Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Colleen Chawla, Chief, San Mateo County Health
Chester J. Kunnappilly, MD, Chief Executive Officer, San Mateo Medical Center
Subject: Agreement with DataSpotEye Inc to Provide an Archive Remit and Claim Repository Solution
RECOMMENDATION:
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Adopt a resolution authorizing an agreement with DataSpotEye Inc to provide an archive remit and claim repository solution for the term of September 16, 2026 through September 15, 2031, in an amount not to exceed $720,000.
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BACKGROUND:
To maintain compliance with Centers for Medicare & Medicaid Services regulations, San Mateo Medical Center (SMMC) is required to maintain 10 years of books, record documents, and other evidence of accounting procedures and practices. Currently, we maintain a rolling 10 years of data through our eligibility software solutions, which lack the capabilities of a repository system. In March 2026, SMMC completed a Request for Proposals for an archive remit and claim repository.
DISCUSSION:
DataSpotEye Inc (DataSpotEye) was elevated due to their platform, ArchiveSpot, having the ability to provide SMMC’s Patient Financial Services with a secure and searchable repository for archived claims and remittance files. DataSpotEye is also able to help maintain previously unsupported archive files and render them in a human-readable format.
The County Attorney has reviewed and approved the resolution and agreement 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 Technology Services Department has reviewed and approved the IT component of this agreement.
“Uptime” is defined as the time an application is working and ready for people to use, measured against total time. It is anticipated that DataSpotEye will ensure ≥99.5% uptime (excluding scheduled maintenance).
PERFORMANCE MEASURE:
|
Measure |
FY 2026-27 Estimated |
FY 2027-28 Projected |
|
Percentage of platform uptime (excluding scheduled maintenance) |
≥99.5% |
≥99.5% |
COMMUNITY IMPACT:
DataSpotEye’s archive remit and claim repository solution will positively impact equitable health care delivery by ensuring SMMC’s ability to deliver timely, transparent, and efficient healthcare services by centralizing billing and claim information into a secure, accessible solution. SMMC’s patients span a wide spectrum of races, ethnicities, gender, and gender-identities. Since November 1, 2024, half of the specialty care patients at SMMC were female and half were male, with the largest ethnic cohorts being Hispanic or Latino (58%) and primarily Spanish-speaking (48%).
FISCAL IMPACT:
The term of the agreement is September 16, 2026 through September 15, 2031. The amount of the agreement is not to exceed $720,000 for the five-year term. Funds in the amount of $120,000 are included in the SMMC FY 2026-27 Recommended Budget. Funds in the amount of $144,000 will be included in the SMMC FY 2027-28 Recommended Budget.
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.
ATTACHMENT:
RFP Matrix