Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Louise F. Rogers, Chief, San Mateo County Health
Chester J. Kunnappilly, MD, Chief Executive Officer, San Mateo Medical Center
Subject: Amendment to the Agreement with eClinicalWorks, LLC. to Provide Hosting Services, Software Upgrade Services, Electronic Prescribing Controlled Substances and Other Services
RECOMMENDATION:
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Adopt a resolution authorizing an amendment to the agreement with eClinicalWorks, LLC., to provide hosting services, software upgrade services, electronic prescribing for controlled substances, and other services and extending the term through January 7, 2024, and increasing the amount by $2,127,000 to an amount not to exceed of $4,500,000.
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BACKGROUND:
On January 8, 2008, your Board approved a seven-year agreement with eClinicalWorks, LLC (eCW) for the implementation and ongoing support of eCW’s Ambulatory Electronic Medical Record (AEMR) applications at San Mateo Medical Center (SMMC). The agreement has been amended multiple times to expand the scope of work with an associated increase to the amount.
DISCUSSION:
This amendment will extend the current term of the agreement through January 7, 2024 with an associated increase of $2,127,000, to an amount not to exceed $4,500,000, to continue the utilization of eCW’s AEMR and other applications and services at SMMC while options for a department-wide AEMR are evaluated. This amendment will transfer the responsibility of local hosting, currently at SMMC, to eCW’s data centers throughout the Country to improve SMMC’s capability to recover from a local disaster and decrease the need for ongoing hardware upgrade as the AEMR evolves. A software upgrade will also be part of this amendment, upgrading the current Version 10 to 11 as Version 10 support phases out.
This amendment will also activate the capability to prescribe controlled substances electronically in eCW, to conform with regulations of Medicare and the State of California and increase the level of safety and fraud prevention. Other services to be added include a Test Environment, Data Dump, Cloud Faxing, and an option to implement eCW’s Dental AEMR.
SMMC is requesting that your Board waive the Request for Proposals process to allow eCW to continue to provide these services and increase the funding through the end of the term.
The agreement and resolution have been reviewed and approved by County Counsel as to form.
The resolution contains the County’s standard provisions allowing amendment of the County fiscal obligations by a maximum of $25,000 (in aggregate).
The Information Services Department has reviewed and approved the IT component of this agreement.
The County’s Contract Compliance Committee has approved a waiver request for a six-year term for this agreement.
It is anticipated that the eCW services are remotely hosted, SMMC users on version 11, and providers using Electronic Prescribing Controlled Substances (EPCS) will increase to 100%.
PERFORMANCE MEASURE:
|
Measure |
FY 2020-21 Estimated |
FY 2021-22 Projected |
|
Proportion of providers using EPCS |
0% |
100% |
FISCAL IMPACT:
The term of the amended agreement is January 8, 2008 through January 7, 2024. The amendment increases the contract amount by $2,127,000, to a not to exceed amount of $4,500,000. Funds in the amount of $203,000 are included in the SMMC FY 2020-21 Adopted Budget. Funds in the amount of $660,990 are included in the SMMC FY 2021-22 Recommended Budget. Similar arrangements will be made for future years.
Expenses at SMMC are covered by fees for services or third-party payors whenever possible. The portion of expenses for services provided to the medically indigent or to those covered by programs that do not meet the full costs of care is covered by the County’s General Fund contribution to SMMC and is within the existing annual appropriation.