Agenda No. 5.
CITY COUNCIL MEMORANDUM
| City Council Meeting: | September 5, 2023 |
| Department: | Emergency Medical Services |
| Subject: | Resolution 23-R-90 - Approving a Resolution authorizing the City Manager to enter into an Interlocal Agreement and Business Associate Agreement with Southwest Texas Regional Advisory Council (STRAC) for a data management system for electronic patient care records (ePCR) and Fire records management system (FireRMS). (S. Williams/J. Mabbitt/G. Rodgers) |
BACKGROUND
Southwest Texas Regional Advisory Council (STRAC) is one of twenty-one regional advisory councils in Texas. STRAC and the other advisory councils are designated by the Texas Department of State Health Services (DSHS).
Schertz EMS and Schertz Fire have been participating in the regional data management system through STRAC for patient care reports (ePCR) and Fire reports (FireRMS) for the last several years.
STRAC manages this solution for area agencies to streamline day-to-day reporting, improving the collection of run data while providing reoccurring and on-demand State and custom reports as well as managing inventory and department equipment.
The Business Associate Agreement (BAA), provides for the security of public health information (PHI) to meet certain HIPAA (Health Insurance Portability and Accountability Act) requirements.
Schertz EMS and Schertz Fire have been participating in the regional data management system through STRAC for patient care reports (ePCR) and Fire reports (FireRMS) for the last several years.
STRAC manages this solution for area agencies to streamline day-to-day reporting, improving the collection of run data while providing reoccurring and on-demand State and custom reports as well as managing inventory and department equipment.
The Business Associate Agreement (BAA), provides for the security of public health information (PHI) to meet certain HIPAA (Health Insurance Portability and Accountability Act) requirements.
GOAL
Authorizing the City Manager to enter into an interlocal agreement with STRAC for a data management system for ePCR and FireRMS records.
COMMUNITY BENEFIT
To further eliminate duplicative processes and repetitive data entry, STRAC coordinates and manages the integration of ePCR and FireRMS to save additional time, money, and lives.
SUMMARY OF RECOMMENDED ACTION
Staff recommends approving the attached ILA and BAA authorizing the City Manager to enter into agreements with STRAC for a data management system for ePCR and FireRMS records.
FISCAL IMPACT
for EMS:
The annual base fee for the data management software is $3,000 and a fee of $3.00 per record/run. The FY 2024 records are estimated at 13,886 or $41,658. Total cost for EMS is estimated at $44,658. These funds have been accounted for in the FY24 budget. Future years will see a cost increase of 3% for each record/run.
for Fire:
The annual base fee for the data management software is $3,000 and a fee of $3.00 per record/run. The FY 2024 records are estimated at 5,112 or $15,336. Total cost for Fire is estimated at $18,336. These funds have been accounted for in the FY24 budget. Future years will see a cost increase of 3% for each record/run.
The annual base fee for the data management software is $3,000 and a fee of $3.00 per record/run. The FY 2024 records are estimated at 13,886 or $41,658. Total cost for EMS is estimated at $44,658. These funds have been accounted for in the FY24 budget. Future years will see a cost increase of 3% for each record/run.
for Fire:
The annual base fee for the data management software is $3,000 and a fee of $3.00 per record/run. The FY 2024 records are estimated at 5,112 or $15,336. Total cost for Fire is estimated at $18,336. These funds have been accounted for in the FY24 budget. Future years will see a cost increase of 3% for each record/run.
RECOMMENDATION
Staff recommends approval of Resolution No. 23-R-90