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Consent-Health & Human Services # 17.
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| Board of Supervisors |
Adult & Aging |
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| Subject |
| Approve the renewal agreement with Netsmart Technologies, Inc. to continue to provide computer technical support and maintenance for Avatar Management Information System in the amount of $1,239,019.14 for the period October 1, 2018 through June 30, 2021. (No general fund impact) (Larsen) |
| Recommended Action |
| Approve the renewal agreement with Netsmart Technologies, Inc. to continue to provide computer technical support and maintenance for Avatar Management Information System in the amount of $1,239,019.14 for the period October 1, 2018 through June 30, 2021. |
| Strategic Plan Goal(s) |
| Operational Excellence |
| Reason for Recommended Action/Background |
On November 21, 2000 the Yolo County Board of Supervisors approved the release of a Request for Proposal 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 Electronic Health Record (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), the Drug Med-Cal Organized Delivery System (DMC ODS) contracts with the State, and in sub-regulatory guidance offered 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 renewal agreement with Netsmart provides the County with licenses to continue utilizing Avatar as the County’s EHR. It will also allow Netsmart to continue to provide technical support and maintenance that will enable HHSA to fully utilize its database, including remote hosting. More specifically, this effort will allow HHSA to continue the transmittal of required information to the State Department of Healthcare Services in a timely manner, the completion of State and Federal billing and reporting requirements, and the effective tracking of the clinical services that HHSA provides to consumers.
In addition to the support and maintenance services, this agreement also includes the following:
- An annual fee for Electronic Signature Pads.--This allows staff to work more efficiently with consumers in the field as well as the office, to gain signature consent for treatment and services, release of information, etc.
- Order Connect e-Prescribing Module--The Order Connect suite is an e-Prescribing and medication management product. The full version of this product has the ability to exchange web-based pharmaceutical information with defined allied healthcare partners. This allows the medical prescribers on HHSA staff to increase efficiency and accuracy, ensuring prescriptions are sent to the appropriate pharmacy, as well as decrease, if not eliminate lost prescriptions, thus speeding up the provision of our consumers’ medication support.
- Enlighten Analytics--Enlighten Analytics is a powerful management tool that helps clients understand their organization's strengths and opportunities for improvement compared to similar organizations regionally and nationally. Transforms data into actionable information an organization can use. Encompasses hundreds of behavioral health and human services metrics in the clinical, operational, financial and organizational climate realms of performance.
- Document Capture [Point of Service Scanning and Batch Imaging]--This allows for the scanning, importing and archiving of cards, images and forms from a paper to electronic format. Point of Service provides staff the ability to quickly and easily scan, capture and organize low volume scanned images. Batch Imaging provides staff the ability to scan large volumes of documents without presorting/separating by patient or document type in advance. The document batch can then be manually organized / separated by patient, document type, or episode using an ImageNow eForm.
- MyAvatar Hosting (Simplify System Management and Maintenance)--Netsmart Plexus™ Cloud offers a secure hosting environment for Netsmart CareRecords™ (EHR solutions), as well as all your other enterprise applications used throughout an organization. Clients are hosted in fully redundant TIER 3 class data centers with SSAE16-certified operations. Plexus Cloud is a cost-efficient service that ensures information systems are accessible yet secure, allowing organizations to focus on their core mission: providing the highest quality care possible to populations they serve.
- ICD-10 Upgrade Subscription--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.
- KPI Dashboards Tracking key performance indicators (KPIs) is an essential step to becoming a truly data-driven organization. KPI Dashboards provide at-a-glance metrics to clinical, financial and operational decision-makers to determine if your organization is moving in the right direction to achieve organizational goals. The solution organizes and presents information to the user in a way that is easy to read and share with others.
This dashboard solution provides snapshot views for clinical, financial and operational data of select KPIs, as well as the ability to create user-defined views and filter aggregated data by program, service type, caseload and more. Flexibility and ease of use mean performance measures can be shared regularly with staff members who can affect these key metrics through performance and outcomes. As a result, the organization can make steady, measurable progress toward well-defined goals.
- Managed Services Organization
A uniquely adaptable system which serves the specialized needs of states, counties, Managed Care Organizations, specialty networks, and providers attempting to carefully monitor both at-risk and non-risk contracts. This application is an add-on feature to Avatar. This will assist with providing contract monitoring and authorization monitoring from within Avatar.
- Meaningful Use Certification Module--Meaningful Use is comprised of four software components; Health Information Exchange (Connect/Care Quality), OrderConnect; and Care Guidance/Clinical Quality Metrics.
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| Collaborations (including Board advisory groups and external partner agencies) |
County Counsel has approved this Agreement as to form.
Department of General Services, Information Technology and Telecommunications Division participated in the review and negotiations of this agreement. |
| Competitive Bid Process |
The Avatar system was procured via RFP in 2000. Since continued licenses, technical support, and maintenance is critical to enable HHSA to fully utilize this database, a sole source letter was approved by the Yolo County Purchasing Manager on September 6, 2018.
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
No county general funds are anticipated to be required by this action. The total amount for this Agreement is $1,239,019.14 for the period October 1, 2018 through June 30, 2021. The amount of $343,430.38 is included in HHSA’s approved budget for FY18-19. 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 |
| COMMITTED FUNDS |
$254,830.27 |
$293,202.35 |
$307,862.44 |
| DISCRETIONARY FUNDS |
$88,600.11 |
$155,377.55 |
$139,146.42 |
| Totals |
$343,430.38 |
$448,579.90 |
$447,008.86 |
| Agreement Total (All Fiscal Years) = $ 1,239,019.14 |
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