AUTHORIZING THE PURCHASE OF AN ELECTRONIC MEDICAL RECORD SYSTEM FOR THE JAIL

Committee Status: 
Approved
Budget Status: 
External Source
Decision Impact: 
Routine
FTE Impact: 
No
Funding Source: 
Other (see budget status)

Purpose

To authorized the acquisition of an Electronic Medical Record (EMR) for the Sauk County Jail.

Background

Background: For a number of years the Sheriff’s Department has been researching possible electronic medical record (EMR) systems to be employed in the jail.  Because the Sheriff’s Department is required to provide health services to inmates, an EMR is necessary to ensure appropriate access to the record by jail medical staff, while preserving the privacy and security of these records in a manner that ensures compliance with applicable laws and regulations.

 

While several systems have been identified by staff as meeting the needs of the Department, funding for such systems has not been available until now.  The unanticipated availability of State grant funding, which could be applied to this project, provides Sauk County with the opportunity to acquire an EMR system for the jail with no upfront investment of county tax levy dollars.

Resolution Files: 
Microsoft Office document icon Resolution for EMR
Microsoft Office document icon Revised Resolution for Jail EMR
Microsoft Office document icon Final Jail EMR Resolution
Supporting Files: 
Microsoft Office document icon ECS Quote
PDF icon Detain EMR Quote
PDF icon Spark EMR Quote
PDF icon Vendor Cost Comparison
Budget Status (Other/External Sources): 

To be Grant funded: 

Fiscal Note:  Funding for system will be provided by a grant from the Wisconsin Department of Justice which will cover the first 18 mos. of use.  Funds for subsequent monthly payments will be appropriated in the Sheriff’s Department budget.

Resolution Body

           WHEREAS, the Sauk County Sheriff’s Department is required to provide health services to jail inmates; and,

            WHEREAS, the provision of these services requires the creation and maintenance of inmate medical records; and,

           WHEREAS, an electronic medical record (EMR) system would enhance record keeping and ensure proper security of such records; and,

            WHEREAS, it would be in the best interest of the County to obtain an EMR for this purpose; and,

            WHEREAS, Sauk County currently utilizes the same EMR system at the Sauk County Health Care Center, for this reason, the utilization of ECS, as opposed to a completely new system,  reduces costs for support, system overhead and training; and, 

            WHEREAS, the State of Wisconsin would provide grant funding to be applied to the purchase of said system; and,

           WHEREAS, approval of a contract for said system would be contingent upon the receipt of such grant funding; and,

          WHEREAS, in the reasonable judgment of the Law Enforcement and Judiciary and the Executive and Legislative Committees, the acquisition of an EMR as discussed herein is appropriate and recommends that Sauk County accept the following proposal from American Data for the ECS:

 

Down Payment (1/2 Estimated Training)                $1,950.00  (upon return of this Agreement)

Monthly PAYU Fee                                                      $  869.92*  ( billed on a pre-quarterly basis)

Discount                                                                       $ (93.68)*  ( billed on a pre-quarterly basis)

Monthly Medispan (Medication) Maintenance      $130.00*  ( billed on a pre-quarterly basis)

 

*Based on a maximum of 220 active clients

            NOW, THEREFORE, BE IT RESOLVED, by the Sauk County Board of Supervisors, met in regular session, that the ECS Electronic Medical Records System be purchased as described above; and,

            BE IT FURTHER RESOLVED, that the Sauk County Sheriff, or designee, be and is hereby authorized to enter into any agreements necessary to obtain this system.

For consideration by the Sauk County Board of Supervisors on August 15, 2017.

Respectfully submitted,

LAW ENFOCEMENT AND JUDICIARY COMMITTEE:

EXECUTIVE AND LEGISLATIVE COMMITTEE:

Requested Board Review Date: 
Tuesday, August 15, 2017
Committee Review 1: 
Pending
Committee Review 1 Date: 
Law Enforcement Committee
Committee Review 2: 
Pending
Committee Review 2 Date: 
Special E&L Meeting
Return to Top