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HomeMy WebLinkAboutItem #06 Approval of Budget Transfer in the amount of $25,000 from the Human Resources, Police Department and Fire Department Budgets for the Contract for Heartspoken Counseling, Inc.Contact Name: Contact Number: Gene Williford 1032 Reviewed By: Department Di City Manager: Subject: Approval of budget transfer in the amount of $25,000 from the Human Resources, Police Department and Fire Department Budgets to the contract for Heartspoken Counseling, Inc. Background Summary: The current contract with Heartspoken Counseling, Inc. was approved by the City Commission on January 4, 2011. The Agreement is for psychiatric initial assessments, individual and family counseling, group counseling and training seminars for employees and their dependents. The budgeted amount for this fiscal year is $60,000. However, due to increased usage of this service and based on charges so far incurred, there is a shortfall of approximately $25,000. Based on figures from the Finance Department, there is $10,000 available in Human Resources 001 - 513 -30 -2200 (Retirement), $7,500.00 in Police 001 - 521 -00 -4100 (Telephone Expense), and $7,500.00 in Fire 00 1 -522-00-430 1 (Water Expense). Issue: Approve additional funding for Heartspoken Counseling, Inc.in the amount of $25,000 to be transferred from Human Resources 001- 513 -30 -2200 (Retirement), Police 001 - 521 -00 -4100 (Telephone Expense), and Fire 001-522-00-4301 (Water Expense). Recommendations It is recommended by staff that the Mayor /Commission approve the budget transfer of $10,000 from Human Resources 001 - 513 -30 -2200 (Retirement), $7,500.00 from Police 001 - 521 -00 -4100 (Telephone Expense), and $7,500.00 from Fire 001 - 522- 00- 4301(Water Expense) to Heartspoken Counseling, Inc. 001- 516 -00- 5622. Attachments: Attached is the Heartspoken Counseling, Inc. Mental Health Services Agreement and account activity for FY 13/14. Financial Impact: The budget transfer amount of $25,000 is available in the Human Resources, Police and Fire Department. Budgets. Type of Item: ❑ Public Hearing For Clerk's Dept Use: ❑ Ordinance First Reading ® Consent Agenda ❑ Ordinance First Reading ❑ Public Hearing ❑ Resolution ❑ Regular Agenda ® Commission Approval ❑ Discussion & Direction ❑ Original Document/Contract Attached for Execution by City Clerk ❑ Original Document/Contract Held by Department for Execution Reviewed by City Attorney 0 4 of ❑ N/A Reviewed by Finance Dept. ZM7 ❑ N/A Reviewed by ( ) ❑ N/A Heartspoken Counseling FY 13/14 rl..a.. 1.... M ,.,...ho. r) -har I --, Fahn iani Marrh Anril Mav June July Auaust September $6,150.00 $7,425.00 $6,550.00 $8,300.00 $5,625.00 $6,725.00 $6,925.00 $6,375.00 $8,225.00 $6,150.00 $7,425.00 $6,550.00 $8,300.00 $ 5,625.00 $6,725.00 $6,925.00 $6,375.00 $8,225.00 $0.00 $0.00 $0.00 Totals $62,300.00 Heartspoken Counseling Inc. Mental Health Services Agreement This Employer Agreement is made and entered into this 14th_ day of December 2009, and revised January 4, 2011, by and between City of Ocoee a Florida Municipal Corporation ( "Employer "), and Heartspoken Counseling Inc. ( "Heartspoken Counseling "). Recitals: The Employer desires to contract with Heartspoken Counseling and Heartspoken Counseling desires to contract with the Employer for Heartspoken Counseling to furnish certain mental health services to the employees of the Employer and/or their dependents on the terms and subject to the conditions contained herein. NOW, THEREFORE, for good and valuable consideration, the receipt and the sufficiency of which are hereby acknowledged, the Employer and Heartspoken Counseling hereby agree as follows: ARTICLE I PROVISION OF PHYSICIAN OR PHYSICIAN EXTENDERS 1.01 Provision of Treatment Provider. Heartspoken Counseling shall furnish a psychiatrist(s) or (2) Licensed Mental Health Counselor or (3) a psychologist(s) (hereafter collectively referred as "Treatment Providers "), to provide the Mental Health Services (as defined herein) at the offices of Heartspoken Counseling to the employees of the Employer and/or the dependents thereof. Heartspoken Counseling is not committing to furnish a particular person as the Treatment Provider and, at any time and from time to time, Heartspoken Counseling may change the Treatment Provider. As used herein, the term "Mental Health Services" means, the services that Heartspoken Counseling agrees to furnish pursuant to this Agreement. The Mental Health Services Heartspoken Counseling agrees a Treatment Provider will furnish are listed on Exhibit A. The Employer and Heartspoken Counseling may, at any time and from time to time, amend or supplement Exhibit A by written agreement. 1.02 Standards of Treatment Provider Performance. Heartspoken Counseling shall contract with the Treatment Providers such that they are obligated to perform or deliver the following, under the Treatment Provider's direction and control: (a) The Treatment Provider shall determine his or her own means and methods of providing Mental Health Services in connection with this Agreement. (b) The Treatment Provider shall comply with all applicable laws and regulations with respect to the licensing and the regulation of providers, and all other Treatment Providers. (c) The Treatment Provider(s) shall provide the Mental Health Services in a manner consistent with all applicable laws and regulations of the United States of America and the State of Florida and in a professional manner consistent with Mental Health Services provided in the community. (d) The Treatment Provider shall maintain, during the term of this Agreement, Appropriate Credentials including: (1) A duly issued and active license to practice medicine and prescribe medications in the State of Florida, (2) A good standing with his or her profession and State of Florida professional association, and without any complaints against such person, (3) The absence of any involuntary restriction placed on his or her federal DEA registration, and (4) The absence of any plea or conviction of a felony. 1.05 Other Licensed Health Professionals. The Employer agrees and acknowledges that Treatment Provider may from time to time have other Health Professionals, as defined the next sentence, assist the Treatment Provider and/or replace the Treatment Provider during his or her regularly - scheduled time at the Employer's place of business in the event of an emergency at the hospital or at the Treatment Provider's office. Heartspoken Counseling will require the Treatment Provider to ensure that the services provided by replacement individuals do not exceed the scope of their professional training and licensure. "Health Professional" shall mean a duly licensed nurse, medical doctor and licensed physician's assistant. 1.06 Medical Records. Heartspoken Counseling shall maintain medical records with respect to all of the patients, all of which medical records shall be maintained in a professional manner consistent with the accepted practice of the community in which the Treatment Provider provides the Mental Health Services in connection with this Agreement. Heartspoken Counseling shall also comply with the HIPAA privacy standards. All patient records maintained by the Treatment Provider in connection with this Agreement shall be the sole property of the Treatment Provider and Heartspoken Counseling. The Employer understands and agrees that all of the medical records and other protected health information maintained by the Treatment Provider will be held by the Treatment Provider in strictest confidence, and that the Employer will not be entitled to have access to the medical records maintained by the Treatment Provider, in the absence of an appropriate written authorization from the patient /employee. 1.07 Quarterly Reports. Heartspoken Counseling shall provide to the Employer, no later than the last day of the month immediately following the end of each quarter of the calendar year, a written report of the Mental Health Services provided by Heartspoken Counseling employees during the immediately - preceding quarter. The written report shall be in form reasonably satisfactory to each of the Employer and Heartspoken Counseling and it is contemplated that the written report will report (a) the number of employees and dependents treated by any Treatment Provider during such immediately- preceding quarter, (b) the number of employees for whom supervisory referral treatment services were provided and (c) the number of employees and dependents for whom self referral treatment services were provided. ARTICLE II COMPENSATION 2.01 Monthly Fee. No later than the 10` day of each calendar month immediately following the receipt of the Heartspoken Counseling invoice, the Employer shall pay to Heartspoken Counseling the amount outlined in Exhibit A for furnishing services provided under this Agreement during the immediately- preceding calendar month. 2.02 Annual Maximum. The City will not approve services exceeding the maximum amount funded in the budget. ejje eed serwiees equa a total of $ 55 , 000 i the If an employee /dependent needs to continue treatment with Heartspoken Counseling past this annual maximum, the Treatment Provider will file a claim with the City's insurance carrier and the employee /dependent will incur the required specialist copay. Heartspoken will advise the City prior to the exhaustion of the $55,000 in order to notify employees /patients of the change in cost arrangement. 2.03 Patient Cost. Prior to exhausting the annual budgeted amount $55,000 e€ yes, employees and/or dependents of the City will not incur a cost for seeing any Treatment Provider at Heartspoken Counseling. Although the psychiatric service will be submitted to the City's insurance carrier, the patient will not be responsible for the specialist copay as would normally be collected. When the annual budgeted amount ma xinium of $55,000 has been exhausted, employees and/or dependents may continue to seek services at Heartspoken Counseling but will be charged a specialist copay as would normally be collected. ARTICLE III TERM AND TERMINATION 3.01 Term. This Agreement shall be for a term of three ; years one wear commencing on the date of this Agreement, subject to earlier termination in accordance with this Agreement and subject to Employer budgeting for the services provided for in this Agreement. Unless either the Employer or Heartspoken Counseling gives written notice of nonrenewal to the other party at least ninety (90) calendar days prior to the end of the initial term or of any renewal term, this Agreement shall be automatically renewed for additional periods of one year each. 3.02 Termination With or Without Cause. This Agreement may be terminated by either the Employer or Heartspoken Counseling, with or without cause, by providing the other party at least ninety (90) calendar days' prior written notice. 3.03 Effect of Expiration or Termination. The expiration or the termination of this Agreement shall not affect the obligation of the Employer to pay compensation to Heartspoken Counseling or pay for any outstanding invoice for the period prior to such expiration or termination and shall not affect the obligation of Heartspoken Counseling to provide monthly reports for the period prior to the effective date of such expiration or such termination. ARTICLE IV MISCELLANEOUS 4.01 Notice. All notices and other communications permitted or required pursuant to this Agreement shall be in writing, addressed to the party at the address set forth at the end of this Agreement or to such other address as the party may designate from time to time in accordance with this Section 4.01. All notices and other communications shall be (a) mailed by certified, return receipt requested, postage pre -paid, (b) personally delivered or (c) sent by telecopy with a receipt confirmation. Notices mailed pursuant to this Section 4.01 shall be deemed given as of three days after the date of mailing and notices personally delivered or sent by telecopy shall be deemed given at time of receipt.