REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
May 23, 2023
FROM
WILLIAM L. GILBERT, Director, Arrowhead Regional Medical Center
SUBJECT
Title
Partial and Full Termination of Contracts with Medical Information Technology, Inc.
End
RECOMMENDATION(S)
Recommendation
1. Authorize the Director of Arrowhead Regional Medical Center to execute Letters of Termination to Medical Information Technology, Inc. to terminate software licenses and services in all Medical Information Technology, Inc. contracts, on an ongoing basis, and to terminate each contract when it is no longer needed, subject to review by County Counsel.
2. Direct the Director of Arrowhead Regional Medical Center to transmit all executed Letters of Termination to Medical Information Technology, Inc. to the Clerk of the Board of Supervisors within 30 days of execution.
(Presenter: William L. Gilbert, Director, 580-6150)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost) as the partial and full termination of contracts with Medical Information Technology, Inc. (MEDITECH) will not incur additional costs.
BACKGROUND INFORMATION
ARMC has utilized the MEDITECH Electronic Health Record (EHR) for all patient care and billing needs since 2001. MEDITECH provided ARMC a comprehensive and integrated EHR that was designed to help increase patient safety, streamlined processes, and improve communication across departments and care teams. In February 2022, ARMC transitioned to a new Epic EHR system provider and is continually sunsetting the clinical portions of the MEDITECH EHR system, such as software, modules and interfaces used to document patient care and all administrative clinical data relevant to the patient’s care when these programs are no longer needed.
As each software, module and interface sunsets, ARMC is required to provide MEDITECH a 60 days written notice to terminate the services. Further, ARMC may need to terminate all remaining programs and services remaining under a particular contract, or to terminate a contract once all programs and services provided under that contract have been terminated. Currently, only Contract Nos. 01-160 and 06-438 remain active as services under those contracts are being utilized.
On August 9, 2022 (Item No. 11), the Board of Supervisors (Board) authorized the Director of ARMC to execute a Letter of Termination discontinuing certain software licenses and services provided under Contract Nos. 01-160, 06-438, 11-910 and 17-855 with MEDITECH.
On August 9, 2022 (Item No. 12), the Board approved an increase of appropriation to Contract No. 01-160 with MEDITECH in the amount of $2,428,552, for continued use and maintenance of the legacy electronic health record system for 24 months during conversion to the new Epic electronic health record system, with no change to the contract term beginning March 30, 2001, and continuing until terminated by either party. There is currently only one active module left in Contract No. 01-160. The Board also approved an increase of appropriation to Contract No. 06-438 with MEDITECH in the amount of $165,528, for continued use and maintenance of the legacy electronic health record system for approximately eight months during conversion to the new Epic electronic health record system, with no change to the contract term beginning November 30, 2006, and continuing until terminated by either party.
ARMC recommends approval of this item to authorize the Director of ARMC to execute termination letters to MEDITECH when services are no longer needed, and authorize the contract to be terminated.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on April 24, 2023; ARMC Finance (Chen Wu, Finance Budget Officer, 580-3165) on May 1, 2023; Finance (Jenny Yang, Administrative Analyst, 387-4884) on May 2, 2023; and County Finance and Administration (Valerie Clay, Deputy Executive Officer 387-5423) on May 4, 2023.