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Board approves Epic 'Community Connect' adoption for University Behavioral Health Care and reimbursing RWJBarnabas Health up to $7.22 million
Summary
Rutgers’ Board approved reimbursing RWJBarnabas Health up to $7.22 million to implement Epic’s Community Connect for University Behavioral Health Care (UBHC); the Board noted estimated $1.6 million annual operating costs and that start‑up costs will be funded by UBHC reserves and short‑term debt as needed.
The Board of Governors on Dec. 17, 2024 approved reimbursement to RWJBarnabas Health (RWJBH) for implementation of Epic’s Community Connect electronic medical record (EMR) system for Rutgers University Behavioral Health Care (UBHC).
The resolution authorizes reimbursement to RWJBH for start‑up costs and initial licensing estimated at $7.22 million, to be funded in the short to medium term using UBHC reserves and commercial paper or other debt instruments. Board materials described anticipated annual operating payments to RWJBH of approximately $1.6 million.
The agreement is structured as a Community Connect licensing and services arrangement under which RWJBH will relicense Epic to UBHC and provide implementation services; RWJBH will bill UBHC for its implementation costs and incremental licensing. The contract materials attached to the Board packet describe a 36‑month initial term and renewal terms, lists of third‑party components, interfaces, training and go‑live support, and line‑item implementation costs included in a detailed Exhibit A.
Tilak Lal, vice chair of the Board of Governors, moved the fiscal authorization; the Board approved the measure without discussion. Board documents note that the Chief Financial Officer and other administrators will continue to negotiate required documents and ensure appropriate oversight of procurement, conversions and budgeting.
Why it matters: UBHC’s transition to an enterprise Epic environment aligns its patient records with RWJBH and other Rutgers clinical partners, with expected improvements in shared clinical workflows and data access for care coordination and research. The Board packet notes substantial third‑party and technical costs (hardware, interfaces, training and recurring licenses) that contributed to the $7.22 million first‑year estimate.
Next steps: Administration will implement the contract documents and proceed with the technical and training schedule outlined in the Project Summary and Exhibit A; ongoing annual operating obligations will be budgeted by UBHC.
