Item G3BOARD OF COUNTY COMMISSIONERS
C ounty of M onroe A(I Mayor George Neugent, District 2
T he Fl orida Keys 4� �� m Mayor Pro Tem David Rice, District 4
l Danny L. Kolhage, District I
Heather Carruthers, District 3
Sylvia J. Murphy, District 5
County Commission Meeting
June 21, 2017
Agenda Item Number: G.3
Agenda Item Summary #3052
BULK ITEM: Yes DEPARTMENT: Fire & Ambulance District 1 Board of
Governors
TIME APPROXIMATE: STAFF CONTACT: James Callahan (305) 289 -6088
9:30 A.M.
AGENDA ITEM WORDING: Approval to enter into an Employment Agreement/Contract to
fulfill the currently open position of Billing Specialist, and authorization for the County
Administrator /Fire Chief to execute all necessary documents.
ITEM BACKGROUND:
The Billing Specialist will provide day -to -day billing support for the processing of Trauma Star and
Ground Ambulance documents to ensure an efficient and accurate billing process.
PREVIOUS RELEVANT BOG ACTION:
On February 15, 2017, the Board of County Commissioners approved creating a second EMS Billing
Specialist position as a Monroe County contract employee and to hire an individual into this position
as part of the expansion of staffing and operating a second Trauma Star helicopter; authority of Fire
Chief to execute contracts.
CONTRACT /AGREEMENT CHANGES:
Fill the Currently Open Position of Billing Specialist
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Signed Employment Contract - Mayte Machado
FINANCIAL IMPACT:
Effective Date: Upon Hire
Expiration Date: 24 months after date of hire
Total Dollar Value of Contract: $48,000 Base Salary plus, 16.89% benefits ($8,107.20)
Total Cost to County: $56,107.20
Current Year Portion: Approximately $19,421.73
Budgeted: Yes
Source of Funds: 11001=78% and 11500=22%
CPI:
I ndirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
In lieu of an annual merit or cost -of- living adjustment, the employee will be eligible for a financial
lump sum incentive based upon billing and collections performance; a max of 10% of base salary.
Revenue Producing: If yes, amount:
Grant:
County Match:
Insurance Required:
Additional Details:
07/20/16
78%
07/20/16
22%
Total:
101 -11001 - MEDICAL AIR TRANSPORT
141 -11500 - FIRE & RESCUE CENTRAL
REVIEWED BY:
Gary Boswell
Pedro Mercado
James Callahan
Kathy Peters
Board of County Commissioners
Completed
Completed
Completed
Completed
Pending
$43,763.62
$12,343.58
$56,107.20
05/31/2017 1:09 PM
05/31/2017 4:08 PM
05/31/2017 4:55 PM
06/06/2017 6:21 PM
06/21/2017 9:00 AM
EMPLOYMENT AGREEMENT
! ! # B4 ' 1 # # 1 #
' ! COUNTY, # 1 A
BOARD OF GOVERNORS OF FIRE & AMBULANCE DISTRICT 1, AND
1; #;
FOR POSITION OF EMS BILLING S"
AGREEMENT THIS w into as of by and between Monroe County,
Florida, ("County") acting through its Board of County Commissioners ("Board" or "BOCC"), a political
subdivision of of w w. whose main business address 11 Simonton
Florida 33040, the Board of Governors of Monroe County Fire & Ambulance District I (collectively,
"County"), and Mayte Regla Machado
WHEREAS, negotiations between the County and Employee have resulted in this mutually
acceptable Employment Agreement ("Agreement"),
NOW THEREFORE, in consideration of the mutual promises contained herein between the
County 1 Employee set ■ ` d as follows:
w, defined w n 2.03 of the County's w Policies
Procedures
2. ! Duties of the Employee be w w1 Description attached hereti
as Exhibit A, the provisions of which are incorporated herein by reference.
a. The Employee r disclose tw any person, or w e w
County proprietary, time-sensitive, or non-public (including HIPAA) information relating to
the or operations unless required by w w■ so.
c. Due to the requirements of position, Employee 11 1 to ►
present at the EMS Billing Office located at 490 1 Street, M arathon, Florida 33050
for a minimum total 40 work hours per week.
3. COMPENSATION AND BENEFITS: County and Employee agree that the position of
Billing Specialist will be a full-time position deemed non-exempt under the Fair Labor
Standards 1 hours performed, personal d sick leave w
taken will be documented on a form or forms to be provided by County.
► IS I ilia 1 EK411.1 or.11411149 w '1 ► 1 # w . ....
EMPLOYMENT . . MACHADO
from time to time, Employee shall receive an annual base salary in the amount of
$48,000.00.
c. Benefits: Except as otherwise set forth herein, the Employee shall also receive all
benefits set forth in the Monroe County Personnel Policies & Procedures Manual
("Manual") as said Manual may be amended from time to time.
d. Transportation and Business Related Travel: Employee agrees that she will be
responsible for providing her own motor vehicle for transportation. MCFR agrees to
budget and pay for the costs incurred by the Employee in attending approved seminar
and continuing education courses as may be necessary ♦ appropriate to employee's
duties and responsibilities under this Agreement and in accordance with County
Policy.
SOLE EMPLOYMENT: The Employee agrees that he or she will not perform any work,
consulting services, or other activities for any other person or entity, whether for
remuneration or at no charge, without the prior express written approval of MCFR.
2. Normal Term. The normal term ♦ this Agreement will be a period ♦ twenty-four
(24) months, commencing • June 22, 2017 and terminating on June 21, 2019.
b. Extension of Time. The parties may extend the term of Agreement by written
addendum to this Agreement executed by all parties.
the pleasure of Monroe County; and that the Employee can be terminated
any time upon thirty (30) days written notice by County Administrat
without cause.
EMPLOYMENT AGREEMENT I MAYTE REGLA MACHADO Page 2 of-5
iv. Resignation. In the event the Employee resigns from the position prior to the
normal expiration date of this Agreement, the Employee shall be entitled
only to payment for salary through the effective date of the resignation and
any accrued annual and sick leave in accordance with Monroe County
Personnel Policies and Procedures.
6. ATTORNEYS' FEES AND COSTS- In the event of any litigation initiated by either party,
the prevailing party shall receive reasonable allomeys' fees, costs of litigation, and related
expenses, both at the trial and appellate levels.
a. Except as set forth herein, the Employee is subject to all terms and conditions set forth in
the Monroe County Personnel Policies & Procedures Manual ("Manual") as may be
amended from time to time. To the extent there is a conflict between the terms of this
Agreement and the Manual, the terms ► this Agreement shall prevail.
EMPLOYMENT AGREEMENT / MAYTE REGLA MACHADO Page 3 of 6
b. If any provision, term, or portion of this Agreement shall be held to be unconstitutional,
illegal, invalid, or enforceable by a court of competent jurisdiction, the remaining terms,
conditions, and portions shall remain in full force and effect as if originally agreed ut
without the term, condition, or portion that has been determined to be unconstitutional,
illegal, invalid or unenforceable.
c. The waiver by either the County or the Employee of a breach or violation of any term or
provision of this Agreement by the other party shall not operate or be construed as a
waiver of any subsequent breach or violation by the other party.
f. The text herein constitutes the entire agreement between the Employee and the County,
and this agreement cannot be amended except by a written document mutually agreed to
and executed with the same formalities as this Agreement. The rights and obligations of
this Agreement are personal to the Employee and cannot be assigned or transferred.
1 141 %1 1 : 1 111 # �I 1 0 1 1
EMPLOYMENT AGREEMENT / MAYTE REGLA MACHADO Page 4 oQ
(1) Keep and maintain public records that would be required by the County to perform
'he service.
Upon ! County's of \ provide
duration a copy of the requested records or allow the records to be inspected or copied within a
reasonable time at a cost that does not exceed the cost provided in this chapter or as
otherwise provided by law.
(3) Ensure that public records that are exempt or confidential and exempt from public
records disclosure requirements are not disclosed except as authorized by law for the
of the contract and following of the contract if the contractor
does i i transfer the records to the County.
ty ii"I 111101i
He un Ora n w the recor jbo be inspected or copMied
wit in a
7easonable tiTce.
ML loop"&
EMPLOYMENT MAYTE REGLA MACHADO .- 5 ■
W IN WITNESS WHEREOF, the parties hereto have set their hands and seats, in the County of
Monroe, Florida, this 2 1 st day of June 2 017.
0 I t - I I I
10 ENV 9 NO "114 OKI mm] .
JAMES K. CALLAV-.i,.-V
By:
D
. ....... ....
BOARD OF COUNTY COMMISSIONERS OF BOARD OF GOVERNORS OF FIRE AND
MONROE COUNTY, FLORIDA AMBULANCE DISTRICT I OF MONROE
COUNTY, FLORIDA
a
[film
t �1� q 511,1151
L2
0-m
EMPLOYMENT AGREEMENT/ MAYTE REGLA MACHADO Page 6 of 6
MONROE COUNTY
JOB DESCRIPTION
Position Title: Fire Rescue EMS Billing Specialist I Date: 08/30/13 ___1
FLSA Status: Nonexempt I Class Code: 8 -59 1
GENERAL DESCRIPTION
Working under the direction of the Fire Rescue EMS Billing Supervisor, this position is responsible for report
review, data entry and retrieval, and records maintenance of an air and ground EMS billing program; and for
performing complex administrative work within the division of Emergency Services.
KEY RESPONSIBILITIES
1. *Reviews ePCR reports to ensure complete and accurate patient demographic, trip, billing, and insurance
information; refers incomplete or inaccurate records to EMS Quality Assurance.
2. *Verifies or assigns condition codes, modifiers, levels of service, and other relevant claim data.
3. *Scans and attaches biomedical and supporting trip records to electronic patient care reports.
4. *Greets customers in person and by telephone, receives account payments, and assists customers as
necessary in the completion of insurance forms, Air Resident (Trauma Star) waivers, and records requests.
5. *Assists Billing Supervisor with collection actions, including contacting patients by phone and arranging
payments.
6. *Processes Air Resident (Trauma Star) waivers.
7. *Processes legal records requests for patient care reports and response records.
8. *Performs monthly EMSTARS extract and data submission to Department of Health, State EMS Division
to comply with mandatory pre - hospital reporting requirements.
9. *Maintains strictest confidentiality; adheres to all HIPAA guidelines /regulations and County/Department
Policies and Procedures.
10. *Completes and maintains purchase orders, processes invoices, orders supplies, keeps inventory records,
processes mail.
11. *Processes RFPs, contracts, renewals, purchases, agenda items, special projects, and maintains records.
12. *Assists in budget preparation and monitoring expenses.
13. Performs other similar and related Emergency Services duties as assigned or required.
* Indicates an "essential" job function.
The information on this description has been designed to indicate the general nature and level of work
performed by employees within this classification. It is not designed to contain or be interpreted as a
comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this
ob.
C3 4 63
Position Title: Fire Rescue EMS Billing Specialist Class Code: 8 -59 1 Position Level:
KEY JOB REQUIREMENTS
Education:
H.S. Diploma or GED required. Willing to become Certified Ambulance Coder within
one year of employment.
Ex erience:
3 to 5 years experience as administrative assistant required.
Impact of Actions:
Makes recommendations or decisions which usually affect the assigned department, but
may at times affect operations, services, individuals, or activities of others outside of the
assigned department.
Complexity:
Varied: Work is complex and varied and requires the selection and application of
technical and detailed guidelines. Problems are not easy to identify, but are similar to
those seen before. Moderate analytic ability is needed to gather and interpret data where
results /answers can be found after analysis of several facts. Solutions can often be found
by using methods chosen before in other situations.
Decision Making:
Analytic: Supervision is present to establish and review broad objectives relative to
basic position duties or departmental responsibilities. Independent judgment is required
to study previously established, often partially relevant guidelines; plan for various
interrelated activities; and coordinate such activities within a work unit or while
completing a project
Communication
Requires regular internal and external contacts to carry out programs and to explain
with Others:
specialized matters. Occasionally requires contact with officials at higher levels on
matters requiring cooperation, explanation and persuasion, as well as with the public
involving the enforcement of regulations, policies and procedures.
Managerial Skills:
Involves no responsibility or authority for the direction of others.
Working Conditions/
Normal office situation. Typically sitting at a desk or table.
Physical Effort:
On Call
None.
Requirements:
Position Title: Fire Rescue EMS Billing Specialist Class Code: 8 -59 Position Level:
APPROVALS
Department Head:
Name: Signature: Date:
Division Director:
Name: Signature: Date:
County Administrator:
Name: Signature: Date:
On this date I have received a copy of my job description relating to my employment with Monroe County.
Name: Signature: Date: