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DATE:
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REPORT
Meeting Date: September 26,2013
Regional Council
September 9,2013
REPORT TITLE: DATA MANAGEMENT SERVICES AND AMBULANCE CALL REPORTS
DOCUMENT 2005-135N
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 t o 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) i n accordance with
Purchasing By-law 63-2008;
And further, that the Director of Purchasing have the authority t o approve the contract
renewal o n an annual basis, subject t o service, performance, pricing and the availability
o f 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, 2013.
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.
@eSll-3September 9,2Cl4 3
DATA MANAGEMENT SERVICES AND AMBULANCE CALL REPORTS
DOCUMENT 200S135N
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'lablein 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:
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C. Mititeiul and A. Rac
Legislative Services
Macintyre, Director of Purchasing and Project Management
Manager, Financial Support Unit (FSU)