10-04-2011 EMAC MINUTESPITTSYLVANIA COUNTY EMERGENCY MEDICAL SERVICES ADVISORY COMMITTEE
EMAC
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PITTSYLVANIA COUNTY EMAC MINUTES
October 4, 2011 6:30PM
Pittsylvania County Administrator’s Conference Room
Meeting was called to order by Chairman Cowan.
Roll Call:
Present: Kermit King, Tim Duffer, Scottie Adams, Scott Cowan, Jim Davis, Coy Harville.
Absent: Mt. Cross, 640 Rescue Squads, Steve Finkner, Dr. Dallara.
Agenda was provided and approved without additional items.
Minutes from the previous meeting were approved as read with the following changes. Adams motion,
King 2nd, approved unanimous.
1. Committee requested Mr. Sleeper to send memo to all EMS agencies within the County to
establish their billing rates the same as the County’s effective Nov 1, 2011.
2. Committee requested Mr. Sleeper to send memo to legal counsel to approve By-laws.
Item 1:
Med3000 Update: Scottie Adams reported that each agency should have a Privacy Officer established
and so should Pittsylvania County. The two would work together with MED3000 if billing issues arise
that require the Privacy Officer to intervene. The question for the County, who is the Privacy Officer?
This person must be someone who can on respond within a timely manner to answer any billing
question that comes from MED3000. Mr. Davis will check on this.
Mr. Adams provided a sample billing form that required the name insertion of “ABC billing entity” which
is needed by MED3000. It was agreed that it should be the same name as how the County would bill
under the name to Medicare. Staff needs to ensure that we follow up on this. Mr. Harville and Mr. Davis
will work on this.
Item 2:
No report available on By-Laws update from legal counsel. Mr. Davis will send a memo to Mr. Sleeper to
check on this.
PITTSYLVANIA COUNTY EMERGENCY MEDICAL SERVICES ADVISORY COMMITTEE
EMAC
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Item 3:
Training Schedules have been established as follows:
Cool Branch Rescue will have MED3000 rep on site October 13, meal will begin at 5:30PM, followed by
training at 6:30PM.
Blairs will host either Oct 19 or Oct 27 with the 27th being the preferred date. Training will begin at
6:30PM.
All training is open to the participating members with as many to attend is encouraged.
A future date will be established after the first two training classes.
Item 4:
County Finance Department needs to advise if the Treasurer’s Office, bank account info, and wire
transmittals is ready with MED3000. A separate Enterprise fund was approved by the Board of
Supervisors for tracking revenues and future disbursements by the EMAC. Mr. Davis will send a memo to
Mrs. Vanderhyde to check on this and report back.
Item 4A. Each participating agency needs to advise the EMAC if their department IT person has made
contact with Mr. Mark Malano with the Image Trends System? Blairs, Cool Branch and Callands has
made contact. Mt. Cross, Laurel Grove and 640 Rescue Squads need to verify to EMAC. They can contact
Mr. Davis at jim.davis@pittgov.org if they have made contact with Mr. Malano. He will report back to
EMAC.
New Business:
Item 1:
Chairman Cowan discussed the payment timeline to the agencies and percentage of payment
(drawdown). Committee read the ordinance again and it was agreed that Chairman will need to contact
Mr. Finkner to better understand the process and will report back to EMAC.
Item 2: Other Business:
Tim Duffer made motion to have Mr. Sleeper authorize County IT Department to create a web page for
EMAC. This web page will provide Public Relations information to the public as well as other notices as
deemed appropriate. Motion 2nd Mr. King, approved unanimous. Mr. Davis will notify Mr. Sleeper.
PITTSYLVANIA COUNTY EMERGENCY MEDICAL SERVICES ADVISORY COMMITTEE
EMAC
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No other items or discussion.
Next Meeting Date: November 9, 2011 6:30PM County Administrators Conference Room
Adjourn 8:30PM
Respectfully submitted:
Jim Davis