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Subject:
Collections Procedures Effective:
Supersedes: Revised:
Author: Approved
by:
Collections
Procedures: I.
Environmental Health (EH) A. Food
Permit Renewals 1.
If not paid on time, permit fee is doubled.
2. Business may be
closed until fee is received, if authorized by Division Director or Food
Program Manager, per Sanitary Code Enforcement Procedures. B.
Food Permits - Ownership Changes 1. Initial letter is sent requesting new owner to submit new application form and permit. 2. If not paid, EH staff sends a pre-collection letter to food establishment with a copy to Accounting. 3.
If no response, EH staff sends copy of Service Record to Accounting,
requesting account be turned over to collection agency. If payment received,
EH staff notifies Accounting via e-mail. 4.
If not paid, Accounting sends a copy of pre-collection letter and
Service Record to collection agency (name
of collection agency).
5. Collection agency
either collects or proceeds with legal action. If proceeds with legal
action, collection agent requests Health Department to formally assign
account in writing to collection agency. If collection item is a returned
check, Accounting also sends original check to collection agency. C. Other
Services - Returned Checks 1. Accounting receives returned check from bank and sends two copies to EH. EH calls Accounting with PLU key/revenue code to adjust. 2.
EH staff attempts to call client to ask that they replace the NSF
check, plus a $15.00 service charge, with payment in cash or with a
cashier's check. 3.
EH staff follows up phone call by sending to client two copies of
letter confirming above (one regular and one certified mail), asking for
payment within 10 days. Copy also sent to Accounting. 4.
If no response, a pre-collection notice is sent by both regular and
certified mail notifying the client that the account will be sent to a
collection agency if payment is not received in 10 days. Copy also sent to
Accounting. 5.
If still no response, EH sends a copy of Service Record to
Accounting, indicating to send to collection agency. 6.
Accounting sends copies of all documents to collection agency. 7.
Collection agency sends acknowledgment of receipt. 8.
Collection agency sends quarterly status report of Health Department
accounts they are pursuing. D. Default
Judgments 1.
If Health Department is not paid according to court instructions, EH
staff sends pre-collection notice to client (regular and certified mail),
along with copy of the Default Judgment, indicating if payment is not made
in 10 days, the account will be turned over to the collection agency. Copy
to Accounting. 2.
If still no response, either a memo or Service Record, if applicable,
is sent to Accounting requesting the account be turned over to collection
agency. II.
Main Clinic, Satellite Clinic and Vital Statistics A. All
Services - Returned Checks 1.
Accounting receives returned check from bank, notifies the department
and requests information on the service performed. 2.
Accounting adjusts revenue/cash account. 3.
Accounting sends by regular mail a returned check letter asking for
payment, plus a $15.00 service charge, to be paid in cash or by certified
check. 4.
Along with the returned check letter, Accounting sends a "Notice
of Dishonor of Check," outlining the legal ramifications if payment is
not received within 15 days after the letter postmark date. 5.
The "Notice of Dishonor of Check" is notarized to certify
mailing date. 6.
If no response, a final notice is sent to the client by regular mail,
specifying that if payment is not paid by the date indicated (usually within
10 days), the account will be automatically assigned for collection to a
collection agency (named). Copies of all previous correspondence are also
sent. 7.
Collection agency acknowledges assignment of account. 8.
Collection agency remits collections to Health Department per
Collections. |
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