DEPARTMENT: Public Health
FILE TYPE: Consent Action
TITLE
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Ratification Of Public Health Documentation System Maintenance And Support Agreement Between Avenu Insights And Analytics, LLC And Minnesota Counties Computer Cooperative
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RESOLUTION
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WHEREAS, the Dakota County Board of Commissioners acts as the Community Health Board and has the responsibility to prevent disease and disability and to promote and protect the health and safety of County residents; and
WHEREAS, by Resolution No. 12-310 (June 19, 2012), the Dakota County Board of Commissioners authorized Dakota County to become a member of the Community Health Services (CHS) Users Group within the Minnesota Counties Computer Cooperative (MnCCC) and to acquire the use of the Public Health Documentation System (PH-Doc); and
WHEREAS, PH-Doc is owned and designed by local public health agencies of MnCCC and developed by Avenu Insights and Analytics, LLC; and
WHEREAS, PH-Doc is an electronic health record system for clinical documentation for public health services, time entry, Health Insurance Portability and Accountability Act (HIPAA) billing and remittances, federal and state-mandated reporting, managerial and outcome reporting, and interfaces with state registries, such as Minnesota’s Immunization Information Connection (MIIC); and
WHEREAS, an agreement for maintenance and support is required to use the PH-Doc electronic health record; and
WHEREAS, as a voting member of the CHS Users Group, Dakota County Public Health staff participates in the review and approval of the renewal agreement for PH-Doc Maintenance and Support; and
WHEREAS, Dakota County received the final agreement approved by the MnCCC on October 25, 2023, and ratification of the PH-Doc Maintenance and Support Agreement will commit Dakota County, as a member of the CHS Users Group, to pay its share of the maintenance and support for PH-Doc at an estimated amount of $122,847 ($40,949 annually) for the three-year period of January 1, 2024 through December 31, 2026, with two additional optional extension years at the same annual cost.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Community Services Director to ratify the Public Health Documentation System, Maintenance and Support Agreement between Avenu Insights and Analytics, LLC and Minnesota Counties Computer Cooperative, and commits Dakota County to pay its share of the maintenance support for the Public Health Documentation System in an estimated amount of $122,847 ($40,949 annually), for the three-year period of January 1, 2024 through December 31, 2026, subject to approval by the County Attorney’s Office as to form; and
BE IT FURTHER RESOLVED, That the PH-Doc Maintenance and Support Agreement will automatically be extended for up to two additional one-year periods (January 1, 2027 through December 31, 2027, and January 1, 2028 through December 31, 2028) at the same estimated annual cost ($40,949) unless Avenu Insights and Analytics, LLC or Minnesota Counties Computer Cooperative delivers written notice to the other party of an intention not to renew at least one year prior to the then current expiration.
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