Title
Health and Human Services Agency (HHSA) recommending:
1) Approve and authorize the Chair to sign Agreement 6017 with California Mental Health Services Authority (CalMHSA) for the provision of a California-centric enterprise solution for Electronic Health Records (EHR) Program Participation Agreement, with a not-to-exceed (NTE) amount of $50,000, and for the retroactive term of one (1) year from July 1, 2021 through June 30, 2022; and
3) Authorize the HHSA Director or their designee to execute further documents relating to Agreement 6017, contingent upon approval by County Counsel and Risk Management, including amendments which do not increase the maximum dollar amount or term of the Agreement.
FUNDING: 100% Behavioral Health QIP Startup Funds.
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DISCUSSION / BACKGROUND:
CalMHSA, a Joint Powers Authority (JPA) providing California counties with an independent administrative and fiscal intergovernmental structure, recently performed a direct market survey across all California County Behavioral Health Plans (BHPs) to confirm demand within the market for a more effective Electronic Health Records Program (EHR). The market survey found that many of the County BHPs are dissatisfied with their current EHRs and are actively seeking new solutions. As a result, CalMHSA is currently managing a Request for Proposal (RFP) process for a semi-statewide EHR to fully support County BHPs and their operational needs. The EHR Program will be designed to be configured and implemented across multiple counties, and will be grounded in clinical best practices, state objectives such as California Advancing and Innovating Medi-Cal (CalAIM), and unique business operational needs of the California county-based behavioral health system. It will act as a catalyst for better use of data to drive performance outcomes.
By introducing a common enterprise system that is inherently based upon pre-defined workflows, the EHR Program will provide CalMHSA and Program Participants with the ability to implement centralized application management service, application support services, end-user training, revenue cycle management services, project management and other professional services. The program, and the application of centralized services to support multiple counties, will provide for more efficient use of resources, better clinical outcomes, improved adherence to state requirements and reporting, and better overall justification of state spending on specialty mental health and substance use services.
In September 2021, the HHSA Contracts Unit received a request from the Behavioral Health division to process a new EHR Program Participation Agreement with California Mental Health Services Authority (CalMHSA). When HHSA received the Participation Agreement from CalMHSA, it included a term retroactive to July 1, 2021. Based on HHSA’s history of processing agreements with CalMHSA, retroactive agreements are frequently the norm. HHSA has not had the option to modify the effective dates for agreements with CalMHSA. In addition, the compensation for this agreement, as with other CalMHSA participation agreements, is based on the size of our County, not the length of participation. Following clarification from CalMHSA that the participation agreement will allow for HHSA to utilize the improved EHR program, the Agreement was processed in preparation for the next available Board date.
As El Dorado is a CalMHSA member county and as there are increasing needs in El Dorado and throughout the State to be able to track multiple data points that will be addressed through the resulting new EHR, HHSA Behavioral Health and residents served through the agency will benefit from the improved EHR. Initial funding to participate in the program is based upon County population, as follows:
a. Los Angeles County: $250,000
b. Large: $150,000
c. Medium: $100,000
d. Small: $50,000
e. Frontier: $35,000
ALTERNATIVES:
Should the Board decline to approve this Agreement, HHSA would be responsible for finding and managing its own EHR.
PRIOR BOARD ACTION:
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel and Risk Management.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no Net County Cost associated with this agenda item. Sufficient appropriations were included in the Fiscal Year 2021-22 Budget. Funding is covered 100% by Behavioral Health QIP Startup Funds.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board to obtain signature of Chair on two (2) original Agreements 6017; and
2) Clerk of the Board to return one (1) fully executed Agreement to HHSA Contracts Unit at 3057 Briw Rd, Suite B.
STRATEGIC PLAN COMPONENT:
Good Governance
CONTACT
Don Semon, Director, Health and Human Services Agency