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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From:
Larry R. Pitzer, Fire Chief
Subject:
Resolution Authorizing the City of San Bernardino
Fire Department to enter into a billing services
agreement with Stat Physicians' Services for first
responder, paramedic, and membership program
fees.
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Dept: Fire
Date:
July 26,2001
MC/C Meeting Date:
August 20, 2001
Synopsis of Previous Council Action:
03/20/97
Resolution authorizing the execution of an agreement with Stat Physicians' Service to provide
billing services for the collection of fees for emergency medical services.
RECOMMENDATION:
Adopt resolution.
Contact Person: Larry R. Pitzer Phone: (909) 384-5286
Supporting data attached: Staff Report. Resolution. Agreement Ward: Citv Wide
FUNDING REQUIREMENTS:
Amount:
$46,410
Source:
(Acct. No) 001-201-5505
Finance:
(Acct. Description) Other Professional
~ Services
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Council Notes:
170<\ JJ2cC'\- ,;J0;A
Agenda Item No. J.J
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STAFF REPORT
SUBJECT
Resolution authorizing the City of San Bernardino Fire Department to enter into a billing service
agreement with Stat Physicians' Services for first responder, paramedic, and membership
program fees.
BACKGROUND
Stat Physicians' Services is a medical billing agency located in the City of San Bernardino that
has provided the City of San Bernardino Fire Department billing services since 1994. The
company has a proven track record of excellent billing and collections with the Fire Department.
Weare requesting that the billing contract be awarded to Stat Physicians' Services as a selective
source. This request is because of the advantages of a local company, the existing relationship,
and excellent track record of service from the company. The most recent contract was entered
into on May 1, 1997 through April 30, 2000; there was an option to renew annually for up to two
years. Both parties agreed to continue the contract until a successor contract could be
established. Failure to "officially" renew the contract in a timely manner was an oversight.
The billing process is initiated when Emergency Medical Services (EMS) personnel collect
patient information on an EMS run sheet due to a service call (9-1-1). The forms are collected
and brought to administration for accuracy and completeness. They are then forwarded to Stat
Physicians' Services, the bill processing vendor, for EMS user fee bill generation and collection.
Fire Department personnel provide basic life support (BLS) and advanced life support (ALS)
services at medical aid calls. A charge of $100 for BLS and $200 for ALS calls is billed to
persons receiving the help.
Also, Stat Physicians' Services has a database that incorporates all membership enrollees. The
membership is renewed annually and the individuals are notified by Stat Physicians' Services
monthly when renewal is due. The membership program is designed to assist our city residents
with affordable EMS. Enrollees in the membership program are not billed by the Fire
Department for service calls. One membership is sold per household; consequently, all family
members living within the household are covered by the membership. The City has two annual
membership fees $24.00 and $12.00 (low-income members). In FY 00101 there were 947
enrolled members in the program that generated $21,500 in revenues for the City.
Stat Physicians' Services is currently receiving an eight percent compensation rate for their
services, based on seven percent for the collections of EMS user fee and membership program,
and one percent for statistical information and reports that they provide. The statistical reports
included: miles per run, destination, average time, and average number of calls by date, day, and
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time. Because of our ability to collect data and produce reports from our new computer aided
dispatch, we no longer need reports from Stat Physicians' Services. Consequently, we have
adjusted their percentage to reflect their new compensation of seven percent for billing services.
FINANCIAL IMPACT
The projected emergency medical service user fee collection for FY 01-02 is $640,000 and
$23,000 in revenue from the membership program is also anticipated in FY 01-02, for a
combined total revenue of $663,000. Compensation to Stat Physicians' Services is a percentage
not to exceed seven percent (7%) of amounts collected on behalf of the Fire Department under
the billing program.
Therefore, it is estimated that Stat Physicians' Services will be paid approximately $46,410
annually. Funding in the amount of $50,000 for this contract was included in the FY 01-02 Fire
Department budget, account 001-201-5505. If revenues exceed projections, the contract costs
will increase accordingly. However, the increased revenue will offset the increased contract
cost.
RECOMMENDATION
Adopt Resolution.
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINIO AUTHORIZING THE CITY OF SAN BERNARDINO FIRE
DEPARTMENT TO ENTER INTO A BILLING SERVICES AGREEMENT WITH STAT
PHYSICIANS' SERVICES FOR FIRST RESPONDER, PARAMEDIC, AND MEMBERSHIP
PROGRAM FEES.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AS FOLLOWS:
SECTION 1. The City and Stat Physicians' Services wish to enter into a two-year contract
with one one-year renewal option regarding billing services for first responder, paramedic,
membership program fees;
SECTION 2. The Mayor or her designee is hereby authorized and directed to execute on
behalf of City said Services Agreement with Stat Physicians' Services, a copy of which is attached
hereto, marked Attachment "A" and incorporated herein by reference as fully as though set forth at
length;
SECTION 3. Said agreement will be for collection services for the period of September 1,
2001 through June 30, 2003 with one one-year renewal option, contingent upon funds being available
and allocated in the budget.
SECTION 4. The authorization to execute the above referenced Agreement is rescinded if the
parties to the Agreement fail to execute it within sixty (60) days of the passage of this resolution.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDIN!O AUTHORIZING THE CITY OF SAN BERNARDINO FIRE
DEPARTl\1ENT TO ENTER INTO A BILLING SERVICES AGREEl\1ENT WITH STAT
PHYSICIANS' SERVICES FOR FIRST RESPONDER, PARAl\1EDIC, AND l\1EMBERSHIP
PROGRAM FEES.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common
Council of the City of San Bernardino at a
meeting thereof, held on
the
day of
,2001 by the following vote, to wit:
COUNCILl\1EMBERS
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
LIEN
MCGINNIS
SCHNETZ
SUAREZ
ANDERSON
MC CAMMACK
Rachel Clark,
City Clerk
The foregoing resolution is hereby approved this
2001.
day of
Judith Valles. Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN
City Attorney
B~i.~
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Attachment "A"
SERVICES AGREEMENT
THIS AGREEMENT is entered into this 1st day of September, 2001, between Stat
Physicians' Services ("CONTRACTOR") and the CITY OF SAN BERNARDINO ("CITY)".
WHEREAS, CITY has need for billing services for first responder and paramedic fees;
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WHEREAS, CONTRACTOR is competent, experienced and able to perform said
services; and,
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WHEREAS, CONTRACTOR has provided the most advantageous and best responsible
proposal for such services;
NOW THEREFORE, the parties hereto agree as follows:
1. CONTRACTOR shall furnish billing services as indicated below:
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A. Initial invoices will be mailed out within 3 days of receipt of paramedic run tickets.
The following billing schedule will be followed:
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Initial Invoice
Second Notice
Past Due Notice
Collection
Final Demand
Immediately
30 days
45 days
60 days
75 days
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B. All follow-up work required in order to collect insurance payments, including
additional correspondence and telephone calls, will be performed by the
CONTRACTOR and logged automatically in the patient's ledger.
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C. CONTRACTOR will maintain current membership roster for the Paramedic
Membership Program. The CONTRACTOR will bill for and maintain any new
Membership Program the CITY may develop as well as renewal notices.
D. CONTRACTOR will submit to the CITY documentation of each time they work a
delinquent account, whether it be a phone call or correspondence with the patient or
insurance company. A notation will be made on the patient's record of the date and
information leamed from the contact person. Information such as mail returned or
phone disconnected, etc., will also be recorded. The CONTRACTOR has a message
box on their statements where the patient will be informed he/she is delinquent, and if
no response, a deadline before collection and then a final demand all in the time frame
the CITY prefers (up to 75 days).
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E. Over 90 day cash accounts will be referred to the CITY along with above
documentation of contact and recommendation made for turnover to collection agency
or recommendation for write-off.
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F. CONTRACTOR will provide two separate reports to the CITY, one for those
recommended for collection and the other for recommended write-offs. These reports
to be generated twice a month.
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G. Both reports will include all information regarding the patient: name, date of service,
employer, reason why account is uncollectible, proof and dates of the
CONTRACTOR's attempts to collect on the account. Upon approval and direction by
the CITY, the CONTRACTOR will reference in billing history the date account is
written-off and reference collection agency assigned to account. The CONTRACTOR
will then return to the CITY accounts to be assigned to outside collection agency.
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H. CONTRACTOR will collect and log into departmental receipt all funds collected as a
result of services provided by the CITY within two days of receipt. They will be
logged by the CONTRACTOR and delivered to the CITY by mail/courier. A check
will be issued to the CITY monthly with a detailed report showing all payments,
refunds, and adjustments.
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2. Over the term of this Agreement, CONTRACTOR shall be paid for such services an amount
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equal to 7% of bill collections.
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3. CONTRACTOR shall provide Fire Department with a monthly invoice in arrears and shall be
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provided payment within thirty (30) days therefrom. CITY retains the right to challenge all or
any part of an invoice.
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4. The initial term of this Agreement shall be two (2) years from the date first shown above and
is subject to termination by either party upon thirty (30) days written notice to the other. There
may be one-year extensions.
5. CONTRACTOR shall indemnify, defend and hold CITY, its officers, employees and agents
harmless from any claim, demand, liability, suit, judgment or expense (including, without
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limitation, reasonable costs of defense) arising out of or related to CONTRACTOR's
performance of this agreement, except that such duty to indemnify, defend and hold harmless
shall not apply where injury to person or property is caused by CITY's willful misconduct or
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sole negligence. The costs, salary and expenses of the City Attorney and members of his office
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in enforcing this Agreement on behalf of the City shall be considered as "attorney's fees" for
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the purposes of this paragraph.
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6. While not restricting or limiting the foregoing, during the term of this Agreement,
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CONTRACTOR shall maintain m effect policies of comprehensive public, general, and
automobile liability insurance, in the amount of $1,000,000 combined single limit, and
statutory worker's compensation coverage, and shall file copies of said policies with the
CITY's Risk Manager prior to undertaking any work under this Agreement. The policies shall
name the CITY as an additional insured and shall provide for ten (10) day notification to the
CITY if said policies are terminated or materially altered.
CONTRACTOR shall perform work tasks as directed by the Fire Chief or designee, but for all
intents and purposes, CONTRACTOR shall be an independent contractor and not an agent or
employee of the CITY.
8. In the performance of this Agreement and in the hiring and recruitment of employees,
CONTRACTOR shall not discriminate on the basis of race, creed, color, religion, sex,
physical handicap, ethnic background or country of origin.
Any notice to be given pursuant to this Agreement shall be deposited with the United States
Postal Service, postage prepaid and addressed as follows:
TO THE CITY:
Larry Pitzer, Fire Chief
City of San Bernardino Fire Department
200 East Third Street
San Bernardino CA 92410
TO THE CONTRACTOR
Stat Physicians Services
P.O. Box2310
San Bernardino CA 92406
(909) 425-8155
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Nothing in this paragraph shall be construed to prevent the giving of notice by personal
service.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day
by: Stat Phvsicians Services
Business Name
Authorized Signature
Name: Patricia Scott
Title: President
CITY OF SAN BERNARDINO
by:
Judith Valles
Mayor
City of San Bernardino
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OFFICE OF THE CITY CLERK
RAcHEL G. CLARK, C.M.C. - CITY CLERK
'"
P.O. Box 1318 . San Bernardino' CA 92402
300 North "D" Street. San Bernardino' CA 92418-0001
909.384.5002. Fax: 909.384.5158
Business Registration Division: 909.384.5302
Passport Acceptance Facility: 909.384.5128
www.cLsan-bernardino.ca.us
August 28, 2001
Patricia Scott
Stat Physicians Services
P.O. Box 2310
San Bernardino, CA 92406
Dear Ms. Scott.
At the Mayor and Common Council meeting of August 20, 200 I, the City of San Bernardino
adopted Resolution 2001-262 - Resolution authorizing the City of San Bernardino Fire
Department to enter into a billing services agreement with Stat Physicians' Services for first
responder. paramedic. and membership programfees.
Enclosed is one (1) original agreement. Please sign in the appropriate location and return the
original agreement to the City Clerk's Office, Attn: Michelle Taylor, P.O. Box 1318, San
Bernardino, CA 92402, as soon as possible.
Please retain a copy of the agreement/or yourfiles.
Please be advised that the resolution and agreement will be null and void if not executed
within 60 days, or by October 19, 2001.
If you have any questions, please do not hesitate to contact me at (909)384-5002.
Sincerely,
-i j'
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Michelle Taylor
Senior Secretary
Enclosure
cc: Larry R. Pitzer, Fire Chief
CITY OF SAN BERNARDINO
ADOPTED SHARED VALVES: Integrity' Accountability' Respect for Human Dignity' Honesty
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
September 17, 2001
TO:
Larry R. Pitzer, Fire Chief
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2001-262 - Stat Physicians' Services
CC:
Finance
Attached is a copy of the billing services agreement between the City of San Bernardino Fire
Department and Stat Physicians' Services for first responder, paramedic, and membership
program fees. The original agreement is on file in the City Clerk's Office.
If you have any questions, please call me at ext. 3206.
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 8-;)0-(:,1 Item #
Vote: Ayes II L{ -'\ Nays-e-
Change to motion to amend original documents: -
2..."':, Resolution # '2CDI-d(,;;).
Abstain -G- Absent d, ,"",
Reso. # On Attachments: L Contract term: ~CI - to 121:-) } () ::\
I
Note on Resolution of Attachment stored separately: -=-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
Date Sent to Mayor: 15-- ;).;)-01
Date of Mayor's Signature: 2s'-23 "0/
Date ofClerklCDC Signature: '6-23-0\
Date MemolLetter Sent for Signature:
is- d~0\
NullNoid After: 10(') OAqj J 10 -I q - () I
I I
By: -
Reso. Log Updated: V
Seal Impressed: v
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached: ./ Date Returned: <if -/:)-0 I
See Attached:
See Attached:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234,655,92-389):
Copies Distributed to:
City Attorney / Code Compliance
Dev. Services
Parks & Rec.
Police
Public Services
Water
Notes:
Yes---L No By
Yes No --L.. By
Yes No-L By
Yes No v By
Yes No / By
-
EDA
Finance ,,/
Others: h i2..f:;;'
MIS
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.l
Ready to File: ~ Date: ~l
Revised 01/12/01