Invitation to Supply - Invitation to Supply Number: Invitation to Supply Name: Closing Date and time: 13 July 2016 14:00 AEST Authorised Contact Person Daniel Hall Senior Category Manager Contact through the HPV Procurement Portal https://www.hpv.org.au/ Published: 15 June 2016
Table of Contents Table of Contents A Introduction... 3 1 Purpose... 3 2 Scope... 3 3 Service Categories... 3 4 Definitions... 4 B Service, delivery, and support... 6 1 Bookings... 6 2 Compliance... 8 3 Employment Conditions... 10 4 Fees... 11 5 Customer Service and Support... 12 6 Service Level Agreement... 12 7 Key Performance Indicators... 13 8 Reporting... 13 C General Requirements... 14 1 Issue Resolution... 14 2 Recruitment... 14 3 Performance... 14 4 Quality Management... 14 5 Risk Management... 14 6 Category s... 15 D Appendices... 16 Appendix 1 - Standards and Compliance Framework... 16 Page 2 of 19
Introduction A Introduction 1 Purpose a. The purpose of this, is to: detail the scope and range of services sought under this Request for Tender (RFT) specify the requirements that Respondents and / or their offered services must meet (these requirements also form part of any resulting Agreement between HPV and any successful Respondent). 2 Scope a. HPV is seeking responses for medical locum agency services for use in PHSs. The envisaged Term of the Agreement is two (2) years plus one optional two year extension periods (eg 2+2). b. The scope of this RFT includes: the supply of AMLs to PHSs on a Casual Shifts, Temporary Term or Long Term basis, in accordance with this Statement of Requirements and any Agreement between HPV and a successful Respondent. c. The scope of the RFT does not include: Casual Shifts, Temporary Terms or Long Terms that are filled by medical locums from a PHS s own casual medical pool, or other similar arrangement that is in place directly between a PHS and a medical practitioner. Casual Shifts, Temporary Terms or Long Terms filled by medical locums from publically managed medical locum schemes, including but not limited to the Rural Obstetric and Anaesthetic Locum Scheme (ROALS) and the Rural Workforce Agency Victoria (RWAV). Any Permanent Recruitment exercises. Other than as specified in B3.1 of this, any fees payable by a PHS for the permanent recruitment of an AML, will be agreed between a PHS and an agency at the time of the recruitment exercise. 3 Service Categories a. The categories of Medical Locum required under this RFT include: Category 1 - Hospital Medical Officer (HMO) Category 2 - Medical Officer (MO) Category 3 - Registrar Category 4 - Senior Medical Officer (SMO) Category 5 - Specialist Page 3 of 19
Introduction b. The Respondent may offer services in one, some or all categories. c. HPV reserves the right not to consider any additional services offered. 4 Definitions a. The following definitions apply to this Statement of Requirements, unless otherwise stated. TERM Agency Agency Medical Locum (AML) Agreement Booking Business day Casual Shifts Long Term may must Participating Health Service (PHS) DEFINITION A business who represents and acts on behalf of medical locum staff for temporary positions within a PHS (PHS). A locum is a person who temporarily fulfils the duties of another. For example, a locum physician is a physician who works in the place of the regular physician when that physician is absent, or when a hospital/practice is short-staffed. AMLs are used when casual or permanent medical employees of the PHS are not available. AMLs are not employees of the PHS nor are a member of the PHS casual medical pool or permanent medical staff. A contract entered into by HPV and a Respondent for the provision of AMLs. Comprises the General Conditions, and all Schedules, Annexures of any kind and any attachments. A request by the PHS, made in accordance with this Agreement seeking an appropriate AML to fill a shift or shifts on a Casual Shifts, Temporary Term or Long Term basis. Any weekday not gazetted as a public holiday in Melbourne, Victoria. The requirement of a PHS in a casual or temporary capacity to provide cover for an absent member of the permanent or other medical staff of the PHS, for a period of up to two weeks (14 consecutive calendar days). The requirement of a PHS in a casual or temporary capacity to provide cover for an absent member of the permanent or other medical staff of the PHS, for a period of more than three months. Indicates an optional element; it is at the Respondent s discretion to either meet or not meet this element, and failure to meet this element will Indicates a mandatory requirement; failure to meet this requirement will result in the submission being eliminated from further consideration. Public Hospitals and other Health or Related Services, as those terms are defined in Section 3 of the PHSs Act 1988 (Vic), that are described in Appendix 4 of Part 8. Page 4 of 19
Introduction TERM The Request should SLA Temporary Term will DEFINITION A request made by a PHS to an Agency to assist in the recruitment for the vacancy of a specific permanent role. Indicates a highly desirable element; unless justifiable reason exists, not meeting this element may impact evaluation. Service Level Agreement The requirement of a PHS in a casual or temporary capacity to provide cover for an absent member of the permanent or other medical staff of the PHS, for a period of more than two weeks (14 consecutive calendar days) and less than three months. Indicates an anticipated future condition or requirement to be met. Page 5 of 19
Service, delivery, and support B Service, delivery, and support 1 Bookings a. PHSs do not make any representation or provide any guarantee or undertaking that they will place any particular volume of Bookings, or any Bookings at all, with an Agency for supply of AMLs under this Agreement, or that any Booking placed will result in a Confirmed Booking with an Agency. b. If a PHS requires an Agency to supply an AML, it will notify the Agency and provide details of the requirements. c. As soon as possible, and within the timeframes specified for Critical, Urgent and non-urgent bookings (or other period as notified by a PHS) from the PHS s request, the Agency must confirm whether they are able or unable to supply the requested AML. CLASSIFICATION Critical LOCUM COMMENCEMENT (DAYS) 0-1 days from request (same day or next day) MAXIMUM CONFIRMATION TIME FROM REQUEST Two (2) hours from request Urgent 2 7 days from request 24 hours from request Non-Urgent > 7 days from request 5 days prior to shift start date d. The Agency must supply an AML to a PHS in accordance with the qualification(s), experience, designation, grade and training requested by that PHS, and must confirm this and the name of the AML at the time the AML is presented to a PHS as a suitable candidate. e. PHSs will require AMLs for a variety of booking durations. The duration required at any particular time will depend on the operational situation, and will be agreed upon at the time of booking. f. An Agency must meet the following requirements in relation to bookings: Have systems and processes to accept Bookings 24 hours a day, 7 days a week, at a minimum, by email or facsimile. In addition, it is desirable that a web-based ordering system is in place; Be able to be contacted by a PHS including receiving and processing Bookings on all days including Saturdays, Sundays and Public Holidays. be able to provide AMLs at short notice, and must take every reasonable effort to provide AMLs to fulfil the Booking; g. In communicating with the AMLs, an Agency must: supply the AML with details specified in the Booking such as position description/statement, qualifications, skill levels, period of engagement, date and time; Page 6 of 19
Service, delivery, and support (iv) ensure that once booked, the AML commits to the shift and is not offered an alternative shift by The Agency; supply the AML named in the acceptance of the Booking; ensure that the AML presents for the shift at the appointed time to the designated site contact and present photo ID and a letter of introduction from the agency. h. An Agency that has presented an AML to a PHS for a particular shift is not entitled to a fee or a part of that fee if the AML is selected for that shift at a PHS through another agency. i. Cancellation Fees will apply to an Agency where the AML fails to attend at the agreed time or place. 1.1 AML Presentation and Selection a. Once an agency has received notification from a PHS that it requires an AML, the agency is able to present to the PHS one or more suitable AMLs that meet the booking criteria. b. When presenting an AML to a PHS, an agency must have available for the PHS all documents listed under individual locum credentialing required before AML presentation in Appendix 1 Standards and Compliance Framework. An AML must not be presented to a PHS without all required documents already retained on file by the agency. c. At its own discretion, a PHS will select an AML from all candidates presented and confirm the booking in writing, via email. If an AML is presented for the same booking by more than one agency and that AML is selected and confirmed by the PHS, the agency that presented the AML first is the only agency that will be paid a fee for the booking. 1.2 Cancellation Fees a. If a PHS recognises that it does not require the AML it has requested from the Agency, and the Agency has already confirmed the Booking, the PHS must notify the Agency of this as soon as reasonably possible after its decision has been made. The PHS must, upon receiving sufficient evidence from the AML, reimburse the AML any expenses (such as airfares or accommodation) which have been reasonably incurred as a result of the Confirmed Booking, prior to receiving notice of its cancellation; b. Where a PHS notifies the Agency less than eighteen (18) hours before the shift start time, the PHS must: Pay a cancellation fee equal to the fee for the Confirmed Booking for a period of eight (8) hours. c. If an Agency has confirmed the Booking requested by a PHS, but becomes aware that it cannot provide an AML, the Agency must notify the PHS of this as soon as reasonably possible after its decision has been made. Where an Agency notifies the PHS less than eighteen (18) hours before the shift start time, the Agency must: Credit a cancellation fee equal to the fee for the requested Services for a period of eight (8) hours. Page 7 of 19
Service, delivery, and support d. Where the Agency has cancelled a shift as per clauses 1.1 (b) of this Schedule, the Agency must apply a credit for the amount of the applicable cancellation fee to the next invoice to the PHS. e. Where an Agency cannot provide the confirmed AML as named when confirming the booking, the PHS reserves the right to: accept a suitable substitute AML offered by the Agency; or treat this as a booking cancellation, and fees specified in clause B1.1(b) will apply if the cancellation falls within the timeframes specified. 2 Compliance a. The key objectives of PHSs in the utilisation of locum agencies to provide AMLs are to: (iv) Maximise the effectiveness and efficiency of AML placement and management; Ensure that AMLs are appropriately qualified, fit for duty and suitable for roles they will perform; Ensure that agreed levels of service from locum agencies are maintained; Achieve value for money. 2.1 HPV Standards and Compliance Framework a. Appendix 1 Standards and Compliance Framework sets out the checks and records that an Agency must maintain for each AML supplied to PHSs. It also details the policies and processes that an Agency is required to have in place to manage AMLs. b. An Agency must undergo an independent assessment with a third-party JAS-ANZaccredited auditor against the Standards and Compliance Framework detailed in Appendix 1 within twelve (12) months of the Agreement commencement date and during each subsequent twelve (12) month period of the Agreement. An Agency must also submit the resulting audit report and certificate to HPV within twelve (12) months of the Agreement commencement date and during each subsequent twelve (12) month period of the Agreement. c. Failure to submit the resulting audit report and certificate within the required timeframes will result in PHS receiving instruction from HPV that the Agency is not to be used for bookings until the audit report and certificate are submitted. d. Where HPV deems an audit report has adverse findings or concerns relating to the Standards and Compliance Framework, HPV reserves the right to instruct PHS that no bookings can be placed with the Agency until requirements of the Standards and Compliance Framework are met. At HPV s discretion, this may involve an Agency an additional audit by an independent third-party JAS-ANZ-accredited auditor against the Standards and Compliance Framework. Such a reassessment will be at an Agency s own cost. e. An Agency must, upon request by a PHS, supply any or all records required to be maintained under the Standards and Compliance Framework for an individual AML to the PHS, in advance of the shift commencement. Page 8 of 19
Service, delivery, and support 2.2 Locum Agency Responsibilities a. Locum agencies are responsible for providing AMLs to PHSs. b. Locum agencies are responsible for: (iv) Maintaining a pool of experienced and appropriately qualified AMLs, including sourcing, pre-placement checks and other requirements; Management of AMLs, including bookings, processing and invoicing; Adhering to the Standards and Compliance Framework for the Provision of AMLs to Victorian public hospitals and PHSs; Performance management and reporting, requiring demonstration that they have management procedures in place. c. Agencies seeking to supply AMLs should either be members of Association of Medical Recruiters Australia and New Zealand (AMRANZ); or Recruitment and Consulting Services Association Ltd (RCSA); or be able to demonstrate compliance with standards equivalent to the RCSA Code for Professional Practice and the Commonwealth Code of Practice for the International Recruitment of Health Workers. 2.3 AML Pool a. Locum agencies must: Maintain a pool of appropriately qualified, credentialed and experienced AMLs to meet the ongoing needs of PHSs; ensure that the competencies and skill levels of AMLs meet the standards appropriate to the care they will provide; not provide an AML where there is a requirement or expectation that the AML will carry out or perform duties that contravene conditions placed on the AML's registration by the Medical Board of Australia; (iv) withdraw the AML immediately that it becomes aware of a change in the AML's registration status such that continuation would contravene conditions placed on the locum's registration by the Medical Board of Australia; (v) have processes in place to provide AMLs coverage 7 days per week including Saturdays, Sundays and Public Holidays; (vi) Complete all required checks and maintain all required records in line with the HPV Standards and Compliance Framework (Appendix 1). (vii) ensure that AMLs are aware that they may be required to work in a smaller regional/rural facility where skills at specialist level and/or work with minimal supervision may be an important factor. As such, the agency will need to review in detail the position skills required to ensure the suitability of the AML in these employment circumstances; (viii) report to HPV any issues meeting these general requirements; 2.4 PHS Specific Orientation and Induction a. PHS will advise Agencies any induction requirements. PHS inductions must be completed prior to the first shift undertaken by an individual AML. Page 9 of 19
Service, delivery, and support b. Requirements may vary based on the role type and length of engagement. These may include, but are not limited to: Site-specific orientation Copies of checks and records required such as: Advanced Life Support (ALS) and Paediatric Life Support (PLS) credentials Occupational Health and Safety (OH&S) compliance Infection Control compliance Other certifications as required c. PHS may require, as a condition of accepting the AML, that the AML agree to comply with any policies of the PHS. 2.5 Professional Association Membership a. Agencies seeking to supply AMLs should either be members of the Association of Medical Recruiters Australia and New Zealand (AMRANZ) or the Recruitment and Consulting Services Association Ltd (RCSA), or be able to demonstrate compliance with standards equivalent to the RCSA Code for Professional Practice and the Commonwealth Code of Practice for the International Recruitment of Health Workers. 3 Conditions of Engagement a. PHSs will indicate the arrangement by which the AML and the Agency should be engaged and remunerated with respect to each booking Request: the AML may be engaged as an employee or contractor of the PHS (in which case, a service fee will be payable to the Agency), the AML may be engaged by the Agency and placed at the PHS (in which case, the PHS will pay the Agency an hourly or daily rate for the placement depending on the requirements of the PHS stated in the Request. The rate will include a service fee which must be separately identifiable). Where applies, the PHS will also notify the Agency of the relevant conditions of engagement for the AML. The PHS may also require that the AML be engaged through a service company entity. b. Where applies, the Agency must warrant that the AML will be paid all due entitlements and indemnify the PHS with respect to such claims. A PHS will determine when requesting an AML booking the type of engagement that they wish to offer an agency and an AML. 3.1 Recruitment of AMLs a. At any time after an AML completes an initial Casual Shift, Temporary Term or Long Term Shift at a PHS, that PHS may recruit the AML into a temporary or casual employment position. Subject to clause B3.1(b) below, no compensation or other payment shall be payable by the PHS to the Agency in respect of the recruitment of the AML. Page 10 of 19
Service, delivery, and support b. Should a PHS recruit an AML within three (3) months of the last shift worked by the AML at a PHS, that PHS must pay the Agency the fee in accordance to the rates submitted in ITS Part 6 Tender Response Worksheet and accepted by HPV as part of the Agreement. c. Following the one off payment detailed in clause B3.1(b), no further compensation or commission is payable by the PHS to the Agency in respect of the AML. d. Where a period greater than three (3) months has passed between the last shift worked by the AML with the PHS and the first shift worked by the AML through the casual medical pool of the PHS, no compensation or commission is payable by the PHS to the Agency in respect of the AML. 4 Fees a. Fees will be payable as follows: (iv) An hourly or daily rate payable by the Agency to the AML, according to the job role specified in the Booking. An Agency service fee. Travel costs Only applicable to shifts at Rural and Regional PHSs and to actual travel costs incurred. (A fee for the time taken to travel to a PHS will not be payable). Accommodation Costs - Only applicable to shifts at Rural and Regional PHSs and to actual accommodation costs incurred. b. Fees specified in B4a. and shall be payable in accordance to the rates submitted in ITS Part 6 Tender Response Worksheet and accepted by HPV as part of the Agreement or to a Service Level Agreement between a PHS and an Agency. c. Fees specified in B4a. and (iv) shall be payable in agreement between an Agency and a PHS at the time of Booking or in accordance to a Service Level Agreement between a PHS and an Agency. 4.1 Maximum Rate a. The rate offered for an AML is at the discretion of the participating health service and will be communicated at the time of booking. Other than as detailed in B4.1 (b) and (c), this rate cannot exceed the maximum rate. Column D in the Rate Card tab of Part 6 Tender Response Worksheet contains the maximum rate that a participating health service can pay for the fee of an AML. b. Where a booking is for a shift to be worked on a public holiday or for a night shift, an additional $20 per hour above the maximum rate may be payable, at the discretion of the participating health service. c. For AML bookings in Category 5 Specialist, a participating health service can, at their own discretion and with signed consent of the health service s Chief Executive Officer, exceed the maximum rate. This will be communicated by the participating health service in the booking and once communicated, no further increase in the rate is permitted. Page 11 of 19
Service, delivery, and support d. Where the Locum Doctor s maximum daily rate (plus any loading) totals to lower than their base award rate, the engaging Health Service must at least meet the minimum award requirements 5 Customer Service and Support a. The below conditions are supplementary to those in B1, Bookings. b. The Agency must be able to deliver 7-day customer service and support to PHSs. c. The Agency will nominate at least one Representative to provide support. d. The Agency will provide PHSs with representatives that are: (iv) inherently familiar with the contracted services appropriately qualified technically/clinically knowledgeable about the contracted services available to respond to PHSs queries in a timely manner. 6 Service Level Agreement a. PHSs may enter into a Service Level Agreement (SLA) with the Agency The SLA may cover arrangements including, but not limited to: (iv) (v) engagement and management of AMLs; communication for bookings, enquiries and registration of complaints; process for providing evidence of identification, qualifications, experience and suitability of AMLs; management of invoicing requirements, including managing discrepancies, queries and the crediting process (when necessary); and any specific reporting requirements of the PHS. b. Any preferred supplier arrangement entered into between a PHS and the Agency must be documented as part of an SLA, which must specify (at a minimum): (iv) any financial discounts offered by the Agency; the maximum response time that the Agency must adhere to after receiving a Booking; the minimum fill rate (as a percentage) that the Agency must meet; and details of how the Agency and the PHS will work collaboratively to optimise the booking process. c. The parties to the SLA will be responsible for monitoring compliance with the SLA. d. A PHS may terminate the SLA at their discretion with 30 days written notice to the Agency. e. The SLA will be in addition to the Agreement between the successful Respondent(s) and HPV, and will not alter any terms of the Agreement. f. HPV will not be responsible for monitoring compliance with any SLA. This is a matter of agreement between the parties to the SLA. Page 12 of 19
Service, delivery, and support g. The Agency will provide a copy of all Service Level Agreements to HPV within 1 week of being finalised. h. The Agreement will prevail over any SLA to the extent of any inconsistency. 7 Key Performance Indicators a. Refer to Draft agreement - Performance Indicators. 8 Reporting a. Refer to Draft agreement - reporting requirements. Page 13 of 19
General Requirements C General Requirements 1 Issue Resolution a. At a minimum, Respondents must currently have a complaint management/issue resolution process in place which includes: All complaints received must be acknowledged in writing within one (1) business day of submission. All complaints received must be responded to in writing within five (5) business days of submission; this response must include a proposed resolution or, at a minimum, proposed actions and next steps. 2 Recruitment a. Respondents should have in place a pre-placement candidate assessment that ensures compliance to the Standards and Compliance Framework detailed in Appendix 1. 3 Performance a. Respondents should have in place a process to record and manage the performance of AMLs, including the process for managing any grievances raised. b. Respondents should have in place a process to record, manage and ensure the ongoing training, learning and development of AMLs. 4 Quality Management a. To assure a high level of service provision, a respondent should have as a minimum, an audited Quality Management System in place that integrates: industry best-practice methodologies; and continuous improvement processes that are incorporated through all levels of the Agency. 5 Risk Management a. Respondents must have in place risk management and mitigation strategies aligned with ISO 31000 for the following: business continuity back-up systems disaster recovery. Page 14 of 19
General Requirements b. It is desirable that Respondents risk management processes are comprehensive and appropriate to the size and nature of their operations. 6 Category s Category 1 - Hospital Medical Officer (HMO) a Hospital Medical Officers definition A Doctor with three or less years of experience and who is not performing the duties of a MO or a Registrar. Category 2 - Medical Officer (MO) a. Medical Officer (MO) definition A Doctor with three or more completed years of experience who is not performing the duties of a Registrar or performing medical work covered by another Award or Agreement. Category 3 - Registrar a. Registrar definition A Doctor who is either appointed to an accredited Specialist training position or who holds a position designated as such by the PHS. Category 4 - Senior Medical Officer (SMO) a. Senior Medical Officer (SMO) definition A Doctor who is employed as a Head of Department or equivalent role within the PHS, but not a Specialist. Category 5 - Specialist a. Specialist definition A Doctor who has successfully completed a specialty medical training program and become a fellow of a specialist medical college and is endorsed to practise independently in that specialty. Page 15 of 19
Appendices D Appendices Appendix 1 - Standards and Compliance Framework i. Agencies are required to complete the following checks and maintain the following records for each AML provided to a PHS. AMLs are not eligible to work at PHSs without an agency having sighted and retained on file the records detailed in the Standards and Compliance Framework: STANDARD AND COMPLIANCE REQUIRED CHECK EVIDENCE FOR RECORD INDIVIDUAL LOCUM CREDENTIALING REQUIRED BEFORE AML PRESENTATION Is suitably registered with the Medical Board of Australia. Confirmation of check of AHPRA registration website, dated to have been checked within 1 week of the booking request. Details of any registration conditions. Holds valid permission to work in Australia and holds the appropriate visa to carry out the work. Copies of visa documentation. Has undergone a 100 point identity check. Copies of identity documents. Has two referee checks that include most recent supervisors or Department Heads where they have worked. Copies of references, including name and contact details of referee. Has a current and valid working with children check. Note that a valid check is a check that meets the requirements of the Parliament of Victoria s Working with Children Act 2005. Dated copy of check and screening validation number. Page 16 of 19
Appendices STANDARD AND COMPLIANCE REQUIRED CHECK EVIDENCE FOR RECORD Has a current and valid National Criminal Record Check, not more than three (3) years old. Dated copy of the check. INDIVIDUAL LOCUM CREDENTIALING REQUIRED BEFORE AML PRESENTATION Has current Basic Life Support (BLS) credentials. Copy of credentials. Has Medical Indemnity cover that meets the minimum standards for cover that is provided to health care professionals, as detailed in the Medical Indemnity (Prudential Supervision and Product Standards) Act 2003 Certificate of current Medical Indemnity cover. INDIVIDUAL LOCUM CREDENTIALING REQUIRED BEFORE FIRST SHIFT Completes a health assessment, including screening and vaccination and status of immunisation and serology results. Signed copy of health assessment form. Copy of current immunisations and serology results. Has Completed the orientation/induction process specific to the PHS that the booking is for. Signed and dated declaration from the locum that the orientation/induction process has been complete. Has received and read the position description/statement relevant to the booking. Signed and dated acknowledgement that the position description has been received and read. Has current and valid Prescriber Number and a Provider Number where applicable. Details of the Prescriber and Provider Numbers. GENERAL REQUIREMENTS - AGENCY POLICY AND PROCESS The agency has a pool of experienced and appropriately qualified AMLs that can meet the ongoing needs of all PHSs. A database or documentation of suitably credentialed and assessed medical locums. Page 17 of 19
Appendices STANDARD AND COMPLIANCE REQUIRED CHECK EVIDENCE FOR RECORD The agency has a suitable complaints management/issue resolution policy Policy or process documents evidencing that the agency is reliably able to acknowledge complaints within one (1) business of submission and respond within five (5) business days of submission. The agency maintains records of formal complaints and disciplinary actions. Full performance record, including issue and compliant resolution outcomes and disciplinary actions taken. GENERAL REQUIREMENTS - AGENCY POLICY AND PROCESS The agency has a suitable recruitment policy/process. Policy or process documents that ensures compliance to the Individual Locum Credentialing requirements of the HPV Standards and Compliance Framework. The agency has a suitable performance management policy/process. Policy or process documents evidencing ability to record and manage the performance of AMLs. This needs to include: The process for managing grievances The process for monitoring and ensuring ongoing training, learning and development. The agency has an ISO 9001 or ISO 9004 accredited Quality Management System in place. Accreditation certificate. Page 18 of 19
Appendices STANDARD AND COMPLIANCE REQUIRED CHECK EVIDENCE FOR RECORD The agency has a suitable risk management policy/process. Policy or process documents evidencing a suitable risk management process that ensures: business continuity back-up systems disaster recovery. Page 19 of 19