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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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Human Services Agency
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DATE:
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February 21, 2006
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BOARD MEETING DATE:
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March 14, 2006
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SPECIAL NOTICE/HEARING
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None
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VOTE REQUIRED
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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Glen H. Brooks, Jr., Interim Director, Human Services Agency
Clarisa Simon-Soriano, Director of Automation
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SUBJECT:
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Amendment No. 1 to Agreement with Advanced Total Imaging, Inc.
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RECOMMENDATION:
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Adopt a Resolution:
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Authorizing an amendment to the Agreement with Advanced Total Imaging, Inc. (“ATI”) to extend the term of the Agreement from March 31, 2006 to December 31, 2006.
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VISION ALIGNMENT:
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Commitment : Responsive, effective and collaborative government
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Goal 21: County employees understand, support and integrate the County vision and goals into their delivery of services.
The amendment to the Agreement with ATI contributes to the above-referenced commitment and goal by enabling the County to deliver the highest level of customer service through December 31, 2006. By making case files available in real time, we are continuing our commitment in improving services to our clients.
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PERFORMANCE MEASURES:
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Measure
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FY 2005-06
Projected
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Percent of MediCal paper/files converted to electronic files
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*95%
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Average length of time it takes to image paper/files before they are available electronically to the Agency
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< 7 days
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*The remaining 5% of MediCal cases will be made accessible to Benefits Analyst by hard-copy paper files.
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BACKGROUND:
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The MediCal caseload in San Mateo County has increased by 68% over the past five years, and because levels of funding do not allow for an increase in staff relative to the increase in caseload volume, HSA decided to provide services to over 23,000 MediCal recipient families utilizing electronically stored case files, accessible in real time by HSA’s Benefits Analysts via the HSA Intranet. By imaging the on-going MediCal case files, Benefit Analysts will be able to quickly access case files using their personal computers.
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DISCUSSION:
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The Agreement with ATI that was approved by the Board on September 27, 2005, provides for the following: (1) Pick-up and preparation of case files to include barcode pages; (2) Scanning services; (3) DVD delivery; and (4) shredding services. The entire imaging process incorporates existing technologies currently in practice at the HSA Imaging Center. This project has shortened the response time necessary to assist our clients since Agency staff will have immediate access to the case file information. Furthermore, manual retrieval of hard copy cases has been reduced since all case documentation is available electronically. A total of 4,800,000 documents were expected to be scanned in connection with the Agreement.
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Amendment No. 1 to the Agreement with Advanced Total Imaging, Inc. extends the term from March 31, 2006 to December 31, 2006. The reason for this change is that ATI needs additional time to scan both Food Stamps and General Assistance case files so that case workers can electronically access files from all three of these program areas in real-time.
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County Counsel has reviewed and approved this Amendment as to form. The Information Services Department (ISD) has reviewed and concurs with this Amendment, and Risk Management has approved the Contractor’s insurance.
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FISCAL IMPACT:
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This Amendment to the Agreement with Advanced Total Imaging, Inc. is to extend the term only. The amount remains $400,000, and the new term will be October 1, 2005 to December 31, 2006. This is fully funded with Realignment Revenue. Appropriation has been included in the Recommended Budget for Fiscal Year 2005-06. There is no Net County Cost as a result of this Amendment.
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