HomeMy WebLinkAbout2024-026-E-Social Svc-University of North Carolina Hospitals-Medicaid processing at UNCHUNCH # 92
STATE OF NORTH CAROLINA UNCH #92
COUNTY OF ORANGE
AGREEMENT BETWEEN THE UNIVERSITY OF NORTH CAROLINA
HEALTH CARE SYSTEM
AND ORANGE COUNTY, NORTH CAROLINA
THIS AGREEMENT, made and entered into this the 1st day of July, 2021 by and between Orange
County (“County”) by and through the Orange County Department of Social Services (“OCDSS”) and The
University of North Carolina Health Care System, (“UNCHCS”) in Orange County, North Carolina.
W I T N E S S E T H:
WHEREAS, the parties have agreed with each other that the County will provide certain services
for The University of North Carolina Health Care System in connection with the Orange County
Department of Social Services (hereinafter referred to as OCDSS), Medicaid Program; and
WHEREAS, UNCHCS has agreed to pay certain compensation for said service and the parties
desire to execute this contract to delineate their understanding of this agreement;
NOW, THEREFORE, the parties hereby agree as follows:
1. Term. The term of this Agreement shall be from July 1, 2021 to June 30, 2025.
2. The County agrees to the following:
a. Scope of Services: The County agrees to provide UNCHCS the services of a 0.25 FTE
Income Maintenance Caseworker and a 0.38 FTE supervisor.
i. The Income Maintenance Caseworker shall receive all potential medical assistance
applications originating at UNC Hospitals. Specifically, the Income Maintenance
Caseworker shall perform intake and processing functions on MPW and MIC
applications for Orange County and intake functions only for all other applications,
consisting of the following: conducting interviews that initiate an application;
obtaining signatures; obtaining documentation available at the time of interview;
forwarding applications to the appropriate county for processing; meeting
verification requirements, processing and data entry timeframes, and sending
appropriate notices timely in all processing functions.
ii. The Income Maintenance Caseworker shall be assisted by UNCHCS staff in
obtaining information and documentation required to complete the application
process.
iii. The Income Maintenance Caseworker shall work cooperatively with UNCHCS
staff and the staff of any Department of Social Services to make appropriate
referrals of patients and family members with problems not related to eligibility
determination.
iv. The Income Maintenance Worker is an employee of the County and will be directly
supervised by and accountable to OCDSS. Due to the nature of this agreement and
the working relationship with UNCHCS, it is necessary that close contact be kept
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with UNCHCS administration and certain members of the hospital medical staff.
In recognition of this factor, UNCHCS will name a staff member to act as liaison
between the OCDSS, the Income Maintenance Caseworker, the departments of
UNCHCS and other staff personnel. Assignment of work to the Income
Maintenance Caseworker and coordination of sick, vacation, and other leave will
be the joint responsibility of this UNCHCS staff member and the OCDSS
supervisor.
v. The Supervisor is an employee of Orange County and will provide supervision and
oversight of the Income Maintenance Worker.
b. The County will provide other agreed upon supportive services to UNCHCS without
additional charge, include continuing program training of the Income Maintenance
Caseworker and consultation with other counties in the catchment area about applications
for pre-and post-discharge patients.
c. The County will provide a monthly invoice to UNCHCS for the County’s share of the costs
for the services of the 0.25 FTE income maintenance worker and for the 0.38 FTE
supervisor. . Salary and benefits for the income maintenance caseworker and the
supervisor include: base salary according to the Orange County pay plan; FICA taxes;
local government retirement; vacation, sick, or other leave under approved county plan;
paid holidays as observed by county; county paid insurance (health, dental, short-term
disability, and life).
3. UNCHCS agrees to the following:
a. Payment. UNCHCS will reimburse the County within fifteen (15) days of receipt of
monthly billings for the following:
i. The salary and benefits attributable to 0.25 FTE services by the income
maintenance position and the salary and benefits attributable to the 0.38 FTE of
the supervisor.
ii. The total cost of this contract over the four year period is approximately $180,000
The parties will invoice for actual expenses.
b. To participate in the interviewing and selection process utilized by OCDSS for the hiring
of the income maintenance caseworker and supervisor covered by this agreement, in
accordance with County policy and procedures.
c. To provide the following supportive services to OCDSS: office space; parking space;
office equipment; clerical support; and telephone service.
4. The Parties agree to the following:
a. If at any time UNCHCS determines that the Income Maintenance Caseworker's or
Supervisor’s performance or professional interactions are inadequate or inappropriate,
UNCHCS may request that OCDSS initiate appropriate action to correct that employee's
deficiencies. Any disciplinary action taken shall be in compliance with the Orange County
Personnel Ordinance and the State Personnel Act. Upon request UNCHCS shall provide
sufficient documentation to support any such action.
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b. To abide by the conditions set forth in the previously executed Business Associate
Agreement, which the parties hereby ratify.
5. Termination. This Agreement or its renewals may be terminated at any time without penalty by
either party provided that written notice of such termination is furnished to the other party at least
60 days prior to termination. In the event of such termination any payment shall be prorated to the
date of termination.
6. Amendments or Modification. This Agreement shall not be altered, amended or modified, except
by an agreement in writing executed by the duly authorized officials of both parties.
7. Subcontract or Assignment. The County shall not sub-contract out any of the services provided for
in this Agreement or make any assignment of this Agreement (including rights to payments)
without the prior written consent of the UNCHCS.
8. Relationship of the Parties. The County is an independent contractor. Neither the County nor any
employee of the County shall be deemed to be an officer, employee or agent of UNCHCS. OCDSS
personnel shall not be employees of, or have any contractual relationship with the UNCHCS.
9. Intent to be Bound. The parties have read this Agreement, including the Business Associate
Agreement referenced herein, and agree to be bound by all of its terms, and further agree that the
documents constitute the complete and exclusive statement of the Agreement between the parties.
10. Entire Understanding. The Agreement contains the entire understanding of the parties and shall
not be altered, amended, or modified, except by an agreement in writing executed by the duly
authorized officials of both parties.
11. Non-Discrimination. Provider shall at all times remain in compliance with all applicable
local, state, and federal laws, rules, and regulations including but not limited to all state
and federal non-discrimination laws, policies, rules, and regulations and the Orange County
Non-Discrimination Policy and Orange County Living Wage Policy (each policy is
incorporated herein by reference and may be viewed at
http://www.orangecountync.gov/departments/purchasing_division/contracts.php.) Any
violation of the Orange County Non-Discrimination Policy is a breach of this Agreement
and County may immediately terminate this Agreement without further obligation on the
part of the County. This paragraph is not intended to limit and does not limit the definition
of breach to discrimination.
12. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages with
respect to any provision of, or the performance or non-performance of, this Agreement
shall be brought in the General Court of Justice of North Carolina sitting in Orange County,
North Carolina. It is agreed by the parties that no other court shall have jurisdiction or
venue with respect to such suits or actions. Binding arbitration may not be initiated by
either Party, however, the Parties may agree to nonbinding mediation of any dispute prior
to the bringing of such suit or action.
13. Governing Law. The laws of North Carolina shall govern the validity and interpretation of the
provisions, terms and conditions of this Agreement. By executing this Agreement the parties affirm
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that they and any subcontractors of the parties are and shall remain in compliance with Article 2 of
Chapter 64 of the North Carolina General Statutes. By executing this Agreement the parties certify
that they have not been identified, and has not utilized the services of any agent or subcontractor,
on the list created by the State Treasurer pursuant to G.S. 147-86.58.
14. Notices. Any notice required by this Agreement shall be in writing and delivered by certified or
registered mail, return receipt requested to the following:
Orange County Department of Social Services UNCHCS
Nancy Coston Daryl Sams
Director HCS Director, Medicaid Eligibility
113 Mayo Street UNC Health Care System
P.O. Box 8181 500 Eastowne Drive, 2nd Floor
Hillsborough, NC 27278 Chapel Hill, NC 27514
Phone: (919) 245-2800 Phone: (984) 974-0935
Signatures: This Agreement together with any amendments or modifications may be executed
electronically. All electronic signatures affixed hereto evidence the intent of the Parties to comply with
Article 11A and Article 40 of North Carolina General Statute Chapter 66.
IN WITNESS WHEREOF, the parties hereto have caused this contract to be signed by its duly authorized
officials.
FOR AND ON BEHALF OF: FOR AND ON BEHALF OF:
ORANGE COUNTY, NORTH CAROLINA THE UNIVERSITY OF NORTH CAROLINA
HOSPITALS
________________________________ ______________________________
DATE:__________________________ DATE:___________________________
an
Tammy Scarborough (Dec 10, 2023 21:57 EST)
Tammy Scarborough
12/10/2023
DocuSign Envelope ID: B4077D37-68C5-4E1B-808E-C88A9499D4DE
1/16/2024
Revised 04/23
1
ORANGE COUNTY—INTERNAL USE ONLY
______________________________________________________________________________
Finance Information
Vendor Name: University of North Carolina Hospitals Vendor Contact Person: Daryl Sams Phone: 984-974-0935
Address: 500 Eastowne Drive, 2nd Floor City Chapel Hill State: NC Zip: 27514 Department: Social Services
Amount: $180,000 Purpose: Medicaid processing at UNCH Budget Code(s): 10403005-442311 Vendor # N/A
Vendor Status with NCSOS: N/A Vendor is a BOCC consultant: Yes No
Contract Details
Contract Type: New Amendment (Original Contract: ) (Most Recent Amendment )
Effective Date 7/1/21 End Date 6/30/25 Notice Date (Notice Purpose )
Award
Approved by Board (Agenda Date: ); Made or Administered by Nancy Coston
Signature Authority
- BOCC Express Delegation (Agenda Date: )
- Policy 9.4: Under $5,000; Service Under $90,000; Construction Under $250,000
- Budget Policy Section XV (Capital Improvement Project: )
Bidding
Informal Bidding ($30k-$90k); Formal RFP ($90k+); Other (<$30k); Exception(# )
Department Affirmation
This agreement is approved as to technical form and content and I as Department Director affirmatively state work
on this project has not been initiated prior to execution of the agreement.
Services related to this agreement have already begun or been completed. Description of the nature of the
emergency condition that was addressed: delayed contract
Department Director’s Signature ________________________________________ Date: ________
Information Technologies
This agreement has been reviewed and is approved as to information technology content and specifications:
Office of the Chief Information Officer___________________________________ Date: ________
Inapplicable because no hardware/software purchases or related services
Risk Management
This agreement is approved for sufficiency of insurance standards, specifications, and requirements:
Office of the Risk Management Officer___________________________________ Date: _________
Financial Services
This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act:
Office of the Chief Financial Officer ____________________________________ Date: _________
Legal Services
This agreement is approved as to legal form and sufficiency:
Office of the County Attorney __________________________________________Date: ________
Clerk to the Board
All Docusign contracts must be copied to the Clerk upon completion: occlerkdocs@orangecountync.gov
The following signature block is for hard copies only and is not required for Docusign contracts:
Received for record retention:
Office of the Clerk to the Board __________________________________________Date:_________
DocuSign Envelope ID: B4077D37-68C5-4E1B-808E-C88A9499D4DE
1/11/2024
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1/16/2024
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