The Vendor is required to provide a medical debt collection agency for the county emergency medical services department.
- Services will include:
• The County will support communication between the contracted medical billing company and contracted medical debt collection agency.
• The medical debt collection agency will process for medical debt collection in consultation with the county and the county's contracted medical billing company, currently ems management and consultants, based on criteria and processes developed by the county
• The medical debt collection agency will initiate the debt collection process for all such patients referred to collections unless specifically directed otherwise by the county.
• All typical types of patient correspondence sent by the debt collection agency shall be pre-approved by the county.
• Debt collection notices and other written communications must contain, at a minimum, the name of the county; the medical debt collection agency's address and telephone number; the patient's name, street address, city, state, zip code; the statement date and date of service; the level of service provided; and the total amount due to the county, in addition to the assigned run number
• The medical debt collection agency shall bear the full cost of its collection efforts, including printing forms and envelopes, postage, telephone charges, labor, and maintenance of computer software and hardware.
• The medical debt collection agency shall be accessible for inquiries during normal business hours, Monday through Friday, to include from 9:00 a.m. to 5:00 p.m. eastern time, excluding weekends and holidays.
• Phone messages shall be returned within 24 hours excluding weekends and holidays.
• The debt collection agency will handle all telephone inquiries and written correspondence pertaining to patient accounts in a timely manner.
• The medical debt collection agency shall staff a nationwide toll-free telephone number Monday through Friday, to include from 9:00 a.m. to 5:00 p.m. eastern time, to answer any and all questions from patients.
• The medical debt collection agency shall process payments received and ensure that all collected revenue is deposited not less often than monthly into a county designated bank account.
• EFT for fund deposits is preferable
• The medical debt collection agency shall post all payments received to applicable patient accounts.
• The medical debt collection agency shall keep and maintain accurate and updated records pertaining to all patient accounts.
• The medical debt collection agency shall provide monthly reports to the county that provides both summary and details of collection efforts and monies collected.
• An online dashboard for live, real time indications of progress/performance/income is preferable
• The medical debt collection agency shall provide a monthly statement to the county that lists amount of monies collected and fee due to the medical debt collection agency for services provided.
• This statement will be submitted to the county by the 15th day of the next month.
• The county shall remit payment to the medical debt collection agency within 30 days of receipt of the billing company's statement.
• The medical debt collection agency shall maintain debt collection records electronically stored and made available to the county upon request.
• These records shall be kept a minimum of 7 years.
• The medical debt collection agency shall be available to meet with county representative on an emergency basis within 48 hours of notification excluding weekends and holidays.
• The medical debt collection agency's principal business must be medical debt collection.
• The medical debt collection agency shall have an established reputation in the field with experience in medical debt collection for ambulance services in state.
- Contract period/term: 1 year
- Questions/Inquires Deadline: April 10, 2025