06-13-2012 EMAC MINUTESPITTSYLVANIA COUNTY EMERGENCY MEDICAL SERVICES ADVISORY COMMITTEE
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PITTSYLVANIA COUNTY EMAC MINUTES
June 13, 2012 6:30PM
Pittsylvania County Administrator’s Conference Room
Captain Martin’s Building Center St
Chatham, VA
Meeting was called to order by Chairman Cowan.
Roll Call:
Present: Jennifer Maurkais (Callands Rescue), Scott Cowan, Jim Davis, Scottie Adams, Riley Adkins,
Marshal Ecker,
Absent: 640 Rescue Squad, Steve Finkner, Dr. Dallara, Blairs Fire & Res.
Agenda was provided and approved.
Minutes from the previous meeting were approved.
Item 1: Status review of reporting to MED 3000.
Chairman Cowan mentioned that Gary Matthews is no longer our representative with MED 3000
and has since been replaced with Jackie Herrera. Below is an email excerpt from her to the Chairman.
“----- Original Message -----
From: Jackie Herrera
To: Scott Cowan
Sent: Wednesday, June 06, 2012 12:57 PM
Subject: RE: Update EMAC
Hi Scott,
PITTSYLVANIA COUNTY EMERGENCY MEDICAL SERVICES ADVISORY COMMITTEE
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I was planning to e-mail you about getting the face sheet information and insurance for the calls from the
agencies. That is one area that needs major improvements. We don’t regularly receive the face sheet
information from them and sometimes not at all. In some cases if we do receive them it is long after we
have received the calls for billing. This slows the process down to bill the insurance companies when we
rely on the patients to respond to our request for information to bill. In most cases the patient rarely
responds with the billing information so we cannot send the claims to the insurance companies for
payment.
Please stress to each of the squads they need to send us the face sheet information consistently for all
calls and in a timely manner. As we discussed they can fax or mail these face sheets to the billing office
and we will process them. Another option would be for the crews to populate the insurance information
on the e-pcr runsheet in ImageTrend. There are fields in the system to enter the billing information
directly onto the call which would allow us to bill immediately to the insurance when we receive the call.
Something to consider to help improve on collections.
Also, just remind everyone again to be sure they are updating the status of the runs for us to pull in a
timely and consistent manner.
In the original set up the only person that was authorized to access the report portal was the County
Finance Director. It was my understanding she was going to provide the reports to each agency. Is that
happening? If there needs to be changes made to the set up please let me know. In order to establish
access for each squad it would require an authorization to add specific individuals’ access to the report
portal.”
Chairman Cowan stated that the main problem is face sheets are slow in coming in. Fax or mail
them as quickly as possible to MED3000.
Scottie Adams provided the following information to all agencies concerning face sheets:
“Below is the address to send the face sheets and the name of the supervisor assigned to us:
Mendy DiFrancesco | EMS Billing Supervisor
MED3OOO, Inc. |
3131 Newmark Drive | Suite 100 | Miamisburg , OH | 45342
The fax is 937-291-2971”
Mr. Ecker requested that the County contact MED3000 to show a running balance on each
agency with a monthly report to indicate the amount that has been billed and is outstanding to be
collected. This will provide the agencies a clearer picture of the billing per agency and not just
show what is being sent to the county. Jim Davis will contact Finance Director to request this.
PITTSYLVANIA COUNTY EMERGENCY MEDICAL SERVICES ADVISORY COMMITTEE
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Item 2: Financial Update
Jim Davis provided a financial update from the County Finance Director. Current information is provided
below:
Jim Davis advised that the information shown is always 30 days behind due to County Accounting
methods.
Item 3: Payment schedule change from once per year to quarterly
Chairman Cowen provided a letter to the committee (copy below) that is being sent to the County
Administrator requesting a change in the ordinance to allow agencies to be able to draw down their
funds beginning in January 2013. After reviewing the letter the committee agreed to send the letter.
PITTSYLVANIA COUNTY EMERGENCY MEDICAL SERVICES ADVISORY COMMITTEE
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New Business:
No other items or discussion.
Next Meeting Date: September 12, 2012 6:30PM County Administrators Conference Room Capt. Martins
Building Center St, Chatham.
Adjourn 7:45PM
Respectfully submitted:
Jim Davis