RFA-2027-DPH-05-EHEAR: Early Hearing Audiologist Consultant

New Hampshire Department of Health and Human Services
Early Hearing Audiologist Consultant
Appendix A - Scope of Services
Scope of Services
1. Statement of Work
1.1. The Contractor must provide technical and clinical audiological expertise, oversight,
and consultation for quality assurance activities related to infant hearing screenings
statewide.
1.2. The Contractor must provide audiological consultant technical information to the
Department's Early Hearing Detection and Intervention (EHDI) Program staff related
to screening diagnostics; early intervention; follow-up; EHDI 1-3-6 benchmarks; and
any other program structure and management needs.
1.3. The Contractor must respond within five (5) business days to any NH EHDI audiology
consultation request forwarded by the Newborn Hearing Program.
1.4. The Contractor must provide technical and clinical consultation to community
audiologists, healthcare providers, and hospitals regarding follow-up for identified
infants and young children, as determined by the Department.
1.5. The Contractor must be able to log in and review previously entered patient data within
the Department's EHDI Program database in conjunction with the EHDI Program Staff.
The Contractor must complete the Department's database training prior to receiving
access and will be granted read-only permissions.
1.6. The Contractor must develop educational materials in collaboration with the EHDI
Program, for in-person and virtual presentations targeted to improving follow-up
processes for infants and young children who have a suspected or diagnosed hearing
loss. The training and education developed must support early supports and services
providers statewide, including, but not limited to the following:
1.6.1. Speech and language pathologists;
1.6.2. Hearing Coordinators;
1.6.3. Early Intervention Coordinators;
1.6.4. Teachers of the deaf; and
1.6.5. Occupational therapists.
1.7. The Contractor must respond within five (5) business days to any hearing screening
training request forwarded by the Newborn Hearing Program.
1.8. The Contractor must respond within five (5) business days to any request for education
to early supports and service providers, after the request has been reviewed and
forwarded by the Newborn Hearing Program.
1.9. The Contractor must provide training and education to healthcare professionals, as
requested by the Department, related to the current Joint Commission on Infant
Hearing (JCIH) position statement and bestpractice clinical standards that support
accurate screening and diagnostic followup.
1.10. The Contractor must provide training to birth hospitals and birth centers, as needed,
based on annual hospital performance measures or upon request of the Department's
EHDI Coordinator, in the event of staff changes due to new screeners and/or
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New Hampshire Department of Health and Human Services
Early Hearing Audiologist Consultant
Appendix A - Scope of Services
equipment changes.
1.11. The Contractor must participate in all meetings and events listed below:
1.11.1. Monthly EHDI team meetings.
1.11.2. Three (3) EHDI Quality Improvement meetings.
1.11.3. The annual National EHDI Conference, as required by the Department, in
Year One (1) of this Agreement only.
1.11.4. Other EHDI meetings and events, as requested by the Department.
1.12. The Contractor must provide information and/or resources related to NH EHDI
protocols for diagnostic centers, audiologists, and the medical community in New
Hampshire, ensuring materials are consistent with current JCIH guidance and
statewide standards. The Contractor must ensure that all materials are reviewed and
approved by the Department prior to dissemination.
1.13. The Contractor must actively and regularly collaborate with providers to increase
accessibility for infants who need further audiological testing, increase enrollment into
early intervention, and improve program delivery and policy based on successful
outcomes, including identifying systemic barriers and recommending actionable
improvements to the Department.
1.14. Reporting
1.14.1. The Contractor must submit annual performance measure outcome reports
to the Department within 30 business days of each State Fiscal Year this
Agreement is effective.
1.14.2. The Contractor must submit data on performance measure outcomes to
identify and reflect data trends, on an annual basis within 30 business days
of each State Fiscal Year the Agreement is effective, or as requested by the
Department, including narrative explanation of observed trends when
requested.
1.14.3. The Contractor must develop and submit a corrective action plan to the
Department within 30 business days for any performance measure or scope
of service requirement that was not achieved.
1.14.4. The Contractor must participate in compiling and reporting data to the
Department for the Centers for Disease Control and Prevention (CDC)
Hearing Screening Follow-Up Survey report, as directed by the Department.
1.14.5. The Contractor may be required to provide other key data and metrics to the
Department in a format specified by the Department.
1.15. Confidential Data
1.15.1. The Contractor must meet all information security and privacy requirements
as set by the Department and in accordance with the Department's
Information Security Requirements Exhibit as referenced below.
1.15.2. The Contractor must ensure any individuals involved in delivering services
through this Agreement contract sign an attestation agreeing to access,
view, store, and discuss Confidential Data in accordance with federal and
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New Hampshire Department of Health and Human Services
Early Hearing Audiologist Consultant
Appendix A - Scope of Services
state laws and regulations and the Department's Information Security
Requirements Exhibit. The Contractor must ensure said individuals have a
justifiable business need to access confidential data. The Contractor must
provide attestations upon Department request.
1.16. Department Owned Devices, Systems and Network Usage
1.16.1. If Contractor End Users, defined in the Department's Information Security
Requirements Exhibit that is incorporated into this Agreement, are
authorized by the Department's Information Security Office to use a
Department issued device (e.g. computer, tablet, mobile telephone) or
access the Department network in the fulfilment of this Agreement, each
End User must:
1.16.1.1. Sign and abide by applicable Department and New Hampshire
Department of Information Technology (NH DoIT) use
agreements, policies, standards, procedures and guidelines,
and complete applicable trainings as required;
1.16.1.2. Use the information that they have permission to access solely
for conducting official Department business and agree that all
other use or access is strictly forbidden including, but not
limited, to personal or other private and non-Department use,
and that at no time must they access or attempt to access
information without having the express authority of the
Department to do so;
1.16.1.3. Not access or attempt to access information in a manner
inconsistent with the approved policies, procedures, and/or
agreement relating to system entry/access;
1.16.1.4. Not copy, share, distribute, sub-license, modify, reverse
engineer, rent, or sell software licensed, developed, or being
evaluated by the Department, and at all times must use utmost
care to protect and keep such software strictly confidential in
accordance with the license or any other agreement executed
by the Department;
1.16.1.5. Only use equipment, software, or subscription(s) authorized by
the Department's Information Security Office or designee;
1.16.1.6. Not install non-standard software on any Department
equipment unless authorized by the Department's Information
Security Office or designee;
1.16.1.7. Agree that email and other electronic communication
messages created, sent, and received on a Department-issued
email system are the property of the Department of New
Hampshire and to be used for business purposes only. Email
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New Hampshire Department of Health and Human Services
Early Hearing Audiologist Consultant
Appendix A - Scope of Services
is defined as "internal email systems" or "Department-funded
email systems."
1.16.1.8. Agree that use of email must follow Department and NH DoIT
policies, standards, and/or guidelines; and
1.16.1.9. Agree when utilizing the Department's email system:
1.16.1.9.1. To only use a Department email address assigned
to them with a "@ affiliate.DHHS.NH.Gov".
1.16.1.9.2. Include in the signature lines information identifying
the End User as a non-Department workforce
member; and
1.16.1.9.3. Ensure the following confidentiality notice is
embedded underneath the signature line:
CONFIDENTIALITY NOTICE: "This message may
contain information that is privileged and confidential and
is intended only for the use of the individual(s) to whom it
is addressed. If you receive this message in error, please
notify the sender immediately and delete this electronic
message and any attachments from your system. Thank
you for your cooperation."
1.16.1.10. Contractor End Users with a Department issued email, access
or potential access to Confidential Data, and/or a workspace in
a Department building/facility, must:
1.16.1.10.1. Complete the Department's Annual
Information Security & Compliance
Awareness Training prior to accessing,
viewing, handling, hearing, or transmitting
Department Data or Confidential Data.
1.16.1.10.2. Sign the Department's Business Use and
Confidentiality Agreement and Asset Use
Agreement, and the NH DoIT Department
wide Computer Use Agreement upon
execution of the Agreement and annually
thereafter.
1.16.1.10.3. Only access the Department's intranet to
view the Department's Policies and
Procedures and Information Security
webpages.
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New Hampshire Department of Health and Human Services
Early Hearing Audiologist Consultant
Appendix A - Scope of Services
1.16.1.11. Contractor agrees, if any End User is found to be in violation of
any of the above terms and conditions, said End User may face
removal from the Agreement, and/or criminal and/or civil
prosecution, if the act constitutes a violation of law.
1.16.1.12. Contractor agrees to notify the Department a minimum of three
business days prior to any upcoming transfers or terminations
of End Users who possess Department credentials and/or
badges or who have system privileges. If End Users who
possess Department credentials and/or badges or who have
system privileges resign or are dismissed without advance
notice, the Contractor agrees to notify the Department's
Information Security Office or designee immediately.
2. Exhibits Incorporated
2.1. The Contractor must comply with all Exhibit D Federal Requirements, which are
attached hereto and incorporated by reference herein.
2.2. The Contractor must manage all confidential data related to this Agreement in
accordance with the terms of Exhibit E, DHHS Information Security Requirements.
2.3. The Contractor must use and disclose Protected Health Information in compliance with
the Standards for Privacy of Individually Identifiable Health Information (Privacy Rule)
(45 CFR Parts 160 and 164) under the Health Insurance Portability and Accountability
Act (HIPAA) of 1996, and in accordance with the attached Exhibit F, Business
Associate Agreement, which has been executed by the parties.
3. Additional Terms
3.1. Impacts Resulting from Court Orders or Legislative Changes
3.1.1. The Contractor agrees that, to the extent future state or federal legislation
or court orders may have an impact on the Services described herein, the
State has the right to modify Service priorities and expenditure requirements
under this Agreement so as to achieve compliance therewith.
3.2. Credits and Copyright Ownership
3.2.1. All documents, notices, press releases, research reports and other materials
prepared during or resulting from the performance of the services of the
Agreement must include the following statement, "The preparation of this
(report, document etc.) was financed under an Contract with the State of
New Hampshire, Department of Health and Human Services, with funds
provided in part by the State of New Hampshire and/or such other funding
sources as were available or required, e.g., the United States Department
of Health and Human Services."
3.2.2. All materials produced or purchased under the Agreement must have prior
approval from the Department before printing, production, distribution or
use.
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New Hampshire Department of Health and Human Services
Early Hearing Audiologist Consultant
Appendix A - Scope of Services
3.2.3. The Department must retain copyright ownership for any and all original
materials produced, including, but not limited to reports, protocols,
guidelines, brochures, posters, and resource directories.
3.2.4. The Contractor must not reproduce any materials produced under the
Agreement without prior written approval from the Department.
4. Records
4.1. The Contractor must keep records that include, but are not limited to:
4.1.1. Books, records, documents and other electronic or physical data evidencing
and reflecting all costs and other expenses incurred by the Contractor in the
performance of the Contract, and all income received or collected by the
Contractor.
4.1.2. All records must be maintained in accordance with accounting procedures
and practices, which sufficiently and properly reflect all such costs and
expenses, and which are acceptable to the Department, and to include,
without limitation, all ledgers, books, records, and original evidence of costs
such as purchase requisitions and orders, vouchers, requisitions for
materials, inventories, valuations of in-kind contributions, labor time cards,
payrolls, and other records requested or required by the Department.
4.1.3. Statistical, enrollment, attendance or visit records for each recipient of
services, which records must include all records of application and eligibility
(including all forms required to determine eligibility for each such recipient),
records regarding the provision of services and all invoices submitted to the
Department to obtain payment for such services.
4.1.4. Medical records on each patient/recipient of services.
4.2. During the term of this Agreement and the period for retention hereunder, the
Department, the United States Department of Health and Human Services, and any of
their designated representatives must have access to all reports and records
maintained pursuant to the Agreement for purposes of audit, examination, excerpts
and transcripts.
4.3. If, upon further review, the Department must disallow any expenses claimed by the
Contractor as costs hereunder, the Department retains the right, at its discretion, to
deduct the amount of such expenses as are disallowed or to recover such sums from
the Contractor.
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