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F Region d Ped REPORT Wohkin~ foh 10u Meeting Date: September 26,2013

Regional Council

DATE: September 9,2013

REPORT TITLE: DATA MANAGEMENT SERVICES AND AMBULANCE CALL REPORTS DOCUMENT 2005-1 35N

FROM: Janette Smith, Commissioner of Health Services

RECOMMENDATION

That the contract (Document 2005-135N) for the supply of Data Management Services and Ambulance Call Reports (ACRs) awarded to Sunnybrook Health Sciences Centre be extended for an additional 12 month period commencing October 1, 2013 in the estimated amount of $290,000 (exclusive of applicable taxes) for a revised total commitment of $2,328,361.49 (exclusive of applicable taxes) in accordance with Purchasing By-law 63-2008;

And further, that the Director of Purchasing have the authority to approve the contract renewal on an annual basis, subject to service, performance, pricing and the availability of budget funding and the Region of Peel's continued need for the associated services.

REPORT HIGHLIGHTS Peel Regional Paramedic Services (PRPS) is legislatively mandated to routinely audit all medical records generated by paramedics. Quality assurance practices are verified through each audit in order to maintain compliance. Overseen by Sunnybrook Health Sciences Centre, Sunnybrook Centre for Pre-Hospital Medicine is responsible for the medical oversight of PRPS as mandated through the Ambulance Act and is the only vendor that can perform the required audit.

DISCUSSION

1. Background

Peel Regional Paramedic Services (PRPS) is legislatively obligated to perform continuous quality assurance on all Ambulance Call Reports (ACRs), as a requirement to maintain Ministry of Health and Long Term Care (MOHLTC) certification. This includes conformance in completing the record, meeting both the Basic Life and Advanced Life Support Standards and to ensure compliance with medical protocols as well as obtain high level system and performance trends. This information affords the Region an opportunity to appropriately plan for and respond to the overall system.

K-E\ - 2 - September 9, 2013 DATA MANAGEMENT SERVICES AND AMBULANCE CALL REPORTS DOCUMENT 2005-1 35N

Sunnybrook Centre for Pre-Hospital Medicine (SCPM) is currently responsible for holding and managing the data for existing Ambulance Call Reports and has been doing so since 2005. SCPM is the sole provider of these services for south-central Ontario and operates a major program on behalf of the Ontario Ministry of Health & Long Term Care. They are the Regional Base Hospital serving most of south-central Ontario (Beausoleil, Halton, Muskoka, Peel, Rama, Simcoe and Toronto Regions) by providing medical oversight and leadership for paramedics and other first responders. They also provide and developed a web-enabled quality assurance system that is used to audit every patient interaction for compliance to standards.

The completed Ambulance Call Records (ACRs) are received from PRPS and each record is manually entered into a defined database. The ACR is then scanned and placed into a registry for easy retrieval related to investigations, coroners or public requests for this information. The data that is entered goes through 23 predefined main filters with multiple sub filters. This information allows SCPM to meet their obligations to track delegated medical acts, look for variances and address concerns directly with the paramedics involved with the incident. It also permits PRPS to address variances which may have an impact on the patients served.

2. Procurement Process

In May 2005, Sunnybrook Health Sciences Centre was awarded the contract through a direct negotiation (Document 2005-135N) for the supply of data management services for a 12 month term and two optional periods for a total commitment of $561,660 (exclusive of applicable taxes) to March 31, 2008.

In July 2008, Regional Council Resolution 2008-851 approved a 12 month contract extension to Sunnybrook Osler Centre for Pre-Hospital Care and four optional 12 month periods for the period April 1,2008 to March 31, 2013 for the supply of Data Management Services for PRPS for a total expenditure of $ 1,476,701.49 (exclusive of applicable taxes) including an extension to October 31, 201 3.

Due to substantial growth in the population as well as call volume and increased service hours, the volume of ACR's has significantly increased. The estimated annual number of call reports is expected to be approximately 85,000 and the annual cost is estimated at $290,000 (exclusive of applicable taxes). Staff is seeking authority to make adjustments as required on an annual basis due to the nature of the business. The service is based on actual calls and the intent is to increase the contract on an as-required basis.

3. Proposed Direction

Sunnybrook Health Sciences Centre is the only vendor capable of providing this service and offering a cost effective and efficient method of performing quality assurance for the data management services. Sunnybrook has provided excellent service over the term of the existing contract.

Having a single entity to secure, store and maintain the integrity of the data, using a single database, in accordance with the respective medical acts and legislative standards, eliminates duplication and significantly streamlines the process for data entry, maintaining data integrity, ongoing analysis and regular and constructive feedback to paramedics and management staff about the status of the system.

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Staff recommends the contract extension with Sunnybrook far an additional 12 month period with renewal one year terms. The contihued use of Sunnybrook wiH allow PRPS flexibility of migrating to a fulf electronic management intetface audit process that will potentially include technolagy changes.

Staff is seeking authority to extend or renew the contract on an annual basis, subject to the availability of budget Funding, and the Region of Peel's continued need for the associated services or until such time as there is development in the marketplace and other vendors can provide these services.

FINANCIAL IMPLICATIONS

Funding is avar'lable in the Operating Budget Dept. ID GW20510 and Account 23800.

Janette Smith Commissioner of Health Services

Approved for Submission:

D. Smarc, Chief Administrative Officer

For further infarmation regarding this rep&, please contact Peter F. Dwndas at extension 3921 or via email at petw.d~das@peelregEon.ea

Authored By: C. Mititeiul and A. Rac

c. Legislative Services -.-&J. Macintyre, Director of Purchasing and Project Management

.hK Manager, Financial Support Unit (FSU)