2006-425-Minutes for Meeting January 10,2006 Recorded 4/14/2006COUNTY OFFICIAL
NANCYUBLANKENSHIP, COUNTY CLERKDS YV 2006425
COMMISSIONERS' JOURNAL 04/14/2006 04;43;18 PM
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DESCHUTES COUNTY CLERK
CERTIFICATE PAGE
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G
Q { Deschutes County Board of Commissioners
1130 NW Harriman St., Bend, OR 97701-1947
(541) 388-6570 - Fax (541) 388-4752 - www.deschutes.org
MINUTES OF DEPARTMENT UPDATE
MENTAL HEALTH DEPARTMENT
DESCHUTES COUNTY BOARD OF COMMISSIONERS
TbESD7tV, JANUARY 10, 2006
Commissioners' Conference Room - Administration Building - 1300 NW Wall St., Bend
Present were Commissioners Bev Clarno, Dennis R. Luke and Michael M. Daly.
Also present were Mike Maier, County Administrator; David Givans and Anna
Johnson, Commissioners' Office; Dave Peterson, Information Technology; and Scott
Johnson, Laurie Hill and Greg Canfield, Mental Health Department. No
representatives of the media or other citizens were present.
The meeting began at 8:30 a.m.
Please see the agenda and backup documentation (copy attached) for information
on the items discussed.
The Board authorized the County to spend $76,500, which includes $56,500 from
the General Fund, for a proposed electronic= medical records project.
Being no further items addressed, the meeting adjourned at 9:35 a. m.
DATED this 10th Day of January 2006 for the utes County Board of
Commissioners.
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Dennis R. Luke, C air
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Bev larno, Commissioner
ATTEST: ichael M. Daly, ommissioner
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Recording Secretary
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Mental Health Department
.v . 2577 NE Courtney Drive, Bend, Oregon 97701
General Information/TDD (541) 322-7500
FAX (541) 322-7565
Scott Johnson, Director
To: Deschutes County Board of Commissioners, Mike Maier
From: Dave Peterson, Deschutes County Information Technology
Scott Johnson, Deschutes County Mental Health
Date: January 10, 2006
Subj: Proposed Electronic Medical Records Project
Request for General Fund Investment of up to $56,500
Background
In October 2005, Scott Johnson, Greg Canfield, David Givens, and Dave Peterson met
with the Board and Mike Maier to discuss the search for Behavioral Health software to
replace the Mental Health Department's locally developed software.
Our goal is to acquire and use a computer based system for intake, treatment, discharge,
case notes, program evaluation, release of information and billing. This is a critical issue
for the Mental Health as noted in three reports:
2005 Internal Auditors Report (vulnerability and limitations of current system)
2005 ABHA Encounters Report (need for better documentation)
2000 Information Technology Strategic Plan
Critical Issues with the current information system
• We have not done a comprehensive look at our data system in 15 years;
• Documentation (or lack thereof) directly affects our revenue;
• Paperwork is far too time consuming for our staff, affecting service levels;
• Lost files and poor chart tracking at times;
• Efficiency and productivity (direct services) needs to increase;
• Better tracking of our benefits to our clients and clinician productivity;
• Currently, limited control over clinic data;
• We need better outcome data and easier access (as a management tool);
• Numerous remote locations which makes chart exchange / security difficult;
• We rely heavily on a programmer;
• Potential risk for loss of entire chart room (fire or water damage).
Adult Treatment Child & Family Program Developmental Disabilities Seniors Program Medical Records
Mental Health, Alcohol & Drug Mental Health, Alcohol & Drug PHONE (541) 322-7554 PHONE (541) 385-1746 FAX (541) 322-7567
FAX (541) 322-7565 FAX (541) 322-7566 FAX (541) 322-7566 FAX (541) 330-4642 (Protected Health Information)
Quality Services Performed with Pride
4
Based on consultation with IT regarding similar projects in the County, Scott Johnson
requested County funds to hire a qualified behavioral health IT consultant who would:
1. Review the department's business practices;
2. Analyze and document the department's information / data needs;
3. Work with County staff to develop a Request for Proposals for comprehensive
behavioral health software based on our business practices and needs;
4. Assist the County team with product selection; and
5. Advise (as able) on a potential acquisition and transition plan.
The Board was receptive to the request but directed Mental Health and IT to survey
Oregon counties to determine their use of behavioral health software.
Survey of Oregon Counties
Mental Health and Information Technology developed a questionnaire soliciting software
information. Dave Peterson contacted Clackamas, Washington, Yamhill, Marion,
Douglas, Jackson, and Lane Counties. The responses are summarized below:
County
Response
YES. Use software called Anasazi.
Clackamas
No other information
YES. eviewin various options including OCHIN's emerging MH
Douglas
system, CMHC, and other unidentified software. Currently use CMHC
which was recently acquired by Netsmart Technologies
YES. Using CMHC and eCET software for various functions. CMHC
Jackson
is very customizable which is desirable because of the ever changing
programs and requirements.
NO UNDER VIEW. I don't think they understood our request.
Lane
They indicated they were not using any electrical medical records
(EMR) software but were looking to do so in the future.
YES. Although not originally solicited I gave them a call and spoke to
Linn
Frank Moore (former Deschutes County's MH Director). Frank
indicated Raintree was shaky and had requested payments early because
of cash flow problems. Implementation was 18 months late.
YES. Went live with Raintree 7/05. Are having to move data from
anon
Raintree's database to SQL to accommodate reporting - not desirable.
YES UNDE REVIEW They indicated they were using multiple
Washington
products and researching others.
YES. Use software from Raintree Systems in a consortium with Marion
Yamhill
and Idn Counties. The database is not standard and C programming
skills are desirable.
Our Recommendation - Proposed Process:
We are proposing a methodical and careful approach to the
selection process. The steps are outlined in the following table:
Steps and Descriptions
Estimated
Cost
1,500
SITE VISITS.
Perform site visits to some of the counties listed above. Most probably a
CMHC and Raintree County plus the Anasazi County. Although the
Raintree software does not look promising, it is used by three counties. A
visit will either confirm our suspicions or provide a different perspective to
the questionnaires. We may also visit Clark County in Vancouver to review
Creative Sociomedics software which looks promising. Attendees would
include MH personnel and one IT representative.
50,000
BEHAVIORAL HEALTH SOFTWARE CONSULTANT.
Hire a person / firm to 1) review our department's business practices; 2)
document our data / information needs; 3) help develop an RFP for software
based upon the business practice review and needs analysis; and 4) assist the
department with product selection. Note: Similar to the Finance Dept.
contract with a CPA to perform this work prior to purchasing HTE.
25,000
FIELD TEST PREFERRED SOFTWARE.
Perform extensive site visits to customers of the preferred software. Please
note similar procedures were used in the selection of the HTE software
which included visits to Arizona, North Carolina, and Florida. The
Assessor selection committee visited Seattle, Ohio, and Texas. Police
and 911 software research included numerous visits nationwide.
Estimated Totals
$76,500
Investment
Deschutes County Mental Health $20,000
Deschutes County General Fund $56,500
Total investment for planning/analysis $76,500 (up to)
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