Missoula County authorizes five-year SmartTracker electronic health record contract

Missoula County administrators approved a five-year subscription and services agreement with SmartTracker for a new electronic health record on May 21, 2025. The county selected SmartTracker following an RFP conducted after Thanksgiving 2025 and a demo and interview process that narrowed five applicants to two, officials said.

Sarah Heinemann, who presented the item during the county's administrative meeting, said ongoing functionality problems with the county's existing EHR prompted the procurement. “We had some ongoing issues with the current electronic health record where some functionality needs were not getting addressed,” Heinemann said. She told the board the county offered the contract to SmartTracker, which she described as “pretty new to the market” with “some great tech skills and ideas,” and that a kickoff call is scheduled to begin next Wednesday.

Under the contract terms presented to the board, the county will pay for the first and second contract years up front and then make annual payments for the remaining three years. Heinemann said the RFP produced five applicants, two finalists and a single recommended vendor; she did not provide specific dollar amounts during the presentation.

Chair (S1) moved to authorize the chair to sign the subscription and services agreement and the accompanying statement of work; the motion was seconded and the board voted in favor. The motion record in the meeting minutes lists the authorization and indicates the board approved the contract; individual vote tallies were not read into the record in the transcript.

County staff said the kickoff and vendor onboarding will begin immediately. The administrative meeting did not provide additional budget detail or a project timeline beyond the five-year contract term.