Approve third amendment to Agreement No. 18-210 with Netsmart Technologies to extend the term through June 30, 2023; add funding in the amount of $549,431.20 by adding $453.60 for fiscal year 2021-22 and adding $548,977.60 for fiscal year 2022-23, for a new contract maximum of $2,152,029.02, for the period of October 1, 2018 through June 30, 2023, to add three annual OrderConnect MD licenses for the provision of the RevConnect module for Avatar Management Information System (the County’s Electronic Health Record “EHR”). (No general fund impact) (Sullivan)

Approve third amendment to Agreement No. 18-210 with Netsmart Technologies to extend the term through June 30, 2023; add funding in the amount of $549,431.20 by adding $453.60 for Fiscal Year 2021-22 and adding $548,977.60 for Fiscal Year 2022-23, for a new contract maximum of $2,152,029.02, for the period of October 1, 2018 through June 30, 2023, to add three annual OrderConnect MD licenses for the provision of the RevConnect module for Avatar Management Information System (the County’s Electronic Health Record “EHR”).

On November 21, 2000 the Yolo County Board of Supervisors approved the release of a Request for Proposal (RFP) for a Management Information System.  The Department of Health Services – Alcohol, Drug and Mental Health Division (“ADMH”), now known as Health and Human Services Agency (“HHSA”), selected the Avatar software (“Avatar”) from Creative Socio-Medics [now doing business as Netsmart Technologies, Inc. (“Netsmart”).]  Avatar remains the current EHR for the County.

Pursuant to 42 C.F.R. 438.242, and consistent with California Code of Regulations, Title 9, section 1810.376, County Mental Health Plans are required to maintain a health information system that collects, analyzes, integrates, and reports data. There are additional requirements found in both the Mental Health Plan (MHP) and Drug Med-Cal Organized Delivery System (DMC ODS) contracts with the State as well as in sub-regulatory guidance proffered by the State.

AVATAR applications can track eligibility, billing, payment application, appointment scheduling, medical records containing assessments, treatment plans and progress notes along with many other clinical functions. It provides the needed framework to securely exchange health information with outside providers, meet meaningful use requirements, and help the agency improve client outcomes.  With the technical support and maintenance from Netsmart, HHSA will continue to be able to utilize the system in compliance with various federal and state regulations. 

This first amendment to Agreement No. 18-210 adds the RevConnect module which will leverage automation by providing a clearinghouse that is integrated with the County’s Electronic Health Records system to allow for automated eligibility verification and Medicare billing management services.

Contracting History

Approval of this amendment will allow the Avatar system to obtain 3 more annual licenses and extend the term of the Agreement through June 30, 2023.

County Counsel has approved this Agreement as to form.
Department of General Services, Information Technology and Telecommunications Division participated in the review and negotiations of this agreement.

The Avatar system was procured via RFP in 2000. Since continued licenses, technical support, and maintenance is critical to enable HHSA to fully utilize this database, a sole source letter was approved by the Yolo County Purchasing Manager on September 6, 2018.
 
The Department confirms NetSmart has performed satisfactorily on the current agreement.