Item H1 � H.1
� � �, BOARD OF COUNTY COMMISSIONERS
County of Monroe � ��r�i
�r � s�� Mayor Heather Carruthers,District 3
The Florida.Keys Mayor Pro Tem Michelle Coldiron,District 2
Craig Cates,District 1
David Rice,District 4
Sylvia J.Murphy,District 5
County Commission Meeting
July 15, 2020
Agenda Item Number: H.1
Agenda Item Summary #6963
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: BOG approval for renewal of Employment Agreement for Fire
Rescue EMS Billing Specialist position.
ITEM BACKGROUND:
Monroe County Fire Rescue currently employs two Billing Specialists that provide day-to-day
billing support for the processing of Trauma Star and Ground Ambulance documents to ensure an
efficient and accurate billing process. The Employment Agreement for one of the EMS Billing
Specialists needs to be renewed as it will expire on 07/24/20.
PREVIOUS RELEVANT BOCC ACTION:
12/11/13: BOCC and BOG approved creating positions of EMS Billing Supervisor and EMS Billing
Specialist as Monroe County contract employees and to hire individuals into those positions;
providing authority for Fire Chief to execute contracts.
02/15/17: BOCC (C.26) and BOG approved creating a second EMS Billing Specialist position as a
Monroe County contract employee.
06/21/17: BOCC (C.3) and BOG (G.3) approved the Employment Agreement for the EMS Billing
Specialist.
06/19/19: BOCC (C.1) and BOG (H.1) approved an Amendment to extend existing EMS Billing
Specialist contract through 07/24/20.
CONTRACT/AGREEMENT CHANGES:
Employment Agreement for renewal of the Fire Rescue EMS Billing Specialist position
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Employment Agreement for Mayte Machado Expires 02-19-2022
Exhibit A to Employment Agreement For Mayte Machado - Fire Rescue EMS Billing Specialist
Packet Pg. 2213
H.1
Machado, Mayte Exp. 7-24-20
Machado, Mayte Exp. 6-21-19 (PRINTED/SCANNED 7 1 20)
FINANCIAL IMPACT:
Effective Date: 07/25/2020
Expiration Date: 02/19/2022*
Total Dollar Value of Contract: $52,000.00 Base Salary plus benefits
Total Cost to County: $73,704.00
Current Year Portion: Approximately $12,284.00
Budgeted: Yes
Source of Funds: 11001 =78% and 11500 = 22%
CPI: No
Indirect Costs: N/A
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: No If yes, amount: N/A
Grant: No
County Match: No
Insurance Required: No
Additional Details: *For ease of contract administration, this contract will expire at the same time
as the contract for the other EMS Billing Specialist position (02/19/22). Therefore, it is a 19 month
contract term vs. 24 months. If the contract is renewed after 02/19/22, it will be changed back to a
24 month term.
Refer to table below
07/25/20 101-11001 MEDICAL AIR TRANSPORT $40,560.00
78%
07/25/20 141-11500 FIRE& RESCUE CENTRAL $11,440.00
22%
Total: $52,000.00
REVIEWED BY:
James Callahan Completed 06/26/2020 10:07 AM
Pedro Mercado Completed 06/26/2020 11:19 AM
Purchasing Completed 06/26/2020 11:29 AM
Budget and Finance Completed 06/28/2020 12:08 PM
Maria Slavik Completed 06/28/2020 9:50 PM
Kathy Peters Completed 06/29/2020 10:35 AM
Board of County Commissioners Pending 07/15/2020 9:00 AM
Packet Pg. 2214
H.1.a
2
EMPLOYMENT AGREEMENT BETWEEN
2-
THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS;
0
THE BOARD OF GOVERNORS OF MONROE COUNTY o
0
FIRE &AMBULANCE DISTRICT 1,AND
MAYTE MACHADO a
FOR THE POSITION OF EMS BILLING SPECIALIST
0.
0
THIS AGREEMENT is entered into upon the date last below written by and between
Monroe County, Florida, acting through its Board of County Commissioners ("BOCC"), a
0
political subdivision of the State of Florida, whose main business address is 1100 Simonton
0
Street, Key West, Florida 33040; the Board of Governors of Monroe County Fire & Ambulance
0
District 1 (collectively "County") and Mayte Machado ("Employee").
WHEREAS, Mayte Machado has been employed as the EMS Billing Specialist
since June 22, 2017; and
N
N
WHEREAS,the current term of the Employment Agreement with Mayte Machado for
the position of EMS Billing Specialist expires on July 24, 2020; and
N
0
WHEREAS,the parties desire to enter into a contract to become effective July 25, 2020. E
x
0
NOW THEREFORE, in consideration of the mutual promises contained herein,
the County and Employee set forth herein, it is mutually agreed as follows:
0
1. EMPLOYMENT: Employee is hereby employed as the EMS Billing Specialist as a
Contract Employee as that term is defined in Section 2.03 of the Personnel Policies & 0
Procedures Manual ("Manual"). a
0
2. DUTIES: Duties of the Employee will be as set forth in the Job Description attached '
e(
hereto as Exhibit A, the provisions of which are incorporated herein by reference.
0
0
Billing Specialist Employment
Contract (Mayte Machado) Page 1 of 9
Packet Pg. 2215
H.7.a
2
A. The Employee shall not disclose to any person, parry, or entity any confidential,
2-
proprietary, time-sensitive, or non-public (including HIPAA) information relating to the 0
County or its operations unless required by law to do so. E
B. Upon termination of this Agreement,the Employee agrees to immediately surrender
all documents, information,property and assets to Monroe County Fire Rescue("MCFR"). u
C. Due to the requirements of this position, Employee is required to be physically 0.
E
present at the EMS Billing Office located at 490 63rd Street, Marathon, FL 33050 for a 4-
0
minimum of 40 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 0
Standards Act. Work hours performed, annual leave,personal leave, and sick leave hours taken 2
will be documented on a form or forms to be provided by the 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 MCFR from time to time, Employee shall
N
receive an annual salary in the amount of$52,000.
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 X
w
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.
0
C. Benefits: Except as otherwise set forth herein, the Employee shall also receive all
a�
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
Billing Specialist Employment
Contract (Mayte Machado) Page 2 of 9
Packet Pg. 2216
H.7.a
2
continuing education courses as may be deemed necessary or appropriate to employee's
2-
duties and responsibilities under this Agreement and in accordance with County policy. 0
i. Employee agrees to obtain EMS Ambulance Billing and Coding Certification
within 12 months of the execution of this agreement. Tuition costs related to
the certification are eligible for reimbursement by MCFR of the actual u
expenditure in accordance with Section 2.11 of the Monroe County Personnel
0.
Policies and Procedures Manual, including the condition that the Employee
must reimburse the cost of tuition if Employee terminates from Monroe County o
76
within one (1)year of completion of the course.
4. SOLE EMPLOYMENT: The Employee agrees that he or she will not perform any 0
work, consulting services, or other activities for any other person or entity, whether for >
2
remuneration or at no charge, without the prior express written approval of MCFR.
e(
5. TERM OF AGREEMENT; TERMINATION; CANCELLATION; GENERAL
RELEASE:
N
A. Normal Term. The normal term of this Agreement will be a period of nineteen
months (19) months commencing July 25, 2020 and terminating on February 19,
2022. 2
.
X
B. Extension of Time. The parties may extend the term of Agreement by written o
addendum to this Agreement.
C. Termination of Agreement:
i. 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 0
upon thirty (30) days written notice by MCFR without cause. a
ii. In entering into this Agreement, the Employee also understands that she can 2
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 0.
E
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
Billing Specialist Employment
Contract (Mayte Machado) Page 3 of 9
Packet Pg. 2217
H.7.a
2
to an investigation which is conducted by or at the express direction of the
2-
BOCC; (d) conviction of a crime which is classified as a felony or a crime 0
involving moral turpitude; (e) gross neglect or willful and intentional E
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. E,
0
iii. The Employee further understands that in the event of termination, the
w
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 0
76
equivalent or comparable salary, grade, or benefits. In entering into this
2
0.
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
a�
No. 2658, Chapter 69-1321, the Monroe County Career Service Council; as
N
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 X
to payment for salary through the effective date of the resignation and any
accrued annual and sick leave in accordance the Monroe County Personnel
Policies and Procedures.
6. ATTORNEY'S FEES AND COSTS: In the event of any litigation initiated by either
the prevailing a shall receive reasonable attorneys' fees costs of litigation, and related E
party, p g party y �
expenses, both at the trial and appellate levels.
�t
7. GOVERNING LAW; ATTORNEY'S FEES AND COSTS; VENUE: This Agreement a
is made in the State of Florida and will be governed by Florida law. This Agreement may be signed o
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
E
Billing Specialist Employment
Contract (Mayte Machado) Page 4 of 9
Packet Pg. 2218
H.7.a
2
the scope or substance of the provisions of this Agreement. Wherever used herein, the singular
2-
will include the plural,the plural will include the singular, and pronouns will be read as masculine, 0
feminine, or neuter as the context requires. Monroe County, Florida will be the proper venue for E
0
any litigation involving this Agreement. This Agreement is not subject to arbitration. 2
e(
8. OTHER TERMS AND CONDITIONS: a
A. Except as set forth herein, the Employee is subject to all terms and conditions set
E
forth in the Monroe County Personnel Policies &Procedures Manual ("Manual") 4-
0
as may be amended from time to time. To the extent there is a conflict between 6
0
the terms of this Agreement and the Manual, the terms of this Agreement shall
o:
prevail. 0
B. If any provision, term, or portion of this Agreement shall be held to be 2
unconstitutional, illegal, invalid, or enforceable by a court of competent
jurisdiction, the remaining terms, conditions, and portions shall remain in full 0
force and effect as if originally agreed to without the term, condition, or portion
N
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 N
0
term or provision of this Agreement by the other parry shall not operate or bed
x
construed as a waiver of any subsequent breach or violation by the other party. 0
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 parry, and every term, condition, covenant, and provision of this 0
Agreement shall be construed simply according to its fair meaning. Employee E
0
further acknowledges that she or he has had the Agreement reviewed by an
e(
attorney or has been given the opportunity to do so and has waived that
a�
opportunity.
0
0.
LU
0
Billing Specialist Employment
Contract (Mayte Machado) Page 5 of 9
Packet Pg. 2219
H.7.a
2
E. This Agreement incorporates and supersedes all prior negotiations,
2-
correspondence, conversations, agreements, and/or understandings applicable to 0
the matters contained herein. It is further agreed that there are no commitments, E
agreements, inducements, or understandings concerning the subject matter of this
�t
Agreement that are not contained herein, and no deviation from the terms hereof
shall be predicated upon any prior representations, offers,promises, inducements E,
0
or agreements, whether oral or written, and by whomever made.
w
F. The text herein constitutes the entire agreement between the Employee and the o
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
0
rights and obligations of this Agreement are personal to the Employee and cannot 76
be assigned or transferred. 2
9. CONTRACTS; PUBLIC RECORDS-F.S.119.0701:
A. For purposes of this section, the term:
cv
i. "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
.a
X
ii. "Public Agency" means a state, county, district, authority, or municipal o
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 0
with public records laws, specifically: E
Public Records Compliance. Contractor must comply with Florida public records
laws, including but not limited to Chapter 119, Florida Statutes and Section 24 of a
article I of the Constitution of Florida. The County and Contractor shall allow and o
permit reasonable access to, and inspection of, all documents, records, papers
letters or other "public record" materials in its possession or under its control
E
Billing Specialist Employment
Contract (Mayte Machado) Page 6 of 9
Packet Pg. 2220
H.1.a
2
subject to the provisions of Chapter 119, Florida Statutes, and made or received by
2-
the County and Contractor in conjunction with this contract and related to contract 0
performance. The County shall have the right to unilaterally cancel this contract E
0
upon violation of this provision by the Contractor.Failure of the Contractor to abide '
�t
by the terms of this provision shall be deemed a material breach of this contract and
0
the County may enforce the terms of this provision in the form of a court proceeding
0
and shall, as a prevailing party, be entitled to reimbursement of all attorney's fees
w
and costs associated with that proceeding. This provision shall survive any -
termination or expiration of the contract. The Contractor is encouraged to consult
0
with its advisors about Florida Public Records Law in order to comply with this
provision.
76
Pursuant to F.S. 119.0701 and the terms and conditions of this contract, the
Contractor is required to:
t�
i. Keep and maintain public records that would be required by the CO
N
County to perform the service.
N
ii. Upon receipt from the County's custodian of records,provide the
N
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
w
not exceed the cost provided in this chapter or as otherwise 0
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 for the duration of the contract 0
term and following completion of the contract if the contractor does
not transfer the records to the County.
o=
iv. Upon completion of the contract, transfer, at no cost, to the County
a�
all public records in possession of the Contractor or keep and E
0
maintain public records that would be required by the County to
perform the service. If the Contractor transfers all public records to
the County upon completion of the contract, the Contractor shall E
Billing Specialist Employment
Contract (Mayte Machado) Page 7 of 9
Packet Pg. 2221
H.7.a
2
destroy any duplicate public records that are exempt or confidential
2-
and exempt from public records disclosure requirements. If the
Contractor keeps and maintains public records upon completion of E
the contract, the Contractor shall meet all applicable requirements '
e(
for retaining public records. All records stored electronically must
be provided to the County,upon request from the County's custodian E,
0
of records, in a format that is compatible with the information
w
technology systems of the County. -
76
V. 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
0
not possess the requested records, the County shall immediately
notify the Contractor of the request, and the Contractor must provide
the records to the County or allow the records to be inspected or
t�
copied within a reasonable time.
N
If the Contractor does not comply with the County's request for
N
records, the County shall enforce the public records contract
N
provisions in accordance with the contract, notwithstanding the
County's option and right to unilaterally cancel this contract upon
w
violation of this provision by the Contractor. A Contractor who fails 0
to provide the public records to the County or pursuant to a valid
public records request within a reasonable time may be subject to
penalties under Section 119.10, Florida Statutes.
0
Contractor shall not transfer custody, release, alter, destroy or
a�
otherwise dispose of any public records unless or otherwise E
provided in this provision or as otherwise provided by law.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO E
w
Billing Specialist Employment
Contract (Mayte Machado) Page 8 of 9
Packet Pg. 2222
H.7.a
2
THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC
2-
RECORDS RELATING TO THIS CONTRACT, CONTACT THE
CUSTODIAN OF PUBLIC RECORDS, BRIAN BRADLEY, AT E
(305)292-3470. BRADLEY-BRIAN chi MQNRQECQUNTY- 2
e(
FL,GOV, MONROE COUNTY ATTORNEY'S OFFICE, 1111
12th STREET, SUITE 408, KEY WEST, FL 33040. E,
0
0
IN WITNESS WHEREOF, the parties have set their hands and seals, in the County of
Monroe, Florida this day of , 2020.
o:
0
MONROE COUNTY FIRE RESCUE >
2
By:
James K. Callahan, Fire Chief ca
c
N
WITNESS: EMPLOYEE CD
CD
N
cv
CD
By: By:
Mayte Machado
x
ATTEST: MONROE COUNTY BOARD OF COUNTY 0
KEVIN MADOK, MONROE COUNTY COMMISSIONERS
CLERK
By: By:
Deputy Clerk Mayor
MONROE COUNTY ATTORNEY BOARD OF GOVERNORS OF FIRE AND E
AMBULANCE DISTRICT 1 OF MONROE 2
COUNTY, FLORIDA
By: By: —
Assistant County Attorney Mayor/Chairperson
LU
Billing Specialist Employment
Contract (Mayte Machado) Page 9 of 9
Packet Pg. 2223
0
MONROE COUNTY >
4FLORIDA
wm 0
Job Description
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. W
Reasonable accommodations may be made to enable individuals with disabilities to perform the primaryj ob functions
herein described Since every duty associated with this position may not be described herein, employees may be
required to perform duties not specifically spelled out in the jo b description, but which may be reasonably considered
to be incidental in the performing of their dutiesju st as though they were actually written out in this job description �
Job Title: Billing Specialist, Fire Rescue EMS
Department: Monroe County Fire Rescue
Pay Grade: 306
FLSAStatus: Non-exempt
JOB SUMMARY
The primary function of this position is, under the direction of the Fire Rescue EMS Billing
Supervisor, to be 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.
ESSENTIAL JOB FUNCTIONS
0
• Reviews ePCR reports to ensure complete and accurate patient demographic, trip,billing,
and insurance information.: refers incomplete or inaccurate records to EMS Quality
Assurance .
• Verifies or assigns condition codes,modifiers,levelsofservice,and other relevant claim data.
• Scans and attaches biornedicaland supportingtrip records to electronic patient care reports.
• 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. '
• Assists Billing Supervisor with collection actions,including contacting patients by phone and LU
arranging payments.
• Runs account aging and other related billing reports.
• Processes and posts Medicare,Medicaid, check,and credit card payments regularly.Reviews
x
and processes refunds as needed. LU
• Processes Air Resident{Trauma Star}waivers.
• Processes legal records requests for patient care reports and response records.
• Performs monthly EMSTARS extract and data submission to Department of Health,State
EMS Division to comply with mandatory pre-hospital reporting requirements.
Packet Pg. 2224
Billing Specialist,Fire Rescue EMS Page 2
• Maintains strictest confidentiality; adheres to all HIPAA guidelines/regulations and 0
County/Department Policies and Procedures.
• Completes and maintains purchase orders, processes invoices, orders supplies, keeps
inventory records, processes mail.
• Processes RFPs, contracts, renewals, purchases, agenda items, special projects, and
maintains records.
• Assists in budget preparation and monitoring expenses. ;:
• Performs other rel ated job duties as assigned.
• May be required to provide disaster assistance during times of emergency in any capacity
deemed appro priate.
Ln
QUALIFICATIONS
Education and Experience:
Highschool Diploma or GED required. 3years minimum of prior related work experience.
Special Qualifications:
Certified Ambulance Coder within one year of employment. Lu
m
Knowledge, Skills and Abilities:
• Ability to make recommendations or decisions which usually affect the assigned
department, but may at times affect operations, services, ind ividua ls, or activities of
others outside of the assigned department. 0
• Ability to use and apply technical and detailed guidelines.
• Moderate analytic abil ity is needed to gather and interpret data where resu Its/answers
can be found after analysis of several facts. 2
• Abil ity to use i ndependent jud gment to study previously established, often partially
relevant guidelines; plan for various interrelated activities; and coordinate such activities
within a work unit orwhile completing aproject. U-
• Ability to maintain regular internal and external contacts to carry out programs and to
explain special ized matters.
• Ability to maintain contact with officials at higher I evels on matters requiring cooperation,
explanation, and persuasion, as well as with the public involving the enforcement of
regulations, policies, and procedures.
E
0
0.
PHYSICAL DEMANDS E
The work is sedentary and req in res exerting up to 10 pounds of force occasionally and/or o
negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move
objects,including the human body.Additionally,the following physical abilities are required:
X
• Manual Dexterity: Picking, pinching,typing, or otherwise working, primarily with fingers
rather than with the whole hand as in handling.
• Mental Acuity: Ability to make rational decisions through sound logic and deductive E
processes.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
Monroe County, FI Billing Specialist,Fire Rescue EMS Updated:6/22/2020
Packet Pg. 2225
H.1.b
Billing Specialist,Fire Rescue EMS Page 3
• s eakin Expressing or exchanging ideas b means of the spoken word including the
-speaking: P g g g Y P g
ability to convey detailed or important spoken instructions to other workers accurately
and concisely.
• Talking: Expressing or exchanging ideas by means of the spoken word including those
activities in which they must convey detailed or important spoken instructions to other
workers accurately, loudly, or quickly. M
• Visual Acuity: Have close visual acuity to perform an activity such as: preparing and
analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive
.N
reading.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or
moving from one work site to another. Ln U
WORK ENVIRONMENT
Work is performed in a dynamic environment that requires sensitivity and esponsiveness to
changes that include goals, priorities, and needs of the organization and position.
CO
Monroe County has the right to revise thisjob description at any time. This
description does not represent in any way a contract of employment.
Employee Signature Date 0
E_O.E. Monroe Countv does not discriminate on the basis of race, color, national origin, gender, religion, age,
disability or military service in employment or theprovision of services.
0
m
m
0
m
0
0.
0
x
m
U
Monroe County,FL Billing Specialist,Fire Rescue EMS Updated: 6/22/2020
Packet Pg. 2226
\,,S COURTa
Kevin Madok, CPA
4'd J CyF��4
O! :P
•o
6
' .... Clerk of the Circuit Court& Comptroller—Monroe County, Florida
coo
Ln
DATE: July 10, 2019
TO: Chief James Callahan
Fire Rescue/EMS
Debbie Lofberg y
Executive Administrator
FROM: Pamela G. Hancoc C. 2-
0
SUBJECT: June 19t'BOCC Meeting
Attached is an electronic copy of the following item for your handling:
C 1/H 1 1"Amendment to Employment Agreement with Mayte Machado for the EMS Billing
Specialist from June 21, 2019 through July 24, 2020 with an increase in base pay from$48,000.00 to
$52,000.00 and no other changes in terms and conditions. .
Should you have any questions, please feel free to contact me at (305) 292-3550.
0
Co
N
cc: County Attorney
Finance
File e
KEY WEST MARATHON PLANTATION KEY PK/ROTH BUILDING
500 Whitehead Street 3117 Overseas Highway 88820 Overseas Highway 50 High Point Road
Key West,Florida 33040 Marathon,Florida 33050 Plantation Key,Florida 33070 Plantation Key,Florida 33070
305-294-4641 305-289-6027 305-852-7145 305- Packet Pg. 2227
H.1.c
AMENDMENT NO. 1 TO EMPLOYMENT AGREEMENT y
BETWEEN MONROE COUNTY BOARD OF COUNTY COMMISSIONERS,
MONROE COUNTY, FLORIDA,
BOARD OF GOVERNORS OF FIRE &AMBULANCE DISTRICT l; AND
MAYTE REGLA MACHADO
FOR POSITION OF EMS BILLING SPECIALIST o
0
0
WHEREAS, Mayte Machado was selected and has been employed as EMS Billing 2-
Specialist since June 22, 2017, and
0
WHEREAS,the current term of the employment agreement expires on June 21, 2019; and
WHEREAS,the parties desire to extend the term of this employment agreement until July
0
24, 2020, and
0
0.
WHEREAS, all other terms and conditions of the employment agreement are to remain
unchanged,
NOW, THEREFORE, in consideration of the foregoing, it is mutually agreed as follows:
SECTION 1. Subsection 3.a. of the original agreement is amended to read as follows;
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 ca
W
amount of$52,000.00.
N
SECTION 2. Subsection 5.a. of the original agreement is amended to read as follows;
X
Lu
a. The term of this agreement shall commence on June 21, 2019 and terminate on
July 24, 2020.
SECTION 3.All other provisions of the original employment agreement between Monroe County
Board of County Commissioners, Monroe County, Florida, Board of Governors of Fire &
Addendum No. 1 to Employment Contract for Page 1 of 2
Billing Specialist
Packet Pg. 2228
Ambulance District 1 and Mayte Regal Machado dated June 21', 2017, as amended, and notLn
inconsistent herewith, shall remain in full force and effect.
IN WITNESS WHEREOF,the parties have hereto set their hands and seals, in the
County of Monroe, Florida this 19th day of June, 2019.
By: By:
MayteLkk�l�ado es Callahan, ire Chief
0
Date: (4�a/& o!q Date: (0 L (( °� CD
E
2
BOARD OF COUNTY BOARD OF GOVERNORS OF FIRE0.
COMMISSIONERS OF MONROE AND AMBULANCE DISTRICT 1 OF
COUNTY,FLORIDA MONROE COUNTY,FLORIDA
a .
Mayor Sylvia Murphy Mayor Bruce Halle o A
Date: /� Date: c.� o. . 2:
c^s n
ATTEST:
KEVIN MADOK, COUNTY CLERK ` ►, '✓
N
By: eputy Clerk. M p 00 p
EY
ED
PED
AS CO
_! Date
%
,
� COYMT �
Addendum No. 1 to Employment Contract for Page 2 of 2
Billing Specialist
Packet Pg. 2229
H.7 c
EXHIBIT A
MONROE COUNTY
Ln
JOB DESCRIPTION
CD
Position Title: Fire Rescue EMS Billin Specialist Date: 08/30/13
FLSA Status: Nonexempt Class Code:
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.
m
2-
KEY RESPONSIBILITIES
0
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.
0
3. *Scans and attaches biomedical and supporting trip records to electronic patient care reports.
0
4. *Greets customers in person and by telephone,receives account payments, and assists customers as 0.
necessary in the completion of insurance forms,Air Resident(Trauma Star)waivers,and records requests. LU
4-
5. *Assists Billing Supervisor with collection actions, including contacting patients by phone and arranging o
payments.
0
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, ca
processes mail.
11. *Processes RFPs, contracts, renewals,purchases, agenda items, special projects, and maintains records.
12. *Assists in.budget preparation'and monitoring expenses.
LU
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.
Page 1 of 2
Packet Pg. 2230
H.7 c
EXHIBIT A
Position Title: Fire Rescue EMS Billing Specialist Class Code: Position Level:
KEY JOB REQUIREMENTS
Education: H.S.Diploma or GED required.Willing to become Certified Ambulance Coder within
one year of employment.
Experience: 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.
LU
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 y
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 2
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 W
completing a ro'ect
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'
e ulations,policies and procedures. 0.
Managerial Skills: Involves no responsibility or authority for the direction of others.
LU
Working Conditions/ Normal office situation. Typically sitting at a desk or table.
Physical Effort.-
On Call None.
Requirements:
0
APPROVALS
Department Head:
Name: Signature: Date:
CD
Division Director:
cv
Name: Signature: Date:
x
LU
County Administrator:
Name: Signature: Date:
0
On this date I have received a copy of my job description relating to my employment with Monroe County.
Name: Signature: Date: m
Page 2 of 2
Packet Pg. 2231
H.1.d
IuawAol wg IslieloodS Bujille C908) opeyoe a e -}oeajuoD IuewAol wg pouBIS Itiewtio 'v °
COMMISSIONERS,EMPLOYMENT AGREEMENT
BETWEEN MONROE COUNTY BOARD OF COUNTY
DISTRICTMONROE COUNTY,FLORIDA,
BOARD OF GOVERNORS OF FIRE&AMBULANCE I,AND
POSITIONFOR ISPECIALIST
IS AGREEMENT is entered into as of June 21" 2017, by and between MonroeCounty,
Florida,("County")acting through its Board of County Commissioners("Board"or" OCC"),a political
subdivision of the State of Florida, whose main business address is I 100 Simonton Street, Key West,
Florida33040, the Bbard of Governors of Monroe County Fire& Ambulance District I (collectively,
"County"),and Mayte Regla Machado("Employee").
WHEREAS,the position of EMS Billing Specialist is currently d
WHEREAS,the BOCC has solicited applicants for theposition;and
WHEREAS,Employee has interviewed d been selected for theposition;and
0
WHEREAS, negotiations between the County and Employee have resulted in this mutually
acceptable Employment Agreement(Agreement"),
NOW TH
EREFORE, in consideration of the mutual promises contained herein between the
County and Employeeset 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 term is defined in Section 2. 3 of the C ty's Personnel Policiesii
Procedures Manual("Manual").
r.
2. DUTIES: Duties of the Employee will be as set forth in the Job Description attached hereto
as Exhibit A,the provisions of which we incorporated °n by reference.
a. The Employee shall not disclose to any person, party, or entity any confidential, U
proprietaM time-sensitive,or non-public(including )information relating to
the County or its operations unless requiredy 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 63w Street,Marathon,Florida 3300
for a minimum total 40 work hours per week.
x
3. COMPENSATION AND BENEFITS: County and Employee agree that the position of EMS
Billing Specialist will be afull-time position n under the Fair Labor
Standards Act. Work hours performed, leave, personal leave, and sick leave hours
taken will be documented a form 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(" CF ")
EMPLOYMENT AGREEMENT/MAYTE REGLA MACHADO Page 1 of
Packet Pg. 2232
H.1.d
xuawA l w ;slleloe s Bullll £90£) OPeyae Ae -;oeiJU03 Juawdol wg u6lS: uawyoenb
rn
y
from time to time, Employee shall receive an annual base salary in the amount of
8, 0,
0
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 W
collections performance. After the conclusion of each evaluation (as defined
in the Financial Incentive Program Resolutions), a comparison of EMS user fee 2
revenue in accordance with Board of County Commissioners Financial Incentive
Program Resolution and Board of Governors Financial Incentive Progmm Resolution
will be conductedto determine whether a supplemental lump-sum t is E
warrantedfor increased revenue receipts, not to exceed ten percent (1 /o) of b
sa
c. Benefits: Except as otherwise set forth in, the Employee shall also receive all
e is set forth in the MonroeCounty Personnel Policies & ProceduresManual o
("Manual")as said Manual may be amended from time to time. 76
d. Transportation d 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 y the Employee in attending approved seminar
and continuing education courses as may be necessaryor appropriate to employee's 76
duties responsibilities under this Agreement and in accordance 'th County
Policy.
i. Employee agrees to obtain EMS AmbulanceBilling and Coding Certification
within 12 months of execution of this agreement. Tuition costs related to the
certification are eligible for reimbursement by MCFRof the actual �--
expenditure in accordance withSection 2.11 of the Monroe County
Personnel Policies and Procedures1, including the condition that the
Employee must reimburse the cost of tuition if Employee terminates fivin the r
County within one(1)year of completion of the certificate course.
LU
4. SOLE EMPLOYMENT. 'Me Employee agrees that he or she will not perform any work,
consulting s ices, or other activities for any other person or entity, whether for t�
remuneration or at no charge,without the prior express written approval of MCI& U)
5. TERM OF ENT TION;CANCELLATION;GENERAL RELEASE:
a. Normal Tenn. The normal term of this Agreement will be a period oftwenty-four
(2 )months,commencing on June 22,2017 and terminating on June 21,2019. ,
b. Extension of Time. 'es may extend the term of Agreement by written
addendum to this Agreement executed by all parties,
x
c. Termination of Agreement:
i. In entering into this Agreement,the Employee understands that she serves at
e pleasure of Monroe Count3r, and that the Employee can be terminated at
y time upon thirty ( 0) days written notice by County Administrator
without cause.
EMPLOYMENT AGREEMENT/MAWE REGLAACHADO page 2 of 6
— - Packet Pg. 2233
H.1.d
;uetuAol w3 Isile!3edS Bulll! E90£) opeyoe ejAe -1neiluo01uewRol w uBlg :JuawtJoeuv
Y.' W
1 „9
ii. In entering into this Agreement,the Employee also understands that she can
terminated at any time upon 24 hourswritten notice by County
Administrator for cause.As used in this paragraph,the to "for cause"will
mean( )dishonesty with respect to the businessd operation of the County,
( )confirmed violation of the County's drug policy;(c)refusal to cooperate
in an investigation regarding y aspect of the business or operation of the
County, including but not limited to an investigation which is conducted by 2
CD
or at the express direction of the BOCC;(d)conviction of a crime which is
classified a felony or a crime involving moral turpitude;(e)gross neglect
or willful and intentional misconduct;(f)conviction of a crime;(g)violation E
of a provision of the MonroeCounty Code; or (h) breach of any material
0
term or condition of this Agreement by the Employee.
iii. The Employeefurther understands at in the event of termination, the
Employee is free to apply to the County for any other position then currently
76
open and the County is free to consider ploy 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, , or benefits. In entering into this
Agreement,the Employee therefore specifically waives the right to utilize the 4-
grievance
procedure set forth in Sections 4 and 10 of theManual;House Bill
o. 26 ,Chapter -1321, the Monroe County Comer Service Council; as 2
11 as any rights to which a Monroe County employee would otherwise
entitled under Chapter 447,FloridaSttut
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 e effective date of the resignation and
y accrued annuald sick leave in accordance with Monroe County
Personnel Policies and Procedures. r�
6. ATTORNEYS' FEES AND COSTS: In the event of my 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. U
7. GOVERNING LAW; A-ITORNEY'S FEES AND COSTS; : This Agreement is
made in the State of Florida and will be governedFloridalaw, This Agreement may be
signed in more than one counterpart, in which case each counterpartwill constitute a
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. o'
Wherever used herein,the singular will include the plural,the plural will include the singular,
d pronouns will be read as masculine,feminine,or neuter as the context requires. Monroe `V
County, Floridawill be the proper venue for y litigation involving this Agreement. This 6.
Agreement is not subject to arbitration.
8. 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 u ("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.
EMPLOYMENT AGREEMENT/MAYTE REGLA MACHADOPage
___ -- - _�_ Packet Pg. 2234
H.1.d
;uawAoldw3 tsllel g 5u111! <£SOS1 o eyoe a;Ae -joe,;uoo 1uotuAoldut u615:�uautyoeUV
�s
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,
ditions,and portions shall remain in full force and effect as if originally agreed to
without the term,condition,or portion that has been determinedto 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
d. The County and Employee acknowledge that each has shared equally in the review of this
Agreement o
d,accordingly,no court or administrative licaring atFt 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 o
dthe Agreement reviewed y an attorney,or has been giventhe opportunity to do so
76
and has waivedthat opportunity.
e. This Agreement incorporates and supersedes all prior negotiations,
conversations, agreements, and/or understandings applicable to the matters contained 0
herein. It is further agreed that there are no commitments,agreements,inducements, or 76
understandings n ing the subject matter of this Agreement that are not contained
herein, and no deviation from the terms hereof shall be predicatedupon any prior
representations, offers, promises, inducements, or agreements, whether oral or written,
d 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 tights and obligations of
this Agreement are personal to the Employee and cannot be assignedor transferred.
. CONTRACTS;PUBLIC RECORDS-F.S. l 19.0701:
a. For purposes of this section,the term: c,
i. "Contractor" means an individual, partnership, corporation, or business entity
that enters into a contract for services with a public agency and is acting on z
behalf of the public agency as provided under s. 1 l 9.011 (2).
ii. "Public agency"means a state,county,district,authority,or municipal officer,
department, division, board, bureau, commission, or other separate unit of
government created or established by law.
b. Public Records Compliance. Contractor must comply with Floridapublic records laws,
including but not limited to Chapter 119, FloridaStatutes and Section 24 of article I of
the Constitution of Florida. ty ard 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 11 , Florida t , and made or received by the County and Contractor in
conjunction with this contract and relatedto contract performance. Ile County shall
have the right to unilaterally cancel this contract upon violation of this provision by the
EMPLOYMENT AGREEMENT/MAYTE REGLA MACHADO Page 4 of
---- — -- -- - - --- Packet Pg. 2235
H.1.d
;uewAoldwEl IslieloadS GulillS E508) o ga e -loertuoO tua Aoldtu3 POU lS:Iuatugoe}td
Contractor. Failure of the Contractor to abide by the terms of this provision shall be
a material breach of this contract and the County may enforce the terms of this LLJ Z
provision in the form of a court proceeding and shall,as a prevailing party, entitled to
reimbursement of all alto y's fees and costs associated with that proceeding. This
vision shall survive y ten-nination or expiration of the contract.
The Contractor is encouraged to consult with its advisors about FloridaPublic Records 0)
Law in order to comply with this provision. 2
Pursuant to M 119.0701 and the terms and conditionsof this contract,the Contractor is
required to:
(1) Keep and maintain public records that would e required by the County to perform
es
LU
(2) Upon receipt from the County's custodian of records,provide the County with
y of the requestedor or allow the records to be inspected or copied in a
76
reasonable time at a cost that does not exceed the cost provided in this chapter or as
otherwise provided y law.
(3) Ensure that public records that are exempt or confidential and exempt from public
recordsdisclosure requirements are not disclosed except as authorized by law for the 0
duration of the contract term and following completion of the contract if the contractor
does not transfer the records to the County.
4) n completion oft con( a, tnmsfer, at no cost, to the County all public
records in possession of the Contractor or keep and maintain public records that would be
requiredy the County to perform 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 ui is for
retaining public records.All records stored electronically must be providedto the County,
upon request from the County's custodian of records,in o format that is compatible with
the information technology systems of the County.
( ) A request to inspect or copy public records relating to a County contract must
made directly to the County,but if the County does not possess the requested ,the
County shall immediately notify the Contractor of the request, and the Contractor must
provide the records to the County or allow the records to be inspected or copied withina
reasonable time. CL
_
IF THE CONTRACTORHAS QUESTIONS REGARDINGTE APPLICATION OF
CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO `V
PROVIDE PUBLIC RECORDS RELATING TOT IS CONTRACT, CONTACT THE
CUSTODIAN F PUBLIC RECORDS,BRIAN BRADLEY,AT(3 )22-347
[The remainder of this page intentionally left blank.]
EMPLOYMENT AGREEMENT/MAYTE REGLA MACHADOe 5 of
H.1.d
luewAol w3 lSlleloedS Builliq C90C) opeq:)eW elfie -loeiluoo 4uewdoldw3 pauft :luew 3 v
a,
10. IN WrrNESS WHEREOF,the parties hereto have set their hands and seats,in the County of
Monroe,Florida,this 21 st day of June 2017.
Ifl 2-
CONTRACTED E: MONROE COUNTY FIRE F:
MACHADO JAMES K.CALLAHAN
By: 1
Date: D o
.
LU
4-
BOARD OF COUNTY COMMISSIONERS OF BOARD OF GOVERNORS OF FIRE
NRE COUNTY,FLORIDA AMBULANCE DISTRICT 1 OF MONROE
COUNTY,FLORIDA
y: By:
Mayor George Neugent Mayor 1Chairman
2
Date: Date:
ca
ATTEST: KEVIN MADOK,COUNTY CLERK
cv
(SEAL)
r.
By:
Deputy Clerk
Date:
cv
EMPLOYMENT AGREEMENT/MAYTE REGLA MACHADO page 6 of 6
Packet Pg. 2237
H.1.d
10. IN WITNESS WHEREOF, the parties hereto have set their hands and seats,in the County of
Monroe,Florida,this 21st day of June 2017.
U-
CONTRACTEDEMPLOYEE: MONROE COUNTY FIRE CHIEF:
MAYTE RE O JAMES K.CALLAHAN
7YTE
By:
Date: Da
LU
4—
BOARD OF COUNTY COMMISSIONERS OF BOARD OF GOVERNORS FIRE AND 0
MO OE COUNTY,FLORIDA AMBULANCE DISTRICT 1 OF MONROE
COUNTY,FLORIDA
By! By:
bd >
ayor George Neugfint Mayor/Chairman
Date: Date:
s4,� a-7 zt, 2o4 t-7
ATTEST: KEVIN MADOIC,COUNTY CLERK
LU
By:
Deputy clerk
h:
LU
qq.M•sGOJ�
Date:
t-7
r
r
N
LU
rn
a.W+ eq a Stici ci evac./ C
zPa
0
�a �Ksfi�d r- 0 f8
6/,I�t`� o
EMPLOYMENT AGREEMENT/MAYTE REGiA MACHADO Page 6 of 6
Packet Pg. 2238