20100928_m


		COUNTY OF SAN MATEO Inter-Departmental Correspondence Health System

DATE:					August 24, 2010
BOARD MEETING DATE:					September 28, 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 Webmedx, Inc.

RECOMMENDATION:
Adopt a Resolution authorizing the:
A)	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

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:
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.

DISCUSSION:
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:
Measure				FY 2009-10 Actual		FY 2010-11 Projected
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				99%		99%

FISCAL IMPACT:
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

1.	General Description of RFP	Provide Medical Transcription Services to the Health Information Management Unit at San Mateo Medical Center.
2.	List key evaluation criteria	Ability to provide transcription services Ability to transcribe patient type reports
3.	Where advertised	San Mateo Medical Center Website
4.	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. ProScript SoftScript Spheris Transdyne Transcend Services Webmedx
5.	Total number sent to prospective proposers	11
6.	Number of proposals received	20
7.	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
8.	In alphabetical order, names of proposers (or finalists, if applicable) and location	825 Solutions john@825solutions.com 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 23^rd Street Phoenix, AZ 85022 eTransPlus 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 35^th 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 TransCorp 836 Porto Cristo Avenue St. Augustine, FL 32092 Transdyne 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

COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Request for Proposals Matrix