Title
a. Approve and authorize the Director of Health or Assistant Director of Health to execute an Agreement with Oregon Community Health Information Network, Inc. (OCHIN) for the utilization of a combined Electronic Medical Record (EMR) and Practice Management (PM) System for the term September 1, 2018 to August 31, 2023 and a contract amount not to exceed $6,700,000; and
b. Approve the recommendation of the Director of Health to approve the following non-standard risk provisions: insurance, indemnification, limitation of liability, limitation of damages; and
c. Authorize the Director of Health or Assistant Director of Health to sign up to three (3) future, no extension amendments to this Agreement where the amendments do not exceed 10% of the contract amount ($670,000), 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 or Assistant Director of Health to execute an Agreement with Oregon Community Health Information Network, Inc. (OCHIN) for the utilization of a combined Electronic Medical Record (EMR) and Practice Management (PM) System for the term September 1, 2018 to August 31, 2023 and a contract amount not to exceed $6,700,000; and
b. Approve the recommendation of the Director of Health to approve the following non-standard risk provisions: insurance, indemnification, limitation of liability, limitation of damages; and
c. Authorize the Director of Health or Assistant Director of Health to sign up to three (3) future, no extension amendments to this Agreement where the amendments do not exceed 10% of the contract amount ($670,000), and do not significantly change the scope of work.
SUMMARY/DISCUSSION:
The Health Department Clinic Services Bureau (Health Department) operates nine community clinic sites designated as Federally Qualified Health Center Look-Alikes (FQHC-LA), which provide preventative, primary, and specialty medical care services.
The Health Department has contracted with OCHIN since 2007, when the Board of Supervisors first approved Agreement No. A-11307, for access and usage of OCHIN’s Epic Systems Practice Management (PM) and Electronic Medical Record (EMR) System. Through the years, OCHIN has provided valuable health information technology support and services to the Health Department during the course of the Epic PM and EMR System implementation and utilization. A sample of those service benefits include the progression towards a paperless system and meaningful use incentives through the American Recovery and Reinvestment Act (ARRA), quality of documentation, consistency of care across clinics, ePrescribing, electronic lab orders and tracking of quality of care variables.
This new Agreement is intended to replace the previous Agreement 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.
The Health Department will continue to seek and assess future, financially viable EMR system opportunities that may one day allow for integration or partial integration of an electronic health record system across all County healthcare providers, including Natividad and Behavioral Health. OCHIN continues to be Health Department’s primary choice for PMS and EMR services, as OCHIN is the server of choice for many FQHCs across the country, complying with evolving state and federal requirements affecting them.
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 and Auditor-Controller have reviewed as to form. Risk Management has reviewed and requests Board approval of the non-standard risk provisions. The Health Department recommends moving forward with this Agreement to maintain uninterrupted access and usage of OCHIN’s Epic EMR and PM System.
FINANCING:
Sufficient appropriations are available in FY 2018-19 Adopted Budget of Clinic Services Bureau, Health Department (4000-HEA007). The Agreement 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: Sheena Morales, Management Analyst III, x1393
Approved by: Elsa M. Jimenez, Director of Health, x4526
Attachment:
Agreement is on file with the Clerk of the Board