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HomeMy WebLinkAbout001016 Original ContractCity of Port Angeles Record # 001016 Ambulance Services Agreement The City of Port Angeles (the City) and Olympic Ambulance Service Inc. (Olympic) make and enter into this Agreement for the provision of emergency medical services (EMS) within the City of Port Angeles. For and in consideration of the covenants and promises set forth herein and the performances to be rendered, the parties hereby recite, covenant, and agree as follows: Intent The City of Port Angeles and Olympic Ambulance, by this Agreement intend to form a system for delivery of EMS services and patient care. Through that process, the parties intend to accomplish the following objectives: • To provide for the seamless delivery of EMS within the City of Port Angeles. • To eliminate medical billing confusion that has existed in the past. • To ensure that City residents incur no out of pocket expenses for any medical transport. • To ensure a mutually beneficial relationship that emphasizes efficiency and patient care. • To achieve billing equivalency for City residents. Agreement To accomplish their intent, the parties agree to the following terms: • Olympic will be a component part of the City's system for the provision of EMS service. • Olympic will be treated as an integrated resource in the City's EMS system. • Olympic will adopt and follow the same billing protocols as currently used by the Port Angeles Fire Department (PAFD). • The City will arrange for its medical billing service provider to take over billing for Olympic for calls during which it transports patients in the City in accordance with this Agreement. - I - • PAFD will respond and provide service to all EMS calls for service within the City and will provide transportation to Olympic Medical Center (OMC) for all patients requiring Advanced Life Support (ALS) services. If a patient does not require ALS transport, Olympic, if available, will transport the patient to OMC. i, Term The term of this Agreement shall be for five years, commencing on October 1, 2015, the effective date of this Agreement. No term or provision of this Agreement shall be given retroactive application. This agreement shall be reviewed by both parties after one year. This Agreement may be terminated by either party giving the other party one year's written notice. Dispatch Procedures PenCom will provide all dispatch services for 9 -1 -1 response. PAFD units will be dispatched to all 9 -1 -1 requests for EMS within the City. Dispatch of Olympic units to incidents within the City shall only be at the request of PAFD through PenCom. Olympic is authorized to use the PAFD radio frequency. This authority may be withdrawn without cause and is subject to the following conditions: • Radio communications shall be used for emergency purposes only. • Radio communications shall be brief and professional. Olympic units are authorized to respond code within the City when responding under this provision or when directed by PAFD personnel. When responding code, the use of OPTICOM devices by Olympic units is allowed. Olympic will adopt PAFD's Service Delivery Objectives. Once requested, Olympic personnel shall be on the air within two minutes, and en- route. Olympic shall maintain an average response time of eight minutes for at least 90 percent of the calls for emergency medical service within the City. Olympic units responding to calls within the City from outside of the City limits shall immediately notify the PAFD personnel on scene that they are doing so. - 2 - Olympic will keep PenCom advised when units are unavailable for response or if a delayed response will occur. As partial consideration to Olympic for this Agreement, and in recognition that by this Agreement Olympic is made an integral component of the City's EMS system, the City shall pay all PenCom fees for dispatching services provided to dispatch EMS calls inside the City, including dispatching Olympic in accordance with this Agreement. On -scene supervision When on scene, PAFD personnel shall retain complete responsibility and authority for all operations. Medical Protocols To expedite care, PAFD personnel may request Olympic to be dispatched to any EMS call within the City when it is determined by PAFD personnel that it is reasonably likely that the patient requires only BLS services. Alternatively, PAFD personnel may wait until they have arrived on scene and have performed a basic examination before requesting Olympic to the scene for BLS transport. PAFD Medic 1 may transport BLS patients under the following conditions: • When Olympic is not available or will be delayed. • When Olympic is not on scene and PAFD personnel on scene believe that a delay will be detrimental to patient care. • When the patient originates from Harborcrest, Ediz Hook, or areas west of the airport. • When the patient is at an event or activity where a PAFD medic unit is providing standby service. • When PAFD personnel have staffed a medic unit during a callback of off -duty career and volunteer personnel. • When a patient specifically requests transport by a PAFD medic unit. - 3 - Olympic may transport ALS patients under the following conditions: • When it is determined by PAFD that a delayed response by PAFD personnel could be detrimental to the patient's condition. • When the gravity of the incident could exceed the resources currently available through the PAFD Medic 1 program. • When PAFD personnel have made a request that Olympic transport an ALS patient. Transportation Protocols Once committed to a transport, (medical control of the patient has been taken over) Olympic units will not be released to respond to other calls for service until they have cleared from the patient. If a delay is encountered and PAFD personnel have placed a patient on a gurney for transport, no patient transfer will be allowed. If, during a BLS transport, Olympic personnel determine that a change in patient status warrants ALS intervention, such ALS care shall be provided if the Olympic personnel are equipped and certified to do so. If this occurs, Olympic shall notify the on -duty PAFD shift officer and provide a copy of the medical incident report to PAFD as soon as possible. Billing Olympic agrees that each person who is transported by it shall be billed at the rates schedule filed with the City Clerk pursuant to PAMC 5.08.130; provided, however, that each person who is: (1) a City resident, or (2) is an employee of a business within the City (and the person or business is assessed a monthly utility charge under section 13.73.300 PANIC) shall not be billed beyond their insurance coverage. On the condition that the resident or employee: (1) supplies all requested information and documentation including, but not limited to, insurance information and medical records relative to billing for the ambulance service; and (2) assigns to the patient's right to receive payment from all applicable third -party payers, any co- payments and deductibles shall be deemed to be satisfied by the consideration provided by this Agreement, which consideration is derived from payment of the monthly utility charges. - 4 - For the purpose of this section, a City resident refers to someone who has no fixed or established place of residence outside the City, utilizes the dwelling unit inside the City as a fixed abode, and is not a guest, visitor, or other temporary inhabitant. A student who is regularly enrolled in an educational institution outside the City, but who would normally and regularly be a City resident but for attendance at such educational institution, shall be deemed to reside within the City. As partial consideration to Olympic for this Agreement, the City shall arrange to have its medical billing service provider perform all billing services for Olympic transports done pursuant to this Agreement. The purpose of this and the previous two paragraphs is to achieve billing equivalency so that there is no out-of-pocket cost to City residents and employees, regardless of which ambulance entity transports a patient. Olympic field personnel will provide all required billing information in a timely manner to the City's medical billing service provider. The City's medical billing service provider will provide direct compensation to Olympic for transport services rendered. Olympic will provide the City medical billing provider with current direct deposit information, as well as with current transport and mileage rates. Compliance Audit The value of the City providing billing services and providing dispatching service to Olympic is intended as compensation for any potential reduction of revenue that Olympic might incur as a result of adopting the City's billing protocols as provided in this section of this Agreement. The parties intend that the value of the consideration to Olympic (1) should always be, at a minimum, equal to the reduction of revenue that Olympic incurs as a result of adopting the City's billing protocols but (2) should not exceed by more than 35% the reduction of revenue that Olympic might incur as a result of adopting the City's billing protocols. The parties establish these criteria based upon the understanding that appropriate consideration to Olympic is necessary for Olympic to assure that this Agreement complies with all regulations, rulings, determinations and notices of the Office of Inspector General, Department of Health and Human Services. - 5 - With the purpose of assuring such compliance, the parties agree to annually audit the consideration provided to Olympic through this agreement. If they find that the consideration to Olympic should be adjusted to achieve the criteria established in the preceding paragraph, the parties agree to adjust the consideration to Olympic so that, as nearly as practicable, the consideration is equal to the reduction of revenue that Olympic incurs as a result of adopting the City's billing protocols. Dispute Resolution In the event of any dispute concerning the terms of this Agreement or the breach thereof, the parties agree to make good faith efforts to resolve such dispute through direct discussions. If such efforts are unsuccessful, the parties agree to endeavor to settle the dispute by mediation. The mediator shall be selected by agreement of the parties. Following mediation, if either party gives to the other a written demand for arbitration, any unresolved controversy or claim arising from or relating to this Agreement or breach thereof shall then be submitted to binding arbitration. In that event, each party shall appoint one arbitrator, and the two arbitrators first appointed shall appoint a third. The three arbitrators shall then hear and decide the dispute. All fees and expenses for mediation or arbitration shall be borne by the parties equally. However, each party shall bear the expense of its own counsel, experts, witnesses, and preparation and presentation of evidence. Hold Harmless Olympic shall defend, indemnify, and hold harmless the City, its officers, officials and employees, and volunteers against and from any and all claims, injuries, damages, losses or suits, including attorneys fees, arising out of or resulting from the acts, errors or omissions of Olympic or its employees in the performance of this agreement. Licensing Olympic is required to maintain current Washington State licensing as well as licensing as required by Port Angeles Municipal Code. Olympic is responsible for compliance with all licensing, verifications, certifications, and other qualifications necessary to provide the EMS services required by this Agreement. - 6 - Audits To ensure that the parties are complying with the terms of this Agreement, annual audits will be conducted for the first two years of the Agreement, with additional audits to be completed in January every third year after. Audits may include compliance with Service Delivery Objectives, medical billing procedures, transport charges, and a random selection of those incidents where patients were released to Olympic for transport and those incidents where Olympic transports a patient ALS. CITY OF PORT ANGELES OLYMPIC AMBULANCE SERVICE, INC. ot-"� - By: Dan McKeen, City Manager By: Attest: f0tJennifer Veneklasen, City CK� App oved as to form: Wi liam E. Bloor, City Attorney - 7 -