County approves contract with accounting firm
Marion County Commission approved a contract with Swindoll, Janzen, Hawk & Loyd accounting firm to assist with the operations of the ambulance department.
The commission also approved software training in Indianapolis, Ind., of ambulance department personnel.
According to the contract with the accounting firm, the total amount the county will pay the firm would not exceed $11,500.
Scot Loyd of the firm presented a detailed report to the commission, outlining necessary steps for the department to become compliant.
Loyd gave a brief synopsis of what occurred in the department, leading to the current situation.
In January 2003, the department was notified by the software company the county would no longer receive support for the program.
Former EMS director JoAnn Knak notified the commission in July of the need for new software. Darryl Thiesen began employment in October and discovered the situation with the software.
"Deanna (Olsen) was doing everything manually," Loyd said, because the software had become obsolete to use.
The commission then approved the new software purchase and training for Thiesen and a department employee.
Run sheets need to be completed for March through October, Loyd said, in addition to the completion of claim, collections, and receipting.
"The intent is not to imply fraud," Loyd said. He assured the commission the accountants would report any findings.
The accounting firm will not provide management functions or transactions but will monitor work and may make changes within the department.
A detailed list of functions for each employee, and a time line for completing various tasks was discussed.
Loyd said the firm was not conducting an audit, but random testing of reports and transactions from 2003.
The testing will assure the integrity of the information is intact, Loyd said.
"If (ambulance) runs do not reconcile with collections, we've got a problem," Loyd said. He said he wants to make sure collections were properly receipted.
Collections are complicated because of insurance companies — primary and secondary — and private pay.
Commission chairman Leroy Wetta asked the time table for collecting from insurance companies. Loyd said most were 18 months, some were 12 months.
Loyd suggested both Woody Crawshaw, an employee hired part-time Sept. 15 and full-time Oct. 13, and longtime employee Olsen be trained for using the new software.
Thiesen, emergency medical services director, and a former employee were trained to operate the Dyna-Linc computer program.
Loyd said there were two types of training — in-person in Indianapolis or over the web.
The web version would cost $500 per person and the in-person in Indianapolis would cost $700 per person plus travel expenses.
Commissioner Bob Hein asked if McPherson County used the same computer software. Loyd said he wasn't sure. Hein suggested personnel ask McPherson County for assistance and become trained "hands on."
Later in the meeting, Thiesen and Crawshaw presented information pertaining to the department and training.
Crawshaw explained how the reports require mapping which combines items and places them in specific categories.
Crawshaw said he had discovered a way to increase revenue collections for the county by better utilizing the mapping system.
"This is just one example of how this can be done," Crawshaw said. He said he had a working knowledge of data input for receipts and write-offs and needed additional training with the software to complete all necessary tasks.
Thiesen said he wanted both Crawshaw and Olsen to attend the training.
He added the training he took in February did not adequately train him to operate the system because he was unfamiliar with billing and computers.
Hein asked Thiesen to check with McPherson County regarding a possible training opportunity instead of traveling to Indianapolis. Thiesen said McPherson County didn't use Dyna-Linc and thought Marion County was the only one in the state using it.
Commissioner Howard Collett said it would be helpful for personnel to have "hands-on" training.
Crawshaw said he would work with Marion County data at the training session at Indianapolis.
The commission agreed personnel needed to be adequately trained and approved costs for training in Indianapolis.
Sales tax funds will be used for the expenses.
