Inter-Departmental Correspondence

Health System



August 24, 2010


September 28, 2010







Honorable Board of Supervisors


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


Agreement with Webmedx, Inc.



Adopt a Resolution authorizing the:


President of the Board to execute an Agreement with Webmedx, Inc. for medical transcription services at San Mateo Medical Center for the term of September 1, 2010 through August 31, 2012, for a maximum obligation of $800,000; and



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.



Transcribed reports provide for the availability of health information throughout San Mateo Medical Center (SMMC), supporting information continuity and quality of patient care. SMMC has encouraged increased dictation of patient encounters to increase communication across our system. This includes using dictation and transcription for all admissions and summaries of hospital inpatient stays and same day surgeries.



In May 2010 SMMC conducted a Request for Proposals (RFP) process for transcription services. Twenty proposals were received. The nineteen responsive proposals were evaluated and the current and projected requirements of SMMC for transcription services were assessed. A paramount consideration of the selection committee was the recent decision by SMMC to pursue the acquisition of an electronic inpatient medical record system and its projected implementation within two years.


The implementation of the outpatient electronic clinic record system over the past eighteen months has resulted in reduction of transcription volume of approximately two-thirds and it is anticipated that the implementation of an inpatient electronic record over the next two years will have an equally dramatic impact on transcription volume. It is recommended that SMMC offer a two year contract to Webmedx, Inc. at this time.


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.


This Agreement contributes to the Shared Vision 2025 outcome of a Healthy Community by supporting information continuity and quality of patient care. It is anticipated that 99% of the time transcribed reports are available within expected turnaround times for all reports: STAT reports 3 hours, H & P, Pre-op, and ED reports 12 hours and all other reports except clinic notes 24 hours.


Performance Measure:


FY 2009-10

FY 2010-11

Percent of time that transcribed reports are available within expected turnaround times for all reports: STAT reports 3 hours, H & P, Pre-op, and ED reports 12 hours and all other reports except clinic notes 24 hours





The term of the Agreement is September 1, 2010 through August 31, 2012. The maximum fiscal obligation is $800,000. Funds in the amount of $400,000 are included in the SMMC tentatively Adopted FY 2010-11 Budget. Funds in the amount of $400,000 will be included in the SMMC FY 2011-12 Recommended 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.


Request for Proposals Matrix


General Description of RFP

Provide Medical Transcription Services to the Health Information Management Unit at San Mateo Medical Center.


List key evaluation criteria

Ability to provide transcription services

Ability to transcribe patient type reports


Where advertised

San Mateo Medical Center Website


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

eTrans Plus

JLG Medical

MedQuist Inc.

Nuance Communications Inc.

OutMed Transcription Services Inc.





Transcend Services



Total number sent to prospective proposers



Number of proposals received



Who evaluated the proposals

Brian Faust, Director Health Information Management

Gloria Christina Garvey, Assistant Director Health Information Management

Jenny Dutra, Lead Medical Office Specialist II

In Consultation with C J Kunnappilly, Chief Medical Officer and Mike Aratow, Chief Information Officer


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

825 Solutions

Alphamed Solutions, Inc.

3111 S Salt Cedar PL

Chandler, AZ 85286

Alpha Transcription Incorporated

6500 City West Parkway, Suite 310

Eden Prairie, MN 55

Deborah’s Touch

13021 North 23rd Street

Phoenix, AZ 85022


2525 Perimeter Place Drive, Suite 133

Nashville, TN 37214

Globespan Medical Inc.

16870 W. Bernardo Drive, Suite 400

San Diego, CA 92127

Integrated Document Solutions, Inc.

3511 W. Commerical Blvd.

Fort Lauderdale, FL 33309

JLG Medical Transcription Services

141 Stevens Avenue, Suite 15

Oldsmar, FL 34677

Landmark Transcription Inc.

509 St. David’s Avenue

St. Davids, PA 19087

Mediscribes Inc.

12806 Townepark Way

Louiseville, KY 40243

MedQuist Transcriptions Ltd.

1000 Bishops Gate Blvd., Suite 300

Mount Laurel, NJ 08054

Nuance Communications Inc.

1198 E Arques Ave

Sunnyvale, CA 94085


Outmed Transcription Services, Inc.

139 East 35th Street, Suite 6K

New York, NY 10016

ProScript Documentation Services

13535 Feather Sound Drive, Suite 110

Clearwater, FL 33762

SoftScript, Inc.

2444 Wilshire Blvd, Suite 280

Santa Monica, CA 90403

Transcend Services, Inc.

One Glenlake Parkway, Suite 1325

Atlanta, GA 30328


836 Porto Cristo Avenue

St. Augustine, FL 32092


7220 Trade Street #203

San Diego, CA 92121

Webmedx, Inc.

14412 Oxford Avenue

Tustin, CA 92780

ZyDoc Medical Transcription, LLC

1455 Veterans Memorial Hwy

Hauppauge, NY 11749