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Approve a second amendment with Netsmart Technologies, Inc. for $28,388 for a total contract amount of $803,203 to include additional software licenses for the Avatar electronic health record platform for behavioral health services for the period July 1, 2023 to June 30, 2024; and Delegate authority to the County Administrator to execute this contract amendment
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Published Notice Required? Yes ___ No _X_
Public Hearing Required? Yes ___ No _X_
DEPARTMENTAL RECOMMENDATION:
The Department of Health and Social Services (H&SS) recommends that the Board of Supervisors approve a second amendment with Netsmart Technologies, Inc. for $28,388 for a total contract amount of $803,203 to include additional software licenses for the Avatar electronic health record platform for behavioral health services for the period July 1, 2023 to June 30, 2024; and delegate authority to the County Administrator to execute this contract amendment.
SUMMARY/DISCUSSION:
Netsmart Technologies, Inc. provides Health and Social Services’ Behavioral Health Division’s Avatar electronic health record (EHR) platform which maintains client records and allows the division to submit claims for Medi-Cal reimbursable behavioral health services. The Board of Supervisors first approved a contract with Netsmart Technologies, Inc. on December 13, 2011. Due to changes in State requirements, additional user licenses were necessary in FY2023/24. The charge for the additional software licenses was mistakenly omitted from prior invoicing from Netsmart Technologies and only recently discovered. Solano County Behavioral Health is requesting the Board’s approval of this amendment to reimburse Netsmart Technologies for products/services that were delivered in FY2023/24.
Netsmart Avatar is the only platform Solano County Behavioral Health has available to capture and store patient medical records for mental health services and to send electronic claims to the California Department of Health Care Services (DHCS) to draw down Medi-Cal funding. Approving the amendment allows Solano Behavioral Health to expand its licenses to users needing access and to continue operating as a Behavioral Health Plan in the State of California, providing services, managing patient medical records, reporting required patient data to DHCS, and claiming/drawing down federal funding for services rendered. If the amendment is not approved, and the Behavioral Health Division’s electronic health record system services are not sustained, Solano County Behavioral Health will lose its ability to operate as a Behavioral Health Plan. This would negatively affect all the Behavioral Health Division’s programs and all partner Medi-Cal claiming contractors because they would not be able to submit their claims to DHCS for services rendered.
A first contract amendment increased the contract by $56,270 to add an application programming interface data connection. This second amendment increases the contract by $28,388 for a new total contract amount of $803,203 for FY2023/24.
FINANCIAL IMPACT:
The cost of operating a Medi-Cal Behavioral Health Plan in the State of California requires the utilization of an electronic health record system for medical records, State data reporting and claiming services rendered. As the system is used by most behavioral health staff, costs are distributed among programs in the Behavioral Health Division based on users of the system. Funding for the costs includes Medi-Cal, 1991 Realignment, 2011 Realignment, Mental Health Services Act, and other federal and State funding depending on the program. County General Fund is not impacted.
ALTERNATIVES:
The Board may choose to not approve this second amendment. This is not recommended as it would result in Behavioral Health losing its ability to maintain patient medical records, conduct data gathering/reporting or financial claiming, and comply with California Advancing and Innovating Medi-Cal (CalAIM) data exchange and behavioral health payment reform capabilities.
OTHER AGENCY INVOLVEMENT:
The Solano County Health and Social Services Behavioral Health Division’s Quality Assurance Manager and Deputy Director, Compliance Unit, and County Counsel have reviewed the agreement.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION