COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Health System

DATE:

June 18, 2010

BOARD MEETING DATE:

July 27, 2010

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Jean S. Fraser, Chief, Health System
Susan Ehrlich, MD, MPP, Chief Executive Officer
San Mateo Medical Center

SUBJECT:

Agreement with CHIS, Inc.

RECOMMENDATION:

Adopt a Resolution authorizing the:

A)

President of the Board to execute an Agreement with CHIS, Inc. to provide coding of medical records in the San Mateo Medical Center for the term July 1, 2010 through June 30, 2011, in the amount of $170,000; and

B)

Chief of the Health System or designee to execute contract amendments which modify the County’s maximum fiscal obligation by no more than $25,000 (in aggregate), and/or modify the contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.

BACKGROUND:

San Mateo Medical Center (SMMC) Health Information Management unit contracts for external coding services such as International Classification Diseases, 9^th Revision (ICD-9) and Current Procedural Terminology (CPT) coding services to support various mission critical revenue and statistical reporting requirements. All SMMC patient bills, for example, must include ICD and/or CPT codes. The State of California requires the reporting of patient diagnostic and procedural coding information on a quarterly and semi-annual basis. Coded information is also used for various internal quality review and statistical reporting purposes.

DISCUSSION:

On May 25, 2010, a Request for Proposals (RFP) was issued for medical records coding. Ten proposals were received as a result of the RFP. CHIS, Inc. (CHIS) was selected by the RFP evaluation committee based on best price, services offered and location. CHIS has provided reliable coding services to SMMC since 1998 and continues to offer a competitive combination of value and services.

The Agreement and Resolution have been reviewed and approved by County Counsel. The Contractor’s insurance has been reviewed and approved by Risk Management.

The Contractor has assured compliance with the County’s Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits.

The Agreement contributes to the Shared Vision 2025 outcome of a Healthy Community by contributing to the timely and accurate capture of revenue for SMMC. It is anticipated that 95% of inpatient medical records will have a turnaround time of 5-7 days, and 98% of Emergency Department record coding will have a turnaround time of 5 days.

Performance Measures:

Measure

FY 2009-10
Estimate

FY 2010-11
Projected

Percent of inpatient medical records with a turnaround time of 5-7 days.

95%

95%

Percent of Emergency Department record coding with a turnaround time of 5 days.

98%

98%

FISCAL IMPACT:

The term of this Agreement is July 1, 2010 through June 30, 2011. The maximum fiscal obligation is $170,000. Funds in the amount of $170,000 are included in the SMMC tentatively Adopted FY 2010-11 Budget.

Expenses at SMMC are covered by fees for services or third-party payors whenever possible. The portion of expenses for services provided to the medically indigent or to those covered by programs that do not meet the full costs of care are covered by the County’s General Fund contribution to SMMC.

1.

General Description of RFP

Provide ICD-9 and CPT coding, abstracting and data input services to San Mateo Medical Center including but not limited to Inpatient, Outpatient, Emergency, Long Term Care, and Clinic.

2.

List key evaluation criteria

Ability to provide ICD-9 and CPT coding, abstracting and data input service for different patient types.

Ability to code approximately 100 emergency patient visits per day.

Ability to provide professional fee coding.

Proficiency in ICD-9 and CPT coding for both.

3.

Where advertised

San Mateo Medical Center Website

4.

In addition to any advertisement, list others to whom RFP was sent

Americode Health Solutions

Comforce Coding Services

eTransPlus

JLG Medical

MedQuist Inc

Nuance Communications Inc

OutMed Transcription Services Inc.

ProScript

SoftScript

Spheris

Transdyne

Transcend Services

Webmedx

5.

Total number sent to prospective proposers

13

6.

Number of proposals received

10

7.

Who evaluated the proposals

Brian Faust, Director Health Information Management

Conrad Fernandes, Manager Corporate Compliance & HIPAA

Gloria Christina Garvey, Assistant Director Health Information Management

8.

In alphabetical order, names of proposers (or finalists, if applicable) and location

CHIS, Inc.

41750 Rancho Las Palmas Dr., Suite L-1

Rancho Mirage, CA 92270

Codemed, Inc.

8939 S. Sepulveda Blvd., Suite 304

Los Angeles, CA 90045

In Record Time

1901 SE 4^th Avenue

Fort Lauderdale, FL 33316

J & L Teamworks

651 N Cherokee Lane, Suite B-2

Lodi, CA 95420

KForce Healthcare, Inc.

1001 East Palm Avenue

Tampa, FL 33605

Kiwi-Tek

11611 North Meridian, Suite 720

Carmel, IN 46032

MedQuist

1000 Bishops Gate Blvd Suite 300

Mount Laurel, NJ 08054-4632

Peak Health Solutions

6920 Miramar RD STE 305

San Diego, CA 92121

Pyramid Healthcare Solutions

14141 46^th Street, Suite 1212

Clearwater, FL 33762

TCN – The Coding Network

324 South Palm Drive

Beverly Hills, CA 90212