REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
March 10, 2020
FROM
WILLIAM L. GILBERT, Director, Arrowhead Regional Medical Center
SUBJECT
Title v
Amendment No. 2 to Agreement with Access eForms, LP for Electronic Healthcare Forms
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 2 to Agreement No. 15-144 with Access eForms, LP for electronic healthcare forms, increasing the contract amount by $161,398 from $685,239 for a total contract amount of $846,637, and extending the contract term for an additional two years for the total contract period of April 7, 2015 through April 6, 2022.
(Presenter: William L. Gilbert, Director, 580-6150)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The cost of $161,398 is funded by State Medi-Cal, Federal Medicare, private insurances, and other departmental revenue. Funding sources may change in the future pending any legislative activity related to the repeal and/or replacement of the Affordable Care Act. Adequate appropriation and revenue have been included in the Arrowhead Regional Medical Center (ARMC) 2019-20 budget and will be included in future recommended budgets.
Payment for services under the Agreement will be paid over a two-year period according to the following schedule:
|
Description |
Year 1 |
Year 2 |
Total |
|
Support Price - IFS, E-Convert Tool, EFR, E-Signature, 75 Wacom Pads, Imaging Portal, Thermal Print Module, Enterprise UDP |
$46,518 |
$47,957 |
$94,475 |
|
Support Price - Passport Registration, Passport Clinical. Passport Form Design Tool |
$24,742 |
$25,507 |
$50,249 |
|
24 Additional Rehab Passport Form Builds |
$12,000 |
|
$12,000 |
|
IFS Migration including License Transfer Addendum |
$4,674 |
|
$4,674 |
|
Total Cost |
|
|
$161,398 |
BACKGROUND INFORMATION
Approval of this recommendation will allow ARMC to continue to receive the services provided by Access eForms that streamlines the admissions and registration process for patients and staff.
ARMC is in the midst of a conversion of its Electronic Health Record (EHR) and will need to maintain its ability to meet the needs of its patients in the most efficient and effective manner. It is prudent to maintain continuity of service providers through the EHR conversion process from Meditech to EPIC.
ARMC has used Access eForms in the past five years to ensure the conversion of patient forms and consents to a secure digital format. Access eForms has also been used to obtain a secure, legal patient electronic signature with the use of external signature pads, which facilitate a paperless admission process while maintaining the ability to print forms on demand when needed. This amendment bridges the gap between the current contract that is set to expire April 6, 2020 and full implementation of EPIC. The amendment also allows the hospital to continue to streamline the admission and registration process and provides for the health and social services needs of County residents by reducing the cost of purchase and storage of printed forms.
ARMC recommends approval of the Service Agreement with Access eForms LP to ensure the hospital is able to maintain a more efficient, paperless process for patient admissions and record keeping for County residents.
PROCUREMENT
This is a non-competitive purchase approved by Purchasing based on an existing agreement with Access eForms. The County entered into an agreement with Access eForms in 2015 for three years with an option to extend for two additional years. The extension of the original term is complete on April 6, 2020. However, a new two-year agreement is necessary to ensure this service is available during the transition period from ARMC’s current electronic health record system, Meditech, to the new system, EPIC. With EPIC, the electronic form functionality is built into the system so ARMC will no longer need a third party vendor (Access eForms).
As the result of a competitive process, on April 7, 2015 (Item No. 14), the Board of Supervisors approved Agreement No. 15-144 with Access eForms for electronic form design, management, and document storage system in the amount of $410,979 for the period of April 7, 2015 through April 6, 2018, with one two-year extension option.
On October 31, 2017 (Item No. 9), the Board of Supervisors approved Amendment No. 1 to Agreement 15-144 with Access eForms to increase the contract amount by $274,260 from $410,979 to $685,239 and extending the term of the agreement the additional two years allowed to April 6, 2020.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, County Counsel, 387-5487) on February 28, 2020; Purchasing Department (Jaqueline Ambrose, Lead Buyer, 777-0722) on February 14, 2020 Finance (Amanda Trussell, Principal Administrative Analyst, 387-4773) on February 20, 2020; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on February 24, 2020.