Service Requirements The following are the minimum requirements that the Village requires for the Services: A. Vendor must provide all personnel, materials, and services needed to perform ambulance billing services. B. Vendor must ensure that all required documentation and agreements with payers are properly filed and maintained. C. Vendor must obtain pre-approval from the Village for all forms used in the execution of the Services. D. Vendor will be responsible for reviewing, preparing and mailing invoices upon receipt of ambulance report data to the patient within seven business days or submitting a claim to payer if insurance information is readily available. This mailing must include all necessary forms for payment processing, a copy of the Customer Satisfaction Survey, along with a return envelope. Upon receipt of patient claim information, if required, electronically submitting Medicare, Medicaid, and insurance claims within three business days. Manual submission of claims is acceptable only if electronic submission is not available. E. Vendor is responsible for ensuring proper security and confidentiality of patient information and records, including, without limitation, executing a business associate agreement as required by the Health Insurance Portability & Accountability Act of 1996 (HIPAA). Vendor must comply with all HIPAA rules and regulations. F. Vendor is responsible for providing all labor, materials, and technology necessary to obtain missing patient information from all available sources prior to issuing insurance claims or direct patient billing. G. Vendor is responsible for utilizing current diagnostic coding to ensure compliance with federal, state, and local regulations. H. Vendor shall assist the Village, upon request, in providing data and completing applications for any federal, state, or local project reimbursement or alternate funding sources. I. Vendor is responsible for resubmitting or resolving denied or disallowed claims. J. Vendor is responsible for accepting patient billing inquires and complaints during regular business hours. K. Vendor is responsible for providing the tracking of submitted claims to ensure timely payments. L. Vendor must provide monthly statements to allow patients to be aware of outstanding balances. M. Vendor must maintain generally accepted accounting procedures for the reconciling of all financial transactions. N. Vendor is responsible for facilitating the posting of revenues and providing document(s) related to the transaction with the Village’s banking institution. O. Vendor is responsible for ensuring that requests for refunds include the patient’s payment information along with a detailed explanation of the reason for the request and all information necessary to process a refund request.
