↵On November 21, 2000 the Board approved the release of a Request for Proposal (RFP) for a Management Information System. After the bids were returned, the Department of Health Services - Alcohol, Drug and Mental Health Division (ADMH) selected the Avatar software from Creative Socio-Medics (now doing business as Netsmart Technologies, Inc.). Netsmart Technologies, Inc. was chosen because of their knowledge of the State and Federal reporting requirements, and the ability to provide technical and physical security as required by the national standards Health Insurance Portability and Accountability Act (HIPAA) of 1996. The software applications have the ability to track eligibility, billing, payment application, appointment scheduling, medical records maintenance and many other clinical functions. With the technical support and maintenance from Netsmart Technologies, Inc., ADMH will continue to utilize the system.
This Amendment is to include the implementation of three projects; ICD-10, Meaningful Use Certification Modules and Enlighten Analytics for the period July 1, 2015 through June 30, 2018. A description for each project is provided below:
- ICD-10
The federal mandate to transition to ICD-10 pertains to all HIPAA covered entities, this includes ADMH. On October 1, 2015, the industry will be moving to the ICD-10 code set for diagnostic and inpatient procedure billing. In addition, the American Psychiatric Association released DSM-5 in June 2013. This latest version of the DSM manual includes significant changes to the way that a diagnosis is recorded including the removal of all Axes designations. As a result of these changes, Netsmart Technologies, Inc. has made changes to the existing myAvatar platform to support these transitions. The purpose of this statement of work is to outline the requirements and deliverables for the implementation along with project management for the implementation of the ICD-10 package. The scope is based on the latest generally available software release that supports ICD-10, project timeline, and use of Plexus implementation methodology and recommendations.
In considering that the ICD-10 upgrade is a federal mandate, Netsmart Technologies, Inc. will be implementing this upgrade for other customers as well. Approval of this Amendment is needed in order for ADMH to secure a position in the queue for this implementation and to be in compliance with the federal mandate to have the ICD-10 upgrade implemented by October 1, 2015.
- Meaningful Use Certification Module
Meaningful Use is comprised of four software components; CareConnect, OrderConnect, Care Guidance/Clinical Quality Metrics and myHealthPointe. These components are required in order for ADMH to qualify for stage one of the implementation for Meaningful Use. A description for each component is provided below:
- CareConnect - enables the sharing of clinical information among providers involved in the care of a consumer as well as with other entities such as Regional Health Information Organizations (RHIOs) or Health Information Exchanges (HIEs). Included with CareConnect, providers can create transition of care referrals between care providers, request other information from providers, and receive information in a standard Continuity of Care Document (CCD). CareConnect offers add-on subscription services for the transmission of the (CCD) with (RHIOs)and (HIEs), automation of Lab Orders and Lab Results, and sharing required reporting (e.g. Immunizations, Syndromic Surveillance, etc.).
- ?OrderConnect is Netsmart's Surescripts Certified secure Web-based electronic prescribing, order tracking management system. OrderConnect helps providers improve quality of care, reduce medication errors and meet criteria to receive Medi-Cal and Medicare funds for Meaningful Use of an Electronic Health Record (EHR). It is fully integrated with Netsmart’s enterprise solutions.
- Care Guidance/Clinical Quality Metrics is a module that provides reports and monitoring metrics for Meaningful Use Measures and Clinical Quality Measures. Dashboards and alerts support clinician awareness and help organizations to improve care and outcomes. Beyond regulated reporting, Netsmart’s Care Guidance for Meaningful Use Stage 2 includes the ability to benchmark an organization’s performance on all required Clinical Quality Metrics as data becomes available in 2015. As CMS potentially changes the Meaningful Use menu requirements year to year, Care Guidance subscription covers these changes.
- myHealthPointe is Netsmart’s suite of consumer solutions focused on improving clinical outcomes through client engagement and empowerment. myHealthPointe delivers an engaging and collaborative experience, keying in on condition management in a consumer friendly manner. myHealthPointe Portal is web based portal providing consumer access to their health information. myHealthPointe mobile is a mobile solution that builds on the functionality provided by myHealthPointe Portal.
- Enlighten Analytics solution is a subscription Software that captures financial, operational, and clinical data. The simple, user-friendly point-and-click technology makes data drill down and ask-and-answer analysis easy with simple charts and graphs, effectively turning the massive amounts of complex healthcare data into meaningful, actionable information. Enlighten Analytics permits multi-dimensional analysis of key performance data to connect the dots and answer the real world business challenges that health and human services organizations face every day. Enlighten Analytics provides understandable charts, providing a clear picture of an organization’s strengths and weaknesses and helps rapidly adapt to current market conditions. Implementation of Enlighten Analytics has the capability to dramatically improve revenue collection, clinical productivity, patient access to services, and clinical quality.
The implementation of Enlighten Analytics is needed in order to:
- Give care coordinators, case managers, therapists, psychiatrists, nurses and peer specialists up-to-date, actionable information, helping to improve patient access and transform care
- Evaluate client clinical outcomes
- Quickly answer important client demographic questions, including questions involving diagnosis and medications
- Track key outcomes related to revenue, cost, staff productivity, and quality outcomes
- Review revenue totals by location, change over time, trending, and service type
- See how appointment kept rates vary by payer, various codes, day and week, and specific location
- Identify and track service utilization rates by payer type
The table below is a breakdown of the annual cost of this Agreement.
| Fiscal Year |
Original Contract Amount |
First Amendment |
This Amendment (Second Amendment) |
Annual Contract Amount |
| 2013-14 |
$170,741 |
-0- |
-0- |
$170,741 |
| 2014-15 |
$174,081 |
$48,750 |
-0- |
$222,831 |
| 2015-16 |
$177,504 |
$3,500 |
$109,328 |
$290,332 |
| 2016-17 |
$181,013 |
$3,500 |
$47,328 |
$231,841 |
| 2017-18 |
$184,610 |
$3,500 |
$47,328 |
$235,438 |
| Total |
$887,949 |
$59,250 |
$203,984 |
$1,151,183 |
Competitive Bid Process:
Continuing technical support and maintenance for the Avatar system procured via RFP issued on November 21, 2000 is necessary to enable the department to fully utilize its database.
Contracting History:
On July 16, 2013, the Board of Supervisors approved original Agreement (Agreement No. 13-104) to continue to provide computer technical support and maintenance for Avatar Management Information System in the amount of $887,949 for the period July 1, 2013 through June 30, 2018.
On September 9, 2014, the Board of Supervisors approved First Amendment (Agreement No. 14-180) to increase contract by $59,250 for the implementation of MyAvatar Point of Service and Batch Imaging.
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