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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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Health Services Agency
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DATE:
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October 20, 2004
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BOARD MEETING DATE:
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November 9, 2004
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TO:
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Honorable Board of Supervisors
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FROM:
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Charlene A. Silva, Director of Health Services
Lisa L. Mancini, Director of Aging and Adult Services
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SUBJECT:
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Agreement with C.H. Mack, Inc., for provision of an automated case management system and assessment tool
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Recommendation
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Adopt a resolution authorizing the President of the Board of Supervisors to:
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1.
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Waive the Request for Proposal (RFP) process to develop a uniform assessment tool; and
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2.
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Execute an agreement superceding agreement No. 57000-05-D013 with C.H. Mack, Inc., for the provision of an automated case management system for case management programs in Aging and Adult Services; and
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3.
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Authorize the Director of Health Services to execute subsequent amendments and minor modifications not to exceed $25,000 and to make minor changes in the types of services and activities provided under the agreement.
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Background
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The Long-Term Supportive Services Project (LTSSP) is San Mateo County’s effort to achieve a fully capitated Medicaid/Medicare long-term care system. Fundamental to the success of LTSSP is a common assessment for all clients entering long-term care services. There currently are more than 26 different assessment tools in use in San Mateo County to determine the needs of individuals requiring long-term care services. In addition, there are multiple client databases in operation within the County, some mandated by the state and others that have been developed to meet local program requirements.
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In September 2003, AB786 was passed by the California Legislature, making San Mateo County the State’s pilot for implementing as a single uniform assessment tool for all in-home and community-based long-term care services. Based on recommendations from prior studies, the uniform assessment tool will be implemented using an automated case management system. This new system incorporates the uniform assessment and will improve the ability of case managers and other providers to track clients and the services they are receiving by centralizing all client data into a single database. This centralization will greatly enhance efficiency and improve client services as it will eliminate multiple assessments and duplicate data entry and will reduce the time required to authorize services, enable workers to track clients’ progress over time and among programs, and improve the identification of services appropriate to meet each client’s needs.
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Over the past three years Aging and Adult Services (AAS) has examined a number of automated case management systems, including systems provided by RTZ, C. H. Mack, Inc., CIM, CompuTrust, Synergy, Verti Q Software and Innovative Data Systems. In December 2002 AAS staff conducted a Request for Proposal (RFP) process to meet National Aging Program Information System (NAPIS) requirements. Three products were reviewed at that time, but none was found acceptable. A fourth product, Q Continuum System from C.H. Mack, Inc., was later reviewed and accepted for use and was installed in June 2003. Recently the California Department of Aging reviewed various software options for replacing the current Multipurpose Senior Services Program (MSSP) Foxpro system, and selected four software applications as acceptable choices to replace the existing MSSP application. The C.H. Mack, Inc., Q Continuum System was one of the approved choices. The Division’s research has led to the conclusion that the C.H. Mack, Inc., Q Continuum System is best able to meet AAS’s case management needs.
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Discussion
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This agreement provides for licenses and maintenance for expanded use of the Q Continuum System within AAS, data conversion, and training as well as for the development of the uniform assessment tool within the Q Continuum System. AAS is requesting a waiver to the RFP process to contract with C.H. Mack Inc., to integrate the uniform assessment tool within the Q Continuum System.
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In addition to being the preferred automated case management system within AAS, the Q Continuum System also has the ability to incorporate the uniform assessment tool and associated algorithms; meet local, state, and federal reporting requirements for the Division’s case management programs; and comply with County required minimum standards for data storage. In addition, C.H. Mack, Inc., has been working closely with the State to develop the specific reporting requirements for MSSP. Consequently this vendor is well placed to help AAS negotiate the reporting requirements for other services as they have experience in working with the California State reporting systems. Further, the Q system can also be used with community-based providers as well as internally, and its web-based access will allow multiple data entry points.
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In October 2004, Aging and Adult Services was one of 14 national recipients of an Administration on Aging grant award, which will help to fund the development of the uniform assessment tool within the Q Continuum System.
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Performance Measure
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Projected 2004-05
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Use of a single automated case management system to meet the reporting requirements for MSSP, Linkages, AIDS Case Management, NAPIS, IHSS and Adult Protective Services
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50% of programs will use one system
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Reduction in worker hours to complete client assessment due to uniform assessment and single data entry.
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20% reduction in time
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