What is HCMACS?

HCMACS is an Enterprise Electronic Health Records (EHR) Solution that will support Washington residents who receive state health care benefits and services from participating agencies. The HCMACS Enterprise EHR Solution includes shared governance, data, resources, and common workflows to maximize impact and efficiencies. Participating HHS Coalition agencies include:

• Health Care Authority (HCA)
• Department of Social and Health Services (DSHS)
• Department of Corrections (DOC)
• Washington Technology Services (WaTech)

DOC, DSHS, HCA, and WaTech were charged to develop an enterprise EHR plan, establish an enterprise program, and procure an enterprise solution. The plan was developed and approved by legislators, the Office of Financial Management (OFM), and Technology Services Board (TSB), and has been continuously advanced through budgets. This effort led to the planning and implementation of the HCMACS EHR Solution.

The solution aims to improve health care coordination between providers and provide high-quality, affordable care. It will transform the delivery of state health care services provided by:

• HCA's behavioral health providers, tribal health providers, and rural health providers
• DOC's correctional facilities
• DSHS' Behavioral Health Administration and Developmental Disabilities Administration facilities

Benefits to state health care recipients

The system supports the state’s goal for seamless services for Washingtonians by leveraging enterprise and shared solutions to use data more effectively across agencies. The choice of technology and approaches will support the authorized exchange of data with existing private medical facilities for care coordination. An effective solution will promote population health, improve patient and clinician experience, and reduce overall costs in the health care system.

• Better care coordination. A unified health care management and coordination system will allow health care providers to have real-time access to patient information, enabling them to make informed decisions and provide timely care.
• Improved patient outcomes. Streamlined data-sharing between agencies will reduce redundancies and ensure patients receive consistent and comprehensive care, leading to better health outcomes.
• Enhanced accessibility. The new system will make it easier for patients to access their health records, improve their ability to manage their own health, and communicate with health care providers.
• Personalized care. HCMACS Enterprise EHR Solution will allow for more personalized and efficient care management, ensuring individuals receive the right care at the right time.
• Better use of public dollars. HCMACS Enterprise EHR Solution will use shared technology, business processes, and data across multiple state agencies and health care facilities to increase the efficiency of state services.

Project timeline and status

Planning and implementation efforts for the system is under way. The HHS Coalition intends to complete the foundational work and secure a system integrator by the end of 2025. The goal is to begin onboarding system users in waves during the first quarter of 2026.

• View the HCMACS Enterprise EHR Solution timeline.
• View the WaTech project dashboard.

Partners

The HCMACS Enterprise EHR Solution is a collaboration between multiple Washington State agencies. Each agency has their own work associated with the program and will configure the system to meet the needs of those who use their services.

Health Care Authority (HCA)

The HCMACS Enterprise EHR Solution will improve care coordination for Apple Health (Medicaid) clients by sharing information among those providing care and case management.

The interoperability and integration functions will allow data to be shared with Apple Health providers, patients, clients, and health data source systems, furthering the ability to coordinate care. The system will enable the reuse of data for enhanced reporting and data analytics and will provide essential information to understand, analyze, and improve care, particularly for the Apple Health population. HCA is the sponsoring agency for the HCMACS Enterprise EHR Solution.

Learn more about HCA's Connect Program.

Department of Social and Human Services (DSHS)

Through HCMACS, DSHS is implementing a statewide electronic health record system to enhance the quality of care for patients and residents in both the Behavioral Health Administration (BHA) and Developmental Disabilities Administration (DDA).

A centralized system will improve coordination of care, enhance medication management, and support standardized care protocols. It will also promote better communication among providers, including those in the community. In addition, the system will increase efficiency, reduce redundant technology, and provide modern clinical decision support, helping DSHS staff deliver and manage care more effectively.

Department of Corrections (DOC)

The DOC is committed to modernizing agency-provided health care and partnering with HHS coalition agencies to plan and implement an enterprise EHR solution to promote care coordination and case management for incarcerated individuals in Washington State prisons as well as assisting individuals through their reentry process.

An enterprise EHR solution will improve the overall patient experience while improving health care and care coordination efficiency, reducing paper use and storage, and transforming patient care through automation, real-time data, analytics, workflow, and information accessibility.

Washington Technology Services (WaTech)

WaTech provides strategic oversight and governance for the HCMACS Enterprise EHR Solution and ensures alignment with legislative goals and program objectives. The agency oversees program and project plans, deliverables, and gate certifications, with funding releases tied to certification milestones. With program funding managed through WaTech’s budget, the agency ensures fiscal responsibility and compliance with legislative directives throughout the program’s lifecycle.

Upcoming Request for Proposal

The HCMACS Program and agency partners are planning to release an Request for Proposal (RFP) for a System Integrator to support implementation and maintenance and operations of the HCMACS Enterprise EHR Solution. The current estimated timeframe for the RFP release is May 1, 2025, pending state budget and contracting approvals to proceed.

Endorsement process and qualifications

The endorsement is a voluntary credential that a mobile rapid response crisis team (MRRCT) or community-based crisis teams (CBCT) may obtain to signify that it maintains the capacity to respond rapidly to anyone who is experiencing a significant behavioral health emergency requiring an urgent, in-person response.

Qualifications

New or existing MRRCT and CBCT who meet the state minimum standards to provide services under WAC 182-140 are eligible for an endorsement. Visit the Washington state legislature page for additional information.

Apply for endorsement

• Learn more about how to become endorsed.
• View and download the endorsement application.
• View and download the staffing plan form.
• View and download the vehicle insurance attestation form.
• View and download the Tribal attestation form.

Types of endorsed mobile crisis teams

Mobile rapid response crisis teams

This team provides professional, on-site, community-based interventions such as outreach, de-escalation, stabilization, resource connection, and follow-up support for people who are experiencing a behavioral health emergency. Learn more about MRRCT.

Community-based crisis teams

This team is part of an emergency medical services agency, a fire service agency, a public health agency, a medical facility, a nonprofit crisis response provider, or a city or county government entity, other than a law enforcement agency. These teams provide the on-site, community-based interventions of a mobile rapid response crisis team (MRRCT) for people who are experiencing behavioral health emergencies. Learn more about CBCT.

Exempt community-based crisis teams

A team comprised solely of an emergency medical services agency, whether part of a fire service agency or a private entity, located in a rural county in eastern Washington with a population of less than 60,000 residents. Learn more about exempt community-based crisis teams.

Tribal endorsed teams

Tribal mobile crisis response teams seeking endorsement may do so through the attestation process outlined in WAC 182-140-0060. Learn more about tribal endorsed teams.

Performance payment program

Establishment grants

The goal of this grant is to fund the startup costs for mobile rapid response crisis teams (MRRCT) and community-based crisis teams (CBCT), seeking to meet the standards for endorsement as outlined in WAC 182-140. Grant funds are subject to availability and aim to enhance the statewide behavioral health crisis response system, ensuring individuals experiencing a crisis can access help quickly and easily in their regions.

By funding startup costs, the Health Care Authority (HCA) intends to improve the availability and quality of crisis intervention services, ultimately contributing to the overall safety and well-being of affected individuals. Additionally, the establishment of the 988 Suicide & Crisis Lifeline supports behavioral health interventions facilitating immediate access to assistance. Endorsed teams will serve as the primary responders in their regions, providing onsite intervention for behavioral health emergencies. 

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Enhanced rate

All endorsed mobile rapid response crisis teams and community-based crisis teams are eligible to receive performance payments in the form of an enhanced case rate while participating in the endorsement program. Learn more about participating in the program.

Supplemental performance payment

This is an optional payment provided to teams that have received an endorsement from HCA and are able to meet the time requirements outlined in RCW 71.24.903 (10). These payments are in addition to-and greater than-the enhanced rate, and are provided to teams quarterly for those that participate. Learn more about the supplemental performance payment.

Program background

Engrossed Second Substitute House bill 1134 passed in 2023 in response to the need for more accessible and effective behavioral health emergency services within our state. The establishment of the 988 moves toward improving behavioral health intervention and ensuring access to immediate support over the phone. The bill seeks to improve in-person responses with the creation of the endorsement program. This program creates endorsed mobile rapid response crisis team (MRRCT) and establishes a new type of team, community-based crisis teams (CBCT).