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Health and Human Services Agency recommending the Board:
1) Approve and authorize the Chair to sign Agreement for Services 514-S1710 with Dimension Reports, LLC., for the provision of claim data for Accounts Receivable tracking, revenue projection, budgeting, cost report preparation, and reconciliation assistance specific to Medi-Cal billing information, and providing reports on a bi-weekly basis as needed for administrative/fiscal purposes for the term effective upon execution for three (3) years, with a maximum contractual obligation of $70,000; and
2) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement for Services 514-S1710 which do not increase the maximum dollar amount or term of the Agreement, and contingent upon approval by County Counsel and Risk Management.
FUNDING: 100% Federal Funding.
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DEPARTMENT RECOMMENDATION:
Health and Human Services Agency (HHSA) is recommending the Board approve and authorize the Chair to sign Agreement for Services 514-S1710. HHSA further recommends authorizing the Purchasing Agent or their designee to execute further documents if needed.
Additionally, HHSA has determined, in accordance with County Ordinance Section 3.13.030, it is more economical and feasible to engage an independent contractor for reporting services because of the proprietary software used to evaluate data and provide reporting capabilities, which has been tested and approved by several other California County Agencies.
DISCUSSION / BACKGROUND:
HHSA contracts with Netsmart for use of their Avatar software product, which captures client-specific data for the Behavioral Health programs and then translates into billing data, including data for Medi-Cal billing. Current processes require manual data entry, reconciliation, and reporting for annual Cost Report activities.
Dimension Reports, LLC. will augment Avatar, providing a level of reporting and reconciliation of financial Medi-Cal billing information that will enhance current processes, automating reconciliation and reporting activities resulting in efficiency and more timely data and information. Dimension Reports, LLC will also provide additional reporting capabilities, on a bi-weekly basis, thereby assisting HHSA to ensure data quality checks on billing and accounts receivable, as well as complement the development of reports to regulatory agencies.
While attending an Avatar convention, HHSA staff met with other "like" counties to determine what they are using for Medi-Cal billing reporting options since Avatar offers limited Medi-Cal billing data reporting. HHSA staff researched various organizations to identify software that would provide quality validation, reconciliation and enhancement to reporting activities, and determined that Dimension Reports, LLC was the most feasible and economic solution.
ALTERNATIVES:
Disapproval of Agreement for Services 514-S1710 will result in the continuation of manual data entry and manual reconciliation of data.
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
County Counsel, Risk Management, and Information Technologies.
CAO RECOMMENDATION:
It is recommended that the Board approve this item.
FINANCIAL IMPACT:
There is no Net County Cost associated with this Agenda item. Sufficient appropriations were included in the fiscal year 2017/2018 budget, and will be included in future budgets for the term of the Agreement
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board to obtain signature of Chair on two (2) original Agreements for Services 514-S1710.
2) Clerk of the Board to return one (1) fully executed Agreement to the HHSA Contracts Unit at 3057 Briw Road.
CONTACT
Patricia Charles-Heathers, Ph.D., Director