Contracts

Support and HIPPA Contracts:
When a proposal is accepted and charges are posted into Atrex and an Enhanced or Basic Support Contract was sold the person who creates the invoice then goes to the common fold on the EMT server and creates the service contract along with a HIPPA Contract. The contracts are printed in duplicates and stamped with Kens signature then mailed to the office with the cover letter, (Also in the EMT commons folder) The cover letter instructs the office to sign the contracts and return one of each contract to our office.

The person who creates the invoice and contracts creates a customer file folder for the facility. The folder is not filed away until the contracts have been returned. At this time an account and service contract are created in convergence.

The support contracts are as follows:
Basic Support- Up to 8 hours and expires in one year
Enhanced Support-Up to 16 hours and expires in one year.

Once the contract is returned a copy is placed in the file folder and filed in the second drawer of the tan file cabinet in the front office.

Enrollment Forms

The enrollment forms for Electronic Claims and Electronic Statements are found on the EMT website. Clients are instructed to complete the forms and send them via email.

Electronic Medical Claim enrollment:
The Electronic claim enrollment forms are emailed to: support@emergingmedical.com admin@emergingmedical.com Beth.bloomer@gatewayedi.com

Gateways enrollment department will contact the facility to begin the enrollment process for electronic claims. Once the facility is assigned a doc site ID number (account number) Gateway will notify our support staff so the EMT eclaims program can be remotely installed at the facility.

Our support staff will then proceed to train the office on claims submission and a test batch of claims is sent to Gateway. Gateway will notify EMT if the batch tests clean and is in production or if corrections are needed.

At this time no protocols are in place for UB92 or ERA enrollments.

Electronic Statement Enrollment:
The facility is instructed to go to the EMT website to complete and send the enrollment forms via email.

The forms are forwarded to: support@emergingmedical.com admin@emergingmedical.com

The EMT support staff will proceed to create the electronic statements account and install the needed software so a test batch can be sent. Once the test batch is approved the account is put in production and the office is able to send estatements as needed.

Miscellaneous Documents

Vendor Contracts:
Ken will determine to contract with certain venders. The contracts are emailed, mailed or faxed to the office. The contracts are completed and returned to Ken for an original signature. A file folder is created, A copy is made of the contract and filed away in the bottom drawer of the tan file cabinet in the front office.

ACCOUNTS PAYABLE AND ACCOUNTS RECEIVABLE

Business Expenses/Accounts Payable:
Invoices are placed on my desktop to be paid. At the first of the month checks are written and mailed. Any unusual invoices are sent to Ken for approval. All copies of invoices are placed in the top drawer of the tan file cabinet in the front office.

New protocols are being written for recording monthly expenses for Bookkeeping and reporting of Federal Taxes.

Customer Payments and Bank Deposits:
Currently payments received from customers are posted into the Atrex program. A bank deposit slip is completed in duplicate listing line item checks and the amounts. The bank deposit receipt is stapled to the yellow copy of the deposit slip and the deposit is recorded in the business check book. The Business Checking account is reconciled weekly by the administrator. Account balances are reported to Ken along with any unusual or questionable withdraws to the account.

Accounts Receivable:
Monthly invoices are currently created in Atrex for service rendered to customers. The services include but are not limited to:
Electronic Claims and Paper Claims transmitted.
Electronic Statements and 2nd page Statements.
Electronic Statement online View
Electronic Statement address corrections
ASP Service
Off Site Back Up Service
Service Contract Renewals

Mid month the A/R is reconciled and past due notices are sent to all customers with a balance that exceeds a 30 day billing period. The administrator notifies Ken of all accounts with a delinquent balance exceeding 60 days. The customer is sent a warning and services may be interrupted or cancelled if the account is not paid in a timely fashion.

Terms of Sales:
Our company policy requires a customer to pay 50% of the invoiced amount prior to placing an order. The remaining balance is due upon completion of the installation or delivery of goods.

Financing is available through outside venders. We provide loan/lease documents to the Customer. If interested in a loan/lease option the customer completes the application and it is faxed to our office. The administrator then faxes the completed contract to the Financial Corporation. The Finance Company will notify our office if and when the loan or lease is approved and the Finance company will release 50% of the balance to our company so the order may be placed. Upon delivery or installation of goods sold the finance company will release payment of the balance. Our company does not provide personal financing to any customer. Accounts with a balance that exceeds 120 days is reviewed by Ken and may be placed for collections.

Administrative Paperwork:
Job applications are in the top drawer of the tan file cabinet in the front office. Applicants are asked to provide a resume and complete an application. Upon hire New Employees are required to complete the Standard Government forms. The forms are as follows:

Oklahoma New Hire Reporting form-The top portion is an Employer section to be completed by office administration. The bottom section is to be completed by the employee. Once the form is complete it is faxed to the number listed at the top of the form.

Employment Eligibility Verification form-This document is completed by the new employee. Two documents are provided to prove identification. Acceptable documents are listed on page three of the form. Common documents are a social security card and a drivers license. These two items must be photo copied and attached to the form Federal W-4 Form-This form is completed by the new employee to instruct administration of the withholding amounts to be taken on payroll along with the filing status for that employee. It is up to the employee to request new W-4 forms if their filing status charges. (If the marry, divorce or want to change the dependents they claim or if they would like additional amounts withheld from their paycheck for Federal withholdings)

These forms are all enclosed in a file folder in the top drawer of the tan file cabinet in the front office. Copies are made for the new employee to complete and the originals are retained in the folder. An Employee file is created and all documents are stored in the employee folder. The employee folder is placed in the bottom drawer of the tan file cabinet in the front office.

Employee Payroll:
Upon hiring Ken will determine if an Employee is to be paid as:
Hourly
Salaried
Contract Labor
The payroll is calculated on a Bi-weekly basis. Each employee is responsible for completing a report for hours worked in that time period and a separate report for mileage and expenses. (All expenses must be approved by Ken prior to purchase) The reports are provided to the administrator and are due on the Wednesday prior to the Friday pay date.

The Employee is responsible in reporting any changes in their personal pay status. (Charges in Marital Status, dependants or requested withholdings) At this time, Overtime, Vacations and Sick days are not paid. Hourly Employees pay is calculated at the hourly rate and hours that exceed the normal 40 hour work week are not reimbursed at time and a half.

Payroll will be dispersed throughout the office on Bi-Weekly Fridays. In the event of the office being closed payroll will be distributed the prior business day. Employees who are absent on payday are responsible for contact the administrator to collect their paycheck.

State and Federal Tax Forms:

Sales Tax and Oklahoma Employer Withholdings:
The State of Oklahoma will mail forms to the office monthly for Sales Tax and Oklahoma Employer Withholdings. These are kept on the administrators desktop with other invoices waiting to be paid.

The forms are completed after the first of the month for the previous month. The tax payments must be mailed by the 15th day of the month. A copy of the tax form along with a copy of the check sent is placed in a file folder and stored in the lower right desk drawer of the administrators desk.

Federal 941 Tax Forms and Deposits:
These forms are completed monthly to report Employers payroll withholdings of Federal, Social Security and Medicare taxes. After the first of the month a form is completed for the prior month. The completed form is not mailed but a tax deposit slip must be completed and a check in the amount due is written to the bank. The Federal 941 Tax deposit slip and check are deposited in the business account. A copy of the Federal 941 Deposit slip, check written and the banks deposit receipt are attached to the form and these are stored in a file in the lower, right drawer of the administrators desk.

Quarterly Tax Forms

Federal 941 Tax Reports:
A quarterly report is filed with the IRS to report the monthly Federal 941 Tax deposits that were made. These forms are stored in the file folder marked Federal 941 Tax Forms located in the lower, right drawer in the Administrators desk. A copy of the quarterly report is attached to the monthly reports that were previously created and placed in the file folder.

Oklahoma Employment Security Commission

Employers Quarterly Contribution Report
The Oklahoma Employment Security Commission will mail this form to the office. This report is completed quarterly and payment of taxes due are mailed to the address listed at the top of the form by the 15th of the month. A copy of the form and check written are stored in the file folder marked Oklahoma Quarterly Withholdings which is located in the lower, right drawer of the administrators desk.

Quarterly Tax Guidelines:
Tax Quarters are divided as such:
1st Quarter-January, February and March. Quarterly reports are filed by April 15th
2nd Quarter-April, May and June. Quarterly reports are filed by July 15th
3rd Quarter-July, August and September. Quarterly reports are filed by September 15th
4th Quarter-October, November and December. Quarterly reports are filed by Jan. 15t