Title
a. Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) or his designee to execute amendment No. 2 to the Agreement (A-13929) with Blue Elm Company LLC for Master Software License & Maintenance services for data integrity verification and issue resolution software at NMC, with an agreement term May 1, 2018 through April 30, 2022; adding $3,840 for a revised total agreement amount not to exceed $33,840.
b. Authorize the Deputy Purchasing Agent for NMC or his delegate to execute up to one (1) future amendment for extended software maintenance in future years, provided that the annual cost of the extended maintenance does not exceed $4,240 per year.
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. 2 to the Agreement (A-13929) with Blue Elm Company LLC for Master Software License & Maintenance services for data integrity verification and issue resolution software at NMC, with an agreement term May 1, 2018 through April 30, 2022; adding $3,840 for a revised total agreement amount not to exceed $33,840.
b. Authorize the Deputy Purchasing Agent for NMC or his delegate to execute up to one (1) future amendments for extended software maintenance in future years, provided that the annual cost of the extended maintenance does not exceed $4,240 per year.
SUMMARY/DISCUSSION:
NMC’s Electronic Health Record (EHR) MEDITECH transfers data daily to a Data Repository (DR). This Data Repository is key for reporting, data analytics, data to third party vendors, etc. There is a need to ensure that all the data is transferred correctly and completely. NMC uses Blue Elm’s DrAuditor tool which automatically validates the process and data transfer to MEDITECH’s DR. If the daily transactions between the MEDITECH applications and the DR don’t transfer correctly there can be discrepancies and lead to inaccurate data in the Data Repository. Many of NMC’s third party applications rely solely on the DR data and its integrity is critical. DrAuditor helps provide confidence in the Data Repository integrity by comparing records in the MEDITECH transactional environment with the data in the SQL Data Repository. Currently, the tool creates audit reports which allow NMC staff to manually resolve any data discrepancy issues.
NMC is requesting approval to purchase Blue Elm’s Requeue module which automatically resolves many data discrepancy types without staff intervention. This ensures quick resolution of data transmission errors and minimal interruption to processes and workflows within NMC.
NMC is requesting approval of NMC Chief Executive Officer’s recommendation to accept non-standard indemnification, insurance, limitations on liability, additional insured or blank endorsement and limitations on warrant and indemnity provisions within the agreement.
This agreement underwent extensive vetting by County approvers. There are numerous technical aspects and non-standard risk provisions that were especially negotiated. Services have not been initiated but the start date of this agreement has been maintained to preserve the parties’ timeline for implementation.
OTHER AGENCY INVOLVEMENT:
The Office of County Counsel reviewed and approved this amendment No. 2 as to form, and the Auditor-Controller reviewed and approved as to payment provisions. The amendment No.2 was reviewed and approved by NMC’s Finance Committee and Board of Trustees on February 12, 2021.
FINANCING:
The cost for this amendment No. 2 is $3,840 which is included in the Fiscal Year 2020-21 Adopted Budget. There is no impact to the General Fund.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Accurate data leads to better patient care by reducing errors and improving physician, departmental, and hospital performance.
__ Economic Development
__ Administration
X Health and Human Services
__ Infrastructure
__ Public Safety
Prepared by: Charles Harris M.D., Chief Medical Information Officer, 783-2785
Approved by: Gary R. Gray, DO, Chief Executive Officer, 783-2504
Attachments:
Blue Elm Amendment 2
Blue Elm Amendment 1
Blue Elm Services Agreement
Attachments on file with the Clerk of the Board