documented No. 

116 NA General Will the Department provide access to documentation for See answer to question 114 

reviewing the systems, processes and policies for analyzing 

the impact of ICD‐10, so that potential bidders can estimate 

the level of effort necessary to complete this activity 

117 NA General Is an independent consultant considered a subcontractor If the Prime Contractor is utilizing an independent 

consultant to accomplish a state contract, then the 

independent consultant would be considered a 

subcontractor. 

118 NA General How many business days does the Department require for See answer to question 69 

initial review of each deliverable 

119 NA General How many business days does the Department require for See answer to question 69 

subsequent review of each deliverable in the event that it is 

necessary for the contractor to resubmit following receipt of 

the Department’s comments 

120 NA General Is the Department open to participating in preliminary walkthroughs 

Yes. This is encouraged. 

of deliverables prior to official delivery to reduce 

the risk of deliverable rejections that could delay the 

Department’s approval and impact the project schedule 

121 NA General What resources will the Department use to participate in See answer to question 65 

Department tasks throughout the project and on what 

schedule will they be available 

122 NA General What plans, processes, and/or tools does the Department Not specifically, however, we expect the Selected 

Page 22 of 27




RFP No. 529‐10‐0062 


envision using to monitor resource management, quality 

management, and budget management throughout the 

Vendor to be familiar with, and follow, industry best 

practices. Section 2.3.1 of the RFP calls for use of 

entire project 

Microsoft Project. Documentation should be in a 

Microsoft Office compatible format. 

123 NA General Does the Department have a Project Charter that identifies Yes. 

the Executive Sponsor of the project 

124 NA General Does the Department have a list of processes & policies No. 

which are going to be impacted by these changes We will 

require the number of processes, their variants and locations 

to be covered for the effort estimate. 

125 NA General Has there been any work completed to date by the HHSC 

enterprise to assess ICD‐10 impact 

No. 

126 NA General Are your current vendors (e.g., TMHP), currently working on 

an ICD‐10 implementation plan How will the contractor 

coordinate with other contractors who are developing their 

own assessment/implementation plans 

127 NA General Is there a work group within HHSC identified to assess 

impact Are there representatives from stakeholder agencies 

included in the work group 

128 NA General In the ICD‐9 usage assessment, do you envision that the 

contractor will have to interview other state agencies outside 

of the HHSC enterprise itself to understand how ICD‐9 is 

currently used 

Page 23 of 27 

The Claims Administrator is not currently working on 

an ICD‐10 Implementation plan. It is unknown 

whether any other vendors are performing any ICD‐ 

10 Implementation Planning. This RFP is the official 

project that will guide ICD‐10 Impact Analysis and 

Implementation Planning efforts for the Texas HHS 

system. The Selected Vendor will be expected to 

coordinate with Subject Matter Experts (SME’s) from 

other vendors or agencies 

Representatives from stakeholder agencies have 

been identified, but not confirmed. 

This may be possible. This project involves the entire 

Texas Health and Human Services (HHS) system, 

comprised of 5 agencies – Department of State 

Health Services (DSHS), Department of Aging and 

Disability services (DADS), Department of Assistive 

and Rehabilitative Services (DARS), Department of 

Family and Protective Services (DFPS), and the Health




RFP No. 529‐10‐0062 


and Human Services Commission (HHSC) 

129 NA General What is the current DRG reimbursement system and version 

utilized in Texas for Medicaid and CHIP (Example CMS 

version 25) 

a. What DRG reimbursement system and version will be 

utilized when ICD‐10 is implemented 

b. Reason – will a crosswalk need to be developed like the 

3M GEM We may need to acknowledge the differences 

in the current DRG system they are using – especially if 

they are using an older version (prior to MS‐DRGs). 

We are using version 10 (A) through 27 (R), with 

version 27 being for the current year. Every year, we 

add a new version of grouper to our system, but we 

don't ever retire an old version. The reason is if we 

get a claim with a very old date_of_admin (for 

example, 10 year ago), we will send the claim to the 

grouper for that year. So a short answer to your 

question is we are using all the groupers we ever got 

from about 18 years ago. 

c. When does Texas Medicaid implement coding and DRG 

changes from CMS (Reason: some Medicaid programs 

delay implementation of changes for 6 months). 

130 NA General What computer systems currently utilize / maintain ICD‐9‐CM See answer to question 31. 

codes 

a. Databases 

b. Software packages 

c. Interfaces 

d. Are system upgrades required 

131 NA General How is data received from facilities / clients 

a. If electronic, need to work with facilities to correct 

mapping and field definitions (Code and DRG fields). 

b. If hardcopy, need to work with facilities to correct field 

definitions (Code and DRG fields). 

c. What efforts have been made to assess ICD‐10 

Questions a & b: Please refer to the Claims 

Administrator’s (Currently TMHP) Procurement 

Library located at 

http://www.hhsc.state.tx.us/contract/529080159/Pr 

ocurementLib.html 

Question c: None as of yet. 

compliance of current vendors and providers 

132 NA General What reports are currently generated that utilize ICD‐9‐CM See answer to question 31. 

codes 

a. Are cases selected for review based on ICD‐9‐CM codes 

b. Will reports need to be re‐written or re‐formatted 

133 NA General How will the specifications be communicated to facilities / 

clients for testing purposes 

Unable to answer this question at this time. Please 

clarify. 

Page 24 of 27




RFP No. 529‐10‐0062 


134 NA General Are you clear about how you wish to handle the period of 

mixed system operations after the first provider has gone live 

and before the last one has converted, or are you expecting 

the successful bidder to suggest solutions for this 

135 NA General Over what period do you expect the migration and rollout to 

extend or are you expecting an Enterprise wide 

implementation 

136 NA General Do you have clear proposals about the level of sanctions you 

will apply to organizations who fail to achieve the planned 

window of cutover, or are you seeking suggestions/ 

recommendations 

137 NA General From how many facilities is care currently provided and how See answer to question 31. 

many will be involved in the roll‐out 

138 NA General Do you have any views yet of how you will aim to measure 

success for the implementation plan, or are you expecting 

your advisors to develop these with you 

139 NA General Will the successful bidder be excluded from award of any See answer to question 1. 

subsequent or related procurements including an ICD 10 

implementation procurement 

140 NA General Among the goals mentioned in the RFP is a goal to maximize 

efficiency and accuracy in the processing of claims through 

more specific coding of diagnoses. Will this assessment 

consider both full‐remediation and mapping solutions 

141 NA General Among the goals mentioned in the RFP is a goal to maximize 

efficiency and accuracy in the processing of claims through 

more specific coding of diagnoses. In order to accomplish 

this goal it would be necessary to make significant policy 

changes and perform a full ICD 10 implementation rather 

than a crosswalk implementation. Is this assumption correct 

142 NA General Is this assessment intended to define or identify the need for 

specific medical policy or program policy gaps from the 

perspective of a full implementation and or a mapping 

Page 25 of 27 

The Selected Vendor will be expected to suggest 

solutions for this. 

The Selected Vendor’s Impact Analysis should answer 

this question. 

The selected Vendor will be expected to make 

suggestions/recommendations 

We are expecting the vendor to develop these with 

us. 






this question.




RFP No. 529‐10‐0062 


solution 

143 NA General Will the assessment include developing plans for medical 

policy in all HHSC systems to be changed to make decisions 



based on ICD 10 diagnoses and surgical procedures 

144 NA General Will the training effort in the assessment period include any 

training of providers or just the plans/expectations for 

provider training 

The training effort in the assessment is for state staff 

not providers. We expect that the vendor’s analysis 

will provide plans /expectations for provider training. 

145 NA General Should the impact to the business processes of providers and 

vendors be included as an output of the assessment Should 



this assessment include an analysis of the impact to DRG 

payment methodologies and remediation plan 

146 NA General Is a detailed Joint Interface Planning document identifying all 

secondary and tertiary users of any data that included 

JIP documents exist for all interfaces, but not at the 

secondary and tertiary user levels. 

diagnoses and or surgical procedures a required output of 

this assessment 

147 NA General How many claims payment, eligibility, and reporting systems See answer to question 22. 

are used by the agencies and divisions listed in Section 2, 

Item 6 of the RFP 

148 NA General Is it HHSC’s expectation that each state entity mentioned in Yes. 

Section 2 item 6 of the RFP that is impacted by ICD 10 will 

have project plans for the remediation of existing systems as 

well as recommendations for new systems to be developed 

149 NA General Should the ICD 10 assessment called for by this RFP include a Yes. 

discussion of the advantages of the use of specific ICD 10 

codes for any clinical treatment, claims payment, eligibility 

determinations, or reporting processes or decisions 

150 NA General It is our understanding that for each impacted area identified 

during the assessment phase, the planning phase should 

include recommendations for each decision and a Microsoft 

project plan for the implementation project based on that 

recommendation. For example, a recommended decision of 

whether to convert diagnoses prior to October 2013 or have 

Yes. The tasks you outlined should be presented as 

part of a project plan and timeline. 

Page 26 of 27




RFP No. 529‐10‐0062 


two formats for diagnoses in each State Health Information 

Exchange system such as CMBHS should be made. Then the 

corresponding implementation should be detailed in a 

Microsoft Project plan. Is that understanding correct 

151 NA General What is the estimated budget for this project The budget will be based in part by the bids. Deleted: determined 

Page 27 of 27

Vendor Questions - Texas Health and Human Services Commission

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