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2016-02-03 Disability Board MinutesOF EDP 0 �d EDMONDS' DISABILITY BOARD Meeting minutes 2/3/2016 MEMBERS PRESENT: Ken Jones, Chair Gary McComas, Board Member Adrienne Fraley-Monillas, Council President Dave Teitzel, Council Member STAFF PRESENT: Mary Ann Hardie, HR Manager Yvonne Chan, HR Analyst Sara Graham, HR Assistant CALL TO ORDER: Chair Ken Jones called the Board meeting to order at 9:33 am. WELCOME NEW COUNCIL MEMBER Chair Jones welcomed new Council Member Dave Teitzel to the Board and explained what the Board does. APPROVAL OF MINUTES Council Member Fraley-Monillas made a motion to approve the meeting minutes of November 10, 2015. Chair Jones seconded the motion. The motion carried. DISCUSSION AND APPROVAL OF CLAIMS SUMMARY REPORT: Senior HR Analyst Yvonne Chan reviewed the Claims Summary of October 1, 2015 up to and including December 31, 2015 as follows: SUMMARY OF CURRENT COSTS: 10/1/15 throuqh 12/31/15 SERVICE TOTAL NUMBER OF CLAIMS COST Prescription Co -Pays 6 $4,268.09 In Home Assisted Living Care 2 16,191.25 Purchase of Eye Glasses 3 449.97 Medicare Premium Reimbursement 1 1,258.80 Dental Reimbursement 3 429.50 Payment of Annual deductibles & co-insurance 4 628.67 Hearing Aids (batteries) 1 14.10 Eye Exam and Refraction 0 0.00 Out -of -Pocket Expense 0 0.00 Medical Equipment/Medically Necessary Services 3 1,022.25 TOTALS: 23 $24,262.63 The total expense for the period 10/1/15 — 12/31/15 was $24,262.53 with a total of 23 claims for the period. The total Visiting Angels Nurse Care costs for the quarter were $16,191.25. Chair Jones made a motion to approve the claims summary report for the period 10/1/15 — 12/31/15 in the amount of $24,262.5 based on medical necessity. Council Member Adrienne Fraley-Monillas seconded the motion. The motion carried. REVIEW OF PREMIUMS AND REIMBURSEMENT FROM 2012, 2013, 2014 AND 2015 Ms. Chan reviewed the downward trend of reimbursement costs and the downward trend of the insurance costs with a spreadsheet showing those declining costs for each of the years. The spreadsheet gave numbers claims, reimbursement cost and insurance cost for 2012, 2013, 2014 and 2015. REVIEW AND APPROVAL OF LEOFF I RETIREE CLAIMS (REQUESTS FOR REIMBURSEMENT) Medical Services/Equipment - $109.00 The Board asked for more information regarding the medical necessity of the Hep C vaccinations. Request for Additional Payment for Low Vision Aids - $1542.50 The Board asked for more information about the options that were available to the LEOFF member and if there were particular recommendations from his doctor for the low vision device he purchased for $3,087. Review of Request for Vision Services - $31.50 A LEOFF member requested an additional $31.50 for an eye exam after being paid for the policy limit of $150.00. The Board discussed the policy and wants to review the vision services policies from other comparator cities. Council Member Fraley- Monillas made a motion for an immediate change to our vision services policy to include any eye medical services (instead of just glasses or contact lenses). Chair Jones seconded. The motion carried. Additional Reimbursement for vision hardware (soecial lenses) - $845 The Board asked that we request additional information from the LEOFF's provider to determine medical necessity of the expenditure. Additional Dental Reimbursement in the amount of $150.00 The Board asked that the HR staff check the dates of the actual dental services to see if they were one from 2014 and one from 2015. Additional Reimbursement for Vision Hardware (glasses) - $352.00 The request for additional reimbursement for vision services was denied. Council Member Teitzel motioned to deny the $352.00. Chair Jones seconded. The motion carried. Reimbursement for Dental Expense with no Billing or Statement from the Dentist - $98.00 The Board asked that HR staff send a letter asking for more information from the LEOFF member's dentist since there was no record of what the payment was made for. Council Member motioned to request more information on this request. Council Member Teitzel seconded. The motion carried. Creation of a Checklist for LEOFF 1 members The Board requested that HR work on a checklist for their review and approval regarding items that the LEOFF 1 members must submit with requests for reimbursements to be considered by the Board for approval. Discussion of finding a doctor/citizen-at-large to participate on our Board. Council Member Fraley-Monillas suggested finding a doctor that we could pay to attend our meetings and give advice for Board issues. The Board asked HR staff to get information from other cities Disability Boards about doctors they use. They also asked if AMWINS could recommend anyone. Ms. Hardie suggested that HR would check with our Certified Rehabilitation Counselor — Craig Bock and see if he knew of someone he would recommend for us. WSLEA Conference Chair Jones confirmed that he intends to attend the conference. The Board Members suggested that new Board Member Teitzel may be interested in attending. The meeting adjourned at 10:40 a.m.