DEPARTMENT: Health
DEPARTMENT HEAD: Dr. Thomas Schlenker
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Authorizing Software Agreements with the University of Texas Health Science Center San Antonio Dental School for the Medicaid 1115 Waiver Program
SUMMARY:
This Ordinance will authorize (1) a license agreement and (2) a support and maintenance agreement with the University of Texas Health Science Center San Antonio Dental School (UTHSCSA) for the San Antonio Metropolitan Health District's use of SmilesMaker software and documentation for the Medicaid 1115 Waiver Program. The proposed agreements commence upon execution and terminate on September 30, 2014, with the option to renew for two, additional one-year periods. The support and maintenance agreement is for an amount not to exceed $4,800.00 for the initial period and $9,600.00 for each one-year renewal period, subject to and contingent upon Medicaid 1115 Waiver funding.
BACKGROUND INFORMATION:
SmilesMaker is a data entry program designed for use by community dental programs to collect personal health information, such as dental screening and sealant data. The software was developed as part of the Oral Health Workforce Grant, a collaborative project between UTHSCSA and Metro Health which began September 1, 2010 and ended on August 31, 2013.
On January 31, 2013, City Council authorized the submission of six project proposals by the San Antonio Metropolitan Health District (Metro Health) through the Regional Healthcare Partnership Anchor entity, University Health System for consideration and funding in the amount of $43,392,942.00 through the new Delivery System Reform Incentive Payment (DSRIP) arm of the "Texas Healthcare Transformation and Quality Improvement Program" or "Transformation Waiver". Metro Health carefully selected projects in the following areas: diabetes prevention, children's oral health services, HIV and Syphilis prevention, breastfeeding promotion, teen pregnancy prevention and neighborhood health promotion. All six project proposals are in alignment with Metro Health's strategic plan and many community goals set forth by SA2020 and have the overall goal of improving health outcomes.
Since the SmilesMaker software was developed to capture data specific to the field of oral health, including but not limited to the performance of limited oral evaluations, prescribed treatments and case management, authorization of these agreements will allow Metro Health to use SmilesMaker for data collection and reporting for the Medicaid 1115 Waiver.
ISSUE:
As the owner of all code written for and intellectual property associated with the SmilesMaker solution, UTHSCSA is the sole source provider for authorized access to SmilesMaker. In addition, UTHSCSA is the sole provider of software support, maintenance, and associated technology for SmilesMaker.
Authorization of this agreement will allow Metro Health to move forward with the implementation of goals set forth in our department strategic plan and Medicaid 1115 Waiver children's oral health services project.
ALTERNATIVES:
Should the contract not be approved, Metro Health will be unable to use SmilesMaker software for data collection and reporting and may be unable to meet deliverables set forth in the Medicaid 1115 Waiver project.
FISCAL IMPACT:
Metro Health is requesting City Council authorization of agreements with UTHSCSA for use of SmilesMaker software and documentation by Metro Health's Oral Health Program for an amount up to $24,000.00 commencing upon execution of the agreements and terminating on September 30, 2014 with the option to renew for two, additional one-year periods.
Funds will be appropriated annually, by fiscal year, and expenditures for SmilesMaker are estimated as follows: $4,800.00 in FY 2014; $9,600.00 in FY 2015, and $9,600.00 in FY 2016. The combined cost will not exceed $24,000.00 over the term of the project. Funding for this agreement is available and budgeted within Metro Health's Medicaid 1115 Waiver fund and there will be no impact to the General Fund.
RECOMMENDATION:
Staff recommends approval of agreements with UTHSCSA for Metro Health's use of SmilesMaker for data collection and reporting for the Oral Health Program for an amount up to $24,000.00 commencing upon execution and terminating on September 30, 2014, with the option to renew for two, additional one-year periods, subject to and contingent upon Medicaid 1115 Waiver funding. Authorization of this agreement will allow Metro Health to move forward with the implementation of goals set forth in the department strategic plan and Medicaid 1115 Waiver oral health project.