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Department receives assistance to balance books

Marion County Commission hired the county's auditing firm to assist the ambulance department with bookkeeping.

Scot Loyd, accountant and county auditor of Swindoll, Janzen, Hawk & Loyd LLC, reported Monday his findings regarding the commission's request.

Following the annual audit report on July 19, Loyd reported to the commission the ambulance department had not sent bills, collected revenue, or reconciled the department's business since 2002.

The commission instructed Loyd to meet with the department to determine if any progress had been made. Loyd met with the department in August and reported no progress.

On Oct. 7, Loyd said he met with department director Darryl Thiesen and department employee Woodrow Crawshaw.

They reviewed concerns, policy, resources, duties, and operation of the department.

"2003 has not been worked on or billed," Loyd said, noting 2004 to date had not been billed.

"That office is unique," Loyd continued. "It's responsible for its own billing and collection. It's a significant responsibility."

Loyd said it becomes even more complicated with the various methods of payment by insurance companies and individuals.

Another complication, Loyd said, was new computer software. The software has been installed but not utilized.

Thiesen and another employee had received training for the new software but that employee was no longer with the county, leaving Thiesen as the only trained employee.

Loyd said he reviewed with personnel the required training to fully utilize the new software.

"The personnel are not only trying to get caught up for 2003 and 2004, but they're learning new software," Loyd said.

Suggestions were made by auditor Loyd that included a Nov. 1 deadline for the department director to provide an assessment to the commission of how the department business is going to be made current.

A Nov. 8 deadline was suggested for implementation of the plan with the commission monitoring the progress. Loyd said he would be willing to assist.

"It's a major undertaking," Loyd said.

In addition to the issues of delinquent billings and collections, Loyd said Thiesen was responsible for training of emergency personnel, with two-thirds of the county personnel needing to be trained by Dec. 31.

"I don't see how they'll get caught up by the end of the year," Loyd said.

Loyd said statutorily the 2003 bills say Jan. 1, 2003, and he thought most insurance companies allow 24 months for collection.

"The first thing I'd recommend is to find out the statute regarding the limits of collecting from insurance companies and begin processing those first," Loyd said.

Commission chairman Leroy Wetta asked the number of computers available in the department for data entry.

Loyd responded data entry needed to be completed by someone with knowledge of emergency medical services.

Commissioner Howard Collett asked, "How did the department get that far behind?"

The commission then recessed for a 15-minute executive session to discuss personnel with Loyd in attendance.

Following the executive session, the commission reconvened with Collett making the motion to hire Loyd's firm to assist the ambulance department.

Funds to pay the accounting firm will be taken from the commission fund, since it was considered a management issue.

Loyd will present a contract for services at the next commission meeting.

Thiesen, director of emergency medical services since October 2003, was not at Monday's commission meeting due to another commitment.

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