EMS Billing Services

The City of Winter Park ("City") is seeking proposals from experienced and qualified firms to provide comprehensive EMS billing and revenue cycle services in support of the Winter Park Fire Department’s ("WPFD") EMS transport program. The City’s objective is to improve billing accuracy, accelerate reimbursement timelines, and enhance overall collections through a consistent, compliant, and customer-focused billing process for emergency medical services delivered to the community.

The selected Respondent will be expected to integrate seamlessly with WPFD’s operational and documentation workflows, including compatibility with the City’s ePCR and billing environment, and to provide strong reporting transparency and measurable performance. Respondents must demonstrate a proven track record in municipal EMS billing, strict compliance with applicable federal and state healthcare and privacy requirements, and the operational capacity to maximize revenue recovery while maintaining high service standards for patients and payers, while utilizing technology and credible reporting dashboards to keep City staff up to date on financials and customer needs, complaints and success or needs of the EMS transport program.

The WPFD operates a fire-based EMS transport system, and the City’s EMS billing program is essential to sustaining that service through timely, accurate reimbursement. This project is intended to strengthen the link between field documentation (ePCR) and clean claims submission, reduce preventable rejections/denials, and improve speed-to-cash—while maintaining a professional, patient-friendly billing experience and full compliance with applicable healthcare and privacy requirements.

The WPFD is highly data-driven and requires a vendor that can deliver strong weekly performance metrics, as well as ad hoc reporting when leadership needs immediate visibility into trends (e.g., submission timeliness, rejection drivers, payer patterns, collections performance). The City's intention is to engage a vendor that provides responsive support, including a dedicated account manager, and maintains a mature, reliable records and chart request process capable of delivering timely and accurate documentation for patient and attorney requests. The selected Respondent shall demonstrate the ability to provide user-friendly technology compatible with WPFD's workflow, resolve issues in a timely manner, maintain transparent and comprehensive reporting, and support the timely delivery of data to contracted agents supporting additional reimbursement opportunities through state and federal programs.