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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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Health Department
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DATE:
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May 8, 2006
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BOARD MEETING DATE:
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May 23, 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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Charlene A. Silva, Director, Health Department
Brian J. Zamora, Director, Public Health and Environmental Protection
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SUBJECT:
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Agreements with Orchard Software Corporation and Telcor, Inc. for laboratory software
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RECOMMENDATION:
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1)
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Adopt a resolution authorizing the President of the Board to execute an agreement with Orchard Software Corporation to provide laboratory information system computer software and software maintenance services for the term of May 1, 2006 through April 30, 2009, in the amount of $365,024; and
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2)
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Adopt a resolution authorizing the President of the Board to execute an agreement with Telcor, Inc. to provide computer laboratory billing software and software maintenance services for the term of May 1, 2006 through April 30, 2009, in the amount of $262,284.
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VISION ALIGNMENT:
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Commitment: Ensure basic health and safety for all.
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Goal 5: Residents have access to healthcare and preventive care.
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These agreements contribute to this goal by establishing an up-to-date, efficient laboratory information system that will allow patient test results to be available to clinicians more rapidly and with greater accuracy.
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Performance Measure(s):
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Measure
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FY 2005-06
Actual
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FY 2006-07
Projected
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Orchard Software: Software will be installed and operational 12 weeks after implementation initiated.
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N/A
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100%
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Telcor, Inc.: Software will be installed and operational nine months from final execution of agreement.
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N/A
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100%
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BACKGROUND:
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Since 1991 the Public Health Division has used Health Management Systems, Inc. (HMS) software for patient/clinical services registration, billing and the Public Health Laboratory. Over time, the system has expanded to support activities of Field Nursing Services and Disease Control and Prevention. In 2004 HMS announced that it was no longer supporting its software product. Since then, Public Health has relied on an independent contractor for system support.
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DISCUSSION:
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In order to provide an efficient laboratory information system and billing module for the Public Health Laboratory, a Request for Proposals (RFP) was issued by the Information Services Department in Fall 2005. Orchard Software Corporation was selected to provide the Laboratory Information System because it best met the requirements for environmental testing, which includes water sampling and vector identification, such as testing ticks for Lyme Disease; and Telcor, Inc. was selected to provide the billing module because it was the best complementary system to Orchard. An internal review is underway to determine how to best meet the information technology needs of the Disease Control and Prevention Unit as well as Field Nursing that are no longer supported by HMS.
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The HMS system used by the Laboratory is antiquated and does not interface with the San Mateo Medical Center’s laboratory system. Currently, this transfer of information is done manually and long, unnecessary delays are common. The new software will allow an interface to be created. This interface is a critical component of timely patient care and will allow Medical Center physicians to read test results immediately on their computers. This new system will also enhance environmental testing of water samples as well as transmit results of all tests by fax and/or email. The new software will also allow for greater programming flexibility which can be done by internal staff. In the old system, this programming was performed by an outside vendor, which took longer to implement and incurred costs.
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The software and maintenance agreements with Orchard and Telcor have been reviewed and approved by the Information Services Department, Risk Management and County Counsel. The agreements include all provisions that are required by county ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination, equal benefits and jury service policy.
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FISCAL IMPACT:
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The term of both agreements is May 1, 2006 through April 30, 2009; the total cost for Telcor, Inc. is $262,284 and the total cost for Orchard is $365,024. Implementation costs for FY 2005-06 are $275,362 for both agreements and were included in the current year Adopted Budget. Costs for FY 2006-07 are $257,086 and are included in the Recommended FY 2006-07 Budget. Ongoing annual maintenance expenses will be $47,430 and will be included in future budget requests. There is no additional Net County Cost as a result of these agreements.
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