Item G1M
C ounty of f Monroe
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BOARD OF COUNTY COMMISSIONERS
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Mayor George Neugent, District 2
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Mayor Pro Tern David Rice, District 4
Danny L. Kolhage, District I
Heather Carruthers, District 3
Sylvia J. Murphy, District 5
County Commission Meeting
October 18, 2017
Agenda Item Number: G.1
Agenda Item Summary #3387
BULK ITEM: No DEPARTMENT: Fire & Ambulance District 1 Board of
Governors
TIME APPROXIMATE: STAFF CONTACT: James Callahan (305) 289 -6088
9:30 A.M. BOARD OF GOVERNORS
AGENDA ITEM WORDING: Approval to renew EMS Billing Supervisor Employment
Agreement/Contract for a period of thirty -six (36) months effective August 19, 2017 through August
20, 2020.
ITEM BACKGROUND: February 19, 2014 BOCC meeting, Item C12, approval was given to
enter into an Employment Agreement/Contract fulfilling the newly created EMS Billing Supervisor
position for a period of 42 months, and authorization for County Administrator / Fire Chief to
execute all necessary documents. The Employment Agreement/Contract expired on August 18,
2017.
PREVIOUS RELEVANT BOCC ACTION: December 11, 2013 BOCC meeting, Item C41,
approval was given to create positions of EMS Billing Supervisor and EMS Billing Specialist as
Monroe County contract employees and to hire individuals into those positions; authority of Fire
Chief to execute contracts.
CONTRACT /AGREEMENT CHANGES:
EMS Billing Supervisor Employment Agreement Renewal
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
9.20.2017 EMS Billing Supervisor Employment Agreement Renewal
FINANCIAL IMPACT:
Effective Date: August 19, 2017
Expiration Date: August 20, 2020
Total Dollar Value of Contract: $73,473.99
Total Cost to County: $73,473.99
Current Year Portion: $73,473.99
Budgeted: Yes
Source of Funds: 11001 - 510120 (78 %) $57,309.71, 11500 - 510120 (22 %) $16,164.28
CPI: N/A
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: No
Grant: N/A
County Match: N/A
Insurance Required: N/A
Additional Details:
If yes, amount:
09/20/17 101 -11001 MEDICAL AIR TRANSPORT
09/20/17 141 -11500 FIRE & RESCUE CENTRAL
Total:
REVIEWED BY:
James Callahan Completed
Pedro Mercado Completed
Kathy Peters Completed
Board of County Commissioners Pending
$57,309.71
$16,164.28
$73,473.99
10/04/2017 10:02 AM
10/04/2017 10:14 AM
10/04/2017 10:17 AM
10/18/2017 9:00 AM
EMPLOYMENT AGREEMENT
BETWEEN MONROE COUNTY, FLORIDA
AND
JAN PURDIN
FOR POSITION OF
EMS BILLING SUPERVISOR
THIS AGREEMENT is entered into upon the date last below written by and between Monroe County, Florida,
acting through its Board of County Commissioners (`Board or "BOCC "), a political subdivision of the State of Florida,
whose main business address is 1 100 Simonton Street, Key West, Florida 33040, the Board of Governors of Monroe
County Fire & Ambulance District 1 (collectively, "County "), and Jan Purdin ( "Employee ").
WHEREAS, the County previously entered in to an Employment contract with Ms. Jan Purdin for a period of 42
months which expired on August 18, 2017; and
WHEREAS, the parties have found the contract to be mutually beneficial; and
WHEREAS, the parties desire to enter into new contract with a retroactive date to ensure uninterrupted service;
NOW THEREFORE, in consideration of the mutual promises contained herein the County and Employee set
forth herein, it is mutually agreed as follows:
1. EMPLOYMENT: Employee is hereby employed as the EMS Billing Supervisor as a Contract Employee as
that term is defined in Section 2.03 of the Personnel Policies & Procedures Manual ( "Manual ").
2. DUTIES: Duties of the Employee will be as set forth in the Job Description attached hereto as Exhibit A, the
provisions of which are incorporated herein by reference.
A. The Employee shall not disclose to any person, party, or entity any confidential, proprietary, time -
sensitive, or non - public (including HIPAA) information relating to the County or its operations unless
required by law to do so.
B. Upon termination of this Agreement, the Employee agrees to immediately surrender all documents,
information, property and assets to MCFR.
3. COMPENSATION AND BENEFITS: County and Employee agree that the position of EMS Billing
Supervisor will be a full -time position deemed exempt under the Fair Labor Standards Act. Work hours
performed, annual leave, personal leave, and sick leave hours taken will be documented on a form or forms to
be provided by County.
A. Base Pay: In return for performance of the duties set forth in Exhibit A, including but not limited to
specific duties assigned by Monroe County Fire Rescue ( "MCFR ") from time to time, Employee shall
receive an annual salary in the amount of $68,000 retroactive to August 19, 2017.
B. Financial Incentive: In lieu of any annual merit or coat -of- living adjustment, the Employee will be
eligible for a financial lump sum incentive based upon billing and collections performance. After the
conclusion of each fiscal -year period, a comparison of EMS user fee revenue will be conducted to
determine whether a supplemental lump -sum payment is warranted for increased revenue receipts, not to
exceed ten percent (10 %) of base salary.
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
Jan Purdin Agreement Page 1
from time to time excluding health, accidental death & dismemberment and life insurance coverage under
County group policies.
1. Health insurance may be included in the Agreement at some future date in the event the Employee
has a qualifying event such as losing her non- Monroe County health insurance coverage.
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 or
appropriate to employee's duties and responsibilities under this Agreement. For travel and expenses for
authorized and approved business purposes, other than commuting to and from work, Employee may
request reimbursement of actual expenditures where documented evidence is provided detailing the actual
expenses incurred in accordance and consistent with Monroe County policy.
1. Employee agrees to obtain EMS Ambulance Billing and Coding Certification within six months of
execution of this agreement. Tuition costs related to the certification is eligible for reimbursement by
MCFR of the actual expenditure.
4. 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.
TERM OF AGREEMENT; TERMINATION; CANCELLATION; GENERAL RELEASE:
A. Normal Tenn. The normal term of this Agreement will be a period of thirty -six (36) months, commencing
August 19, 2017 and terminating on August 20, 2020.
B. Extension of Time. The parties may extend the term of Agreement by written addendum to this
Agreement.
C. Termination of Agreement:
1. In entering into this Agreement, the Employee understands that she serves at the pleasure of MCFR;
and that the Employee can be terminated at any time upon thirty (30) days written notice by MCFR
without cause.
In entering into this Agreement, the Employee also understands that she can be terminated at any time
upon 24 hours written notice by MCFR for cause. As used in this paragraph, the term "for cause" will
mean (a) dishonesty with respect to the business and operation of the County; (b) confirmed violation
of the County's drug policy; (c) refusal to cooperate in an investigation regarding any aspect of the
business or operation of the County, including but not limited to an investigation which is conducted
by or at the express direction of the BOCC; (d) conviction of a crime which is classified as a felony or
a crime involving moral turpitude; (e) gross neglect or willful and intentional misconduct; (f)
conviction of a crime; (g) violation of a provision of the Monroe County Code; or (h) breach of any
material term or condition of this Agreement by the Employee.
3. The Employee further understands that in the event of termination, the Employee is free to apply to
the County for any other position then currently open and the County is free to consider the Employee
for any open position, but that County has no obligation to place the Employee in another position,
and specifically has no obligation to place the Employee in a position of equivalent or comparable
salary, grade, or benefits. In entering into this Agreement, the Employee therefore specifically
waives the right to utilize the grievance procedure set forth in Sections 9 and 10 of the Manual; House
Bill No. 2658, Chapter 69 -1321, the Monroe County Career Service Council; as well as any rights to
which a Monroe County employee would otherwise be entitled under Chapter 447, Florida Statutes.
Jan Purdin Agreement Page 2
4. 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.
b. ATTORNEYS' FEES AND COSTS: In the event of any litigation initiated by either party, the prevailing
party shall receive reasonable attorneys' fees, costs of litigation, and related expenses, both at the trial and
appellate levels.
GOVERNING LAW; ATTORNEY'S FEES AND COSTS; VENUE: This Agreement is made in the State of
Florida and will be governed by Florida law. This Agreement may be signed in more than one counterpart, in
which case each counterpart will constitute an original of this Agreement. Paragraph headings are for
convenience only and are not intended to expand or restrict the scope or substance of the provisions of this
Agreement. Wherever used herein, the singular will include the plural, the plural will include the singular,
and pronouns will be read as masculine, feminine, or neuter as the context requires. Monroe County, Florida
will be the proper venue for any litigation involving this Agreement. This Agreement is not subject to
arbitration.
S. OTHER TERMS AND CONDITIONS:
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 of this
Agreement shall prevail.
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 to 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.
D. The County and Employee acknowledge that each has shared equally in the review of this Agreement
and, accordingly, no court or administrative hearing officer shall construe any provision of this
Agreement more strictly against one party over the other party, and every term, condition, covenant, and
provision of this Agreement shall be construed simply according to its fair meaning. Employee further
acknowledges that she or he has had the Agreement reviewed by an attorney, or has been given the
opportunity to do so and has waived that opportunity.
E. This Agreement incorporates and supersedes all prior negotiations, correspondence, conversations,
agreements, and/or understandings applicable to the matters contained herein. It is further agreed that
there are no commitments, agreements, inducements, or understandings concerning the subject matter of
this Agreement that are not contained herein, and no deviation from the terms hereof shall be predicated
upon any prior representations, offers, promises, inducements, or agreements, whether oral or written, and
by whomever made.
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.
Jan Purdin Agreement Page 3
9. CONTRACTS; PUBLIC RECORDS -- F.S. 119.0701:
A. For purposes of this section, the term:
1. "Contractor" means an individual, partnership, corporation, or business entity that enters into a.
contract for services with a public agency and is acting on behalf of the public agency as provided
under s. 119.011 (2).
2. "Public agency" means a state, county, district, authority, or municipal officer, or department,
division, board, bureau, commission, or other separate unit of government created or established by
law.
B. In addition to other contract requirements provided by law, each public agency contract for services must
include a provision that requires the contractor to comply with public records laws, specifically:
Public Records Compliance. Contractor must comply with Florida public records laws, including but not
limited to Chapter 119, Florida Statutes and Section 24 of article I of the Constitution of Florida. The
County and Contractor shall allow and permit reasonable access to, and inspection of, all documents,
records, papers, letters or other "public record" materials in its possession or under its control subject to
the provisions of Chapter 119, Florida Statutes, and made or received by the County and Contractor in
conjunction with this contract and related to contract performance. The County shall have the right to
unilaterally cancel this contract upon violation of this provision by the Contractor. Failure of the
Contractor to abide by the terms of this provision shall be deemed a material breach of this contract and
the County may enforce the terms of this provision in the form of a court proceeding and shall, as a
prevailing party, be entitled to reimbursement of all attorney's fees and costs associated with that
proceeding. This provision shall survive any termination or expiration of the contract.
The Contractor is encouraged to consult with its advisors about Florida Public Records Law in order to
comply with this provision.
Pursuant to F.S. 119.0701 and the terms and conditions of this contract, the Contractor is required to:
(1) Keep and maintain public records that would be required by the County to perform the service.
(2) Upon receipt from the County's custodian of records, provide the County with 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 duration of the contract term and
following completion of the contract if the contractor does not transfer the records to the County.
(4) Upon completion of the contract, transfer, at no cost, to the County all public records in possession
of the Contractor or keep and maintain public records that would be required by the County to perforn
the service. If the Contractor transfers all public records to the County upon completion of the contract,
the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from
public records disclosure requirements. If the Contractor keeps and maintains public records upon
completion of the contract, the Contractor shall meet all applicable requirements for retaining public
records. All records stored electronically must be provided to the County, upon request from the County's
custodian of records, in a format that is compatible with the information technology systems of the
County.
(5) A request to inspect or copy public records relating to a County contract must be made directly to
the County, but if the County does not possess the requested records, the County shall immediately notify
Jan Purdin Agreement Page 4
the Contractor of the request, and the Contractor must provide the records to the County or allow the
records to be inspected or copied within a reasonable time.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119,
FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS
RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS, BRIAN
BRADLEY, AT (305) 292 -3470.
C. If a contractor does not comply with a public records request, the public agency shall enforce the contract
provisions in accordance with the contract.
IN WITNESS WHEREOF, the parties hereto have set their hands and seals, in the County of Monroe, Florida,
this 20' day of September, 2017.
On behalf of Monroe County, Florida
By:
James K. Callahan, Fire Chief
WITNESS: Employee
By By.
[Print Name:] Jan Purdin
On behalf of Monroe County Fire & Ambulance District I
By:
James K. Callahan, Fire Chief
Jan Purdin Agreement Page 5
Exhibit A
EMS Billing Supervisor
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MONROE COUNTY
JOB DESCRIPTION
Position Title: Fire Rescue EMS Billing Supervisor Date: 08/30/13
1 FLSA Status: Exempt _ Class Code: 10 -62
GENERAL DESCRIPTION
This position is responsible for the implementation and management of an EMS billing program, to include: the
review of patient care reports; verification of trip data, patient demographic, payment, and insurance information;
selection of procedure codes, diagnosis /condition codes and modifiers; claims submission and follow up; and
account postings and receivables for air and ground ambulance transports. This position may either be career
service or as a contracted position. if a contract position, it does not have career service rights and may be
terminated in accordance with the terms of the contract.
KEY RESPONSIBILITIES
1. *Develops, implements, and manages EMS billing program.
2. *Drafts and submits for approval and adoption ambulance billing policies and procedures.
3. *Reviews or supervises review of ePCR reports to ensure complete and accurate patient demographic, trip,
billing, and insurance information; refers incomplete or inaccurate records to EMS Quality Assurance.
4. *Ensures appropriate pre - billing assignment of condition codes, modifiers, levels of service, and other
relevant claim data.
5. *Liaisons with area hospitals to facilitate accurate collection of billing information.
6. *Prepares and ensures accurate, timely and compliant claims submissions.
7. *Reviews and analyzes remittance advice, identifies and investigates denied and rejected claims, identifies
possible resolutions and resubmits or appeals claims if applicable.
8. *Posts payments to accounts, reconciles lockbox, and completes billing to secondary payers and /or patient.
9. *Initiates collection actions including contacting patients by phone, arranging payments, and correcting and
resubmitting claims to third party payers.
10. *Analyzes and manipulates data, writes queries and generates billing, financial, and incident reports using a
variety of software and reporting programs.
11. *Monitors and keeps abreast of changes to governmental regulations and medical billing and coding
standards, and modifies billing process as necessary to ensure compliance, and maximize reimbursements.
12. *Periodically surveys comparable air and ground ambulance service providers to determine their service fees
and charges, and makes recommendations for modifications of County rates as necessary.
13. *Works closely with the County's Internal Audit Department during ambulance billing audits.
14. *Supervises Air Resident (Trauma Star) waiver program.
15. *Prepares annual air and ground ambulance, and Air Resident Waiver write -offs for presentation and action
by the BOCC.
16. *Maintains strictest confidentiality; adheres to all HIPAA guidelines /regulations and County /Department
Policies and Procedures.
17. 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 job.
Jan Purdin Agreement Page 7
Positron Title: Fire Rescue EMS Billing Supervisor
I Class Code: 10 -62
Position Level: 10
KEY JOB REQUIRFIVIENTS
Education:
Associates degree or acceptable combination of education and management experience is
required. Certified Ambulance Coder preferred.
Experience:
5 to 7 years experience in medical billing and coding required, at least 3 of which must
have involved ambulance billing. A minimum of three years related professional
i experience 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:
Analytic: Work is non - standardized and widely varied requiring the interpretation and
application of a substantial variety of procedures, policies, and /or precedents used in
combination. Frequently, the application of multiple, technical activities is employed;
therefore, analytical ability and inductive thinking are required. Problem solving
involves identification and analysis of diverse issues.
Decision Making:
Highly Complex: Supervision is present to review established departmental and/or
divisional objectives. Independent judgment is required to recommend departmental or
divisional objectives, evaluate new approaches to problem solving, and assess changing
facts or conditions.
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:
Responsible for providing limited supervision for one or more functions within a
department. Formally plans, assigns, directs, and coordinates the work of these
functions. Typically responsible for performing some non - supervisory duties in addition
to supervisory responsibilities. May perform staff evaluations and make
recommendations regarding a and /or performance.
Working Conditionsl
Normal office situation. Typically sitting at a desk or table.
Physical Effort:
On Call
As required.
Requirements:
APPROVALS
Department Head:
Name:
Signature: Date:
Division Director:
Name:
Signature: Date:
County Administrator:
Naive:
Signature: Date:
On this date I have received a copy of my job description relating t y employment with Monroe County.
Name: J 7�1a -r ✓► Signature: �' Date: 6 '3/- -
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