Special Notice / Hearing: None
Vote Required: Majority
To: Honorable Board of Supervisors
From: Colleen Chawla, Chief, San Mateo County Health
David McGrew, Interim Chief Information Officer, San Mateo County Health
Subject: Amendment to the Agreement with Ellit Groups to Provide Additional Consulting and Staffing Services for the Electronic Health Record Implementation within San Mateo County Health
RECOMMENDATION:
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Adopt a resolution authorizing an amendment to the agreement with Ellit Groups to provide additional consulting and staffing services for the Electronic Health Record Implementation within San Mateo County Health, through September 30, 2025, and increasing the County’s fiscal obligation by $1,283,635 to an amount not to exceed $16,500,000.
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BACKGROUND:
On December 13, 2022, this Board approved an agreement with Epic Systems Corporation (Epic) to provide the Electronic Health Medical Record (EHR) system for San Mateo County Health (SMCH). This allowed San Mateo County Health to go from managing multiple EHR systems to just having one, thus allowing the patient to be seen as one person across their entire care regiment.
The implementation section of the EHR budget outlined additional support services to provide consulting and additional temporary resources to ensure a successful implementation to meet the needs of SMCH.
On February 13, 2024, this Board approved an agreement with Ellit Groups to provide consulting and staffing services for EHR implementation.
Upon the Epic go-live on November 2, 2024, Ellit Groups has provided project management and analyst services that were required to supplement and support the multiple workstreams during the go-live period.
On September 24, 2024, this Board approved an amendment to the agreement with Ellit Groups to provide additional temporary staffing services for the EHR implementation work that included training support services for Super Users and technical staff, “At the Elbow” support for Epic go-live, MyChart service desk staffing, and health service desk staffing as the initial line of support for end users.
DISCUSSION:
On February 14, 2025, HIT issued a Request for Proposals (RFP) for Health service desk and MyChart service desk services to replace the temporary vendor services with longer-term support for the Epic system. This amendment will allow Ellit Groups to continue providing temporary service desk staffing as we complete the latter RFP process.
The amendment and resolution have been reviewed and approved by the County Attorney as to form.
It is anticipated that with the support of the additional resources and the knowledge from Ellit Groups, the SMCH project team will have the resources to ensure a smooth transition and complete project plan milestones.
PERFORMANCE MEASURE:
|
Measure |
FY 2024-25 Estimated |
FY 2025-26 Projected |
|
Percentage of abandoned service desk calls |
<5% |
<5% |
|
Transition & Complete Project Plan Milestone on a timely basis |
95% |
95% |
COMMUNITY Impact:
Ellit Group staffing makes possible SMCH’s adoption and use of an integrated EHR, such as Epic, which can support SMCH’s commitment to advancing health equity for its diverse, low-income patient population. Specifically, Epic has enhanced SMCH’s ability to collect patient demographic and clinical data, allowing for better tracking of health outcomes across different populations and identifying health disparities more effectively. This can lead to enhanced care coordination among healthcare providers, especially for marginalized patient populations who may have more complex healthcare needs. Additionally, Epic’s patient portal, MyChart, gives patients access to their own health data and empowers them to make more informed decisions, especially patients with multiple co-morbidities and complex care needs. Our patient population will have the same experience of the benefits resulting from a quality health record as the patients of the leading healthcare systems in the Bay Area and the nation.
FISCAL IMPACT:
The term of this agreement is from February 13, 2024, through September 30, 2025. Funds in the amount of $475,000 are included in County Health’s FY 2024-25 Adopted Budget. Future year costs of $808,635 will be included in the FY 2025-26 Recommended Budget. The amount of this agreement is not to exceed $16,500,000. This agreement is funded as part of the EHR budget, which is funded by SMCH reserves, the General Fund, and SMCH divisions.