Title
a. Approve and authorize the Director of Health Services or designee to accept credit card, debit card, and/or e-check, payments from customers and charge a service fee of no more than 4% to recover the interchange fees associated with the acceptance of credit card, debit card, or e-check payment; and
b. Approve and authorize the Director of Health Services or designee to increase credit card, debit card, and/or e-check fees should it be necessary to recover costs.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Director of Health Services or designee to accept credit card, debit card, and/or e-check, payments from customers and charge a service fee of no more than 4% to recover the inter-exchange fees associated with the acceptance of credit card, debit card, or e-check payment; and
b. Approve and authorize the Director of Health Services or designee to increase credit card, debit card, and/or e-check fees should it be necessary to recover costs.
SUMMARY:
The recommended actions will authorize the EMS Agency to accept electronic payments for state-mandated EMT certification fees through the County's existing payment processor, improving customer convenience and reducing administrative workload. Applicants who voluntarily choose to pay electronically will be assessed a convenience fee that recovers the County's actual processing costs, as authorized by California Government Code section 6159.
DISCUSSION:
The Emergency Medical Services (EMS) Agency is designated by the County of Monterey as the Local Emergency Medical Services Agency (LEMSA) pursuant to Division 2.5, Chapter 4, Article 1 of the California Health and Safety Code. As the LEMSA, the EMS Agency is responsible for planning, implementing, coordinating, and evaluating the County's emergency medical services system; establishing medical control; developing policies and treatment protocols; overseeing quality improvement activities; approving EMS training programs; coordinating with EMS system partners; and ensuring compliance with applicable state laws and regulations.
Pursuant to California Health and Safety Code section 1797.210, the EMS Agency also serves as the certifying authority for Emergency Medical Technicians (EMTs) in Monterey County. In this capacity, the EMS Agency is responsible for processing applications for EMT certification and recertification, verifying applicant eligibility, maintaining certification records, and administering certification actions in accordance with state law.
The EMS Agency utilizes the Certemy credential management system software to administer the application processes for EMT certification and recertification. The system provides an electronic platform for application submission, credential management, and recordkeeping throughout the certification lifecycle.
As part of the certification process, the EMS Agency collects state-mandated EMT certification fees on behalf of the California Emergency Medical Services Authority (EMSA). Pursuant to Title 22, California Code of Regulations, section 100221.02, the EMSA fee is $75 for an initial EMT certification (or when a new criminal background check is required) and $37 for an EMT recertification when the applicant has an active background check. The EMS Agency does not charge a local processing fee for EMT certification or recertification services.
Currently, applicants must submit EMSA fees by cashier's check or money order payable to the California Emergency Medical Services Authority. This payment process requires applicants to obtain and deliver paper payments and requires EMS Agency staff to manually receive, reconcile, and process each transaction. The existing process is time-consuming, increases administrative workload, and may delay application processing.
The County maintains a Master Services Agreement with ACI Payments, Inc. (ACI), administered by the Treasurer-Tax Collector, to provide secure electronic payment processing for County departments. Integrating ACI's payment services with the Certemy platform will allow EMT applicants to pay required EMSA fees electronically when submitting certification and recertification applications. Applicants who choose to use the electronic payment option will no longer be required to mail or deliver cashier's checks or money orders to the EMS Agency, resulting in a more convenient and efficient application process while reducing manual payment processing by County staff.
Pursuant to California Government Code section 6159(h), the County may impose a convenience fee on customers who voluntarily elect to pay by credit card, debit card, or electronic funds transfer. The fee may not exceed the County's actual costs for processing the electronic payment and must be approved by the governing body responsible for the fiscal decisions of the public agency. The proposed convenience fee will be paid only by applicants who choose to utilize an electronic payment method. Applicants may continue to use existing payment methods if they prefer not to incur the convenience fee.
Government Code Section 6159 further provides that if an electronic payment is returned or charged back, the payment is deemed void, the applicant's obligation remains outstanding, and the County may recover its actual chargeback and collection costs. The County may also require an alternative payment method for the returned transaction and future payments.
Approval of the recommended actions will authorize the EMS Agency to implement electronic payment processing for EMT certification and recertification fees through the County's existing agreement with ACI Payments, Inc., establish a convenience fee that recovers the County's actual processing costs as authorized by Government Code Section 6159, improve customer service by providing a secure online payment option, and increase administrative efficiency by reducing manual payment processing.
This work supports the County of Monterey Health Department 2025-2028 Strategic Plan Goal(s):
A. Deepen Organizational Effectiveness and Support Long-Term Sustainability.
It also supports the following of the ten essential public health services, specifically:
A. Build and maintain strong organizational infrastructure.
OTHER AGENCY INVOLVEMENT:
County Counsel reviewed and approved the proposed actions as to legal form. The Treasurer-Tax Collector’s office was consulted regarding the implementation of electronic payment processing through the County's existing payment processing agreement with ACI Payments, Inc.
FINANCING:
There is no additional impact on the County General Fund associated with the recommended actions. The proposed convenience fee will be charged only to applicants who voluntarily elect to pay electronically and will recover the County's actual payment processing costs, as authorized by California Government Code section 6159. The EMS Agency collects state-mandated EMT certification fees on behalf of the California Emergency Medical Services Authority (EMSA). One-time implementation costs of $2,925 will be funded within the EMS Agency's FY 2026-27 Adopted Budget.
BOARD OF SUPERVISORS STRATEGIC PLAN GOALS:
This agreement supports the Board of Supervisors' Strategic Plan Goals of Sustainable Infrastructure for the Present and Future, Diverse and Thriving Economy, and Dynamic Organization and Employer of Choice by providing applicants with a secure and convenient electronic payment option, improving access to County services, and enhancing operational efficiency.
Mark a check next to the related Board of Supervisors Strategic Plan Goals:
Well-Being and Quality of Life
X Sustainable Infrastructure for the Present and Future
Safe and Resilient Communities
X Diverse and Thriving Economy
X Dynamic Organization and Employer of Choice
Prepared by: Dulce Alonso, Emergency Medical Services Analyst, 796-1294
Approved by: Elsa Mendoza Jimenez, Director of Health Services, 755-4526
Attachments:
Board Report