Ambulance Billing Services

The Vendor is required to provide ambulance billing services including detail of the billing system and processes.
- Billing Services
• Be capable of interface with image trend elite patient care reporting system.
• Provide system capable of managing and processing patient accounts, charges, responsible party, invoices and claims, receipts, account disposition and comments with all related documentation and correspondence. 
• Provide city with secure online access to view and audit these records.
• Solely responsible for all data entry, verification and follow-up of patient information.
• Utilize available resources and databases to obtain patient billing and insurance information. 
• All software used, including upgrades and maintenance shall be provided at the proposer’s expense.
• Proposer shall be able to prepare ambulance transport invoices according to the rates established by the city, guidelines and procedures established by the proposer and city, within all applicable laws and regulations including those for medicare and medicaid services (CMS). 
• Be able to include supply charges on ambulance transport invoices should the city change its policy in the future.
• Able to prepare ambulance non-transport invoices according to the rates established by the city, guidelines and procedures established by the proposer and city, within all applicable laws and regulations including those for medicare and medicaid services (CMS) should the city change its policy in the future.
• The expectation of the city is that the initial invoices will be processed within five (5) business days of patient care report completion.
• Provide timely review of claims to verify completeness, accuracy and compliance.
• The city currently fulfills report requests. 
• However, the proposer must be responsible for complying with HIPAA patient disclosure requirements when needed.
• The ability to forward all invoices and claims to the responsible party.
• Must be currently filing medicare and medicaid claims electronically via ANSI electronic formats. 
• All invoice and claim processing costs shall be provided at the proposer’s expense.
- Collection services
• Receipts shall be posted to patient accounts within three business days of receiving payment.
• Provide all account maintenance and follow-up which may include researching denials, processing appeals, claim re-submission, invoice balance due, secondary insurance claims, required write-off and refund processing.
• Implement and follow the city’s waiver and installment programs.
• Facilitate transfer of accounts to a third-party collection agency. 
• The city currently utilizes recovery management solutions (RMS) as the collection agency
- Reporting services
• Provide the city online secure access to reports.
1. EOM summary – collection report by financial class
2. EOM summary – billing activity summary
3. EOM summary – management summary (billing, payments, returned)
4. EOM summary – AR aged trial balance
5. Monthly summary by date of service, financial class, and level of service
6. Deposit report by date of service and Deposit Date
7. Not Medically Necessary and Invalid Signature Reports
8. List of Refunds the City needs to issue with supporting documentation
9. Raw data for statistical analysis.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: June 23, 2025