Emergency Medical Services Billing

The vendor is required to provide emergency medical services billing interfaces with local hospitals, lockbox interfaces with the city’s lockbox provider, ePayment interfaces with the city’s ePayment provider, emergency facility EPCR interfaces, public consulting group and state ambulance supplemental payment interfaces, and collection interfaces with the city’s debt collector; data conversion, migration and readiness services; and an onsite support technician in order to implement a seamless integration and transition in connection to emergency medical services (EMS) billing.
- Duties
1. Hardware:
•    Contractor shall be responsible for on time and without delay delivery of the hardware and accessories by February 7, 2026, as well as the ongoing identity management, authentication, incident response, connectivity, helpdesk, updating, patching, security, data compliance, anti-virus, repair and maintenance of the computers, installed software and hardware throughout the contract.  
•    The city shall work with contractor to coordinate vehicle installation. 
•    All necessary computer and accessories patching, releases, updates, and repairs shall be performed within 7-10 business days. 
•    The city shall have the right to require contractor’s support technician to install, support, secure and maintain additional applications and peripheral devices on any hardware. 
•    All hardware and software changes must first be tested in a test environment and accepted by the city before deployment into the production environment.
2. EMS 
•    Patient care reporting software: the patient reporting software used by the city will be image trend. 
•    Responsible for uploading or installing the software onto the computers.  
•    Responsible for installing onto the computers any software maintenance updates and operating system upgrades and providing user helpdesk support. 
•    Software updates must first be tested and accepted by the city in a test environment before deployment into the production environment.
3. Transmission of wireless data: 
•    The contractor shall be responsible to purchase connectivity of the wireless internal modems using Verizon’s 4g (in the future 5g or most updated edition) LTE network. 
4. Integration
•    Hardware and software systems fully integrate field and back-office operations. 
•    The back-office operation includes areas such as, but not limited to, the following: the use and transfer of patient care information for billing, patient care reporting; data storage and retrieval; report preparation; data analysis; and quality assurance and quality improvement through the patent reporting software.  
•    The data integration transmission between the city, patient care software and billing software must be encrypted at rest and in transit, secure and protected from interception and inspection by unauthorized individuals. 
•    All activities must be conducted by contractor in compliance with act standards, industry cybersecurity standards including but not limited to the applicable privacy and security regulations, the applicable provisions of the city’s act compliance policies and procedures, as well as state personal information protection laws.
5. Personnel:  
•    Provide a support technician aka field support engineer.
•    The following is a general description of the duties of this position but is not intended to be a non-exhaustive list of all responsibilities: maintain, repair, and support all aspects of the hardware (computers, components (including pens), and docking stations) necessary for the collection of patient information by front-line crews, deliver hardware to stations and maintain inventory, ensuring an adequate number of devices and components (including pens) are available to support operations,  maintain and support all aspects of the software installed on the devices used for the collection of patient information, be on-call at all times to provide support, support other hardware connections, including EKG connectivity, ensure connection to WIFI and cellular services (management of air-cards), perform daily reconciliation and correction of patient care reports (checking for incorrect information, addresses, incident numbers, deleted reports, duplicate reports, and missing reports etc.), assist in troubleshooting report submission and data anomaly issues,  act as a liaison between the city of and the billing department for any issues or concerns, unless another single point of contact is designated.
6. Billing services and authority:  
•    Collect all applicable and appropriate emergency medical transport fees consistent with federal, state, and local laws in addition to pertinent rules and regulations. 
•    Solution must be PCI compliant and regularly independently attested. 
•    The ultimate responsibility of determining reasonableness, medical necessity, mileage and the level of service rendered as it relates to billing and shall make the final determination regarding the satisfaction of all coverage criteria for reimbursement based on information, documentation, and narrative that is provided to contractor in the EMS patient care software.  
7. Billing reports:
•    Provide to the satisfaction of the city billing reports such as, but not limited to: monthly collections reports and summaries which verifies and reconciles collection posting; activity analysis report which summarizes the results of collection efforts used to measure contractor performance; Medicaid, medicare, private insurer and self-pay report; reports of transports and services received; report of write-offs; past due collections and reconciliation reports; report of accounts sent to collection; annual receivables and ageing report as specified by the city. 
•    Custom and ad-hoc reports as required by the city during the contractual period.
•    Provide examples of such reports, and any others deemed beneficial to the city.
8. Financials compliance audits:  
•    Maintain full and accurate management of the city related receivables and maintain auditable books and records.   
•    The city reserves the right to retain an independent contractor to audit the records of the contractor to ensure compliance with local, state, and federal laws as well as best practice industry standard accounting principles and practices. 
•    Provide access to any and all records necessary to conduct the audit.

- Questions/Inquires Deadline: September 19, 2025