Item K2 K.2
Coty f � ,�� ,' BOARD OF COUNTY COMMISSIONERS
�� Mayor David Rice,District 4
The Florida Keys � Mayor Pro Tem Craig Cates,District I
y Michelle Coldiron,District 2
James K.Scholl,District 3
Ij Holly Merrill Raschein,District 5
County Commission Meeting
November 15, 2022
Agenda Item Number: K.2
Agenda Item Summary #11331
BULK ITEM: No DEPARTMENT: Emergency Services
TIME APPROXIMATE: STAFF CONTACT: Steven Hudson (305) 289-6342
N/A
AGENDA ITEM WORDING: Approval by the BOG to renew the Employment Agreement for the
position of Fire Rescue EMS Billing Supervisor with an increase in salary from $68,000 to $76,000
for a period of two (2) years to commence on December 12, 2022 and expire on December 11, 2024,
and authorization for the County Administrator/Fire Chief to execute all necessary documents.'
ITEM BACKGROUND:
The Fire Rescue EMS Billing Supervisor provides management and oversight of the Fire Rescue
EMS billing system for Trauma Star and Ground Ambulance transports to ensure an efficient and
accurate billing process.
The existing Employment Agreement for the EMS Billing Supervisor expires on December 12,
2022. Monroe County Fire Rescue (MCFR) is requesting approval by the BOG to renew the
Employment Agreement with an increase in salary from $68,000 to $76,000 for a period of two (2)
years to commence on December 12, 2022 and expire on December 11, 2024.
PREVIOUS RELEVANT BOCC ACTION:
On December 11, 2019, the Board of County Commissioners (BOCC)(Item C4) and the Board of
Governors (BOG)(Item Gl) approved an Employment Agreement to fulfill the position of EMS
Billing Supervisor from December 12, 2019 to December 11, 2022.
On May 16, 2018, the BOCC (C14) and the BOG (H1) approved the renewal of the Employment
Agreement for the EMS Billing Specialist from July 25, 2018 to July 24, 2020.
On December 11, 2013, the BOG approved creating positions of EMS Billing Supervisor and EMS
Billing Specialist as Monroe County contract employees and to hire individuals into those positions;
authority of Fire Chief to execute contracts.
CONTRACT/AGREEMENT CHANGES:
Employment Agreement for EMS Billing Supervisor
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STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Employment Agreement For EMS Billing Supervisor - Expires 12.11.2024
Stitt, Dina- Expires 12-11-2022
FINANCIAL IMPACT:
Effective Date: December 12, 2022
Expiration Date: December 11, 2024
Total Dollar Value of Contract: $76,000.00 Annual Base Salary x 2 Years = $152,000.00
Total Cost to County: $104,772.80 Annual Loaded Salary x 2 Years = $209,545.60 (approx.)
Current Year Portion: Approximately $82,945.16 in FY23
Budgeted: Yes
Source of Funds: 11001 =78% and 11500 = 22%
CPI: N/A
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
Revenue Producing: N/A If yes, amount: N/A
Grant: N/A
County Match: N/A
Insurance Required: No
Additional Details: N/A
11/15/22 101-11001 MEDICAL AIR TRANSPORT $81,722.78
78%
11/15/22 141-11500 FIRE& RESCUE CENTRAL $23,050.02
22%
Total: $104,772.80
REVIEWED BY:
James Molenaar Completed 10/28/2022 10:39 AM
Steven Hudson Completed 10/28/2022 7:40 PM
Purchasing Completed 10/29/2022 6:29 PM
Budget and Finance Completed 10/30/2022 11:33 AM
Brian Bradley Completed 10/31/2022 10:31 AM
Lindsey Ballard Completed 10/31/2022 2:17 PM
Board of County Commissioners Pending 11/15/2022 9:00 AM
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EMPLOYMENT AGREEMENT BETWEEN
THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS; '
THE BOARD OF GOVERNORS OF MONROE COUNTY
FIRE & AMBULANCE DISTRICT 1,AND E
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DINA STITT CL
FOR THE POSITION OF EMS BILLING SUPERVISOR 0
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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 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 & Ambulance District 1
(collectively "County")and Dina Stitt("Employee").
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WHEREAS, the County entered into an Employment Contract with Ms. Dina Stitt on
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December 12, 2019 for a period of thirty-six (36) months for the position of EMS Billing U)
Supervisor which is due to expire on December H, 2022; and 0.
WHEREAS, the parties desire to enter into a new contract to become effective on
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December 12, 2022.
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 0
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 0.
or its operations unless required by law to do so.
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B. Upon termination of this Agreement,the Employee agrees to immediately surrender
all documents, information,property and assets to Monroe County Fire Rescue("MCFR").
3. 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
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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 the County. 1-
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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 receive an
annual salary in the amount of$76,000.00.
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
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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 X
benefits set forth in the Monroe County Personnel Policies & Procedures Manual ("Manual") as 0
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said Manual may be amended from time to time.
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4. SOLE EMPLOYMENT: The Employee agrees to abide by Section 1.03 OUTSIDE
EMPLOYMENT as set forth in the Manual, and any updates thereto.
5. TERM OF AGREEMENT; TERMINATION; CANCELLATION; GENERAL
RELEASE: 0
A. Normal Term. The normal term of this Agreement will be a period of twenty-four
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(24) months commencing December 12, 2022 and terminating on December 11, 2024.
B. Extension of Time. The parties may extend the term of Agreement by written
addendum to this Agreement.
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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 upon thirty (30)
days written notice by MCFR without cause.
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ii. In entering into this Agreement,the Employee also understands that she can
be terminated at any time upon 24 hours written notice by MCFR for cause. As used in this 1-
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paragraph,the term"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;(e)gross
neglect or willful and intentional 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.
iii. 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 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. 0
6. ATTORNEY'S 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.
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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 20.
will include the plural,the plural will include the singular,and pronouns will be read as masculine,
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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 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.
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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, conditions, and portions shall remain in full force and effect as if originally agreed to
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without the term, condition, or portion 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
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 party.
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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 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. CL
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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, 2
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promises, inducements,or agreements,whether oral or written, and by whomever made. E
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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 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:
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i. "Contractor"means an individual,partnership, corporation, or business N
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entity that enters into a contract for services with a public agency and is acting on behalf of the a
public agency as provided under s. 119.011(2).
ii. "Public Agency"means a state, county, district,authority,or municipal 0
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 with public
records laws, specifically: 0
Public Records Compliance.Contractor must comply with Florida public records laws,
including but not limited to Chapter 119, Florida Statutes and Section 24 of article I of the
Constitution of Florida. The County and 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 119,Florida Statutes,and made CL
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or received by the County and Contractor in conjunction with this contract and related to contract
performance.The County shall have the right to unilaterally cancel this contract upon violation of
this provision by the Contractor. Failure of the Contractor to abide by the terms of this provision
shall be deemed a material breach of this contract and the County may enforce the terms of this
provision in the form of a court proceeding and shall, as a prevailing party, be entitled to 2
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reimbursement of all attorney's fees and costs associated with that proceeding.This provision shall 1-
survive any termination or expiration of the contract.The Contractor is encouraged to consult with
its advisors about Florida Public Records Law in order to comply with this provision.
Pursuant to F.S. 119.0701 and the terms and conditions of this contract,the Contractor is required
to:
i. Keep and maintain public records that would be required by the County to
perform the service. N
ii. Upon receipt from the County's custodian of records, provide the County
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with a copy of the requested records or allow the records to be inspected or copied within a U)
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reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise CL
provided by law.
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iii. Ensure that public records that are exempt or confidential and exempt from
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public records disclosure requirements are not disclosed except as authorized by law for the
duration of the contract term and following completion of the contract if the contractor does not
transfer the records to the County.
iv. Upon completion of the contract,transfer,at no cost,to the County all public
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records in possession of the Contractor or keep and 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 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
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applicable requirements for retaining public records. All records stored electronically must be 0.
provided to the County, upon request from the County' s custodian of records, in a format that is
compatible with the information technology systems of the County.
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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 not possess the requested records,the
County shall immediately notify the Contractor of the request, and the Contractor must provide
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the records to the County or allow the records to be inspected or copied within a reasonable time. CL
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If the Contractor does not comply with the County's request for records, the County shalt enforce 0
the public records contract provisions in accordance with the contract, notwithstanding the
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County's option and right to unilaterally cancel this contract upon violation of this provision by
the Contractor. A Contractor who fails 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
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119.10, Florida Statutes.
Contractor shall not transfer custody, release, alter, destroy or otherwise dispose of any public N
records unless or otherwise provided in this provision or as otherwise provided by law.
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IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
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CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING
TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC
RECORDS, BRIAN BRADLEY, AT (305) 292-3470. D .X
BR IA. 1111F ,� MONROE COUNTY
ATTORNEY'S OFFICE, 1111 12th STREET, SUITE 408, KEY WEST, FL I-
33040.
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(signatures on next page)
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IN WITNESS WHEREOF,the parties have set their hands and seals, in the County of
Monroe, Florida this day of , 2022.
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MONROE COUNTY FIRE RESCUE
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Steven Dgltally signed by Steven b—b mAAee
DN cn=Steven Hudson,—M.b— W
County Fire Rescue,ou=Emergency CL
Hudson Services emai .bbt 4
Steven@manmecounty-13-0,00US
By: Date'.2022.10.28 0I.1 fi.13-04'00' y�,
Steven Hudson,Fire Chief
WITNESS: EMPLOYEE
By: .......... By: CN
Dina Stitt
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(SEAL) BOARD OF COUNTY COMMISSIONERS
Attest: Kevin Madok, Clerk OF MONROE COUNTY, FLORIDA 0
By: By:
As Deputy Clerk Mayor/Chairman
BOARD OF GOVERNORS OF FIRE
AND AMBULANCE DISTRICT 1 OF
MONROE COUNTY, FLORIDA Im
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By:
James D. ol9ltaly signed by James 0. Mayor/Chairperson
Molenaar
Molenaar Date:2022.101712:2759.04'W 0
Approved as to Form and Legal Sufficiency
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James D. Molenaar
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Asst. County Attorney E
MONROE COUNTY ATTORNEY'S OFFICE
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MONROE COUNTY
FLORIDA
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Job Description
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To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily, 1-
Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions 0
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 job description, but which may be reasonably considered 0
to be incidental in the performing of their duties just as though they were actually written out in this job description.
Job Title: EMS Billing Supervisor, Fire Rescue
Department: Fire-Rescue Services
Pay Grade: 310
FLSA Status: Non-exempt CN
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JOB SUMMARY
The primary function of this position is to be responsible for the implementation and
management of an EMS billing program. This includes: the review of patient care reports; CL
verification of trip data, patient demographic, payment, and insurance information; selection of
procedure codes,diagnosis/condition codes and modifiers; claims submission and follow up; and
account postings and receivables for air and ground ambulance transports.
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ESSENTIAL JOB FUNCTIONS
• Develops, implements, and manages EMS billing program. E
• Drafts and submits for approval and adoption ambulance billing policies and procedures.
• 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 Assurance. o
• Ensures appropriate pre-billing assignment of condition codes, modifiers, levels of service,
and other relevant claim data. E
• Liaisons with area hospitals to facilitate accurate collection of billing information.
• Prepares and ensures accurate timely and compliant claims submissions.
• Reviews and analyzes remittance advice, identifies and investigates denied and rejected
claims, identifies possible resolutions and resubmits or appeals claims if applicable.
• Posts payments to accounts, reconciles lockbox, and completes billing to secondary payers CL
and/or patient. E
• Initiates collection actions including contacting patients by phone, arranging payments, and
correcting and resubmitting claims to third party payers.
• Analyzes and manipuiates data, writes queries and generates billing,financial, and incident
reports using a variety of software and reporting programs.
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EMS Billing Supervisor,Fire Rescue Page 2
• 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.
• 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.
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• Works closely with the County's Internal Audit Department during ambulance billing audits.
• Supervises Air Resident(Trauma Star)waiver program.
• Prepares annual air and ground ambulance, and Air Resident Waiver write-offs for
presentation and action by the BOCC.
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• Maintains strictest confidentiality; adheres to all HIPAA y guidelines/regulations and
County/Department Policies and Procedures.
• Performs other related job duties as assigned. E
QUALIFICATIONS
Education and Experience:
Associates degree required. 5 years minimum of prior related work experience.
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Special Qualifications: N
Certified medical coder preferred. Certified Ambulance Coder within one year of employment. U)
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Knowledge, Skills and Abilities:
• Ability to make recommendations or decisions which usually affect the assigned
department, but may at times affect operations, services, individuals, or activities of 0
others outside of the assigned department.
• Ability to use and apply technical and detailed guidelines. CL
• Moderate analytic ability is needed to gather and interpret data where results/answers
can be found after analysis of several facts. E
• Ability to use independent judgment to study previously established, often partially
relevant guidelines; plan for various interrelated activities; and coordinate such activities
within a work unit or while completing a project.
• Ability to maintain regular internal and external contacts to carry out programs and to _
explain specialized matters.
• Ability to maintain contact with officials at higher levels on matters requiring cooperation, E
explanation and persuasion, as well as with the public involving the enforcement of
regulations, policies and procedures.
• Ability to provide limited supervision for one or more functions within a department.
• Ability to plan, assign, direct, and coordinate the work of these functions.
• Ability to perform some non-supervisory duties in addition to supervisory responsibilities. CL
• Ability to perform staff evaluations and make recommendations regarding pay and/or E
performance.
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Monroe County,FL EMS Billing Supervisor,Fire Rescue Updated:2/28/2020
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EMS Billing Supervisor,Fire Rescue Page 3
PHYSICAL DEMANDS
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The work is sedentary and requires exerting up to 10 pounds of force occasionally and/or
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:
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• Manual Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers >%
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rather than with the whole hand as in handling. CL
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• Mental Acuity: Ability to make rational decisions through sound logic and deductive 1-
processes. 0
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• Repetitive Motion:Substantial movements (motions) of the wrist, hands, and/or fingers. i!
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• Speaking: Expressing or exchanging ideas by means of the spoken word including the
ability to convey detailed or important spoken instructions to other workers accurately
and concisely. S
• 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.
• Visual Acuity. Have close visual acuity to perform an activity such as: preparing and
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analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive N
reading. 17
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• Walking: Moving about on foot to accompllish tasks, particularly for long distances or It-
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moving from one work site to another. 2!
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WORK ENVIRONMENT
Work is performed in a dynamic environment that requires sensitivity and responsiveness to 0
changes that include goals, priorities, and needs of the organization and position.
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Monroe County has the right to revise this job description at any time. This
description does not represent in any way a contract of employment.
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............� -—----- ...............
Employee Signature Date 0
05/19/2022 E
Supervisor or Director Signature Date
Di,11ally signed by Bryan Cook
Bryan CookDaW 2022 06.03 O&W35-04'W
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Director of Employee Services Signature Date >%
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E.O.E. Monroe County does not discriminate on the basis of race, color, national origin, gender, religion, age,
disability or military service in employment or the provision of services. E
Monroe County,FL EMS Bitting Supervisor,Fire Rescue Updated:2/28/2020
1 Packet Pg. 2489
cVA count"
P ... Kevin Madok, CPA
;a•......... Clerk of the Circuit Court&Comptroller—Monroe County, Florida
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DATE: January 6, 2020
TO: Cheri Tamborski
Emergency Services
FROM: Pamela G. Haihco .C.
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SUBJECT: December 11'BOCC Meeting
Attached is an electronic copy of the following item for your handling:
C4& G1 Employment Agreement/Contract wide Dina Stitt to fulfill die position of CL
Fire Rescue EMS Billing Supervisor effective on December 12, 2019; and authorization for the
County Administrator/Fire Chief to execute all necessary documents.
Should you have any questions, please feel free to contact me at (305) 292-3550. CL
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cc: County Attorney
Finance
File
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 Plan
305-294-4641 305-289-6027 305-852-7145 305 Packet Pg. 2490
K.2.b
EMPLOYMENT AGREEMENT BETWEEN
THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS;
THE BOARD OF GOVERNORS OF MONROE COUNTY
FIRE & AMBULANCE DISTRICT 1, AND
DINA STITT
FOR THE POSITION OF EMS BILLING SUPERVISOR
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 political
subdivision of the State of Florida, whose main business address is 1100 Simonton Street, Key
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West, Florida 33040; the Board of Governors of Monroe County Fire & Ambulance District 1 0
(collectively"County") and Dina Stitt ("Employee").
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WHEREAS, the County previously entered into an Employment Contract with Ms. Jan
Purdin on October 181h, 2017 for a period of thirty-six (36) months expiring on August 20, 2020
in the position of EMS Billing Supervisor; and
WHEREAS, Ms. Jan Purdin has tendered her resignation effective December 12, 2019; N
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and
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WHEREAS,the County has conducted an internal and external applicant search to fill the
open position and has selected Ms. Dina Stitt, the Billing Department's current senior Billing
Specialist to fill the position; and
WHEREAS, the parties desire to enter into a new contract to become effective on
December 12, 2019. LO
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").
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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 Monroe County Fire Rescue ("MCFR").
3. 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 0.
Standards Act. Work hours performed, annual leave, personal leave, and sick leave hours taken
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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
receive an annual salary in the amount of$68,000.
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
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-
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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
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benefits set forth in the Monroe County Personnel Policies & Procedures Manual
("Manual") as said Manual may be amended from time to time.
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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:
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A. Normal Term. The normal term of this Agreement will be a period of thirty-six
(36) months commencing December 12, 2019 and terminating on December 11, 2022.
B. Extension of Time. The parties may extend the term 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 MCFR; and that the Employee can be terminated at any time
upon thirty (30) days written notice by MCFR without cause.
ii. In entering into this Agreement, the Employee also understands that she can CL
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be terminated at any time upon 24 hours written notice by MCFR for cause.
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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 CL
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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
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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 N
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involving moral turpitude; (e) gross neglect or willful and intentional N
misconduct ; (f) conviction of a crime; (g) violation of a provision of the N
Monroe County Code; or (h) breach of any material term or condition of this
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Agreement by the Employee.
iii. 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 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
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K.2.b
entitled under Chapter 447, Florida Statutes.
6. ATTORNEY'S 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. 0.
Wherever used herein, the singular will include the plural, the plural will include the L-
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.
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8. OTHER TERMS AND CONDITIONS:
A. Except as set forth herein, the Employee is subject to all terms and conditions set N
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forth in the Monroe County Personnel Policies & Procedures Manual ("Manual") N
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as may be amended from time to time. To the extent there is a conflict between
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the terms of this Agreement and the Manual, the terms of this Agreement shall
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prevail. X
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, conditions, and portions shall remain in full
force and effect as if originally agreed to without the term, condition, or portion
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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
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 party.
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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
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 0.
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the matters contained herein. It is further agreed that there are no commitments, L-
agreements, inducements, or understandings concerning the subject matter of this 2.1
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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. 00
F. The text herein constitutes the entire agreement between the Employee and the
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County, and this agreement cannot be amended except by a written document Q
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mutually agreed to and executed with the same formalities as this Agreement. The
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rights and obligations of this Agreement are personal to the Employee and cannot U)
be assigned or transferred.
9. CONTRACTS; PUBLIC RECORDS-F.S.119.0701:
A. For purposes of this section, the term:
i. "Contractor"means an individual, partnership, corporation, or business entity
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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). '
ii. "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.
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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
with public records laws, specifically:
Public Records Compliance. Contractor must comply with Florida public records
laws, including but not limited to Chapter 119, Florida Statutes and Section 24 of
article I of the Constitution of Florida. The County and Contractor shall allow and
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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 119, Florida Statutes, and made or received by the County and
Contractor in conjunction with this contract and related to contract performance. The 0.
County shall have the right to unilaterally cancel this contract upon violation of this L-
provision by the Contractor. Failure of the Contractor to abide by the terms of this
provision shall be deemed a material breach of this contract and the County may
enforce the terms of this provision in the form of a court proceeding and shall, as a
prevailing party, be entitled to reimbursement of all attorney's fees and costs 00
associated with that proceeding. This provision shall survive any termination or
expiration of the contract. The Contractor is encouraged to consult with its advisors N
about Florida Public Records Law in order to comply with this provision.
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Pursuant to F.S. 119.0701 and the terms and conditions of this contract,the Contractor U)
is required to: 0.
i. Keep and maintain public records that would be required by the County to
perform the service.
ii. Upon receipt from the County's custodian of records,provide the County with a
copy of the requested records or allow the records to be inspected or copied within
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a reasonable time 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
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law for the duration of the contract term and following completion of the contract
if the contractor does not transfer the records to the County.
iv. Upon completion of the contract, transfer, at no cost, to the County all public
records in possession of the Contractor or keep and 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 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 requirements for retaining public records. All records stored 0.
electronically must be provided to the County, upon request from the County' s L_
custodian of records, in a format that is compatible with the information technology
systems of the County.
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 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 Q
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inspected or copied within a reasonable time.
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If the Contractor does not comply with the County's request for records,the County
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shall enforce the public records contract provisions in accordance with the contract,
notwithstanding-the County's option and right to unilaterally cancel this contract
upon violation of this provision by the Contractor. A Contractor who fails 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.
Contractor shall not transfer custody, release, alter, destroy or otherwise dispose of
any public records unless or otherwise provided in this provision or as otherwise
provided by law.
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IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION
OF CHAPTER 119,FLORIDA STATUTES, TO THE CONTRA CTOR' S DUTY
TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT,
CONTACT THE CUSTODIAN OF PUBLIC RECORDS, BRIAN BRADLEY,
AT (305) 292-3470. BRADLEY-BRIAN@MONROECOUNTY-FL.GOV,
MONROE COUNTY ATTORNEY'S OFFICE, 1111 12th STREET, SUITE 408,
KEY WEST, FL 33040.
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IN WITNESS WHEREOF, the parties have set their hands and seals, in the County of
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Monroe, Florida this 1 Ith day of December, 2019. E
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MONROE COUNTY FIRE RESCUE
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- By:
James K. Callahan, Fire Chief
ES' EMPLOYEE
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By: `6�6 By: CN
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Dina Stitt
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MONROE COUNTY BOARD OF COUNTY
DOK, MONROE COUNTY COMMISSIONERS
By:
Deputy Clerk ayor
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MONROE COUNTY ATTORNEY BOARD OF GOVERNORS OF FIRE AND
AMBULANCE DISTRICT 1 OF MONROE
COUNTY, FLORIDA
y: By:
Assist t County Attorney Mayor/ Chairperson
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Exhibit A
MONROE COUNTY
JOB DESCRIPTION
Position Title: Fire Rescue EMS Billing Supervisor Reports to:Battalion Chief of
Administration
Position Grade: 310 FLSA Status: Non-Exempt Class Code: W/C CODE:
310-22
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,diagnosis/condition codes and modifiers;claims submission and
follow up;and account postings and receivables for air and ground ambulance transports.
KEY RESPONSIBILITIES o
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1. *Develops,implements and manages EMS billing program. E
2. *Drafts and submits for approval and adoption billing policies and procedures.
3. *Reviews or supervises review of ePCR reports to ensure complete and accurate patient demographic,trip, 0
billing,and insurance information;refers incomplete or inaccurate records to Battalion Chief of
Administration. CL
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 claims 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 lockbox,and completes billing to secondary payers and/or patient.
9. *Initiates collection actions including contacting patients by phone,arranging payments,and correcting and N
resubmitting claims to third party payers. Q
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 CL
and charges,and makes recommendations for modifications of County rates as necessary.
13. *Works closely with the County's internal audit department during ambulance 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 and BOO.
16. *Maintains 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.
18. *Assignment to a variety of tasks and/or schedules during mandatory work periods in special,emergency,or
disaster situations.
*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 em to ees assi ed to this job.
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KEY JOB REQUIREMENTS,
Education: Associates degree or acceptable combination of education and management experience is
required. Certified Ambulance Coder preferred.
Experience: 5 to 7 years'experience in medical billing and coding required,at least 3 of which must
have involved ambulance billing. A minimum of 3 years'related professional
management/supervisory experience required.
Leadership: I oversee,plan,and implement major programs and services for the organization.I report
on my progress to the or ization's executive team.
Complexity. I oversee work that involves the use of complex technical,scientific,or mathematical
concepts,that increases the efficiency and effectiveness of the organization.I analyze and
make recommendations on how to improve the operational performance of the
organization.
Decision Making: I oversee numerous functions and staff.I am principally responsible for determining
policies and procedures that will ensure the success of our operation.
Relationships: I provide updates to senior managers,elected officials,or other community groups or
organizations.I work regularly with other Directors or senior managers to ensure the E
provision of efficient and effective services.Part of my performance is tied to how well I 2
respond to members of the community or internal peers within the organization. CL
Working Conditions: I work in a dynamic environment that requires me to be sensitive to change and
responsive to changing oalspriorities,and needs.
On call May be required to provide disaster assistance during times of emergency's in any
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requirements: capacity deemed appropriate.
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Other: Must be a non-user of tobacco products as required by Florida Statutes.As a condition of
employment,agrees to never begin the use of tobacco products while employed by
Monroe County Fire Rescue.
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APPROVALS Q
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Department Head:
Name: ( !y( "h ---� Signature: Date: ✓v ��� T_
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County Administrator:
Name: (' _ Signat Date: 19
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On this date,I have received a copy of my job description relating to my employment with Monroe County.
Name: Signature: Date:
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