Title
a. Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) or his designee to execute Amendment No. 1 to the agreement with Himagine Solutions, Inc. for remote retrospective abstraction, data collection and entry of trauma patients into NMC’s Trauma One Database, extending the agreement an additional one (1) year period (July 1, 2017 through June 30, 2018) for a revised full agreement term of July 1, 2016 through June 30, 2018 and adding $100,000 for a revised total agreement amount not to exceed $199,999.
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%) of the original cost of the agreement per each amendment.
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 amendment No. 1 to the agreement with Himagine Solutions, Inc. for remote retrospective abstraction, data collection and entry of trauma patients into NMC’s Trauma One Database, extending the agreement an additional one (1) year period (July 1, 2017 through June 30, 2018) for a revised full agreement term of July 1, 2016 through June 30, 2018 and adding $100,000 for a revised total agreement amount not to exceed $199,999.
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%) of the original cost of the agreement per each amendment.
SUMMARY/DISCUSSION:
Improvement in trauma care depends on the establishment of functioning trauma care systems, of which a trauma registry is a crucial component. According to the American College of Surgeons (ACS), trauma registries should be concurrent at a minimum, where 80% of cases must be entered within 60 days of discharge as per Centers for Medicare & Medicaid Services Qualified Health Plan (QHP) Application Chapter 16 (CD 16-6). ACS recommends that one full-time dedicated trauma registrar captures the National Trauma Data Standard (NTDS) data set for 500-750 admitted patients annually (CD 15-9).
Natividad Medical Center has surpassed the volume recommendation and requires assistance due to the high volume of patients treated at the trauma center. A total of 1375 trauma patients were seen in 2015 and the volume increased to 1522 patients seen in 2016. Himagine Solutions, Inc. provides experienced, certified registrars to perform retrospective abstracting, data collection and entry of trauma patients into NMC’s Trauma One Database, via a secured and remote access, as needed and within the required time period set by ACS.
Although NMC recently hired a full time employee to assist current staff with fulfilling the requirements of ACS, NMC will continue requiring the services of Himagine until after the new employee has been established and is up-to-date with NMC’s current processes and procedures and able to meet the required abstraction demands based on the trauma center’s current volume. NMC is anticipating the need for Himagine to continue providing services through June 30, 2018; however, this is dependent on the monthly trauma patient census which will determine the need for further services. By extending the contract with Himagine, NMC will be able to evaluate the future needs of increasing permanent staff levels to accommodate the census should it continue to increase while maintaining a concurrent registry and meeting the ACS requirements.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved this amendment No. 1 as to legal form and risk provisions, and the Auditor-Controller has reviewed and approved as to payment provisions. This amendment No. 1 has also been reviewed and approved by NMC’s Finance Committee on March 23, 2017 and by its Board of Trustees on April 7, 2017.
FINANCING:
The cost for this amendment No. 1 is $100,000 of which $11,000 is included in the Adopted Budget for Fiscal Year 2016-17 and $89,000 is included in the FY17-18 Recommended Budget. Should NMC seek extensions of the original agreement, amounts for any extensions will be included in those budgets as appropriate. There is no impact to the General Fund.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
__ Economic Development
X Administration
This agreement is for trauma registry services which are a crucial component of a functioning trauma center. These services ensure regulatory compliance and have enabled NMC to operate its trauma center efficiently and effectively regardless of volumes.
X Health and Human Services
Maintaining a trauma registry is an ACS requirement. Remaining compliant ensures that NMC is able to continue to provide trauma care to patients in need, measure outcomes of care and benchmark with other trauma centers to ensure the best practices of care are provided.
__ Infrastructure
__ Public Safety
Prepared by: Julie Ramirez, Trauma Program Manager, 772-7350
Approved by: Gary R. Gray, DO, Chief Executive Officer, 783-2504
Attachments:
Himagine Solutions Inc Amendment 1
Himagine Solutions Inc Agreement
Himagine Solutions Inc Spend Sheet
Attachments on file with the Clerk of the Board