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Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings that Electronic Patient Health Record and Medical Billing software services provided for under Agreement 407 (209-S1711) are in accordance with El Dorado County Ordinance Code, Chapter 3.13.030 (b) due to specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the work;
2) Approve and authorize the Chair to sign Amendment II to Agreement for Services 407 (209-S1711) with Patagonia Health, Inc., for the provision of Electronic Patient Health Record and Medical Billing software, in the amount of $286,595, for a new maximum contractual obligation of $752,071 and for an additional five year term to expire December 31, 2026; and
3) Authorize the HHSA Director, or designee, to execute further documents relating to Agreement for Services 407 (209-S1711), including amendments which do not increase the maximum dollar amount or term of the Agreement, contingent upon approval by County Counsel and Risk Management.
FUNDING 100% Public Health Realignment.
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DISCUSSION / BACKGROUND:
On December 13, 2016 (File 16-1192), the Board of Supervisors authorized the Health and Human Services Agency (HHSA) to enter into an Agreement with Patagonia Health, Inc., for the purchase of software licenses, support, and implementation of Electronic Patient Health Record (EHR) and Medical Billing software for Public Health Nursing. The agreement was executed for a five (5) year term, December 13, 2016 through December 12, 2021, with a maximum contractual obligation of $315,475. Amendment I to Agreement 407 (209-S1711), approved and executed September 21, 2021, provided for an increase to the maximum contractual obligation in the amount of $150,000, for a new total of $465,475 to conduct an EHR on-site system analysis for the purpose of identifying possible system enhancements and/or staff training needs. Amendment I also allowed Public Health to purchase any necessary or recommended service enhancements to maximize the effectiveness and efficiency of the system. This amendment was expedited ahead of the contract expiration date in order to meet more immediate programmatic needs, State obligations, and to improve data infrastructure for COVID-19 response. The Epidemiology and Laboratory Capacity for Prevention and Control of Emerging Infectious Diseases (ELC) Enhancing Detection Grant is funding the additional features.
As Patagonia Health, Inc. has provided satisfactory service during the initial term of the original agreement, Public Health wishes to extend the existing agreement for an additional five years. As a result, HHSA is bringing Amendment II to Agreement for Services 407 (209-S1711) which will increase the maximum contractual obligation in the amount of $286,595, for a new total of $752,071, to extend the term of the software licenses and support (expiring December 12, 2021) for an additional five years through December 31, 2026.
ALTERNATIVES:
Should the Board decline to approve this Amendment, HHSA would have to search for a comparable system, obtain a quote, purchase and implement a new health record system or return to the use of an antiquated health record system which includes a manual billing process.
PRIOR BOARD ACTION:
1) 12/13/16, 16-1192 HHSA Patagonia Agreement
2) 09/21/21, 21-1159 HHSA Patagonia Health Agreement 407 AMD I
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
County Counsel and Risk Management have reviewed and approved Amendment II.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
The Original Agreement is Federal and State funded. Amendment I is funded 100% by Federal (ELC Enhancing Detection Grant) funding. There is no Net County Cost associated with approval of Amendment II which will be funded with public health realignment funding. Sufficient appropriations were included in the Fiscal Year 2021-22 budget, and will be included in future budgets for the term of the Agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Obtain signature of Chair on two (2) original Amendment II of Agreement for Services #407 (209-S1711).
2) Return one (1) fully executed Amendment II of Agreement for Services #407 (209-S1711) to HHSA Contracts Unit at 3057 Briw Rd, Suite B.
STRATEGIC PLAN COMPONENT:
Healthy Communities: Improved health, well-being and self-sufficiency of El Dorado County communities, residents and visitors
CONTACT
Don Semon, Director, Health and Human Services Agency