Title
a. Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) or his designee to execute an Agreement with Medical Information Technology, Inc. for seven software interfaces allowing exchange of electronic patient data from various third-party software systems throughout NMC with NMC’s MEDITECH system, for a total amount not to exceed $97,034 effective on date of County’s execution and terminable with sixty (60) days’ written notice; and
b. Accept the non-standard Agreement terms and conditions, including insurance and indemnification provisions, as recommended by NMC’s CEO.
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 Medical Information Technology, Inc. for seven software interfaces allowing exchange of electronic patient data from various third-party software systems throughout NMC with NMC’s MEDITECH system, for a total amount not to exceed $97,034 effective on date of County’s execution and terminable with sixty (60) days’ written notice.
b. Accept the non-standard Agreement terms and conditions, including insurance and indemnification provisions, as recommended by NMC’s CEO.
SUMMARY/DISCUSSION:
Medical Information Technology, Inc. (MEDITECH) is NMC’s primary Health Care Information System Software (HCIS- Electronic Medical Records) and therefore NMC’s primary source of electronic patient data.
Because of the complexity of patient care and its documentation, there are some software applications needs that are not provided by the MEDITECH suite of products, yet are needed for routine patient care and services. When these other software applications are required it is necessary for these applications to exchange data with MEDITECH via interfaces. NMC currently has multiple active interfaces to and from MEDITECH and third party software such as PACS, our radiology imagining and storage system, and OBIX, our fetal monitoring system. As new specialized software becomes available or is required, NMC subsequently needs to interface these new applications with MEDITECH.
Currently, NMC needs seven additional interfaces to meet the need of the overall HCIS environment. This request is to purchase these seven new interfaces from MEDITECH.
In this Agreement there is a “service fee” (equivalent to a software maintenance plan) included for the software interfaces being purchased to ensure that the software interfaces are supported, kept updated and patched as necessary. The Monthly Service Fee is a perpetual cost that does not have an end date. NMC is currently preparing a separate Board Report that consolidates all of NMC’s various MEDITECH maintenance plans into one report. NMC intends to bring this consolidated MEDITECH maintenance request to the Board of Supervisors soon for approval for the upcoming Fiscal Year 2016-17. Therefore, NMC is currently seeking Board approval for the cost of the interface software only and will be requesting Board approval for the cost of the maintenance and support in the separate planned request for the consolidated maintenance and support with MEDITECH.
MEDITECH requires separate agreements for each of their products and purchases over $35,000. In January 2016, NMC sought and the Board approved an agreement for MEDITECH’s Operating Room Module (ORM), and is the same agreement template as this request for these MEDITECH interfaces. MEDITECH requires new and separate agreements for each purchase over $35,000 hence these two recent agreements were presented separately.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed this Agreement and approved as to form. The Auditor-Controller has reviewed and approved this Agreement as to payment provisions. The Agreement has also been reviewed and approved by NMC’s Finance Committee on January 4, 2016 and by its Board of Trustees on January 8, 2016.
FINANCING:
The cost for this Agreement is $97,034, all of which has been included in the Fiscal Year 2015-16 Adopted Budget. Amounts associated with future amendments will be included in future budgets as appropriate. There is no impact to the General Fund.
Prepared by: Dr. Charles Harris, MD, IT, 783-2785
Approved by: Gary R. Gray, DO, Chief Executive Officer, 783-2504
Attachments:
Agreement for Software Interfaces with Medical Information Technology, Inc.
Attachments on file with the Clerk of the Board