Item C23BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: July 15, 2015 Department: Emergency Services
Bulk Item: Yes X No Staff Contact /Phone #: Chief, James Callahan
Deputy Chief, Gary Boswell 289-6088
AGENDA ITEM WORDING: Approval of resolution amending Resolution 100-2014, regarding
bonus [financial incentive] program for Monroe County Fire Rescue billing contract employees, to
clarify the baseline collection time period.
ITEM BACKGROUND: Paragraph 4 of BOCC Resolution 100-2014 stated that in the 12 months
through February 2014, excluding Medicaid, Monroe County had collected $2.3 million out of $6.8
million total billed by ADPI for combined ground and air ambulance runs, which translated to 33.7%
of amounts billed; it has come to the attention of staff that the 33.7% collection rate mentioned in the
paragraph was based on fiscal year 2013 and not for past-12-months ending February 28, 2014.
PREVIOUS RELEVANT BOCC ACTION: At the July 16, 2014 meeting the BOCC passed
Resolution 100-2014, Item C2, in order to establish a financial incentive program, in order to
incentivize the employees to increase collections.
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATIONS: Approval
TOTAL COST: N/A INDIRECT COST: N/A BUDGETED: Yes X No
DIFFERENTIAL OF LOCAL PREFERENCE: N/A
COST TO COUNTY: N/A SOURCE OF FUNDS: Billing Collections
REVENUE PRODUCING: Yes X No AMOUNT PER MONTH Varied Year 2014
APPROVED BY: County AttorneyCR OMB/Purchasing Risk Management
DOCUMENTATION: Included Not Required
DISPOSITION: AGENDA ITEM #
Revised 6/15
RESOLUTION NO. -2015
A RESOLUTION BY THE MONROE COUNTY BOARD OF
COUNTY COMMISSIONERS AMENDING RESOLUTION
100-2014 REGARDING THE BONUS [FINANCIAL
INCENTIVE] PROGRAM FOR MONROE COUNTY FIRE
RESCUE BILLING CONTRACT EMPLOYEES TO
CLARIFY THE BASELINE COLLECTION TIME PERIOD.
WHEREAS, in February 2014, the Monroe County Board of County Commissioners
("BOCC") and the Board of Governors of Fire and Ambulance District No. 1 ("Board of
Governors") approved an employment agreement for the position of Billing Supervisor, in order to
bring the function of billing and collection for Monroe County Fire Rescue ground and air
ambulance runs in-house; and
WHEREAS, in April 2014, the BOCC and the Board of Governors approved an
employment agreement for the position of Billing Specialist, also for the purpose of bringing the
function of ambulance billing and collection in-house; and
WHEREAS, both employment agreements set a base salary for each position, and then
state that in lieu of any annual merit or cost -of -living adjustment, the employees will be eligible
for a financial lump sum incentive based upon billing and collections performance; and
WHEREAS, in July 2014, the BOCC passed Resolution 100-2014 and the Board of
Governors passed Resolution 114-2014 in order to establish a financial incentive program in order
to incentivize the employees to increase collections; and
WHEREAS, paragraph 4 of Resolution 100-2014 stated that in the 12 months through
February 2014, excluding Medicaid, Monroe County had collected $2.3 million out of $6.8
million total billed by ADPI for combined ground and air ambulance runs, which translated to
33.7% of amounts billed; and
WHEREAS, it has come to the attention of staff that the 33.7% collection rate mentioned
in the paragraph above was based on fiscal year 2013 and not for past-12-months ending February
28, 2014, and staff wishes to correct this scrivener's error.
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS
OF MONROE COUNTY, FLORIDA, THAT
1. Paragraph 4 of Resolution 100-2014 is revised to read as follows:
The average collection rate for air and ground ambulance combined during the -fiscal year
ending September 30, 2013, not including Medicaid accounts was 33.70% ("Baseline
Collection Rate").
2. In all other respects, Resolution 100-2014 is unchanged.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, this
day of July 2015.
Mayor Danny L. Kolhage
Mayor Pro Tern Heather Carruthers
Commissioner George Neugent
Commissioner David Rice
Commissioner Sylvia Murphy
(SEAL)
ATTEST: AMY HEAVILIN, CLERK
Deputy Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
to
Mayor, Danny L. Kolhage
MONROE COUNTY ATTORNEY
APPROVED AS TO FORM
Assistant County Attorney
2
RESOLUTION NO It30 =a��
A RESOLUTION BY THE MONROE COUNTY BOARD OF; _COUNTY',
CClltill4iISSIONER§aSETTING UP A BONUS [FINANCIAL INCENTIVE}
PROGRAM FOR MONROE COUNTY FIRE RESCUE BILLING
CONTRACT EMPLOYEES
WHEREAS, in February 2014, the Monroe County Board of County Commissioners
("BOCC") and the Board of Governors of Fire and Ambulance District No. I ("Board of
Governors") approved an employment agreement for the position of Billing Supervisor, in order
to bring the function of billing and collection for Monroe County Fire Rescue ground and air
ambulance runs in-house; and
WHEREAS, in April 2014, the BOCC and the Board of Governors approved an
employment agreement for the position of Billing Specialist, also for the purpose of bringing the
function of ambulance billing and collection in-house; and
WHEREAS, both employment agreements set a base salary for each position; and
WHEREAS, both employment agreements then state that in lieu of any annual merit or
cost -of -living adjustment, the employees will be eligible for a financial lump sum incentive
based upon billing and collections performance; and
WHEREAS, the billing and collections functions were brought in-house by the BOCC
and the BOG in order to increase collections; and
WHEREAS, a portion of the salary for each of the two positions (Billing Supervisor and
Billing Specialist) is paid from the BOCC budget anti a portion is paid by Board of Governors
budget, because air ambulance rep°eraues ark tiepted' into the SOCC budget and ground
ambulance revenues are deposited in the Board of Governors budget; and
WHEREAS, the BOCC and the Board of Governors wish to establish a financial
incentive program in order to incentivixe the employees to increase collections; and
WHEREAS, Section 215.425, Florida Statutes, provides that any bonuses that will be
paid to employees for work already performed must be implemented through a policy, ordinance,
rule or resolution, which notifies the employees who will be eligible for the bonus in advance of
evlauation period of the performance standards and the evaluation process by which the bonus
will be awarded; and
WHEREAS, Section 409.913(10), Florida Statutes, provides that payments for the
services of billing agents or persons participating in the preparation of a Medicaid claim shall not
be based on amounts for which they bill or on the amount the provider receives from Medicaid
(Note: only 3.6 percent (3.6%) of Monroe County's collection revenues in the past twelve
months ending February 2014 came from Medicaid); and
Page I of 3
X
X
WHEREAS, in the past 12 months excluding Medicaid, Monroe County collected S2.3
million for combined ground and air ambulance runs, which translates to 33.7% of amounts
billed before adjustments; and
WHEREAS, it is the intent of the legislative body to describe the financial incentive
program for Fire Rescue billing personnel through this resolution.
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF
COMMISSIONERS OF MONROE COUNTY, FLORIDA, THAT
1. For the purpose of this resolution, the terns'`bc tts''`and "financial incentive" are used
interchangeably.
2 For the purpose of this resolution, the term "Collections" refs: to cdllectiorts frotx nll
so I uresnot including lvledietd
3. The initial time period covered by this financial incentive program for Billing Supervisor
,_.
and Billing Specialist shall run from May"l, ,0.14 to Ap 3i i0llt Thereafter, each
year, the evaluation period ("Evaluation Period") shall run from May 1 to April 30.
a. The n erage collection rate for air and t;raund mbulancc cmisme nuring the time
penoq March 1, 20I3 through February 28, 201ot including Medicaid accounts was
33,70 ("Baseline Collection Rate").
5. For every one (1) percentage point increase in Collections as a percentage of non -
Medicaid billed amounts over Baseline Collection Rate achieved by the end of the
Evaluation Period, each employee shall receive a one-time lump sum bonus ("Bonus
Amount") in the amount of one percent (1.0%) of the employee's unloaded base salary,
up to a maximum increase of ten percent (10%) of the Baseline Collection Rate, which
will translate to a maximum bonus of ten percent (1011ia) y way,cf tllt traticn, if
Collections increase from 33.70% at the beginning of the Evtti2uation'Periud'to 38':70°�4
measured at the end of the Evaluation Period, which is an increase of live (5) percentage
points, each employee would receive a bonus in the amount of five percent (5%) of the
unloaded base salary Tot for th a of ill " a five: 8 ercenta a point
p
t ricrens ut ifollecttons would total appro:umatelyr 340,000 to a- datitinal billtn rriir� tatt
'and would equate to a lump sum bonus of S5,300 %r the wo employees combined in the
first year.
6. The bonus amounts will be calculated one time annually, at the end of the Evaluation
Period. The bonus amounts will not be added to the base salary and will not be used for
computing average weekly wage for any other purpose, including but not limited to FRS,
unemployment or workers' compensation_
7. The bonus amounts shall be paid by the BOCC and the BOG in proportion to the amounts
collected by and for each entity at the end of the Evaluation Period. Each bonus program
must be approved by the BOCC and the BOG. If, for any reason, the bonus program is
Page 2 of 3
not approved by resolution by both entities, then each entity will be responsible for
paying its portion of the Bonus Amount, i.e., the total Bonus Amount, multiplied by the
percentage of Collections attributable to ground ambulance (in the case of the Board of
Governors) or air ambulance (in the case of the BOCC).
S. This bonus program shall continue from year to year until revised by the BOCC and shall
apply to whatever personnel hold the position of Billing Supervisor and Billing
Specialist. In subsequent years, the starting point, i.e., the Baseline Collection Rate, shall
be the collection rate for the preceding twelve months, i.e., May 1 to April 30.
9. To be eligible for the bonus, the employee must be employed by Monroe County on the
day that the Bonus Amount is paid out, following the end of the Evaluation; Period.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, this
l_ i th day of _ June 2014.
Mayor, Sylvia Murphy Yes
Mayor Pro Tem, Danny Kolhage Yes
Commissioner Heather Carruthers
Commissioner George Neugent
Commissioner David Rice
HEAVILIN, CLERK
Yes
Yes
Yes
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
TATE OF FLORA BY
:AUNTY OF MONROE Deputy Clerk
'Iris Copy h a True Copy of the
"Iasi on Fite In this Oiik - Witness
ry hand and Off}cW Scat.
-his )fie, day ofJLtLL4`
-D., 20 14
AMY REA "7LiN
Clerk Circuit Court
Mayor, Sylvia Murphy
MONROE COUNTY ATTORNEY
Page 3 of 4!Y�
OVED A,SaS TO FO
NTHIAdI_.' L
ASSISTA T COUNTY ATTORNEY
Date_ - 7-i- Zol y,
y