Title
a. Authorize payment to Medical Information Technology, Inc. (MEDITECH) for routine maintenance services on the various MEDITECH software system modules implemented at Natividad Medical Center for an amount not to exceed $341,127, as well as funds to cover fees for new interfaces and enhancements not to exceed $48,873. The total for this agreement shall not exceed $390,000 for the period of July 01, 2020 through June 30, 2021.
Report
RECOMMENDATION:
It is recommended the Board of Supervisors:
a. Authorize payment to Medical Information Technology, Inc. (MEDITECH) for routine maintenance services on the various MEDITECH software system modules implemented at Natividad Medical Center for an amount not to exceed $341,127, as well as funds to cover fees for new interfaces and enhancements not to exceed $48,873. The total for this agreement shall not exceed $390,000 for the period of July 01, 2020 through June 30, 2021.
SUMMARY/DISCUSSION:
The MEDITECH System consists of many modules and interfaces that all have required ongoing monthly maintenance fees to support the software. MEDITECH is Natividad’s primary system from patient registration, clinical documentation, physician ordering, electronic records, and all financial aspects. As additional modules, features, enhancements and interfaces are added to NMC’s MEDITECH system, corresponding maintenance fees are incurred. Most of the routine modules as well as smaller upgrades, features and enhancements all have monthly maintenance fees.
MEDITECH’s system is critical at NMC to patient care and documentation and the support and maintenance is absolutely needed by NMC. This request to pay the annual maintenance fees ensures that the system remains functional. $48,873 of the $390,000 is to be used for any routine one-time costs for small features, interfaces and customizations costing under $15,000 each.
The original services agreement with MEDITECH is perpetual and does include a 60-day notice to terminate clause.
OTHER AGENCY INVOLVEMENT:
The Office of County Counsel has reviewed and approved this request, as has the Auditor-Controller. This request has also been reviewed and approved by NMC’s Finance Committee on May 8, 2020, and by its Board of Trustees on May 8, 2020.
FINANCING:
The cost for this request is $390,000 for FY20-21, all of which has been included in the FY20-21 Recommended Budget. There is no impact to the General Fund.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Ongoing system maintenance is necessary to keep the hospital’s primary Electronic Health Record (EHR) system, MEDITECH, functional and accessible. The system holds all patient records which is a vital part of care and treatment, therefore this request ultimately leads to improved care and health of NMC Patients. Regular maintenance also fosters a sound, secure and sustainable physical infrastructure.
__ Economic Development
__ Administration
X Health and Human Services
X Infrastructure
__ Public Safety
Prepared by: Dr. Charles Harris, Chief Medical Information Officer, 783-2785
Approved by: Gary R. Gray, DO, Chief Executive Officer, 783-2504
Attachments:
Board Report Attachment A: MEDITECH Annual Maintenance Payment Schedule
Original Agreement with Medical Information Technology, Inc.
Attachments on file with the Clerk of the Board