T.H.E. Company Headhunters

Department of Airforce | Clinical Healthcare Services

*Preliminary Terms and Conditions of Prospective Employment (Medical Treatment Facility)

1.2. General Information  Accreditation Requirements. Th shall comply with accreditation standards applicable for the MTF (i.e. Accreditation Association for Ambulatory Health Care (AAAHC), Joint Commission on Accreditation of Health Care Organizations (JCAHO), etc.), applicable provisions of law and the rules and regulations of any all Governmental authorities pertaining to:  

1.2. Licensure and/or regulation of healthcare personnel in treatment facilities.

1.3. The regulations and standards of professional practice of the MTF.

1.4. The bylaws of MTF professional Staff.

1.2.5. Contractor Orientation. All contractor employees shall complete the MTF and clinic‐ specific orientation, prior to performing services under this contract.  Clinic orientation must occur within five (5) duty days of employment start date.  Medical Group orientation must occur within thirty (30) days or first available date of employment start date.  All contractor employees shall report to the Commander Support Staff (CSS) to receive an orientation checklist, which includes an identification badge.  All required orientation shall be documented by the contract manager and available for review by the COR and CO.  All contractor employees unable to attend the Health Insurance Portability and Accountability Act (HIPAA) training presented during the Medical Group orientation must contact the MTF HIPAA Privacy Official in order to receive “initial training” on local privacy policies as mandated by federal law and military regulations.    

1.2.6. Controlled Substances.  Healthcare providers authorized to prescribe controlled substances must possess and maintain a controlled substances registration certificate from the Drug Enforcement Agency (DEA), IAW the laws of the state in which health care provider is licensed. Prescriptions.  Healthcare providers authorized to prescribe pharmaceuticals shall become familiar with the hospital formulary and prescribe pharmaceuticals according to the drugs listed, and follow MTF procedures when prescribing drugs.  The MTF Pharmacy Service will provide instructions to all prescribing healthcare providers on substitutions of generic drugs. Drug Testing.  The appropriate MTF Squadron Commander reserves the right to direct drug testing for contractor employees as required, at the Government’s expense.

1.2.7. Medical Evaluation Boards (MEB).  Credentialed contractor employees shall perform MEB duties when tasked, including, but not limited to, writing narrative summaries for MEB and/or Deployment/Permanent Change of Station (PCS) waivers, IAW AFI 48‐123, Medical Examinations and Standards and Air Force Manual (AFMAN) 41‐210, TRICARE Operations and Patient Administration. Related Duties.  Credentialed contractor employees shall perform medical profiles, sick excuses (quarters and convalescent leaves), Deployment Health Assessments Post Deployment Health Reassessments (PDHRA) as well as Preventive Health Assessments (PHA), participate as a member of the Rapid Response Team, and perform telephone triage according to the MTF’s accepted protocols during duty hours.  Credentialed contractor employees shall address, manage, and document medical issues pertaining to the Personnel Reliability Program (PRP), Security Clearances, Overseas Clearances, Pre‐Confinement evaluations, Line of Duty Determinations (LOD), and Occupational and fitness for duty medical evaluations ‐‐ all of which will be performed for active duty, reserve, and National Guard members as well as eligible civilian, Department of Defense (DoD), and dependent beneficiaries.

1.2.8. Meeting Attendance.  Contractor employees shall attend professional medical/staff meetings and participate in peer review and clinical quality control/performance improvement activities, to include review and evaluation meetings dealing with patient care.  Contractor employees shall also attend all meetings deemed mandatory by Squadron Commanders, or a designated representative. 

1.2.10. Procedural Guidance.  Contractor employees shall perform procedures compatible with the MTF’s operating capacity and equipment, and shall not introduce any new medical procedures or services without the prior approval of the MTF Commander, Executive Committee of the Medical Staff, and/or the Credentials Function.

1.2.11. Patient Sensitivity.  Contractor employees shall provide patients with the utmost care and attention, and assure all patients of their privacy and personal dignity.  Contractor employees shall ensure proper safeguarding measures and privacy standards are executed to avoid unauthorized use and disclosure of patient information and personally identifiably information, IAW the Privacy Act and the HIPAA.  Contractor employees shall immediately report any inadvertent unauthorized uses and disclosures to the MTF’s HIPAA Privacy Officials.

1.2.12. Communication.  Contractor employees shall maintain open and professional communication with members of the MTF staff, MTF customers, and other contractor employees.  COR will report valid complaints in writing to the CO for action.  Valid complaints will be considered a performance failure.  The contractor shall resolve all substantiated complaints immediately upon notification of the complaint, and no later than the suspense date provided by the CO.

1.2.13. Documentation.  Contractor employees shall prepare all documentation to meet or exceed established MTF standards, to include, but not limited to: timeliness, accuracy, content, and signature.  Contractor employees shall only use MTF and Air Force‐approved abbreviations for documentation in the patient health records and follow the MTF’s Do Not Use Abbreviation List. Medical Records Documentation.  Healthcare providers shall complete medical records documentation within 72 business hours of the encounter with the patient. Coding.  Contractor employees shall use the proper coding of procedures and treatment, and shall maintain coding accuracy based on the Current Procedural Terminology Evaluation and Management Coding (CPT/E&M/procedure) at the same standard, 90% or higher, as military and civil service healthcare providers engaged in comparable work. Computer Proficiency.  Contractor employees must possess proficiency in Microsoft Office Suite applications (i.e. Outlook, Word, Excel, PowerPoint).  In addition, contractor employees are required to use the computer systems that are standard for the support of health care delivery at the MTF.  Contractor employees will learn, and become proficient in, documenting workload and entering clinical notes into the electronic medical record keeping system utilized by the MTF, currently Armed Forces Health Longitudinal Technology Application (AHLTA) and the data system Composite Health Care System (CHCS).  System requirements include: process patient demographic data/document care, identify and correct patient data errors, verify physician and patient care/record location identifiers and work with clinics and other medical personnel to resolve missing or incorrect data appropriately in each patient’s medical record.

1.2.14. Contractor Employee Start Date (Credentialed).  Credentialed health care worker(s) shall physically begin performance within 90 calendar days after contract award or upon notification of a vacant position.  Credentialed healthcare workers may begin performance earlier than 90 calendar days if an earlier start date is mutually agreed upon between the Contracting Officer and the Contractor. Contractor Employee Start Date (Non‐Credentialed).  Non‐credentialed health care worker(s) shall physically begin performance within 60 calendar days after contract award or upon notification of a vacant position.  Non‐credentialed healthcare workers may begin performance earlier than 60 calendar days if an earlier start date is mutually agreed upon between the Contracting Officer and the Contractor.


1.2.15. Relationship of the Parties Personal Services.  A personal services contract is defined in the Federal Acquisition Regulation (FAR), Subpart 37.104, Personal Services Contracts, as a contract that is characterized by the employer‐employee relationship it creates between the Government and the contractor’s personnel.  Healthcare workers providing services under this contract will render personal services to the Government and are subject to the relatively continuous supervision and control of a Government officer or employee.  Supervision and control is the process by which the individual healthcare worker receives technical guidance, direction, and approval with regard to a task(s) within the requirements of this contract.  All other employer/employee duties and responsibilities (payroll, etc.) remain the responsibility of the prime contractor.  Personal services contracts are entered into under the authority of Section Title 10, Section 1091, United States Code (USC), Personal Services Contracts and are identified in the position descriptions. Medical Malpractice for Personal Services.  Title 10, Section 1089, USC, Defense of Certain Suits Arising Out of Medical Malpractice, shall apply to personal injury lawsuits filed against health care workers based on negligent or wrongful acts or omissions incident to performance within the scope of this contract.  This personal services relationship is solely between the Government and healthcare workers and does not include prime contractors.   Therefore, prime contractors are responsible for their own insurance and liability of any type.   Healthcare workers are not required to maintain medical malpractice liability insurance while performing services under this contract. Non‐Personal Services.  Non‐personal services contracts are defined in the FAR, Subpart 37.101, Non‐personal Services Contracts, as a contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.  Non‐personal services contracts are entered into under the authority of 10 U.S.C. Section 2304, Contracts: Competition Requirements, and 41 U.S.C. Section 253, Competition Requirements.  Contractor employees providing non‐personal services to the Government shall be subject to supervision and control by the contractor or the contractor’s CM.  The Government may evaluate the quality of professional and administrative services provided, but retains no control over the medical, professional aspects of services rendered.   Non‐personal services are identified in the position descriptions. Non‐Personal Services.  Non‐personal services contracts are defined in the FAR, Subpart 37.101, Non‐personal Services Contracts, as a contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.  Non‐personal services contracts are entered into under the authority of 10 U.S.C. Section 2304, Contracts: Competition Requirements, and 41 U.S.C. Section 253, Competition Requirements.  Contractor employees providing non‐personal services to the Government shall be subject to supervision and control by the contractor or the contractor’s CM.  The Government may evaluate the quality of professional and administrative services provided, but retains no control over the medical, professional aspects of services rendered.   Non‐personal services are identified in the position descriptions.


1.2.16. Health Requirements Medical Evaluation.  No contractor employee shall perform health care services under this contract unless a pre‐assignment medical evaluation, including drug screening, has been performed not more than thirty (30) calendar days prior to submission of credentials. The purpose of this medical evaluation is to determine if the individual, from a medical standpoint, possesses the minimum physical abilities needed to perform the proposed job without significant risk to personal health or the health and safety of others. As a minimum, the individual shall be free of any medical conditions which might reasonably be expected to place other workers, patients, or the public at risk. Not later than five (5) days prior to the commencement of performance of health care services under this contract by any employee, the contractor shall provide certification to the Public Health (Employee Health) Flight that such employees have completed the medical evaluation requirements identified below. This certification shall state the date on which the examination was completed, the doctor’s name that performed the examination, and a statement concerning the physical health of the individual. Initial documentation is required for: Mumps, Measles, Rubella (MMR) immunization or titer levels for Mumps, Rubella and Rubeola, history of varicella disease or positive varicella titer (varicella vaccination must be accomplished if lack of immunity), two‐step Tuberculosis (TB) Mantoux skin test Intradermal Purified Protein Derivative (IPPD). If skin test is positive, the minimum requirement will be to follow‐up with contractor’s physician and a chest x‐ray. The contractor must provide documentation of “no active respiratory disease”. The Hepatitis B vaccination series is required for all personnel with occupational risk of exposure (declination are not acceptable, this is a condition of employment) and if the employee will be involved in exposure‐prone procedures (e.g. dentist, dental hygienist, surgeon) they must have their Hepatitis B immunity status determined. This is to be done by providing documentation of the Hepatitis B Surface Antigen (HbsAg), HbsAg and Hepatitis B Surface Antibody (HbsAb) titers (if HbsAg titer is positive they will be referred to the MTF Credentials Committee to determine scope of practice). If, in the opinion of the evaluating medical practitioner, the individual is found to be qualified for duty, the medical statement shall include the following wording: “(NAME OF EMPLOYEE) possesses the minimum physical abilities to perform the proposed duties of a (insert job title). He/she has documented proof of immunization against/immunity to rubeola, rubella, and hepatitis B and does not have an active infectious condition which might place others at risk.” If, in the opinion of the evaluating medical practitioner, the individual does not possess the minimum capabilities needed to perform the proposed job or does not meet the conditions of employment or will pose a risk to others, the medical statement shall contain the following wording: “For medical reasons, (NAME OF EMPLOYEE) is not qualified for employment as a (insert job title).” Certification shall be provided to the CM and COR. CM will track and forward to the MTF Occupational Health Office. Preventive, Prophylactic, and Follow‐up Procedures.  The contractor shall ensure that contractor employees are in compliance with preventive, prophylactic and follow‐up procedures, as well as infection control, drug demand reduction and employee health program procedures, as established by the MTF.  The required preventive, prophylactic and follow‐up procedures will be provided by the Government to contractor employees in the MTF.  If care is received elsewhere, the contractor shall provide written verification of treatment.  The contractor shall report all information necessary to the Squadron Commander, to ensure hospital employee records are maintained correctly, and in compliance with the Joint Commission, Occupational Safety and Health Administration (OSHA), and Center for Disease Control (CDC) health records requirements. Flu Vaccinations.  Contractor employees are required to receive the flu vaccination every year on their own time and at their own expense, unless a contractor employee presents a valid medical waiver (e.g. adverse effects) to CM.  The CM will track and forward the certificate to the MTF Occupational Health Office. Pregnant Employees.  The contractor or CM shall notify the COR of contractor employee pregnancies.  The MTF Occupational Health Office will provide information concerning any work hazards in the area.  The contractor shall notify pregnant contractor employees of any work hazards.  It is the employee’s and the contractor’s joint decision whether the contractor employee will work in the environment. 

1.2.17. Life Support Certification.  All contractor employees shall be certified in Basic Life Support through the American Heart Association prior to performing duties.  Advanced Cardiac Life Support (ACLS) certification requirements are identified in the individual position descriptions.  All Family Medicine Providers & Pediatricians (PA/NP and MD/DO) are required to have Pediatric Advanced Life Support (PALS).  All certifications required under the PWS or PDs will be at the contractor’s expense.

1.2.18. Clinical Performance Improvement (CPI).  Contractor employees shall participate in CPI activities to the extent required by AFI 44‐119, Medical Quality Operations, and the individual MTF CPI plan or regulation.  The contractor employee will receive instructions on CPI programs during the contractor employee’s in‐processing, and periodically as necessary. 

1.2.19. Medical Quality Assurance/Risk Management (QA/RM).  The contractor shall participate in Quality Assurance/Risk Management (QA/RM) activities to the extent required by AFI 44‐119, Chapters 8, 9, and 10/DHA PM Vol. 3 and the individual MTF QA/RM plan or regulation.

1.2.20. Annual Ongoing Competency Requirements.  All contractor employees are required to attend any training deemed mandatory by the Squadron Commander, Chief of the Medical Staff, Clinic Supervisor, and/or MTF regulating agencies.  Training requirements mirror the military active duty specialty working in the same patient care setting.  The following are examples, but not limited to: medical group/unit specific orientation, Health Insurance Portability and Accountability Act (HIPAA), Patient Safety, Customer Service, Computer Security, and Pain Management training.  Any training deemed necessary must be completed within normal duty hours and overtime will not be granted to complete the training.

1.2.21.Continuing Medical Education (CME) Requirements.  Healthcare providers registered or certified by national/medical associations shall continue to meet the minimum standards for CME to remain current as prescribed in AFI 41‐117, Medical Service Officer Education; paragraph 5.6., Individual Requirements for Continuing Health Education (CHE).  CME shall be obtained at no additional cost to the Government and reported to the COR or designee annually on the first normal duty day in January for the previous calendar year.  Periodic CME may be available at the MTF, at no cost to the contractor, to any healthcare provider desiring to attend.

1.2.22. Exercises/Drills Participation.  Contractor employees shall participate in Emergency Management Exercises/Drills (e.g. fire, natural disaster, code procedures).  Contractor employees may participate in readiness training on a volunteer basis during duty hours, with the approval of COR and CM. Records Maintenance.  It is the contractor’s responsibility to report to the section supervisor all information necessary to assure hospital records can be maintained correctly, and therefore comply with the civilian accreditation authorities, OSHA, and Center for Disease Control (CDC) health records requirements. For Official Use Only (FOUO).  The contractor shall create and maintain FOUO material IAW Department of Defense Manual (DoDM) 5400.07 and AFMAN 33‐202, Freedom of Information Act (FOIA) Program.  The contractor shall safeguard and mark all documents meeting the requirements identified in DoDM 5400.07.  When documents containing FOUO material are authorized for destruction, shred the records so that the pieces cannot be reconstructed.  Degauss or overwrite magnetic tapes or other magnetic media. Patient Lists.  Patient lists, no matter how developed, shall be treated as privileged information.  The contractor shall add the following to the bottom of all patient lists: FOR OFFICIAL USE ONLY”.  This document contains information exempt from mandatory disclosure under the Freedom of Information Act (FOIA), Title 5 U.S.C. 552(b)(2) High and (b)(6) apply.”   Lists and/or names of patients shall not be disclosed or revealed in any way for any use outside the MTF without prior written permission by the Chief of the Medical Staff. Release of Medical Information.  The contractor shall “use and/or disclose” patient information and personally identifiable information as authorized IAW privacy regulations only.   All uses and disclosures require verification of the “identity and authority” of the recipient.  The following are examples, but not limited to: use of patient information amongst staff members is for official use only; disclosure of patient information to a third party requires valid HIPAA Authorization or Alcohol and Drug Abuse Prevention & Treatment (ADAPT); disclosure of patient information to law enforcement officials requires official written request/case number; disclosures to military command authorities is for “military mission essential” and pertains to armed force personnel only.  


1.3. Security Requirements 

1.3.1. Criminal Background Checks.  The Government will conduct criminal background checks on individuals providing services under this contract, using the procedures set forth in Department of Defense Directive (DoDD) 5200.1, The DoD Information Security Program, and Department of Defense Instruction (DoDI) 1402.5, Criminal History Background Checks on Individuals in Child Care Services.  Utilize below link to access documents mentioned above: https://www.esd.whs.mil/Directives/issuances/dodi/ Background checks will be based on fingerprints of individuals obtained by a Government law enforcement officer and inquiries conducted through the Federal Bureau of Investigation (FBI) and state criminal history repositories. Contractor employees may be permitted to work before completion of background checks with the consent of the Squadron Commander, provided the employee is within sight of an individual who has successfully completed a background check. Contractor employees have the right to obtain a copy of any background check pertaining to them and to challenge the accuracy and completeness of the information contained in the report.  Contractor employees shall contact the 355th Medical Group Security Manager for a copy of the background check and for procedures to challenge the accuracy and completeness of the information in the report. Individuals who have previously received a background check shall provide proof of the check to the CO and Medical Group Security Manager, or obtain a new one.  Documents required for proof of recently received background check include FBI fingerprint check and state criminal history check.


5.0. General Information 


5.4. Security Training.  All contractor employees shall receive initial and recurring security education training from the Government sponsoring agency’s security manager.  Training must be conducted in accordance with DoDM 5200.01 V1‐V3 DoD Information Security Program, and AFI 16‐1404, Air Force Information Security Program.  Contractor personnel who work in Air Force controlled/restricted areas must be trained IAW AFI 31‐ 101, Integrated Defense (FOUO).   Utilize below links to access documents mentioned above:    

https://www.esd.whs.mil/Directives/issuances/dodi/ and http://www.e-publishing.af.mil/

5.5. Antiterrorism Awareness Training.  Level I – Antiterrorism (AT) Awareness Training is available to all contractor employees.  Non‐Common Access Card (CAC) holders can accomplish Level 1 ‐ AT Awareness Training at https://jkodirect.jten.mil.  Additionally, contractor employees may contact the Government sponsoring agency’s Unit Antiterrorism Representative (UATR) to request Antiterrorism Awareness Training material.

5.6. Reporting Requirements.  Contractor personnel shall immediately report to an appropriate Government authority any information or circumstances of which they are aware may pose a threat to the security of Department of Defense personnel, contractor personnel, resources, and classified or unclassified defense information.  Contractor personnel are required to review suspicious activity reporting procedures.  Contact the Government sponsoring agency’s Unit Antiterrorism Representative (UATR) to request Suspicious Activity Reporting training material.   Contact the Base Defense Operation Center (BDOC) to report actual suspicious activity at 520‐  228‐3200. 

5.7. Incident Notification.  Contractor personnel with access to a government computer shall update their AtHoc profile with current contact information to ensure receipt of incident notification.  Contractor personnel without computer access should be alert for notifications from the base public address system (i.e. Giant Voice).  Additional notifications can be received via the Davis Monthan AFB Facebook Page.  In the event of an incident, contractor personnel should adhere to the guidance provided in the Antiterrorism Awareness Training.

5.10. Traffic Laws.  Contractor employees shall comply with all base traffic regulations.   Contractor employees are subject to random vehicle speed control checks.  Contractor personnel cited for speeding on the installation may suffer loss of base driving privileges, debarment from the base, or other administrative action.  The use of seat belts is mandatory for all vehicle occupants.  The use of cell phones is prohibited while driving on base, unless the phone is a hands‐free cell phone.

5.11. Random Personnel and Vehicle Searches.  Contractor personnel are subject to random personnel and vehicle searches.  If contractor personnel refuse to be searched, they will be denied entry to the base, and may result in loss of base driving privileges, debarment from the base, or other administrative action.

5.12. Weapons, Firearms, and Ammunition.  Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor owned vehicle or privately owned vehicle while on Davis‐Monthan AFB.

5.13. For Official Use Only (FOUO).  The contractor shall comply with DoD Manual 5400.07, DoD Freedom of Information Act (FOIA) Program requirements.  This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

5.14. Physical Security.  Contractor employees shall safeguard all Government property and controlled forms provided for contractor use.  At the end of each work period, the contractor shall secure all Government facilities, equipment, and materials.  The contractor shall establish and implement methods of ensuring all Government lock combinations, are not lost, misplaced, or used by unauthorized persons.  The contractor shall prohibit the use of lock combinations, issued by the Government, by any persons other than the contractor’s employees.  The contractor shall also prohibit and the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of contract work requirements in those areas.

5.15. Fire Prevention and Safety.  Contractor employees shall comply with the OSHA, DMAFB Fire Protection Program, and Air Force Occupational and Environmental Safety, Fire Protection, and Health (AFOSH) Standards.

5.16. Smoking in Air Force Facilities.  Contractor employees are advised that the Air Force has placed restrictions on the smoking of tobacco products in and around Air Force facilities.   AFI 48‐104, Tobacco Use in the Air Force, outlines the procedures used by the Commander to control smoking in facilities.  Contractor employees and visitors are subject to the same restrictions as Government personnel.  Smoking is permitted only in specifically designated outdoor smoking areas.

5.18. Contractor Personnel Travel on the Installation.  Contractor employees shall not loiter in any working area before or after performing services.  All contractor employees shall limit their travel on DMAFB only to the specific areas required for performance of services or in travel directly to and from these locations.  Upon completion of contract services, contractor employees shall promptly depart DMAFB.

5.19. Contractor Employee Conduct.  The Government reserves the right to require removal from the installation any contractor employee who endangers persons or property, whose actions are inconsistent with professional conduct, whose continued employment is inconsistent with the interest of military security or who is found to be incapacitated or under the influence of alcohol, drugs, or other substances.  Removal of employees for any reason does not relieve the contractor of the requirement to perform contract services.

5.20. Key Control.  The contractor shall ensure contractor employees do not allow Government issued keys, or cipher lock combinations, to be used by personnel other than current authorized contractor employees.  Contractor employees shall not use keys or cipher lock combinations to open work areas for personnel other than contractor employees engaged in performance of their duties, unless authorized by the Squadron Commander, or designated representative.

5.21. Safety.  The contractor shall comply with all local, state and federal laws and safety regulations.  Compliance with Occupational Safety and Health Act (OSHA) and other applicable laws and regulations for the protection of contractor employees, is exclusively the obligation of the contractor, and the Government will assume no liability or responsibility for the contractor’s compliance or non‐compliance with such responsibilities.

5.2. Privacy Act.  The contractor shall ensure that its employees fully understand and comply with Title 5 of US Code, Section 552.a and DoD 5400.7‐R, DoD Freedom of Information Act Program.  These procedures must be followed to identify and safeguard reports and data accordingly.  The contractor will ensure that Contractor employees are briefed annually on properly identifying and handling Privacy Act data/information. 

5.23. Protection of Personally Identifiable Information.  Personally Identifiable Information (PII) refers to information that can be used to distinguish or trace an individual’s identity either alone or when combined with other information that is linked or linkable to a specific individual.  PII may range from common data elements such as names, addresses, dates of birth, and places of employment, to identity documents, Social Security numbers (SSN) or other Government‐issued identity, precise location information, medical history, and biometrics.  The contractor shall protect all PII encountered in the performance of services in accordance with Department of Defense Directive 5400.11, Department of Defense Privacy Program, and DOD 5400.11‐R, Department of Defense Privacy Program.  If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call‐center support costs, and credit monitoring service costs for all individuals who’s PII has been compromised.

5.25. Duty Hours.  Contractor employee’s duty hours will be based on MTF and Air Force mission requirements.  Contractor employees shall perform services in nine (9) hour shifts, which includes a one (1) hour unpaid meal break, Monday through Friday, between the hours of 6:00 a.m. to 6:00 p.m. Squadron Commanders, or designated representatives, reserve the right to adjust contractor employee’s duty hours as needed to meet mission requirements.   Contractor employee’s duty hours shall not exceed 40 hours per week.  If a contractor employee is in the middle of patient care at the end of their duty day, the employee shall continue to perform services on that patient until patient care is completed, at no additional cost to the Government.

5.26. Timekeeping Policy.  At the end of each duty day, contractor employees shall accurately record their time worked on the MTF’s electronic timecard system, the Defense Medical Human Resources System‐internet (DMHRSi).  Monthly invoices shall be submitted in   Wide Area Workflow (WAWF) accurately and in a timely manner.  If any discrepancies exist, COR will notify the CM to resolve the discrepancies within three (3) business days.  If no discrepancies exist, the contractor’s invoice will be processed for payment.

5.26.1. Timecard Errors.  Contractor employees shall immediately report any errors on timecards to the on‐site CM, and the CM shall contact the COR to request correction of the timecard.  False reporting or altering of timecards by contractor employees will be grounds for dismissal/termination.

5.27. Duty Section Flexibility.  Contractor employees may be required to work in more than one (1) duty section(s).  Contractor employees shall be flexible in rotating as needed to other duty sections upon notification by the section supervisor.  Contractor employees identified to rotate or move into new duty sections will be required to undergo orientation for the new duty section.

5.28.  Programmed Absences.  The contractor or CM, shall notify the appropriate section supervisor and the COR as early as possible of contractor employee’s programmed absences.   As a minimum, the contractor or CM shall coordinate programmed absences with the section supervisor, and COR at least 30 days in advance to allow for planning of service coverage and workload distribution.  Repetitive absences may require medical documentation before contractor employees return to work, at the discretion of the Squadron Commander.  No‐notice absences not related to medical reasons or emergencies will be grounds to revoke contractor employee’s privileges and remove access to the MDG systems.  The contractor is responsible to track and monitor employee hours for applicable task orders to ensure no overruns occur.  Duty sections that have multiple contractor employees working shall ensure adequate contractor coverage during programmed absences.

5.28.1.  Medical and Emergency Absences. In the event a contractor employee cannot perform services due to medical reasons or an emergency, the CM will notify the appropriate section supervisor and the COR as soon as possible.  Medical absences exceeding three consecutive duty days require medical documentation provided to the contractor, before returning to work.   The contractor will then forward all substantiated documentation to the COR.  Any repetitive absences by contractor employees may require medical documentation before returning to work, at the discretion of the Squadron Commander, or a designated representative.

5.28.2.Federal Holidays.  The Federal Government observes the following holidays.  (Note: If the holiday falls on a Saturday then the holiday will be observed as recognized by the Federal Government).  Contractor employees shall not normally be required to provide routine services on holidays, or the actual day set aside for observation. 

New Year’s Day Labor Day 

Martin Luther King’s Birthday Columbus Day 

President’s Day Veteran’s Day 

Memorial Day Thanksgiving Day 

Juneteenth Christmas Day 

Independence Day   

5.28.2.  Overtime.  Over‐time may be necessary for certain positions under this contract.  The use of overtime will be addressed within the individual task order, if applicable.  Overtime will be paid at the rate specified in the Position Description Pricing Worksheet, Attachment 5 of the solicitation and contract.  For those healthcare workers covered by a Department of Labor Wage Determination, overtime will be paid in accordance with the applicable wage determination.


5.30. Contractor Employee Appearance.  Clinical attire will be determined by the MTF guidelines.  Contractor personnel shall present a professional, conservative, and neat appearance.  Contractor personnel shall report for duty in a professional manner, in appropriate attire befitting a health care setting, and having complied with socially acceptable standards of personal hygiene expected of health care workers.  While on duty, contractor appearance shall be neat and clean (free from visible dirt and stains), well‐groomed and appropriately dressed.  Contractor employee clothing shall fit correctly to provide a professional, modest appearance, in keeping with normally accepted commercial standards of dress for the work being performed.  Facial hair (including beards, mustaches, and sideburns) shall be controlled (restrained) or trimmed and shall not interfere with safe work practices, look unkempt, or be unclean.


5.30.1. Uniforms.  The Government does not provide any type of medical garb, overcoat or lab coat, and does not provide laundry services.  Contractor employees are responsible for their own uniforms.  If the contractor wears an overcoat or lab coat, it must be professional and conform to all infection control standards.  The MTF Commander will determine the need and/or authorization to wear scrub uniforms.  Example: If authorized to wear scrubs, contractor employees will report to work in professional attire, change into scrubs once on the medical facility and change out of the scrubs at the end of the duty day.  Scrubs will not be worn to or from the medical facility or satellite buildings.


5.30.2.  Identification Badge.  Contractor employees shall display the MTF‐provided identification badge on their outer clothing above the waist at all times while at the MTF.   Contractor employees are required to identify themselves as a contractor at all times while on the job, (e.g. in the workplace, when attending meetings, when answering Government telephones, in e‐mails, or when making phone calls on behalf of the Government).


5.31.  English Language.  Contractor employees must read, write, speak, and understand English fluently.