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Home My WebLink AboutMINUTES - 06221999 - C179 CONTRA3R TO., BOARD OF SUPEWSORS COSTA FROM: Phil Batchelor, County Administrator istrator � °�� COUNTY DTE: June 22, 1999 SUBJECT: Release of Accountability for Missing Funds at the Regional Medical Center SPECIFIC REQUEST MEN A`ION(S) & BACKGROUND AND JUSTIFICATION RECOMMEN,DATIQNLSL AUTHORIZE re1i f of accountability of missing bagged deposits from the Regional Medical Center n the amount of$1,763.04, as recommended by the uditor- ontr ller. BACKGROUNDIREASONS FOR COMMENDATIONS: On October 1 , "1998, a bagged deposit of restrictively endorsed checks in the amount of $626.97 sues stolen fr r. th regional Medical Ce the Department. In;�e�tlg�t�r€ further revealed that additional bagged deposits totaling $1136.07 €n cash had been Stolen. At the tine of the thefts, bagged deposits waiting for transport to the bark were stared ;n a locked file drawer in the Emergency Department r gl tr tions area. To avoid recurrence of this type of loss, the Health Services Department revised its cash Dandling Policy and addressed security issues. The Auditor-Controller has revie%wd the circumstances of the loss and recommends that the Board relieve the Department from accountability for the missing funds. CONTINUED ON ATTACHMENT. YES S€i TURF: f �> Al X-APPROVE � TER }tine2 U € OVE AS€ECOMME D ;OTHER VOTE OF SUPERVISORS HEREBY CERTIFY THAT THIS IS A XX UNANIMOUS(ABSENT - -- _ , � TRUE AND CORRECT COPY OF AN Y-'ES. ESd ACT N T? N AND ENTEREDASSES T. ABSTA fir m S N MINUTES THE BOARD OF -- SUPMMISOBS ON THE DATE SHOWN. contado Sara Hoffims,33-S-1090 ATTESTED---j u n a 2 2PML BATCHELOR,CLERK OF , 9 9 9 THE ARD OF SUPERVISORS AND CqUNTYADMINISTPIATOR CC. CAO 4,er- Georre Was€rak'Hwvh Ser+. B ... 7, EP�T Y Office of COUNTY AUDITOR-CONTROLLER Contra Costa County Martinez, California February 5, 1999 TO: Phil Batchelor, County Administrator FROM: Kenneth J. Corcoran, Auditor-Controller _P5 By: David A. Sumner, CIA,CGt M, Senior Auditor SUBJECT: Health Services Department Report of Shortage and Request for Discharge from Accountability We have reviewed the Health Services Department attached report of the disappearance of $1,763.04 of undeposited collections, and its request for discharge from accountability for these funds. The Health Services Department has since revised its cash handling policy to mitigate control weaknesses that precipitated this loss. In our opinion, implementation of this policy will deter reoccurrence of the events that resulted in this loss. We recommend that the Board of Supervisors discharges the Health Services Department from accountability for these funds. KJC/DAS:ds 0o37Mxss Attachment CC: George Washnak, Controller, Health Services Department CONTRA COSTA COUNTY RECEIVED FEB 1 .� S 7W E F i Ut %11S RATOR , CONTRA. COSTA HEALTH SERVICES MEMORANDUM 4 February 1999 To: Kenneth J. Corcoran,Auditor-Controller From: George Washnak, Controller%°.-,r Subject: Request for Relief of Accountability On 15 October 1998 my staff was notified of a missing bagged deposit consisting of restrictively endorsed checks in the amount of $626.97. The checks were in payment of medical record information,not patient account payments. Jack Cooper,Internal Audit was notified the same day. During the investigation by the CCRMC Public Service Department it was discovered that additional bagged deposits totaling $1,136.07 in cash were also missing. The theft of all bags occurred between 1:45 p.m. Friday 2 October 1998 and 1:10 p.m. Monday 5 October 1998. At the time of the theft bagged deposits waiting for transport to the bank were stored in a locked file drawer in the CCRMC Emergency Department registration area. During the initial investigation by the CCRMC Public Service Department it was discovered that there were several security issues that needed to be addressed and policies that needed to be revised. The Cash Handling policy has been revised; and security issues have been addressed. As of 26 October 1998 Loomis, Fargo and Co. began picking up bagged deposits from the CCIUMC Admissions Office safe and the CCMRC&HC Specialty Registration safe. CCHS is currently researching additions to both safes that allow employees to drop bagged deposits into a portion of the safe,which then requires two keys to retrieve the deposits. One key will be coded to a manager or Loomis, the other being coded to registration staff, To retrieve bagged deposits one of each will be needed to open the inside drop area of the safes. Efforts made to discover and recover the stolen bagged deposits included an investigation by CCR.RMC Public Service Department, which was subsequently turned over to the Martinez Police Department. Attached is a copy of the Martinez Police Department report indicating they have "inactivated"the case due to"No Workable Leads." Based upon review by Hospital Administration neither the theft nor delay of its discovery was caused by fraud or gross negligence. I hereby request on behalf of the Department release from accountability for a total of$1,763.04; 20.Alien Street, Martinez, California, 94553 1 P�one: (925)370-5036 Fax: (925)370-5098 E-mail: gvashnak@�sd.cc.contra-cos-la.ca.us $1,136.07 in Cafeteria receipts and$626.97 in Medical Records fees. I declare under penalty of perjury that the foregoing is true and correct to the best of my knowledge. attachment Cc: William Walker, MD Patrick Godley Editha Guedarra 20 Al en Street, Martinez, California, 94553 2 Phone: (925) 370-5036 Pax: (9.25) 370-5098 E-mail: gwashnak@hsa.co.cozntra-costa.ca.us E!3',M€RE RD MARTINEZ POLICE REFER CASE#(S) OF TE .� CA0071400 CODE SECTIONS) CRIME/i�NT� CLASSt T#0N OCCUFt -c-- LOCATION OS= RENCE� ""`S C'^'+,�.�° � z•'7 �.•''�`�!'�"`-'+' .''" OCCURRED BETlyyJEI�;J--N1DgZ TIME DAY✓•[ ) VIC LICENSE NO STA YEA MAKE/MODEL STYLE COLOR VEH AND TIME DAY SUS LICENSE NO STA YEA MAKE/MODEL STYLE COLOR LJ Vvc d 'R INFO MPAIN COMPLAINT MOTH€R BODILY FORCE NONE PROVIDED INYLVMT NArr r#�T STMIDDLE1 o DOe RACE/sE7c HAIPAYES H€IGHTWEIGHT RFSiDENCE ADDRESS RES.PHON€ DRIVERS LICENSE# STATE BUS.NAMEJAAr SS"O'E ,/") OCCUPATION SOCIAL SECURITY III ARREST 2 SNVLVMTy}NAME(LAST,FIRMIDDLE) �' DOS RACEISEX HAIRJEY#ES HEIGHTJWEIGHT 6 i � -G RESIDENCE ADDRESS RES.PHONE DRIVERS LICENSE# STATE BUS.NAME/A9XDRESSJPH E , OCCUPATION SOCIAL SECURITY# ARREST I S. +V3¢'( NAME(tAST�FIRST MIDDLE DOd RACEJSEX HA#R/EYES Hc#GHT!WEIGHT RESIDENCE ADDRESS V RES,PHONE DRIVERS LICENSE 0 ;STATE I 9US.NAMFJADDRESS/PHONE OC-1 PAYIdN SOCIAL SECURITY M ARRES T tNVLVMT NAME(LAST,FIRST MIDDLE) D013 RACEJSEX "R/EYES HEIGHTtrVEIGW �t RESIDENCE ADDRESS RES.PHONE DRIVERS LICENSE# (STATE SUS.NAMEJADORESS/PHONE rW ATION SOCIAL SECURITY# ARREST 4EREB`f ARREST THE ABOVE NAMED SUSPECTjS).O-WrHE....... ISIGNED TARGE S INDICATED ABOVE. -B*)�NDJIMAKEI DELVALUL CODE c- y r� 7 YES E1/iDENDE COLLECTED #FINGERPRINTS 1 1# ROLLS FILAR �R R DRYING OP�ERR#AL DATE AND TIME RC€�V#EWES BY FOLLOW-UP NEEDED k CPS JUVIPROS DDA V#C1LTR WC THEyR ; SIGNATURE OF SUSPECT MPC#DAILY REPORT FORM REV 9.95 MPD#36 DEIGNED 8Y M.THO ip N W RIGHT THUMB PRINT MARTINEZ POLICE DEPARTMENT INVESTIGATION STATUS REPORT CASE# 98-5190 INVESTIGATOR: THOMPSON CRIME: 487 PC STATUS : I (A=Assigned) REPORT DATE: 12-12-98 ( I=Information) ASSIGNED DATE : 12-17-98 VICTIM#1 : CONTRA COSTA COUNTY, ADDRESS . 2500 ALHAMBRA AVE r,: '_ i".. e! - ,t _'8. .r '• _ ;v ) CTY/ST/ZIP . Martinez, CA 94553 t VICTIM# 2 : s D ADDRESS: CTY/ST/ZIPa SU SPECT#1 : JUV: r AKA: DOB: SUSPECT#2 : , JUV: AKA: DOB: DIRECT FILE: �rY or N DIRECT FILE DATE: ��ss DISPO: INACTIVATED DI SPO DATE: COMPLAINT CHARGE: EVIDENCE HELD: Y N ` PRINTS HELD: Y N JUVENILE CHARGE: EVIDENCE TO LAB : Y N i PRINTS EVALUATED : Y N FEL/MISD: F M LETTER NEEDED: Y N �r DESTROY EVIDENCE: Y N COMMENTS :— No WoRKABL�pe �itURDS Sergeants Approval : Date• Data Entry:}}