26-10 Medical Billing Services and Accounts Receivable Activities

Background
The City of Springfield, Ohio, is seeking to select a medical billing service to manage billing activities and accounts receivable for the Fire Rescue Division's Emergency Medical Services (EMS).
The City aims to enhance its billing function through efficient patient encounter documentation and leading-edge technology.
The EMS provides advanced life support care citywide, regardless of patients' ability to pay, and transported approximately 12,529 patients in 2024.

Work Details
The selected contractor will provide comprehensive medical billing services including:
1. Management of patient encounter documentation using ESO software.
2. Timely submission of electronic NERIS reports to the State of Ohio.
3. Billing for Advanced Life Support (ALS) services at rates of $1,185.43 for ALS2 and $931.24 for ALS, as well as Basic Life Support (BLS) at $586.62 and a mileage rate of $15.28.
4. Transitioning accounts receivable from the current vendor and managing all new billing operations.
5. Ensuring compliance with federal regulations regarding Protected Health Information (PHI).
6. Providing secure data retention and destruction practices.

Period of Performance
The initial contract term will be three years, starting from August 1, 2026, with the possibility of three additional one-year renewal options.

Place of Performance
The services will be performed within the City of Springfield, Ohio.

Bidder Requirements
Bidders must be certified/licensed for the specified services and provide copies of all relevant certifications or licenses.
They should have at least three years of experience in similar services and must comply with federal requirements for data security related to PHI.
Bidders are also required to submit an Affirmative Action Assurance Plan and a Non-Collusion Affidavit as part of their proposal.