On November 21, 2000 the Yolo County Board of Supervisors approved the release of a Request for Proposal (RFP) for a Management Information System. The Department of Health Services – Alcohol, Drug and Mental Health Division (“ADMH”), now known as Health and Human Services Agency (“HHSA”), selected the Avatar software (“Avatar”) from Creative Socio-Medics [now doing business as Netsmart Technologies, Inc. (“Netsmart”).] Avatar remains the current EHR for the County.
Pursuant to 42 C.F.R. 438.242, and consistent with California Code of Regulations, Title 9, section 1810.376, County Mental Health Plans are required to maintain a health information system that collects, analyzes, integrates, and reports data. There are additional requirements found in both the Mental Health Plan (MHP) and Drug Med-Cal Organized Delivery System (DMC ODS) contracts with the State as well as in sub-regulatory guidance proffered by the State.
AVATAR applications have the ability to track eligibility, billing, payment application, appointment scheduling, medical records containing assessments, treatment plans, and progress notes along with many other clinical functions. It provides the needed framework to securely exchange health information with outside providers, meet meaningful use requirements, and help the agency improve client outcomes. With the technical support and maintenance from Netsmart, HHSA will continue to be able to utilize the system in compliance with various federal and state regulations.
This first amendment to Agreement No. 18-210 adds the RevConnect module which will leverage automation by providing a clearinghouse that is integrated with the County’s Electronic Health Records system to allow for automated eligibility verification and Medicare billing management services.
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.
- On March 24, 2015, the Board of Supervisors approved Second Amendment (Agreement No. 15-24) to increase contract by $203,984 for the implementation of ICD-10, Meaningful Use and Enlighten Analytics projects.
- On June 15, 2018, the County utilized its option to extend Agreement No. 13-104 through September 30, 2018 and to add funding in the amount of $ 61,757.55 for the period of July 1, 2018 through September 30, 2018, in order to allow time to further negotiate and finalize the terms of this renewal agreement and to prevent a lapse of the Business Associates Agreement in conformance with HIPPA and other privacy regulations.
- On September 25, 2018, the Board of Supervisors approved Agreement No. 18-210 through June 30, 2021
- On June 2, 2021, the County exercised its option to extend Agreement No. 18-210 through June 30, 2022, in the amount of $ 347,524.84.
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No county general funds are anticipated to be required by this action. The amount of $11,032 is included in HHSA’s proposed budget for FY21-22. HHSA will budget the funding accordingly in future budgets.
The funding breakdown per fiscal year is provided below:
Total Maximum Amount of This Agreement
[Committed Funds (Schedule A) + Discretionary Funds (Schedule B)] |
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FY 18/19 |
FY 19/20 |
FY 20/21 |
FY 21/22 |
Totals |
| Committed Funds |
$254,830.27 |
$293,202.35 |
$307,862.44 |
$347,524.84 |
$1,203,419.90 |
| Discretionary Funds |
$88,600.11 |
$155,377.55 |
$139,146.42 |
$0 |
$383,124.08 |
| Total |
$343,430.38 |
$448,579.90 |
$447,008.86 |
$347,524.84 |
$1,586,543.98 |
| Agreement Total (All Fiscal Years) = $1,586,543.98 |
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