Title
a. Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) or his designee to execute an Agreement with MEDITECH for the purchase of an Operating Room Management (ORM) module and Software Implementation at NMC for an amount not to exceed $156,169 for the term January 26, 2016 through June 30, 2018.
b. Authorize the Deputy Purchasing Agent for NMC or his designee to execute up to three (3) future amendments to the agreement which do not significantly alter the scope of work and do not cause an increase of more than ten percent (10%) ($15,617) of the original cost of the agreement.
Report
RECOMMENDATION:
It is recommended the Board of Supervisors:
a. Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) or his designee to execute an Agreement with MEDITECH for the purchase of an Operating Room Management (ORM) module and Software Implementation at NMC for an amount not to exceed $156,169 for the term January 26, 2016 through June 30, 2018.
b. Authorize the Deputy Purchasing Agent for NMC or his designee to execute up to three (3) future amendments to the agreement which do not significantly alter the scope of work and do not cause an increase of more than ten percent (10%) ($15,617) of the original cost of the agreement.
SUMMARY/DISCUSSION:
In July 2004, this Board approved and NMC initiated its Health Care Information System Software (HCIS- Electronic Medical Record) system with Medical Information Technology (MEDITECH). Since that time, NMC continues to add additional modules to the MEDITECH system.
Over the past four years, Natividad Medical Center (NMC) has made great strides in automating the data and documentation for creation of patient electronic health records (EHR). The Centers of Medicare and Medicaid Services (CMS) through Meaningful Use have encouraged hospitals and clinics to transition their patient’s health record to an electronic form, while increasing accessible, and moving towards ‘shareable’ data between entities. A single integrated system is the best and most efficient way to capture, report and share NMC’s patient and medical data. MEDITECH’s Client Server platform is the single system utilized as NMC’s Health Care Information System (HCIS). By using a single system, data access and interoperability is optimized. There are many MEDITECH Modules that make up NMC’s HCIS system today. Examples of implemented modules include ‘EDM’ for Emergency Room Documentation, Patient Care System (PCS) for nursing documentation and Physician Care Manager (PCM) for physician documentation and Computerized Physician Order Entry (CPOE). The ORM (Operating Room Management) is a key module that is missing from the suite of NMC’s MEDITECH modules. At this time, ORM is the only additional MEDITECH module that is needed by NMC.
This request is to purchase the ORM (Operating Room Management) module from MEDITECH so that the documentation related to surgery can be in the same system as the majority of NMC’s other patient electronic documentation. In addition to documentation, ORM integrates with the MEDITECH Modules of Materials Management and Billing/Accounts Receivable to allow for effective inventory tracking and billing for surgeries. Presently the majority of the process is done manually therefore automation would greatly increase efficiency. Automating the tracking and billing of Operating Room materials will also increase accuracy and revenue since all OR supplies and surgeries will be immediately captured electronically and billed.
Currently NMC uses a third party software called OPTUM, Inc (formerly known as PICIS) for Operating Room documentation and tracking. OPTUM does not integrate well with the patient’s data in MEDITECH. NMC’s version of Optum software is several versions behind and replacing it with the recommended module from Meditech is the desired direction to invest in a more efficient program.
The cost for Meditech’s ORM Module is $156,169, which includes a year of support, while the cost to continue using the existing program from OPTUM is over $200,000 with support.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved this Agreement as to legal form but not as to the liability and risk provisions. Auditor-Controller has reviewed and approved as to payment provisions. The Agreement has also been reviewed and approved by NMC’s Finance Committee on 10/22/15 and by its Board of Trustees on 11/6/15.
FINANCING:
The cost for this Agreement is $156,169 of which $71,797 is included in the Fiscal Year 2015-16 Adopted Budget. Amounts for remaining years of the Agreement will be included in those budgets as appropriate. There is no impact to the General Fund.
Prepared by: Charles Harris, MD, 783-2785
Approved by: Gary R. Gray, DO, Chief Executive Officer, 783-2504
Attachments:
Original Agreement with MEDITECH ORM Software
Attachments on file with the Clerk of the Board