Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Colleen Chawla, Chief, San Mateo County Health
Rich Bailey, Chief Information Officer, San Mateo County Health
Subject: Acceptance of an Epic Systems Corporation Good Install Credit in the Amount of $739,000 and Authorization to Apply the Credit to Invoices
RECOMMENDATION:
title
Adopt a resolution authorizing the acceptance of an Epic Good Install Credit in the amount of $739,000 and authorizing the Controller and San Mateo County Health to apply the credit to eligible Epic Systems Corporation and Epic Hosting, LLC Invoices.
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BACKGROUND:
The County has a policy that gifts and/or grants of $2,500 or more are presented to this Board for acceptance.
Epic Systems Corporation (Epic) offers a program for new customers who are implementing its Electronic Health Record (EHR), called the Good Install (GI) Program. During the project discovery phase, the project team outlines the foundational items that make the County eligible for the program.
In 2025, Epic notified San Mateo County Health (SMCH) that it qualified for the GI program and was receiving a GI credit of $739,000.
DISCUSSION:
The GI Program focuses on the core disciplines of successful implementation, including strong governance, active end-user engagement, staffing and training readiness, and disciplined execution leading up to go-live. It defines best practices and measurable criteria across key areas, including staffing, certification and accreditation, user preparation, infrastructure, patient engagement tools, and communication channels.
Epic awarded the GI program to the County for completing implementation in accordance with program requirements. This credit is independent of future County decisions related to Epic and does not affect future investment planning.
The GI Credit is a vendor credit, not a cash payment. If approved, the County will apply the $739,000 credit to eligible Epic invoices as they are processed. This will reduce future payments otherwise due under the Epic agreement(s). SMCH staff will coordinate with the Controller’s Office to ensure the credit is recorded and applied consistently with County financial controls.
The resolution has been reviewed and approved by the County Attorney as to form.
It is anticipated that 100% of the full-time SMCH team will complete their necessary Epic certifications.
PERFORMANCE MEASURE:
|
Measure |
FY 2024-25 Actual |
FY 2025-26 Estimated |
|
Percent of full-time SMCH team completing necessary Epic certifications |
>75% |
100% |
Community Impact:
The use of an integrated EHR across additional divisions within SMCH will benefit a broad population of patients and clients. The integrated EHR will improve coordination of services across all points of care, reduce service duplication, and help providers make informed clinical decisions. Demographically, over the past 18 months, the largest groups of specialty care patients at San Mateo Medical Center were female (52%), Hispanic or Latino (63%), and primarily Spanish-speaking (55%). Using a single EHR allows SMCH service providers to track their patients and clients across different levels of care, from community outreach and engagement to intensive case management and residential placement. Patients and clients are more likely to experience smoother transitions between providers and facilities, ensuring that critical health information follows them throughout SMCH divisions.
FISCAL IMPACT:
SMCH will receive a one-time vendor credit of $739,000. The credit will be applied against eligible Epic invoices, resulting in a corresponding reduction in County expenditures.
There is no Net County Cost associated with this vendor credit.