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Q26003494 Hawaii Birth Defects Abstracting Support

General Information
Solicitation Number
Q26003494
Status
Released
Department
Health
Division
Family Health Services Division
Islands (where the work/delivery is to be performed)
Statewide
Category
Goods and Services
Release Date
06/25/2026
Offer Due Date & Time
06/26/2026 04:30 PM
Description
Introduction and Overview:

The Hawaiʻi State Department of Health (DOH), Family Health Services Division (FHSD), Children with Special Health Needs Branch (CSHNB), oversees programs that support the health and well-being of infants, children, and youth with special health care needs. This contractor would be supporting the Hawaii Birth Defects Program (HBDP). This project seeks professional abstraction services to review, analyze, and abstract clinical information related to birth defects from patient medical records submitted statewide.

Description of the Service Goals:
The goals include improving statewide birth defects surveillance, ensuring accurate and consistent coding, and supporting timely and complete data collection.

Description of the Target Population to be Served: The target population includes birthing facilities and medical providers who submit diagnostic and clinical information used for statewide birth defects surveillance. Geographic Coverage of Service The geographic coverage is statewide, with the occasional records from out-of-state medical facilities. Records may originate from any Hawaiʻi birthing facility or specialty provider.
Contact Person
Tholen, Ian
Email
ian.tholen@doh.hawaii.gov
Phone
808-733-9062
General Comments
Procurement Officer
Ian Tholen
Attachments

Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility of this Solicitation (Including the appendices and exhibits to this Document, and any other document related to this Solicitation), to: Tholen, Ian.

Q26003494 Hawaii Birth Defects Abstracting Support

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
Review and abstract medical records
1
JOB
923120 

Code Table
Commodity Code Description
923120 Public health program administration, nonoperating
General
Quantity
1
Unit of Measure
JOB
Title
Review and abstract medical records
Description
• Review and abstract medical records from inpatient, outpatient, neonatal, maternal, and specialty care settings.
• Identify and abstract key clinical and demographic information relevant to birth defects.
• Assign, confirm, or change ICD-10-CM diagnosis codes using Program rules and clinical guidelines.
• Translate clinical descriptions and operative notes into appropriate codes.
• Identify omissions, inconsistencies, or unclear documentation and flag issues as needed.
• Accurately enter abstracted data into designated systems and maintain documentation.
• Coordinate with other abstractors and participate in meetings and trainings.
• Follow all QA procedures, respond to feedback, and correct errors within required timeframes.
• Maintain confidentiality and comply with HIPAA and state privacy requirements.
Attachments

Print

Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility of this Solicitation (Including the appendices and exhibits to this Document, and any other document related to this Solicitation), to: Tholen, Ian.

Q26003494 Hawaii Birth Defects Abstracting Support

Instructions
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