Title
Approve and authorize the Purchasing Manager for Natividad Medical Center (NMC) to execute Amendment No. 2 to the Agreement (A-12461) with Navin, Haffty & Associates, LLC for Information Technology Project Management Consulting Services at NMC to extend the term an additional five months for a revised Agreement term of July 1, 2013 through December 31, 2014 at no additional cost.
Report
RECOMMENDATION:
It is recommended the Board of Supervisors approve and authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) to execute Amendment No. 2 to the Agreement (A-12461) with Navin, Haffty & Associates, LLC for Information Technology Project Management Consulting Services at NMC to extend the term an additional five months for a revised Agreement term of July 1, 2013 through December 31, 2014 at no additional cost.
SUMMARY/DISCUSSION:
For the last several years NMC has purchased, and continues to purchase, necessary modules of MediTech in order to systematically build a fully operational Electronic Health Record (EHR). Modules of MediTech, in turn, meet the ongoing mandated Medicaid and Medicare Meaningful Use Requirements via the Health Information Technology for Economic and Clinical Health (HITECH) Act legislated by the federal government.
MediTech Physician Documentation (PDoc) is an essential part to meeting the requirements of Meaningful Use and the mandated HITECH Act for an EHR. For NMC to meet Meaningful Use Stage 2, PDoc must be in place and fully functional by October 1, 2014. PDoc is an application of NMC's Meditech software modules, Physician Care Manager II (PCMII) and Emergency Department 2(EDM2). PDoc allows for physicians to electronically document in the electronic health record, including but not limited to subjective histories from patients, physical exam, relevant results and then their assessment and plans including problem lists. The plan is then executed via Computerized Physician Order Entry (CPOE) as previously referenced in earlier board reports.
PDoc is closely coupled with the speech recognition software, Dragon, which allows the provider to dictate, customize, and document electronically in real time. Dragon is referenced in a separate board report.
Navin, Haffty & Associates has been and shall continue to provide clinical, technical, and training expertise as part of a team of consultants and NMC staff implementing PDoc and Dragon. This will be done in close coordination with a team from Nuance/Dragon. We will first build software templates and optimize relevant Meditech modules followed by implementation in the Emergency Department and then the full hospital.
The project began on September 1, 2013 and the estimated completion date is on or before December 31, 2014. Although this timeline was included in the revised scope of services attached to Amendment No. 1 which was approved by the Board of Supervisors on September 24, 2013, Amendment No. 1 itself only requested a term through July 31, 2014. This Amendment No. 2 will ensure that the Agreement term is stated correctly and is consistent with the timelines and deliverables set forth within the current scope of work.
NMC is additionally evaluating and developing a revised scope of services with Navin, Haffty & Associates to cover the ongoing support and optimization of PDOC and Dragon to follow implementation. NMC will be bringing a third amendment to the Board of Supervisors for review and approval in the near future.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved this Amendment No. 2 as to legal form and risk provisions. The Auditor-Controller has reviewed and approved this Amendment No. 2 as to fiscal provisions. This Amendment No. 2 has also been reviewed and approved by Natividad Medical Center's Finance Committee on August 28, 2014 and by its Board of Trustees on September 12, 2014.
FINANCING:
There are no costs associated with the term extension.
Prepared by: Jim Fenstermaker, Senior IT Strategist, 783-2559
Approved by: Dr. Kelly O'Keefe, Interim Chief Executive Officer, 783-2553
Attachments: Amendment No. 1, Original Agreement, Spend Sheet
Attachments on file with the Clerk to the Board's Office