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
Stephen Dean, Chief Information Officer, San Mateo County Health
Subject: Amendment to the Agreement with eClinical Works, LLC. to Provide an Ambulatory Electronic Medical Record
RECOMMENDATION:
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Adopt a resolution authorizing an amendment to an agreement with eClinical Works, LLC to provide an Ambulatory Electronic Medical Record, extending the term through January 7, 2026, and increasing the amount by $1,945,015 to an amount not to exceed $9,435,015.
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BACKGROUND:
On January 8, 2008, this Board approved a five-year agreement with eClinical Works, LLC (eCW) for implementation and ongoing support of an Ambulatory Care Electronic Health Record (AEMR).
The agreement’s end term has been amended multiple times, most recently on November 11, 2020, to extend the term through January 7, 2024.
DISCUSSION:
San Mateo Medical Center (SMMC) is requesting this Board approve extending the term of the agreement by two additional years, through January 7, 2026. This extension will provide SMMC with continued support of this critical patient care system until Epic replaces it. At this time, the transition to Epic’s Electronic Health Record is estimated to occur in late 2024. The final Epic implementation schedule is in the development stage and will be dependent on many factors, including staff training, workflow design, and data conversion requirements. Extending the term of the eCW agreement through January 7, 2026, will accommodate a more extended Epic implementation.
The County can terminate the agreement any time by giving eCW notice 60 days in advance.
SMMC requests this Board to waive the Request for Proposals process to allow eCW to continue to provide these services and increase the funding through the end of the extended term while SMCH transitions to the Epic platform.
The County’s Contract Compliance Committee has approved a waiver request to extend the agreement for an 18-year term.
The County Attorney have reviewed and approved the resolution and agreement as to form.
The Information Services Department has reviewed and approved the IT components of this agreement.
The resolution contains the County’s standard provisions allowing amendment of the County’s fiscal obligations by a maximum of $25,000 (in aggregate).
It is anticipated that the eCW platform will remain available and operational for use by SMMC employees and contracted providers 99.99% of the time.
PERFORMANCE MEASURE:
|
Measure |
FY 2022-23 Actual |
FY 2023-24 Estimated |
|
Percentage of time that eCW platform is available and operational for use by SMMC employees and contracted providers |
99.99% |
99.99% |
FISCAL IMPACT:
The term of the amended agreement is from January 8, 2008, through January 7, 2026. The amendment increases the contract amount payable under the agreement by $1,945,015 to an amount not to exceed $9,435,015 for the 18-year term. Funds in the amount of $648,339 are included in the SMMC FY2023-24 Adopted 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 those covered by programs that do not meet the total care costs is covered by the County’s General Fund contribution to SMMC and is within the existing annual appropriation.