HomeMy WebLinkAbout20252692.tiff Resolution
Approve Memorandum of Understanding for Shared Use of Athena One Electronic
Health Record(EHR)System and Authorize Chair to Sign-Northern Colorado
Health Alliance
Whereas,the Board of County Commissioners of Weld County,Colorado,pursuant to
Colorado statute and the Weld County Home Rule Charter,is vested with the authority of
administering the affairs of Weld County,Colorado,and
Whereas,the Board has been presented with a Memorandum of Understanding for
Shared Use of the Athena One Electronic Health Record(EHR)System between the
County of Weld,State of Colorado,by and through the Board of County Commissioners
of Weld County,on behalf of the Department of Public Health and Environment,and
Northern Colorado Health Alliance,commencing October 1,2025,with further terms and
conditions being as stated in said memorandum of understanding,and
Whereas,after review,the Board deems it advisable to approve said memorandum of
understanding,a copy of which is attached hereto and incorporated herein by reference.
Now,therefore,be it resolved by the Board of County Commissioners of Weld County,
Colorado,that the Memorandum of Understanding for Shared Use of the Athena One
Electronic Health Record(EHR)System between the County of Weld,State of Colorado,
by and through the Board of County Commissioners of Weld County,on behalf of the
Department of Public Health and Environment,and Northern Colorado Health Alliance,
be,and hereby is,approved.
Be it further resolved by the Board that the Chair be,and hereby is,authorized to sign
said memorandum of understanding.
The Board of County Commissioners of Weld County,Colorado,approved the above
and foregoing Resolution,on motion duly made and seconded,by the following vote on
the 29th day of September,A.D.,2025:
Perry L.Buck,Chair:Aye
Scott K.James,Pro-Tem:Aye ,'`\ I 4
)��
Jason S.Maxey:Aye ♦ '
`asr�. 0Lynette Peppier:Aye I,�� '
Kevin D.Ross:Excused • """
Approved as to Form: % U o+
Bruce Barker,County Attorney
Attest:
Esther E.Gesick,Clerk to the Board
cc- 1-11.(3F1ST I czc) 2025-2692
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BOARD OF COUNTY COMMISSIONERS
PASS-AROUND REVIEW
PASS-AROUND TITLE:MOU WITH NORTHERN COLORADO HEALTH ALLIANCE FOR ATHENA ONE
ELECTRONIC HEALTH RECORD(EHR)SYSTEM
DEPARTMENT: PUBLIC HEALTH AND ENVIRONMENT DATE: SEPTEMBER 17,2025
PERSON REQUESTING: JASON CHESSHER,EXECUTIVE DIRECTOR
SHAUN MAY,PHS DIVISION DIRECTOR
Brief description of the problem/issue:
Weld County Department of Public Health and Environment (WCDPHE) seeks approval to execute a
Memorandum of Understanding(MOU)with Northern Colorado Health Alliance(NCHA)regarding shared use
of the Athena One Electronic Health Record(EHR)system.The system is owned and managed by NCHA and
supports WCDPHE's clinical operations and case management needs.
What options exist for the Board?
• Approve the Memorandum of Understanding(MOU)as presented.
• Decline to approve the MOU.
• Request changes to the MOU before approval.
Consequences:
Approval will ensure that WCDPHE has continued access to Athena One or has sufficient time to
procure an alternative EMR if collaboration with NCHA ceases.
Impacts:
This MOU ensures that WCDPHE maintains access to a viable electronic medical records platform.
Costs(Current Fiscal Year/Ongoing or Subsequent Fiscal Years):
There is no direct County expenditure under this MOU.Current service fees for Athena remain at
5.34%of collections, which are already incorporated into existing workflows. No new FTEs are
requested;existing staff will support this work.
Recommendation: I recommend approval to place this MOU with NCHA on a future agenda for formal
consideration.
Support Recommendation Schedule
Place on BOCC Agenda Work Session Other/Comments:
Perry L.Buck
Scott K.James
Jason S.Maxey 7/4
Lynette Peppier
Kevin D.Ross ✓
2025-2692
Memorandum of Understanding
Between Weld County Government and Northern Colorado Health Alliance
Regarding Shared Use of the Athena One Electronic Health Record(EHR)System
Effective Date:October 1,2025
Parties
• Weld County Government,located at 1555 North 17'Avenue,Greeley,CO 80631("County")
• Northern Colorado Health Alliance,located at 293011 Avenue,Evans,CO 80620("NCHA")
I.Purpose
This Memorandum of Understanding(MOU)establishes a mutual understanding between the
County and NCHA regarding the authorized use of the Athena One Electronic Health Record(EHR)
system.The system,owned and managed by NCHA,supports client services,-care coordination,
and secure information exchange for shared clients served by both organizations.
II.Background
The Athena One EHR platform is owned and managed by NCHA and used by partner organizations,
including Sunrise Community Health and Weld County Government,to manage patient medical
records.The County collaborates with NCHA to support clients who benefit from integrated care
coordination through secure and authorized access to this platform.Access to the EHR facilitates
referrals,treatment planning,and case management across organizations.
III.Roles and Responsibilities
NCHA agrees to:
1. Provide designated County staff with secure,role-based access to the Athena One system.
2. Ensure compliance with all applicable federal and state health information privacy laws,
including HIPAA,in granting access.
3. Offer necessary training,onboarding,and technical support related to system use.
4. Maintain ownership and administrative control of the EHR platform.
Weld County Government agrees to:
1. Ensure that staff with EHR access complete all required security and HIPAA compliance
training prior to system use.
2. Use the Athena One system solely for authorized client management and care coordination
purposes.
3. Maintain strict confidentiality and adhere to all data privacy and use policies established by
NCHA.
4. Promptly notify NCHA of any staff changes or potential breaches affecting access or data
integrity.
IV.Data Use and Security
• Both parties shall implement appropriate administrative,technical,and physical
safeguards to protect client information accessed via the Athena One system.
• No data shall be exported,copied,or redistributed outside of authorized workflows without
prior written approval from NCHA.
• Audit logs and user access reports shall be available upon reasonable request by either
party for compliance monitoring purposes.
V.Term and Termination
This MOU shall remain in effect from the Effective Date until terminated by either party with ninety
(90)days'written notice.Termination shall not relieve either party of ongoing obligations related to
the confidentiality and protection of client data accessed under this agreement.
VI.Renewal and Change Notification
NCHA shall provide Weld County with no less than 270 days'(9 months)written notice prior to
any material change to the Athena One EHR agreement that may affect Weld County's access,
service structure,or participation as a subrecipient.This extended notice period is necessary due
to Weld County's statutory procurement process,which may include issuing an RFP,selecting a
vendor,and implementing an alternative EMR solution."This notice shall include a detailed
summary of any proposed changes in cost,scope of access,system configuration,or terms of use.
Because Weld County is subject to a formal public procurement process,advance notice is critical
to allow for a potential transition,including issuing a Request for Proposals(RFP),vendor selection,
contracting,and implementation of an alternate EMR solution.
In particular,any changes to the current Athena service fee structure(presently 5.34%of
collections)must be disclosed in writing to Weld County as soon as NCHA is notified by Athena of
such changes.Weld County shall have the opportunity to review and determine whether to
continue participation based on the revised terms.No changes impacting the County's financial
obligations or access rights shall be implemented without the County's written consent.
VII.Amendments
Any changes to this MOU must be made in writing and signed by authorized representatives of both
parties.
VIII.Signatures
Board of County Commissioners Weld
County,Colora••
<1
Perry Li uck,Chair SEP 2 9 2025 l L
Attest: rei,Z.(tv
Esther E.Gesick,Clerk to the Board
I
By:
Deputy Clerk to the Board
For N hern Colorado H alt Allian
Na
Title:CEO
Date:09/10/2025
Z075-7( 61Z
Contract Form
Entity Information
Entity Name* Entity ID* ❑New Entity?
NORTH COLORADO HEALTH @00019419
ALLIANCE
Contract Name* Contract ID Parent Contract ID
MOU WITH NORTHERN COLORADO HEALTH ALLIANCE 9938
FOR ATHENA ONE ELECTRONIC HEALTH RECORD
Contract Lead* Requires Board Approval
(EHR)SYSTEM YES
BFRITZ
Contract Status
Contract Lead Email Department Project#
CTB REVIEW
bfritz@weld.gov;Health-
Contracts@weld.gov
Contract Description*
MOU WITH NORTHERN COLORADO HEALTH ALLIANCE FOR ATHENA ONE ELECTRONIC HEALTH RECORD(EHR)
SYSTEM
Contract Description 2
Contract Type* Department Requested BOCC Agenda Due Date
AGREEMENT HEALTH Date* 09/25/2025
09/29/2025
Amount* Department Email
$0.00 CM-Health@weld.gov Will a work session with BOCC be required?*
NO
Renewable* Department Head Email
NO CM-Health- Does Contract require Purchasing Dept.to be
DeptHead@weld.gov included?
Automatic Renewal
County Attorney
Grant GENERAL COUNTY
ATTORNEY EMAIL
IGA County Attorney Email
CM-
COUNTYATTORNEY@WEL
D.GOV
If this is a renewal enter previous Contract ID
If this is part of a MSA enter MSA Contract ID
Note:the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts
are not in OnBase
Contract Dates
Effective Date Review Date* Renewal Date
09/01/2026
Termination Notice Period Committed Delivery Date Expiration Date*
09/01/2026
Contact Information
Contact Info
Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2
Purchasing
Purchasing Approver Purchasing Approved Date
Approval Process
Department Head Finance Approver Legal Counsel
JASON CHESSHER CHERYL PATTELLI BYRON HOWELL
DH Approved Date Finance Approved Date Legal Counsel Approved Date
09/22/2025 09/22/2025 09/22/2025
Final Approval
BOCC Approved Tyler Ref#
AG 092925
BOCC Signed Date Originator
BFRITZ
BOCC Agenda Date
09/29/2025
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