02/22/82 Board of Public Works Minutes

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213 n REGULAR MEETING FEBRUARY 22. 1982 Sheridan. He stated that the supplemental agreement provides for an additional fee of $3,000.00 to Clyde E. Williams for design of traffic signals at Sheridan. Upon a motion made by Mr. Leszczynski, seconded by Mr. Hill and carried, the supplemental agreement was approved. APPROVE FIRE DEPARTMENT EMERGENCY MEDICAL SERVICE USER FEE COLLECTION PROCEDURE Mr. Hill stated that formal approval was needed from the Board on a user fee collection procedure for the Fire Department's ambulance service, said procedure being used by the city during the past. He stated that the procedure provides for the collection of unpaid emergency medical service bills and a write-off procedure for bills which are determined to be uncollectible. Upon a motion made by Mr. Hill, seconded by Mr. Kernan and carried, the following procedure presently used by the city was formally adopted and approved: SOUTH BEND FIRE DEPARTMENT E.M.S. USER FEE COLLECTION PROCEDURE (to be submitted to the State Board of Accounts) A. INITIAL BILLING Within three (3) to five (5) days of the rendering of service to E.M.S. user, the user and/or responsible party is billed by the E.M.S. Office on State Board approved billing forma The E.M.S. Office also records the run on the Master Log and includes the amount of the billing in the total amount billed for the day of the occurence. B. FOLLOW UP BILLING Thirty (30) days from the date of the initial bill- ing, the E.M.S. Office compiles all accounts which have been mailed the initial invoice statement, and which have not been paid, and sends follow-up statements entitled "Second Billing". Those accounts which have given a response to the initial billing, or where insurance companies have replied to the billing, do not receive a second statement. Thirty (30) days from the date of the second state- ment, the E.M.S. Office compiles all accounts which have been mailed the first and second billing state— ments, and which have given no reply, and sends a follow-up statement entitled "Final Bill". A statement is included on this billing that advises the user or responsible party that "Unless payment is received within thirty (30) days, this account will be referred to a. collection agency. C. COLLECTIONS After the third billing statement is sent, the E.M.S. Office compiles all accounts which remain unpaid, prepares a history of the accounts, and forwards the accounts to the collection agency under contract with the City. In the event that insurance payment is in process, the account is not sent to the collection agency. In the event that the user or responsible party has three (3) or more outstanding billings in the processing period (90 days), or a bill exceeding One Hundred Dollars ($100.00), the account is sent to the Deputy City Attorney in charge of collection for legal action.