Comprehensive EMS Administrative Services

The vendor is required to provide comprehensive emergency medical services (EMS) administrative services including EMS clinical, operational, consulting, and billing services.
- Billing, collection and reporting
•    The proposer shall receive patient care reports, face sheets, demographic information, and proper patient signatures from the department and process information on individual parties, insurance companies, medicare and Medicaid.
•    Verify demographic information prior to billing using available resources including subscription services, hospital verification or information obtained through “face sheet” demographics obtained by the department.
•    Provide follow up billing to include using database searches with subscription services, hospital follow up or phone calls to locate patient information including insurance eligibility in a timely manner.
•    Prepare monthly reports of all account activity presented in a uniform and easily understood format so that financial, billing and collection data can be benchmarked, and financial goals can be reviewed.
•    The department a project manager to provide the training and service necessary to navigate the billing system.
•    The highest billing compliance standards possible in partnership with the town, including assurance that all medicare and Medicaid guidelines are met at all times. 
•    The department will meet compliance standards and participate in improvement activities. 
•    All third-party reimbursements shall be tracked individually and in aggregate with full reporting capability to measure billing and collection performance.
- EMS billing and collection consulting
•    Provide to the department quantitative analysis of current billing functions using industry accepted metrics for periodically measuring, analyzing and controlling the billing and collection functions. 
•    The successful contractor shall fully explain any recommended changes to improve revenues, operations or systematic review methods, including reporting and review schedules. 
•    Consulting services shall be targeted to system changes and policies that are attainable, measurable, and longstanding. 
•    It will be expected that recommendations to improve financial strength shall be frontloaded during the initial contract cycle but additional changes for maintenance or to adapt to changing regulations and applicable laws may be required. 
•    All recommendations shall be specific to the department. 
•    Consulting services shall be directly related to the financial sustainability of the town and efficiency of the billing and collection of EMS revenues. 
•    Consulting services shall include analysis of past practices and recommendations for strategies to improve overall financial health of the town. 
•    The successful contractor shall be responsible to assist the town in attaining the highest allowable revenue to sustain EMS services and improve the overall health of the town.
- EMS patient satisfaction data collection and reporting
•    Provide patient satisfaction surveys and reporting that enable the department to quantify data associated with patient contact and perception regarding level of service provided. 
•    Survey data must be capable of being tied back to or associated with the specific run number, allowing the capture of data on specific crew members. 
•    The patient satisfaction survey responses and data shall not be limited to general system-wide information but rather must be specific and accountable to specific runs or calls. 
•    The patient satisfaction survey system must have the capability to capture and report specific patient comments. 
•    The system for aggregating this data shall be capable of benchmarking the results for the department against other EMS agencies and previous periods.
- Cardiac arrest data collection, database management and reporting
•    Provide and manage a cardiac arrest database for the department. 
•    This database will include all elements and reporting requirements of the Utstein style template and cardiac arrest registry to enhance survival (CARES) to analyze out of hospital cardiac arrest data in the EMS system. 
•    Provide clinical database of all data related to the cardiac arrests within the system. 
•    This data collection system shall be able to collect data, benchmark results, and allow for comparison of local data to local, state and national results. 
•    The proposer shall be responsible for the data entry necessary to maintain high quality data for cardiac arrest outcomes.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: September 9, 2025