Title
a. Authorize the Chief Executive Officer for Natividad Medical Center (NMC) or his designee to execute an agreement with Phreesia, Inc. for access passport electronic form services at NMC for an amount not to exceed $277,030 with an agreement term retroactive from October 31, 2024 through October 30, 2027.
b. Approve the NMC’s Chief Executive Officer’s recommendation to accept non-standard provisions within the service agreement.
c. Approve the NMC’s Chief Executive Officer’s recommendation to accept non-standard provisions within the business associate agreement.
d. Authorize the Chief Executive Officer for Natividad Medical Center 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 10% ($27,703) of the original cost of the agreement, for total contract liability of ($304,733).
Report
RECOMMENDATION:
It is recommended the Board of Supervisors:
a. Authorize the Chief Executive Officer for Natividad Medical Center (NMC) or his designee to execute an agreement with Phreesia, Inc. for access passport electronic form services at NMC for an amount not to exceed $277,030 with an agreement term retroactive from October 31, 2024 through October 30, 2027.
b. Approve the NMC’s Chief Executive Officer’s recommendation to accept non-standard provisions within the service agreement.
c. Approve the NMC’s Chief Executive Officer’s recommendation to accept non-standard provisions within the business associate agreement.
d. Authorize the Chief Executive Officer for Natividad Medical Center 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 10% ($27,703) of the original cost of the agreement, for total contract liability of ($304,733).
SUMMARY/DISCUSSION:
Natividad Medical Center’s admissions and case management processes utilize paper forms to facilitate the various patient agreements and notices as part of the delivery of care. The hospital seeks to optimize the patient registration process by moving from paper-based forms to digital forms with an electronic signature. Electronic forms will help the hospital streamline workflows, reduce wait times, improve accuracy, reduce paper utilization and waste, and assist with regulatory compliance. Natividad Medical Center has reviewed various products and has identified Phreesia’s Access e-Forms and services as being the best fit for its needs.
OTHER AGENCY INVOLVEMENT:
The Office of County Counsel has reviewed and approved this agreement as to form, and the Auditor-Controller has reviewed and approved as to payment provisions. The agreement has also been reviewed and approved by NMC’s Finance Committee and by its Board of Trustees on November 8, 2024.
FINANCING:
The cost for this agreement is $277,030 of which $223,710 is included in the FY 2024-25 Adopted Budget. Amounts for remaining years of the agreement will be included in those budgets as appropriate. Funding will be provided from NMC’s Enterprise Fund 451-9600-6408.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Natividad Medical Center seeks to enhance the admissions process by converting its paper forms to digital format with electronic signatures. This will enhance the patient’s experience by streamlining the registration process, reducing the hospital’s reliance on paper, and minimize its associated storage costs.
__ Economic Development
X Administration
X Health and Human Services
__ Infrastructure
__ Public Safety
Prepared by: Ari Entin, Chief Information Officer, 783-2564
Approved by: Charles R. Harris, Chief Executive Officer, 783-2553
Attachments:
Phreesia, Inc. Agreement
Attachments on file with the Clerk of the Board