Item K5BOARD OF GOVERNORS FIRE AND AMBULANCE DISTRICT 1
AGENDA ITEM SUMMARY
Meeting Date: November 20, 2013 Division: Emergenc v Services
Bulk Item: Yes X No
Department: Fire Rescue
Staff Contact Person: Callahan / Pfiester 289-6088
AGENDA ITEM WORDING: Approval of Resolution authorizing the write-off of a total of 570 Fire Rescue ground
ambulance accounts receivable for CY 2009 plus three bankruptcies from CY 2010, totaling $351618.38 from the Fire
Rescue District 1 Fund Account 141-115002.
ITEM BACKGROUND: Monroe County contracts with Advanced Data Processing Inc., (ADPI) for ground -ambulance
billing. After 210 days of inactivity with ADPI, outstanding accounts are then placed with the collection agency,
Municipal Services Bureau (MSB). Three years from the date of incident, Monroe County Finance Department
administratively writes -off these debts after BOCC resolution. The attached Resolution authorizes the write-off of the
balances of 570 accounts totaling $351,618.38, which primarily represents the one-year period from January 1, 2009
through December 31, 2009 (see attached Exhibit A). There are 567 accounts in CY 2009 totaling $349,554.47. Further,
there are three Chapter 7 bankruptcy accounts from CY 2010 to be written off, totaling $2,063.91.
These debts represent accounts which have been determined further collection efforts are fruitless. Insurance has paid
the maximum allowable on these claims, and the service recipients are now either: deceased with no available funds in
the estate; in bankruptcy; a minor with no guardian or patient found; uncollectible balances of Medicaid/Medicare; small
exceptions balances; HMO balances; patient financially indigent (homeless); foreign address; unwarranted transports
(transport did not meet the medical necessity criteria required by Medicaid); and/or refusals to pay. Even though this is
written off for accounting purposes, the collection agency will continue to attempt collections on these accounts; if
payments were to be received, revenue would be reinstated.
PREVIOUS RELEVANT BOG ACTION: On August 20, 2008 Resolution No. 250-2008 authorized the write off of
Fire Rescue ground ambulance accounts receivables totaling $249,833.14. On September 16, 2009 Resolution No. 280-
2009 authorized the write off of Fire Rescue ground ambulance account receivables totaling $311,040.13. On August 18,.
2010 Resolutions 248-2010 and 246-2010 authorized the write off of Fire Rescue ground ambulance accounts receivables
totaling $315,822.09. On September 21, 2011 Resolution 282a-2011 authorized the write off of Fire Rescue ground
ambulance accounts receivables totaling $284,953.95. The CY 2008 write offs totaling $325,166.82 were executed by the
Clerk of the Courts office inadvertently; the item was pulled from the September 2012 agenda.
CONTRACT/AGREEMENT CHANGES: N/A
RECOMMENDATIONS:STAFF p •
TOTAL COST:— N/A INDIRECT COST: BU1 1 No
DIFFERENTIAL PREFERENCE:
COST TO COUNTY: N/A SOURCE OF 1
REVENUE PRODUCING: Yes _ No o AMOUNT PER MONTH Year
APPROVED BY: County Atty OMB/Purchasing V1 Risk Management
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA
Emergency Services
RESOLUTION NO. -2013
A RESOLUTION OF THE BOARD OF GOVERNORS
OF FIRE AND AMBULANCE DISTRICT 1 OF MONROE COUNTY, FLORIDA
AUTHORIZING THE WRITE-OFF OF FIRE RESCUE
GROUND AMBULANCE ACCOUNTS RECEIVABLE FOR CALENDAR YEARS 2009 AND 2010
WHEREAS, Monroe County Fire Rescue Services provides ground ambulance service; and
WHEREAS, the Board of County Commissioners of Monroe County contracts with Advanced Data
Processing, Inc. (ADPI) for Rescue Ambulance Billing and Related Professional Services; and
WHEREAS, after 210 days of billing, accounts are placed with Municipal Services Bureau, a collection
agency, to further attempt collection; and
WHEREAS, once a period of 3 years from the date of the billable incident has elapsed, and all efforts of
collecting the debt have been exhausted, Monroe County Finance Department directs the write-off of these debts;..
and
WHEREAS, a report was provided by Municipal Services Bureau on accounts that met the above criteria,
and were deemed uncollectible, for the time period of January 2009 through December 2010; and
WHEREAS, a report was provided by Advanced Data Processing, Inc. on accounts that it was determined
that further collection efforts are fruitless as insurance has paid the maximum allowable on these claims, and the
Service recipients are now either deceased with no available funds in the estate, in the estate, in bankruptcy, a
minor with no guardian or patient found, have uncollectible balances of Medicaid/Medicare, and/or have small
exceptions balances for the time period of January 2009 through December 2009.
WHEREAS, it is desired that these uncollectible ground ambulance service accounts receivable be written
off at this time;
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA:
Receivables for ground ambulance service accounts listed on attached Exhibit A in the amount of
$351,618.38 be deleted from the Fire Rescue District 1 Fund Account 141-115002.
PASSED AND ADOPTED by the Board of Governors, Fire and Ambulance District 1 of Monroe County
Florida, at a regular meeting of said Board held on the 201h day of November, 2013.
(SEAL) BOARD OF GOVERNORS OF FIRE AND AMBULANCE
ATTEST: AMY HEAVILIN, CLERK DISTRICT 1 OF MONROE COUNTY, FL
i2
Deputy Clerk
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Mayor / Chairperson
Mayor of Monroe County, George Neugent
Mayor of Layton, Norm Anderson
Exhibit A
Monroe County Fire Rescue
Ground Ambulance CY 2009 Account Receivables Write -Offs
467
980694-01
12/15/09
$612.00
$0.00
$0.00
$612.00
468
469
10420-01
930642-01
12/16/09
12/16/09
$816.00
$100.00
$0.00
$0.00
$0.00
$0.00
$816.00
$100.00
470
471
980697-01
910422-01
12/18/09
12/18/09
$612.00
$756.00
$0.00
$0.00
$0.00
$0.00
$612.00
$756.00
472
990400-01
12/20/09
$612.00
$0.00
$0.00
$612.00
473
930649-01
12/20/09
$948.00
$0.00
$0.00
$948.00
474
930651-01
12/20/09
$524.00
$0.00
$0.00
$524.00
475
930652-01
12/21 /09
$525.00
$0.00
$0.00
$525.00
476
980704-01
12/22/09
$612.00
$0.00
$0.00
$612.00
477
980708-01
12/23/09
$660.00
$0.00
$0.00
$60.00
478
980706-01
12/23/09
$636.00
$0.00
$0.00
$636.00
479
980710-01
12/25/09
$624.00
$0.00
$0.00
$624.00
480
481
990404-01
910429-01
12/26/09
12/26/09
$720.00
$804.00
$0.00
$0.00
$0.00
$0.00
$720.00
$804.00
482
970236-01
12/27/09
$756.00
$0.00
$0.00
$756.00
483
980716-01
12/30/09
$612.00
$0.00
$0.00
$612.00
484
930666-01
12/31 /09
$780.00
$0.00
$0.00
$780.00
485
485 MSB
910436-01 12/31/09
Write Offs Ground CY 2009
$107.83
$314,416.96
$0.00
$0.00
$0.00
$70.00
107.8
$1 36. 6
Original balance (or
Balance when sent to
Acct # DOS collections)A 'ut ent
These accounts are with IVISEI
1
20187-01
6/06/10
$612.00
$0.00
$0.00
$612.00
2
3
80378-01
10334-01
6/21/10
8/14/10
$611.91
$840.00
$0.00
$0.00
$0.00
$0.00
$611.91
$40.00
3 Chapter 7 Bankruptcies
$2.063.91
$0.00
$0.00.6
1
Date of
Original Balance (or
Account Number
Service
Balance when sent to
Adjustments
Payments
Final Balance
Collections)
These accounts are with MSB DOS = 01/01/2009 - 12/31/2009
1 930008-01 01/03/09 $804.00 $0.00 $0.00 $804.00
2 910026-01 01/19/09 $768.00 $0.00 $0.00 $768.00
3
970012-01
01 /20/09
$840.00
$0.00
$0.00
$840.00
4
990020-01
01/23/09
$684.00
$0.00
$547.20
$136.80
5
930048-01
01/28/09
$816.00
$269.90
$436.88
$109.22
6
980066-01
01/30/09
$612.00
$0.00
$0.00
$612.00
7
990039-01
02/10/09
$720.00
$0.00
$719.68
$0.32
8
990040-01
02/10/09
$612.00
$0.00
$0.00
$612.00
9
930072-01
02/12/09
$840.00
$0.00
$672.00
$168.00
10
910064-01
02/16/09
$852.00
$0.00
$0.00
$852.00
11
920045-01
02/17/09
$648.00
$0.00
$0.00
$648.00
12
980122-01
02/28/09
$612.00
$0.00
$0.00
$612.00
13
990075-01
03/03/09
$660.00
$245.76
$412.19
$2.05
14
980131-01
03/05/09
$660.00
$177.85
$385.72
$96.43
15
910091-01
03/14/09
$624.00
$0.00
$0.00
$624.00
16
980169-01
03/26/09
$624.00
$240.99
$306.41
$76.60
17
920086-01
03/28/09
$612.00
$171.49
$440.46
$0.05
18
980173-02
03/30/09
$636.00
$0.00
$0.00
$636.00
19
910116-02
03/31 /09
$756.00
$0.00
$0.00
$756.00
Exhibit A
Monroe County Fire Rescue
Ground Ambulance CY 2009 Account Receivables Write -Offs
79
930619-01
11/30/09
$864.00
$222.23
$513.42
$128.35
80
910400-01
12/03/09
$780.00
$193.75
$469.00
$117.25
81
930657-01
12/26/09
$840.00
$0.00
$0.00
$840.00
82
810348-01
1 /11 /308
$816.00
$233.86
$465.71
$116.43
82 ADP Write Offs Ground
CY 2009
$59,132.00
$5,417.21
$18,507.28
$35,207.51
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