Item G2'IFr YKNU '1AE AID AA11JULA1T_'1y77X7
AGENDA ITEM SUMMARY
Meeting Date: June 11, 2014 Division: Emergency Services
Bulk Item: Yes Z No El Department: Fire Rescue
Staff Contact Person: Chief, James Callahan/ Deputy Chief, Gary Boswell 289-6088
AGENDA ITEM WORDING: Approval of a resolution to establish a financial bonus process for in-house
EMS billing and collections contract employees in accordance with State Statute 215.425 and employment
contracts.
ITEM BACKGROUND: In December 2013, the BOCC authorized Monroe County Fire Rescue to bring
EMS billings and collections in-house utilizing contract employees. In lieu of wage adjustments given to other
county employees, the employment contracts specify they will only receive an annual bonus payment based
upon improved billing and collections performance. State Statute 215.425 provides that any bonuses that will
be paid toemployees must be implemented through a policy, ordinance, rule or resolution.
PREVIOUS RELEVANT BOG ACTION: At the February 19, 2014 BOCC meeting, BOCC item C 12 and
BOG item G3, approval was given to enter into an Employment Contract fulfilling the newly created Billing
Supervisor position. At the April 16, 2014 BOCC meeting, BOCC item C28 and BOG item G2, approval was
given to enter into an Employment Contract fulfilling the newly created Billing Specialist position.
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDATIONS: Approval
For every 1% increase in collections over 1% of base salary for each 1% increase
TOTAL base rate =bonus of 1% of base salary for COSTTO in revenues collected over base
COST: each employee, up to maximum of 10%. COUNTY: collection rate.
INDIRECT COST: $ N/A BUDGETED: N/A Yes El No El
Billing
SOURCE OF FUNDS: Collections DIFFERENTIAL OF LOCAL PREFERENCE: N/A
REVENUE PRODUCING: Yes 0 No L AMOUNT PER MONTH TBD Year
APPROVED BY: County Attorney: OM13/Purchasing: Risk Management: -A
DOCUMENTATION: Included- 0 Not Required: El
DISPOSITION: AGENDA ITEM#:
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
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 firnations 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 and a portion is paid by Board of Governors
budget, because air ambulance revenues are deposited into the BOCC 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 incentivize the employees to increase collections; and
WHEREAS, Section 215,425, Florida Statutes, provides that any bonuses that will be
paid toemployees 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
evianation 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
WHEREAS, in the past 12 months excluding Medicaid, Monroe County collected $2.3
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 GOVERNORS OF
MONROE COUNTY, FLORIDA, THAT
1. For the purpose of this resolution, the terms "bonus" and "financial incentive" are used
interchangeably.
2® For the purpose of this resolution, the to "Collections" refers to collections from all
sources not including Medicaid.
3. The initial time period covered by this financial incentive program for Billing Supervisor
and Billing Specialist shall run from May 1, 2014 to April 30, 2015. Thereafter, each
year, the evaluation period ("Evaluation Period") shall run from May I to April 30.
4. The average collection rate for air and ground ambulance combined during the time
period March 1, 2013 through February 28, 2014 not 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 (10%). By way of illustration, if
Collections increase from 33.70% at the beginning of the Evaluation Period to 38.70%
measured at the end of the Evaluation Period, which is an increase of five (5) percentage
points, each employee would receive a bonus in the amount of five percent (5%) of the
unloaded base salary. Note, for the purposes of this illustration, a five percentage point
increase in collections would total approximately $340,000 in additional billing revenues
and would equate to a lump sum bonus of $5,300 for the two 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
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).
8. 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 I to April 30.
9. To be eligible for the bonus, the employee must beemployed 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 Governors of Monroe County, this
June 2014.
Representative, No Anderson
Representative, Clark Snow
Representative, Danny Kolbage
Representative, George Neugent
Representative, David Rice
M
(SEAL) BOARD OF GOVERNORS OF FIRE AND
ATTEST: ANTV HEAVILIN, CLERK AMBULANCE DISTRICT 1 OF MONROE
COUNTY, FL
By: By:
Deputy Clerk Chairman
EMPLOYMENT AGREEMENT
BETWEEN MONROE COUNTY, FLORIDA)
BOARD OF GOVERNORS OF FIRE & AMBULANCE DISTRICT 1, AND
JAN PURR
FOR POSITION OF
EMS BILLING SUPERVISOR
THIS AGREEMENT is entered into upon the date last below written by and between Monroe County, Florida,
("County") acting through its Board of County Commissioners ("Board or "BOCC"), a political subdivision of the State
of Florida, whose main business address is 1100 Simonton Street, Key West, Florida 33040., the Board of Governors of
Monroe County Fire A, Ambulance District I (collectively, "County"), and Jan Purdin ("Employee").
WHEREAS, the position of EMS Billing Supervisor is currently open; and
WHEREAS, the BOCC has solicited applicants for the position, and
WHEREAS, Employee has interviewed and been selected for the position; and
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 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 FIIPAA) 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.
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 Ex bit A, including but not limited to
specific duties assigned by Monroe County Fire Rescue C'MCFR") from time to time, Employee shall
receive an annual salary in the amount of $57,18 1. 1
B. Financial Incentive; In lieu of any annual merit or cost -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.
Jan Purdin Agreement Page 1 of 8
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 excluding health, accidental death & dismemberment and life insurance coverage tinder
County group policies.
1. health insurance maybe 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 Bushress-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
NICER 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.
5. TERM OF AGREEMENT; TERMINATION; CANCELLATION; GENERAL RELEASE:
A. Normal Term. The normal to of this Agreement will be a period of forty-two (42) months, commencing
on the final data of execution ofthis Agreement.
B. Extension of Time. The parties may extend the to of Agreement by written addendum to this
Agreement,
C. Ten-nination of Agreement,
I . In entering into this Agreement, the Employee understands that she serves at the pleasure of Monroe
County; and that the Employee can be terminated at any time upon thirty (30) days written notice by
County Administrator without cause.
2. In entering into this Agreement, the Employee also understands that she can be terminated at any time
upon 24 hours written notice by County Administrator for cause. AS used in this paragraph, the to
"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 I imited to an investigation
which is conducted by or at the express direction of the BOCC; M) conviction of a crime which is
classified as a felony or a crime involving moral turpitude; (e) gross neglect or willful and intentional
misconduct; (I) conviction or a crime; (M violation of a provision of the Monroe County Code; or (h)
breach of any material to or condition of this Agreement by the Employee.
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
Jan Purdin Agreement Page 2 of 8
Bill No. 2658, Chapter 69-1 -3 )2 1, me 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.
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.
6. 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.
7. 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
arNitration.
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 terins, conditions, and portions shall
remain in full force and effect as if originally agreed to without the terra, condition, or portion that has
been detennined to be unconstitutional, illegal, invalid or unenforceable.
C. The waiver by either the County or the Employee of a breach or violation of any to 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 parry over the other party, and every to 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
Ian Purdin Agreement Page 3 of 3
same formalities as this Agreement. The rights and obligations of this Agreement are personal to the
Employee and cannot be assigned or transferred.
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 a. 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 contrast requirements provided bylaw, each public agency contract for services must
include a provision that requires the contractor to comply with public records laws, specifically to-
1. Keep and maintain public records that ordinarily and necessarily would be required by the public
agency in order to perform the service.
2. Provide the public with access to public records on the same terms and conditions that the public
agency would provide the records and 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.
4. Meet all requirements for retaining public records and transfer, at no cost, to the public agency all
public records in possession of the contractor upon termination of the contract and destroy any
duplicate public records that are exempt or confidential and exempt from public records disclosure
requirements. All records stored electronically must be provided to the public agency in a format that
is compatible with the information technology systems of the public agency.
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 19'h day of February 2014.
Jan Purdin Agreement Page 4 of 8
CONTRACTED EMPLOYEE:
JAN PUB.DIN
By:
Date:
ASSISTANT MONROE COUNTY ATTORNEY:
CYNTHIA HALL
FjfF"VVC> A ID FoAM
Date: I - 1A
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
or, Sylvia Murphy
EM
MONROE COUNTY FIRE CHIEF:
JAMES K. CALLAHAN
By:
Date:
BOARD OF GOVE RNORS, OF FIRE AND
AMBULANCE DISTRICT I OF MONROE
COUNTY, FL
0
Mayor / Chairman
ATTEST: AMY TEA LAIN, COUNTY CLERK
M
om
Jan Purdin Agreement Page 5 of 8
Exhibit A
EMS Billing Supra isor
Jan Purdin Agreement Page 6 of 8
MONROE COUNTY
JOB DESCRIPTION
Position "Title; Fire Rescue EMS Ifillm ,So ervisor Date: 08/30/13
ELSA 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, diagnosistcondition 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 Assunrnce.
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 claim 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 lock -box, 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 arribulance 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. *Maintmns 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"
The interruption 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.
an Purdin Agreement Page 7 of 8
or Position Level: 10
Tit:71e:Fire Rescue EMS Billinix S ervisor Class Code:
'it' 10 u Fis
7Position
KEY JOB REQUIREMENTS
'10
=Cerfified
Education.-
a or acceptable of education and management experience is
Associates degree
u
coder
Ambulance Coder preferred.
requi�red. C ti C
Eyverience:
5 to 7 years experience in medical billing and coding required, at least 3 of which must
have involved ambulance billing. A minimum oft years related professional
mana a ement/su rvi'Mmy emperience re w red.
Impact ofActions.-
Makes recommendations or decisions which usually of the assigned department, but
may at times affect operations, services, individuals, or activities of others outside of the
as g signed department.
Complacity:
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 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
involvine the enforcement of re gulations, holes and rocedures.
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
recommendation i:; 13 y and/or erfiantiance.
Marking Conditionsl
Normal office situation. Typically sitting at a desk or table.
On Call
As required.
Requirements:
APPROVALS
Department Head:
Name:
Signature: - Date:
Division Director:
Name:
Signature: - bate;
CounlyAdminniramr:
Name:
Signature: - Date:
On this date I have received a copy of my job description relating to in mployment with Monroe County.
Name: Ot
Signature: Date: xi��.�aq pup
Jan Purdin Agreement Page 8 of 8
EMPLOYMENT AGREEMENT
BETWEEN MONROE COUNTY, FLORIDA,
AMANDA HARBINSON
FOR POSITION OF EMS BILLING SPECIALIST
THIS AGREEMENT is entered into upon the date last below written by and between Monroe County, Florida,
("County") acting through its Board of County Commissioners ("Board" or "BOCC"), a political subdivision of the State
of Florida, whose in business address is 1100 Simonton Street, Key West, Florida 33040, the Board of Governors of
Monroe County Fire & Ambulance District I (collectively, "County"), and Amanda Harbinson ("Employee").
WHEREAS, the BOCC has solicited applicants for the position; and
WHEREAS, Employee has interviewed and been selected for the position; and
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 and
Employee set forth herein, it is mutually agreed as follows:
1. EMPLOYMENT: Employee is hereby employed as the EMS Billing Specialist as a Contract Employee as
that to is defined in Section 2.03 of the County's 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 the County.
c. Due to the requirements of this position, Employee is required to be physically present at the EMS
Billing Office located at 490 63d Street, Marathon, Florida 33050 fora minimum total 40 work hours
per week.
3. COMPENSATION AND BENEFITS: County and Employee agree that the position of EMS Billing
Specialist will be a full-time position deemed non-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 the performance of 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 base salary in the amount of 41,787.12.
EMPLOYMENT AGREEMENT / AMANDA HARBINSON Page 1 of 5
ls. Financial Incentive: In lieu of any annual merit or cost -op -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 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. RICER 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 and in
accordance with County Policy.
i. Employee agrees to obtain EMS Ambulance Billing and Coding Certification within 12
months of execution of this agreement. Tuition costs related to the certification are eligible
for reimbursement by MCFE, of the actual expenditure in accordance with Section 2.11 of the
Monroe County Personnel Policies and Procedures Manual, including the condition that the
Employee must reimburse the cost of tuition if Employee terminates from the County within
one year of completion of the certificate course.
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 the County Administrator.
5. TERM OF AGREEMENT; TERMINATION; CANCELLATION; GENERAL RELEASE:
a. Normal Tenn. The normal term of this Agreement will be a period of forty-two (42) months,
commencing on the final date of execution of this Agreement.
b. Extension of Time. The parties may extend the to of Agreement by written addendum to this
Agreement,
c. Termination of Agreement:
i. In entering into this Agreement, the Employee understands that she serves at the pleasure of
Monroe County; and that the Employee can be terminated at any time upon thirty (30) days
written notice by County Administrator without cause.
ii. In entering into this Agreement, the Employee also understands that she can be terminated at
any time upon 24 hours written notice by County Administrator for cause. As used in this
paragraph, the to "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; (a) gross neglect or willful and intentional misconduct; (N conviction of a
crime; (M violation of a provision of the Monroe County Code; or (h) breach of any material
to or condition of this Agreement by the Employee.
EMPLOYMENT AGREEMENT AMANDA HARBINS ON Page 2 of 5
iii. The Employee her 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.
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 attorneys' fees, costs of litigation, and related expenses, both at the trial and
appellate levels.
7. GOVERNING LAW; ATTORNEV'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.
8. OTHER TERMS AND CONDITIONS:
a. Except as set forth herein, the Employee is subject to all to and conditions set forth in the Monroe
County Personnel Policies & Procedures Manual C'Manual") as may be amended from time to time. To
the extent there is a conflict between the to of this Agreement and the Manual, the to of this
Agreement shall prevail.
b. If any provision, terin, 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 terar, condition, or portion that has
been deterntined to be unconstitutional, illegal, invalid or unenforceable.
c. The waiver by either the County or the Employee of a breach or violation of any to 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 her
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.
EMPLOYMENT AGREEMENT / AMANDA HARBINSON Page 3 of 5
a. This Agreement incorporates and supersedes all prior negotiations, correspondence, conversatio
agreements, and/or understandings applicable to the matters contained herein. It is further agreed t
there are no commitments, agreements, inducements, or understandings concerning the subject matter
this Agreement that are not contained herein, and no deviation from the terms hereof shall be predicat
upon any prior representations, offers, promises, inducements, or agreements, whether oral or wfitten,
by whomever made. I
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 th*
same formalities as this Agreement. The rights and obligations of this Agreement are personal to the
Employee and cannot be assigned or transferred.
"Contractor" means an individual, partnership, corporation, or business entity that enters into a
mitraK- f ee v-�-r% y"He zgeray mk is a0it orr-beh �' 9-Ahe p%likc -aVnay-e&1ro-,ki&d
under a. 119.011 (2)
1 "Public agency" means a state, county, district, authority, or municipal officer, or department,
division, board, bureau, corninission, or other separate unit of government created or established
by law.
L Keep and maintain public records that ordinarily and necessarily would be required by the public
agency in order to perform the service.
ii. Provide the public with access to public records on the same terms and conditions that the public
agency would provide the records and at a cost that does not exceed the cost provided in this
chapter or as otherwise provided by law.
iii. Ensure that public records that are exempt or confidential and exempt from public records
disclosure requirements are not disclosed except as authorized by law.
is. Meet all requirements for retaining public records and transfer, at no cost, to the public agency all
public records in possession of the contractor upon termination of the contract and destroy any
duplicate public records that are exempt or confidential and exempt from public records
disclosure requirements. All records stored electronically must be provided to the public agency
in a former that is compatible with the information technology systems of the public agency.
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.
10IN WITNESS WHEREOF, the parties hereto have set their hands and seals, in the County of M.nroe,
Florida, this !.!�Ijaj oLAW-'1.2�4.
EMPLOYMENT AGREEMENT/ AMANDA HARBINSON Page 4 of 5
y®
1 M0601 IQ Date:
ASSISTANT MO COUNTY ATTORNEY:
CYNTHIA HALL
Awarmoved as Wjbm
By:
Date: ;LD/t
By:
BOARD OF COUNTY COMMISSIONERS OF BOARD OF GOVERAORS OF FIRE AND
MONROE COUNTY, FLORIDA AMBULANCE DISTRICT 1 OF MONROE COUNTY,
FLORIDA
By:
Mayor Sylvia Murphy
LA
Mayor / Chamnan
ATTEST: AMY HEAVELIN,CO UNTY CLERK
ME
Date:
ffls��
EMPLOYMENT AGREEMENT/ AMANDA HARBINSON Page 5 of 5
MONROE COUNTY
JOB DESCRIPTION
Position Title: Fire Rescue EMS Bill' Date:
�t Bill'
FLSA Status: Nonexernot Class Code: 8-
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.
am
L*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.
1 *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 (Traurna, Star) waivers,
7. *Processes legal records requests for patient care reports and response records.
S. *Perfornis 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 HIP AA 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
Fire Rescue EMS Billin S ecialist Class Code: Position
FP, i � i �;!, t 7io n Level:
KEY JOB REQUIREMWNTS
Education:
H.S. Diploma or GED required. Willing to become Certified Ambulance Coder within
one, Zear of employment.
trative assistant Leaired......
hap act 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
assi ed de artment.
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 JUaking.-
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
com2l et in a a 2r2ject
- -------------------------
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 recaulations, policies and procedures.
Us-
Involves no res onsibilit or authors for the direction of others.
Working Conditions/
Normal office situation. Typically sitting at a desk or table.
On Call
None.
ale uiaeanents:
7777771
EP�asffion�Tithe Fire Rescue EMS Position Level:
APPROVALS
Department Head:
Name: Signature: Date:
Division Director:
Name: Signature: Date:
CountyAdministrator:
Name: Signature: Date:
On this date I have received a copy of my job description relating to my employment with Monroe County.
Nanuc Signature: Date: