Emergency Medical Billing Services

The Vendor is required to provide for ambulance billing, collection, financial reporting, and analytical services.
- The City desires to pursue a partnership to build an optimal revenue cycle.
- All of the consultant’s operations; including but not limited to; billing, collections, reporting, technology, compliance, and customer service; shall be performed within the continental country.
- Billing 
•    The consultant shall commence billing the patient care reports with the start-up date established by the consultant and the city.
•    The consultant shall use a software interface compatible with image trend ePCR software. 
•    The consultant shall be able to prepare invoices according to the rates established by the city, guidelines and procedures established by the consultant and the city, all applicable laws and regulations including those for medicare and medicaid services. 
•    The consultant shall also bill all non-emergency transports according to applicable laws established by medicare, medicaid and other applicable agencies. 
•    The consultant shall verify insurance eligibility utilizing available resources and commercial databases prior to the submission of any patient claim for reimbursement. 
•    The consultant shall utilize available resources and databases to obtain billing insurance information on private pay patients. 
•    The expectation of the city is that the initial invoices will be processed within three business days of the posting of the billing file, according to the agreed upon process for various claim types, assistance in providing documents, preparing responses to, and meeting with auditors from federal or state government or their agents. 
•    Assistance with preparing materials in support of an appeal by the city of any adverse findings by such auditor. 
•    The consultant shall process all claims according to timelines defined by the city and the consultant. 
•    Electronic filing is the required method of filing primary medicare, medicaid, and commercial insurance claims. 
•    Electronic filing is the preferred method of filing to all other guarantors, if applicable. 
•    Otherwise, paper invoices may be issued directly to appropriate patient guarantors.
•    Denials for medicare and medicaid shall be processed according to the timelines defined by the consultant and the city. 
•    The consultant must remit to the city all funds collected, less refunds issued. 
•    Fees charged by the consultant for billing and collection services will be based upon “net collection.” 
•    The city regards “net collections” as total funds collected less refunds issued as a result of overpayments or erroneous payments. 
•    The consultant must accept credit cards as a form of payment by customers.
•    The consultant will be responsible for reviewing each patient contact report (PCR) for content and accuracy for billing purposes. 
•    The consultant will be responsible for contacting the designated city employee to correct any discrepancies.
- Reporting
•    Accounting for all billing pursuant to generally accepted accounting principles shall be provided on a monthly and annual basis, and according to the timelines defined by the city and the consultant. 
•    The accounting for billing shall include detail by call for city and type of insurance coverage. 
•    Reports should be provided in Microsoft excel and / or as pdf documents when requested. 
•    The following will be included in reports: 
•    Daily bank deposit and credit transactions processed report. 
•    Monthly reports and all supporting documentation shall be submitted to the city ten (10) days from receipt of final reports. 
•    A report showing the number and amount of claims filed with medicare and medicaid, including the confirmation information from medicare or medicaid acknowledging receipt of the claim by the city. 
•    A reconciliation report showing the amount of cash receipts posted and how the amount ties to the daily bank deposit.
•    A monthly revenue report showing all transports billed. 
•    Monthly accounting period report for the cash collected each month. 
•    Summary and aged accounts receivable trial balance.
- The telephone systems utilized by the Consultant must be able to accept voice mail messages and route incoming calls to the appropriate persons.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: August 29, 2025