Title
a. Approve and authorize the Director of Health Services or their designee to execute Amendment No. 3 to Agreement with Oregon Community Health Information Network, Inc. (OCHIN), for the utilization of a combined Electronic Medical Record (EMR) and Practice Management (PM) System, extending the term an additional three years, for a revised full term of September 18, 2018, through August 31, 2026 and increasing the total contract amount by $2,610,000 for a new agreement total of $9,980,000; and
b. Authorize the Director of Health Services or their designee to sign up to three (3) future amendments to this Agreement where the amendments in total do not exceed 10% of the initial contract amount ($670,000), for a total revised contract amount of $10,650,000, and do not significantly change the scope of work.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Director of Health Services or their designee to execute Amendment No. 3 to Agreement with Oregon Community Health Information Network, Inc. (OCHIN), for the utilization of a combined Electronic Medical Record (EMR) and Practice Management (PM) System, extending the term an additional three years, for a revised full term of September 18, 2018, through August 31, 2026 and increasing the total contract amount by $2,610,000 for a new agreement total of $9,980,000; and
b. Authorize the Director of Health Services or their designee to sign up to three (3) future amendments to this Agreement where the amendments in total do not exceed 10% of the initial contract amount ($670,000), for a total revised contract amount of $10,650,000, and do not significantly change the scope of work.
SUMMARY/DISCUSSION:
The Health Department Clinic Services Bureau (Clinic Services) operates ten community clinic sites designated as Federally Qualified Health Centers (FQHCs) which provide preventive, primary, and specialty medical care services which are all mandated by Health Resources and Services Administration (HRSA) to provide primary health services to all patients regardless of ability to pay.
Clinic Services has been a member of the OCHIN collaborative since 2007, which allows for access and usage of EPIC, an Electronic Health Record (EHR) and Practice Management (PM) system.
On August 28, 2018, the Board of Supervisors approved Agreement No. A-14094 to replace the previous Agreement with OCHIN by bringing all contract provisions up to current environment standards and in compliance with current federal and state laws protecting the health and personal information of the County’s patients. Through the years, OCHIN has provided valuable health information technology support and services to the Health Department FQHC clinics, incorporating best industry practices to improve patient care. Amendment No. 1 to Agreement No. A-14094 was executed on July 1, 2020, to add additional services, and Amendment No. 2 was executed on July 1, 2022 to increase the contract amount.
Approval of this Amendment No. 3 will provide uninterrupted access to Clinic Services’ existing EHR and PM systems, while supporting the incremental costs associated with future systems growth due to capital expansion projects, such as the Alisal Integrated Health Center project, with an anticipated construction completion of Fall 2023.
While this work is not directly in support of a Health Department strategic initiative, it is in support of one or more of the ten essential public health services, specifically: 1) Monitor health status to identify and solve community health problem; and 3) Inform, educate, and empower people about health issues.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed as to form. Auditor-Controller has reviewed as to financial terms.
FINANCING:
Sufficient appropriations are available in FY 2023-24 Adopted Budget of Clinic Services Bureau, Health Department (4000-HEA007). The Amendment will be funded by revenues from Medi-Cal and Medicare. There is no financial impact to the General Fund resulting from approval of this Agreement.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Check the related Board of Supervisors Strategic Initiatives:
☐Economic Development:
• Through collaboration, strengthen economic development to ensure a diversified and healthy economy.
☐Administration:
• Promote an organization that practices efficient and effective resource management and is recognized for responsiveness, strong customer orientation, accountability and transparency.
☒Health & Human Services:
• Improve health and quality of life through County supported policies, programs, and services; promoting access to equitable opportunities for healthy choices and healthy environments in collaboration with communities.
☐Infrastructure:
• Plan and develop a sustainable, physical infrastructure that improves the quality of life for County residents and supports economic development results.
☐Public Safety:
• Create a safe environment for people to achieve their potential, leading businesses and communities to thrive and grow by reducing violent crimes as well as crimes in general.
Prepared by: Prisca Segovia, Management Analyst II, 755-4939
Approved by:
__________________________________Date:_______________
Elsa Mendoza Jimenez, Director of Health Services, 755-4526
Attachments:
Amendment No. 3
Amendment No. 2
Amendment No. 1
Agreement