To: Board of Supervisors
From: Anna Roth, Health Services Director
Report Title: Amendment/Extension #23-690-1 with Craneware, Inc.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Health Services Director, or designee, to execute on behalf of the County Contract Amendment/Extension Agreement #23-690-1 with Craneware, Inc., a corporation, effective August 6, 2024, to amend Contract #23-690, to increase the payment limit by $420,000, from $276,435 to a new payment limit of $696,435, and to extend the termination date from August 15, 2024 to August 14, 2029 for additional software licensing, maintenance and support services for Contra Costa Health (CCH).
FISCAL IMPACT:
Approval of this Amendment will result in additional expenditures of up to $420,000 and will be funded as budgeted by the department in FYs 2024-29, by 100% Enterprise Fund I. (Rate increase).
BACKGROUND:
The Craneware Chargemaster Reference Toolkit software license and support provides CCH Patient Accounting with up-to-date clinical, financial, and regulatory coding data, charge capture, and automated revenue integrity for patient care services and supplies. It optimizes reimbursement, increases operational efficiencies, and minimizes compliance risk for CCH. Craneware Chargemaster, also known as the Charge Description Master (CDM), is a comprehensive list of all billable services, procedures, items, and fees provided by a hospital. CDM is used to generate patient bills and to submit claims to insurance companies for reimbursement. The Craneware Chargemaster Toolkit is integrated with Epic (CCH’s electronic medical record system) to perform essential functions such as billing, revenue management, compliance, and cost analysis. This contractor was approved by the Public Works Department’s Purchasing Division on June 4, 2024. A summary of service contract deliverables, including measurable outcomes required of the vendor to be monitored by the department in compliance with Section III(B)(7) of the Purchasing Policy are CCH’s use of the software and services. This contract was approved by Health Services Personnel to ensure there is no conflict with labor relations.
On July 14, 2020, the Board of Supervisors approved Contract #23-690 with Craneware Inc., in an amount not to exceed $276,435, for the provision of software licensing, maintenance and support services, for the period from August 15, 2019, through August 14, 2024.
Approval of Contract Amendment Agreement #23-690-1 will allow the renaming of Chargemaster Toolkit application to Trisus Chargemaster, Online Reference Toolkit application to, Trisus Reference, and licensing for Craneware’s CPT Assistant application through August 14, 2029.
CONSEQUENCE OF NEGATIVE ACTION:
If this Amendment is not approved, the software licensing and support that directly affect regulatory compliance, reduce reimbursement and coding accuracy for CCH Patient Accounting will not be renewed, which could cause a negative effect on compliance, and revenue collection.