1. MENTAL HEALTH & DADS CONTRACTOR EHR PLANNING MEETING May 25, 2011

2. 2 AGENDA Welcome & Introductions Breakout Sessions MH & DADS Funding Methodology Funding Application Bring MH and DADS back together Next Steps Concurrent EHR Planning Sessions

3. DADS AND MENTAL HEALTH BREAKOUT SESSINS 3

4. 4 County & Contractor Methodology Committee Purpose: Develop and implement a methodology and criteria to be used in allocating available funds to Mental Health Short Doyle contract agencies for their transition to an electronic health record (EHR) system. FUNDING & FUNDING PROCESS

5. 5 Funding should be reviewed in relation to meeting minimum requirements for all agencies. All current Short Doyle Mental Health Contractors will be considered for some MHSA Technological Needs funding based on need. COMMITTEE PRINCIPLES

6. 6 Bruce CopleyDeputy Director MHD / County Sponsor Liaison Sheila YuterCounty MHD / Committee Co-Chair Erin O’BrienAMCHA / Committee Co-Chair Jorge WongAACI / AMHCA Member Rachel Clausen EMQ Families First / AMHCA Member Michael Hutchinson County DADS / QI Clinical Standards Terry Boyle Unity Care / Non AMCHA “At large” Member Bruce Fielding Children’s Health Council / “At large” Member Alyce Cobb County MHD Contract Monitor Lauren Gavin County MHD Contract Monitor Sue Clements County EHR Project Manager Tony Perez County Procurement Department Martha Paine County General Fund Finance Director Christine TrongPathway Society / DADS Gina TrepagnierHope Services / Small Agency Representative COMMITTEE MEMBERS

7. 7 SCCo will have up to $4M to award to contractors Amounts are “not to exceed” and will be considered planning estimates, not fixed amounts Planning estimates will be based on -- Meeting EHR minimum requirements Agency’s need specifically related to meeting EHR minimum requirements by December 31, 2013 FUNDING METHODOLGY

8. 8 General approach Smaller agencies may be awarded more than larger ones, but no award will be more than 20% of an agency’s annual SCCo Mental Health budget A blended formula was used to determine planning estimates consisting of --  an even distribution of one half of the available funds, plus  a percent of the remaining half, the percent being inversely proportional to the size of the agency Again, no agency’s planning estimate may exceed 20% of total agency MH budget FUNDING METHODOLOGY

9. 9 Applications will be accepted between June 1 and December 30, 2011 The application for funding contains three parts: General information Statement of readiness Budget APPLICATION PROCESS

10. New or existing system? ASP (contract for external service) or Self Host (own and maintain yourself)? Complete minimum requirements checklist Provide implementation plan and timeline Provide signed (or to be signed) contract % of your budget that is used for SCCo MH READINESS

12. Applications will be reviewed by MH and IT staff Individual meetings to discuss proposal Expect up to 8 weeks to process and develop contract REVIEW AND AWARD

13. 13 The minimum requirements for an EHR and electronic data exchange that must be met to receive County funds. County will further define the data that will be necessary to meet these requirements; including data format and method for which the County will receive the secure HIPAA compliant files MINIMUM REQUIREMENTS

14. 14 For each requirement, indicate if it is: Existing: Already installed and/or in use In Progress: Is in the process of being installed and/or used Planned: Is being planned for in the future. Implementation Date: For requirements that are in progress or planned, please indicate the estimated date for completion. MINIMUM REQUIREMENTS

15. 15 The minimum requirements for an EHR and electronic data exchange that must be met to receive County funds. County will further define the data that will be necessary to meet these requirements; including data format and method for which the County will receive the secure HIPAA compliant files MINIMUM REQUIREMENTS

16. 16 For each requirement, indicate if it is: Existing: Already installed and/or in use In Progress: Is in the process of being installed and/or used Planned: Is being planned for in the future. Implementation Date: For requirements that are in progress or planned, please indicate the estimated date for completion. MINIMUM REQUIREMENTS

17. 17 #Requirement 1Certified EHR 2Security & Privacy 3Client ID 4Claim Information 5Reporting Data (CSI/CALOMS/Other) 6Additional Demographics 7Problem List 8Outcome Measures (e.g. MORS) 9Transition Care / Referrals MINIMUM REQUIREMENTS

18. 18 #Requirements 10Electronic Audit Capability 11Progress Notes 12Treatment Plans 13e-Signature 14CPOE (Computer Physician Order Entry) 15e-Prescribing 16Maintain Active Medication List 17Vital Signs 18Maintain Active Allergy List 19Consents MINIMUM REQUIREMENTS

19. Next Steps EHR Planning Concurrent Sessions 19

20. 20 Information for those that are in the early stages of planning. This session will cover Where do you begin? Technical Considerations Vendor Demo and Evaluations Vendor Comparison Costs EHR PLANNING SESSION #1

21. Information for those that are in the early stages of planning. This session will cover: Culture Change Common Risks Project Sponsorship Project and Work Teams Training Productivity Vendor Performance And more… 21 EHR PLANNING SESSION #2