COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Health Department

DATE:

September 29, 2005

BOARD MEETING DATE:

October 18, 2005

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Charlene A. Silva, Director, Health Department
Lisa L. Mancini, Director, Aging and Adult Services (AAS)

SUBJECT:

Agreement with C.H. Mack, Inc., for an automated case management system and assessment tool

RECOMMENDATION:

Adopt a resolution authorizing the Board of Supervisors to:

1.

Execute an agreement with C.H. Mack, Inc., for the provision of an automated case management system for $149,420 for the term of October 1, 2005 through September 30, 2006; and

2.

Authorize the Health Department Director 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.

VISION ALIGNMENT:

Commitment: Ensuring basic health and safety for all.

Goal(s) People – Help vulnerable people – the aged, disabled, mentally ill, at-risk youth and others – achieve a better quality of life.

Services provided by C.H. Mack, Inc., will contribute to this commitment and goal by assisting to ensure timely, accurate and correct data through use of the automated case management system and uniform assessment tool for Aging and Adult Services’ (AAS) case management programs.

Performance Measure(s):

Measure

FY 2005-06
Actual

FY 2006-07
Projected

# and % of AAS categorical programs using the automated case management system for case management and reporting purposes.

2 programs

33%

5 programs

83%

BACKGROUND:

Aging and Adult Services does not have a single client database for its case management programs. As a result clients are required to provide duplicate information during multiple assessments as their service needs change. In addition the lack of a single client case management system makes it difficult for workers to share client information easily, to track clients across programs, and to monitor progress. AAS took the first steps toward the development of one case management system for all programs through the use of the Q Continuum System for the Area Agency on Aging National Aging Program Information System or NAPIS in 2003.

Also in 2003 the California Legislature passed AB786 which designated San Mateo County as the State’s pilot for implementing a single uniform assessment tool for all in-home and community-based long-term care services. The uniform assessment tool will be used to assess a client’s level of care need, which can then be used to determine services to be provided.

The Q Continuum System developed by C.H. Mack, Inc., will incorporate the uniform assessment and will centralize all client data from the case management programs into a single database. The centralization and uniform assessment will eliminate multiple assessments and duplicate data entry. In addition, use of Q 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.

DISCUSSION:

Over the past two years, AAS has been working with C.H. Mack, Inc., on the implementation of the Q Continuum System and the development of the uniform assessment tool. Currently all client information data entry and state reporting for the Congregate Nutrition Program (NAPIS reporting) is done through the Q Continuum System. The Multipurpose Senior Services Program (MSSP) is in the process of testing the data conversion from its previous system to the Q Continuum System and training staff to use Q. In addition, the InterRAI-HC uniform assessment tool is currently being incorporated into Q.

This agreement provides for licenses and maintenance for expanded use of Q within AAS, additional data conversion and training as well as the continued development of the uniform assessment tool within the Q system.

County Counsel and Information Services Department have reviewed and approved the Resolution and Agreement as to form. Risk Management has reviewed and approved the Contractor’s insurance coverage.

FISCAL IMPACT:

The term of the agreement is October 1, 2005 through September 30, 2006 with the option to renew for two additional one-year terms. The maximum the County shall be obligated to pay for the term of this agreement is $149,420. Funding for this agreement is a combination of state, federal and county funds and is included in AAS’s adopted 2005-06 and 2006-07 budgets.