Automated Ambulance Billing Accounts Receivable Delinquent Account Collections and Other Services

The vendor required to provide ambulance and emergency medical services (EMS) will furnish an all-inclusive system that includes equipment, products, materials, supervision and labor required to provide a comprehensive, automated medical billing accounts receivable system.
- Medical billing and related services
•    Receive electronic patient care reports from the city.
•    Verify, gather, and correct missing or incorrect patient or insurance information as required to complete the billing process.
•    Prepare and submit accurate and complete invoices and all insurance forms and filings to all governmental, commercial and private insurance carriers.
•    Prepare and mail invoices to patients or other third-party payers who is responsible for co-pays and deductibles, private pay and uninsured patients.
•    Include the following information on all invoices for services rendered:
o    Account number
o    Invoice number
o    Invoice date
o    Name of patient
o    Name of responsible party (if different from patient)
o    Complete address
o    Date of transport
o    Cost of transport including cost breakdown (flat fee and mileage)
o    Incident number
o    Transport mileage from and to
o    Insurance coverage and instructions (if applicable)
o    Contractor’s billing inquiry number
•    Provide electronic claims processing as required for medicare and Medicaid. 
•    Maintain all records and patient information in a safe and secure manner that will allow inspection and audit by the city or its authorized agents. 
•    Include the firm’s policies and procedures for system backup and recovery. 
•    Mail a citizen survey form, at the city’s request, with a return, self-addressed and postage paid envelope with original invoices. 
•    Surveys will be no more than one page and will not exceed 8.5 x 11 inches. 
•    Electronic surveys may also be utilized in conjunction with electronic billing. 
•    Make available customer service representatives to assist patients and third-party payees in all billing inquiries.
- Accounts receivable
•    Receive payments made payable to the city directly from the patient or other responsible party and governmental, commercial and private insurance companies.
•    List acceptable payment methods on the invoice and include the following options.
•    Post payments, adjustments, refunds and credits and re-submission of insurance provider claims to each patient account.
•    Document and refund overpayments. 
•    Perform pre-collection services on unpaid accounts. contractor shall follow up with patient or patient’s third party for collection of the receivable for a period of six (6) months after payments cease by the 10th of the seventh month.
•    All work performed under this contract shall be of the highest professional standards and shall in every respect meet or exceed standard industry practice and comply with the fair debt collection practices act. 
•    No harassing or "strong-arm" collection tactics shall be employed. 
•    The city opens to alternative approaches to accounts receivables and collections if the new approach is more efficient and effective than listed above for both parties.
- Responding to requests for medical records
•    Handle all aspects of the city’s EMS account management including responding to all requests for medical records and subpoenas for law enforcement. 
•    Ensure before any medical records are disclosed to any person, the request is reviewed for legal compliance and depending on the type of request, it has a proper a subpoena signed by a judge, an executed authorization, court order signed by a judge or satisfactory assurances according to act.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: December 2, 2025