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Item C38
BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: October 16,2013 Division: Emergency Services Bulk Item: Yes X No Department: Fire Rescue Staff Contact Person: Mary Napoli 289-6010 AGENDA ITEM WORDING: Approval of Resolution authorizing the write-off of 113 Fire Rescue air ambulance accounts receivable for CY 2008 and CY 2009, totaling$1,138,848.63 from the Fine and Forfeiture Fund Account 101- 115002. ITEM BACKGROUND: Monroe County contracts with Advanced Data Processing Inc., (ADPI)for air ambulance billing. After 210 days of inactivity with ADPI, outstanding accounts are then placed with the collection agency, Municipal Services Bureau.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 113 accounts totaling$1,138,848.63, which primarily represents the two-year period from January 1, 2008 through December 31, 2009 (see attached Exhibit A). There are 66 accounts in CY 2008 totaling$609,111.49 and 44 accounts in CY 2009 totaling$513,037.04.Further, there were 3 accounts in CY 2007 totaling$16,700.10 that were inadvertently omitted from the Resolution 249-2011 write-off. These debts represent accounts determined to be uncollectable due to a multitude of reasons, including insurance paying the maximum allowable; the service recipients are deceased with no available funds in the estate; bankruptcy; a minor with no guardian or patient found; uncollectible balances of Medicaid/Medicare; HMO balances; patient financially indigent(homeless); foreign address; and/or refusals to pay. Even though these accounts are administratively written off for accounting purposes, the collection agency continues to attempt collection on these accounts. PREVIOUS RELEVANT BOCC ACTION: On August 18, 2010 Resolution No. 223-2010 authorized the write off of Fire Rescue air ambulance account receivables totaling$35,260.00 for CY 2006. On September 21, 2011 Resolution No. 249-2011 authorized the write off of Fire Rescue air ambulance account receivables totaling$780,782.79 for CY 2007. CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATIONS: Approval. TOTAL COST: N/A INDIRECT COST: BUDGETED: Yes No DIFFERENTIAL OF LOCAL PREFERENCE: N/A COST TO COUNTY: N/A SOURCE OF FUNDS:N/A REVENUE PRODUCING: Yes No— AMOUNT PER MONTH Year APPROVED BY:County Atty OMB/Purchasing Risk ManagementL/ 1"IN), DOCUMENTATION: Included X Not Required_ DISPOSITION: AGENDA ITEM# Emergency Services RESOLUTION NO. -2013 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY,FLORIDA AUTHORIZING THE WRITE-OFF OF FIRE RESCUE AIR AMBULANCE ACCOUNTS RECEIVABLE FOR CALENDAR YEARS 2008 AND 2009 WHEREAS,Monroe County Fire Rescue Services provides air 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 2008 through December 2009; 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 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 2008 through December 2009. WHEREAS, it is desired that these uncollectible air 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 air ambulance service accounts listed on attached Exhibit A in the amount of$1,138,848.63 be deleted from the Fine and Forfeiture Fund Account 101-115002. PASSED AND ADOPTED by the Board of County Commissioners of Monroe County,Florida, at a regular meeting of said Board held on the day of , 2013. Mayor George Neugent MONROE COUNTY A 1"ORN, Mayor Pro Tern Heather Carruthers AP / 0 : Ate' T Commissioner Danny Kolhage � � Commissioner Sylvia Murphy -- dA Commissioner David Rice A fl TA T,, ,. ` E 0 TY O Date (SEAL) BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY,FLORIDA Attest: AMY HEAVILIN, Clerk By: Mayor/Chairperson y Deputy Clerk Exhibit A Monroe County Fire Rescue Trauma Star it Ambulance Account Receivables Write Off October 2013 Original balance(or Account Number Date of Service Balance when sent to Adjustments Payments Final Balance collections) These accounts are with IVISB (DOS®01/01/2007- 12/31/2007) 1 160085-01 8/12/07 $ 13,380.00 $ - $ - $ 13,380.00 2 160100-01 9/06/07 $ 1,157.48 $ - $ - $ 1,157.48 3 448-01 12/22/07 $ 2,162.62 $ - $ - $ 2,162.62 Should have been included in FY 2011 Write Offs $ 16,700.10 $ $ $ 16,700.10 -------- --------------------------- Original balance(or Account Number Date of Service Balance when sent to Adjustments Payments Final Balance collections) These accounts are with MSB (DOS=01/01/2008- 12/31/2008) 1 22-01 1/05/08 $ 10,100.00 $ $ - $ 10,100.00 2 31-01 1/07/08 $ 10,180M_$ $ - $ 10,180.00 3 34-01 1/10/08 $ 13,220.00 $ $ - $ 13,220.00 4 114-01 1/13/08 $ 12,340.00 $ $ - $ 12,340.00 5 115-01 1/20/08 $ 11,700.00 $ - $ - $ 11,700.00 6 152-01 1/27/08 $ 8,131.68 $ - $ - $ 8,131.68 7 188-01 1/30/08 $ 10,100.00 $ - $ - $ 10,100.00 8 221-01 2/05/08 $ 11,620.00 $ - $ - $ 11,620.00 9 405-01 3/03/08 $ 13,380.00 $ - $ - $ 13,380.00 10 485-01 3/05/08 $ 11,860.00 $ - $ - $ 11,860.00 11 860051-01 3/15/08 $ 11,700.00 $ - $ - $ 11,700.00 12 531-01 3/21/08 $ 1,500.00 $ - $ - $ 1,500.00 13 529-01 3/21/08 $ 10,500.00 $ - $ - $ 10,500.00 14 577-01 3/28/08 $ 8,660.00 $ - $ - $ 8,660.00 15 728-01 4/18/08 $ 11,860.00 $ - $ - $ 11,860.00 16 854-01 5/10/08 $ 12,900.00 $ - $ - $ 12,900.00 17 1048-01 6/09/08 $ 12,020.00 $ - $ - $ 12,020.00 18 1049-01 6/09/08 $ 12,020.00 $ - $ - $ 12,020.00_ 19 1079-01 6/13/08 $ 10,180.00 $ - $ - $ 10,180.00 20 40004-01 7/04/08 $ 1,409.64 $ - $ - $ 1,409.64_ 21 40006-01 8/04/08 $ 14,380.00 $ - $ - $ 14,380.00 22 160172-01 8/10/09 $ 15,180.00 $ - $ - $ 15,180.00 23 250003-01 8/25/08 $ 10,330.00 $ - $ - $ 10,330.00 24 250005-01 8/25/08 $ 11,100.00 $ - $ - $ 11,100.00 ........... 25 110001-02 9/11/08 $ 11,100.00 $ - $ - $ 11,100.00 26 110002-01 9/11/08 $ 11,100.00 $ - $ - $ 11,100.00 27 170002-01 9/17/08 $ 11,980.00 $ - $ - $ 11,980.00 28 190008-01 9/19/08 $ 10,620.00 $ - $ - $ 10,620.00 29 300003-01 9/30/08 $ 4,444.19 $ - $ - $ 4,444.19 30 40003-01 10/04/08 $ 13,380.00 $ - $ - 1 Exhibit A Monroe County Fire Rescue Trauma Star Air Ambulance Account Receivables Write Off October 2013 31 100003-01 10/10/08 $ 13,900.00 $ - $ $ 13,900.00 32 160194-01 11/26/08 $ 13,100.00 $ - $ - $ 13,100.00 33 160198-01 12/01/08 $ 14,380.00 $ - $ - $ 14,380.00 34 160199-01 12/03/08 $ 14,300.00 $ - $ - $ 14,300.00 35 160209-01 12/21/08 $ 9,853.10 $ - $ - $ 9,853.10 36 160215-01 12/30/08 $ 2,864.18 $ - $ - $ 2,864.18 FY 2012 IVISB WRITE OFFS TOTALS $ 377,292.79 , $ - 1 $ L_1_13�7,392,71 Original balance(or Acct# DOS Balance when sent to Adjustments Payments Final Balance collections) These accounts are with MSB (DOS=01/01/2009- 12/31/2009) 1 916003-01 1/04/09 $ 14,220.00 $ - $ - $ 14,220.00 2 160013-03 1/25/09 $ 10,300.00 $ - $ - $ 10,300.00 3 160019-02 2/24/09 $ 12,700.00 $ - $ - $ 12,700.00 4 160028-01 3/10/09 $ 12,220.00 $ - $ - $ 12,220.00 5 160043-02 4/01/09 $ 13,580.00 $ - $ - $ 13,580.00 6 160050-01 4/08/09 $ 10,700.00 $ - $ - $ 10,700.00 7 160059-02 4/14/09 $ 14,220.00 $ - $ - $ 14,220.00 a 160063-02 4/19/09 $ 9,580.00 $ - $ - $ 9,580.00 9 160065-01 4/23/09 $ 14,380.00 $ - $ - $ 14,380.00 10 160076-02 5/07/09 $ 13,820.00 $ - $ - $ 13,820.00 11 160084-02 5/17/09 $ 13,980.00 $ - $ - $ 13,980.00 12 160100-02 6102/09 $ 15,660.00 $ - $ - $ 15,660.00 13 160111-02 6/16/09 $ 10,220.00 $ - $ - $ 10,220.00 14 160136-01 7/10/09 $ 13,900.00 $ - $ - $ 13,900.00 15 160141-01 7/13/09 $ 13,820.00 $ - $ - $ 13,820.00 16 160146-01 7/18/09 $ 15,660.00 $ - $ - $ 15,660.00 17 160154-01 7/29/09 $ 15,660.00 $ - $ - $ 15,660.00 18 F 160167-01 8/09/09 $ 5,580.00 $ - $ - $ 5,580.00 19 160175-01 8/13/09 $ 15,660.00 $ - $ - $ 15,660.00 20 160183-01 9/07/09 $ 15,740.00 $ - $ - $ 15,740.00 21 160194-02 9121/09 $ 13,900.00 $ - $ - $ 13,900.00 22 160240-01 11/26/09 $ 10,620.00 $ - $ - $ 10,620.00 23 160242-01 11/28/09 $ 12,860.00 $ - $ - $ 12,860.00 24 160247-01 12/02/09 $ 12,940.00 $ - $ - $ 12,940.00 25 160269-01 12/26/09 $ 11,740.00 $ - $ - $ 11,740.00 ....................................FY 1 3 T $ $ 20 IVISB WRITE OFFS TOALS 311,920.00 $ - 64 TOTAL MSB AIR WRITE OFFS FY 2012/2013 $ 727,752.89 2 Exhibit A Monroe County Fire Rescue Trauma Star it Ambulance Account Receivables Write Off October 2013 Account Original balance(or Number Date of Service Balance when sent to Adjustments Payments Final Balance collections) These accounts are with ADP(DOS=01/01/2008- 12/31/2008) 1 112-01 01/12/08 $ 10,500.00 $ - $ - $ 10,500.00 2 55-01 01/16/08 $ 10,260.00 $ - $ 6,714.00 $ 3,546.00 3 118-01 01/20/08 $ 10,980.00 $ - $ - $ 10,980.00 4 150-01 01/24/08 $ 7,860.00 $ - $ 5,791.50 $ 2,068.50 5 207-01 02/01/08 $ 10,100.00 $ - $ - $ 10,100.00 6 354-01 02/09/08 $ 13,620.00 $ 5,614.50 $ 6,404.40 $ 1,601.10 7 248-01 02/09/08 4,900.00 $ - $ - $ 4,900.00 8 250-01 02/10/08 $ 10,500.00 $ - $ - $ 10,500.00 9 556-01 03/25/08 $ 8,980.00 $ - $ 5,932.00 $ 3,048.00 10 569-01 03/26/08 $ 8,340.00 $ - $ - $ 8,340.00 11 582-01 03/29/08 $ 10,180.00 $ - $ 4,698.81 $ 5,481.19 12 644-01 04/05/08 $ 12,580.00 $ 4,97425 $ 6,084.60 $ 1,521.15 13 808-01 05/02/08 $ 8,020.00 $ - $ - $ 8,020.00 14 819-01 05/03/08 $ 12,580.00 $ - $ 7,605.75 $ 4,974.25 15 951-01 05/29/08 $ 10,180.00 $ - $ - $ 10,180.00 16 1078-01 06/13/08 $ 11,220.00 $ 4,143.96 $ 5,666.40 $ 1,409.64 17 210002-01 06/21/08 $ 11,500.00 $ - $ - $ 11,500.00 18 150002-01 07/15/08 $ 8,140.00 $ - $ - $ 8,140.00 19 170007-01 07/17/08 $ 11,420.00 $ - $ - $ 11,420.00 20 20004-01 08/02/08 $ 8,140.00 $ - $ 2,837.50 $ 5,302.50 21 90005-01 08/09/08 $ 10,540.00 $ - $ 25.00 $ 10,515.00 22 40005-01 09/04/08 $ 11,180.00 $ 4,131.79 $ 5,638.57 $ 1,409.64 23 160001-01 09/16/08 $ 8,940.00 $ - $ - $ 8,940.00 24 260003-01 09/26/08 $ 13,580.00 $ - $ - $ 13,580.00 25 160179-01 10/31/08 $ 9,020.00 $ - $ 4,507.08 $ 4,512.92 26 160188-01 11/21/08 $ 10,700.00 $ - $ 9,630.00 $ 1,070.00 27 160190-01 11/24/08 $ 14,300M $ - $ - $ 14,300.00 28 160193-01 11/26/08 $ 11,820.00 $ - $ - $ 11,820.00 7- 12,780.00 - - $ 12,780.00 29 160203-0-1 12/12/08 $ $ $ [-�O— 160214-01 12/26/08 $ 14,300.00 $ - $ 5,041.19 $ 9,258.81 FY 2012 ADP WRITE OFFS TOTALS $ 317,160.00 $18,864.50 $76,576.80 $221,718.70 Account Original balance(or Number Date of Service Balance when sent to Adjustments Payments Final Balance collections) These accounts are with ADP(DOS=01/01/2009- 12/31/2009) 1 160007-02 01/16/09 $ 14,300.00 $ - $ - $ 14,300.00 2 160017-01 02/22/09 $ 11,500.00 $ - $ - $ 11,500.00 3 160034-02 03/21/09 14,300.00 $ - $ - $ 14,300.00 4 160035-03 03/22/09 $ 9,260.00 $ - $ 6,579.00 $ 2,681.00 3 Exhibit A Monroe County Fire Rescue Trauma Star Air Ambulance Account Receivables Write Off October 2013 5 160060-01 04/14/09 $ 14,140.00 $ - $ $ 14,140.00 6 160062-01 04/17/09 $ 10,620.00 $ - $ 5,772.00 $ 4,848.00 7 160089-02 05/25/09 $ 9,500.00 $ - $ - $ 9,500.00 8 160090-02 05/25/09 $ 9,500.00 $ - $ 5,757.30 $ 3,742.70 9 160107-02 06/13/09 $ 11,420.00 $ - $ 9,707.00 $ 1,713.00 10 160112-02 06/18/09 $ 14,780.00 $ - $ - $ 14,780.00 11 160134-01 07/08/09 $ 11,020.00 $ 4,247.22 $ 5,300.44 $ 1,472.34 12 160139-01 07/12/09 $ 11,020.00 $ - $ - $ 11,020.00 13 160158-01 08/02/09 $ 14,780.00 $ - $ 10,000.00 $ 4,780.00 14 160161-01 08/04/09 $ 15,420.00 $ - $ - $ 15,420.00 15 160178-02 08/29/09 $ 14,780.00 $ - $ - $ 14,780.00 16 160203-02 10/05/09 $ 9,820.00 $ - $ - $ 9,820.00 17 160215-02 10/23/09 $ 15,740.00 $ - $ - $ 15,740.00 18 160241-01 11/28/09 $ 12,060.00 $ - $ - $ 12,060.00 19 160270-01 12/27/09 $ 12,780.00 $ - $ - $ 12,780.00 FY 2013 ADP WRITE OFFS TOTALS $ 236,740.00 $ 4,247.22 $43,115.74 $189,377.04 497OTAL ADP,AIR WRITE OFFS FY 2012/2013 $ 411,095.74 gggg/ ag M, /E 4