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: Amendment to the Agreement with Data Innovations, Inc., to increase the County’s fiscal obligation
RECOMMENDATION:
title
Adopt a resolution authorizing a third amendment to the agreement with Data Innovations, LLC, for lab instrument management software integration services, increasing the County’s fiscal obligation by $125,000 to an amount not to exceed $449,711.
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BACKGROUND:
San Mateo County Health’s (SMCH) Electronic Health Record (EHR) solution, Epic Systems, requires a Lab Instrument Management Software that currently integrates with our EHR solution, as well as one that is compatible for the remaining SMCH divisions that have yet to adopt the Epic EHR solution. This existing software, which is vendor-specific, is required to connect to Epic and provide seamless interaction with the EHR.
Data Innovation LLC’s (DI) Instrument Management Software enables lab system instruments to share patient specimens, orders, and results electronically via the connection to the EHR. It also allows for the efficient processing of Quality Assurance specimens, which serve as a benchmark for accuracy and reliability, ensuring the final results or products meet predetermined standards.
DISCUSSION:
As the use of Epic continues to grow across SMCH, it is occasionally necessary to request additional licenses and connections to the DI software system. Increasing the not-to-exceed amount will enable SMCH to efficiently and effectively facilitate work orders, both current and future, for these additional needs, thereby mitigating any negative impact on patients and/or staff.
The County Attorney’s Office has reviewed and approved the resolution and agreement as to form.
The resolution contains the County’s standard provisions allowing amendment of the County’s fiscal obligations by a maximum of $25,000 (in aggregate).
The Information Services Department has reviewed and approved the IT component of this agreement.
It is anticipated that with the use of DI’s Instrument Management Software, intuitive dashboards will be provided for SMCH lab staff to evaluate and process specimen data at least 95% of the time.
PERFORMANCE MEASURE:
|
Measure |
FY 2025-26 Estimated |
FY 2026-27 Projected |
|
Percentage of time that intuitive dashboards for SMCH lab staff to evaluate and process specimen data is provided |
80% |
95% |
Community Impact:
The ability to share patient specimens, orders, and results electronically supports the patient’s continuity of care across providers, as the real-time data is available through the EHR. Patients are able to engage with their providers more seamlessly, with their lab history available to all providers in their care team. SMCH’s ability to add user licenses and connections to DI’s Instrument Management Software as new instruments become available is a vital factor that supports scalability, fairness, and efficiency within SMCH laboratory environments. This feature directly increases the lab’s capacity to serve its community through better research, diagnostics, innovation, and collaboration.
FISCAL IMPACT:
The term of this amended agreement is January 9, 2024, through January 8, 2029. The amended agreement amount is increased by $125,000, for an amount not to exceed $449,711 for the five-year term.
Funding is included in the SMMC FY 2025-26 Adopted Budget. Similar arrangements will be made for future years.