Third Party Billing & Collections

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 541219 - Other Accounting Services
  • 541611 - Administrative Management and General Management Consulting Services
  • 561110 - Office Administrative Services
Posted Date: Jul 27, 2020
Due Date: Aug 11, 2020
Solicitation No: RFP 12150-20-02-1
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
RFP 12150-20-02-1
  • Third Party Billing & Collections
  • Status: Open
  • Time Left:14 days
  • Closing: 8/11/20 2:00 PM
  • Issued: 7/27/20 11:45 AM
  • Last Amended:
  • Buyer:Elana Sorrell
  • esorrell@co.augusta.va.us
  • 540-245-5741

  • Issued By:Augusta County Government
  • Type:Request for Proposals (RFP)
  • Category:Professional Services
  • Work Location: Augusta County
  • Web Address:
  • Pre-Bid Conference:
  • Open Responses:
  • Description:Third Party Billing & Collections for Revenue Recovery

Attachments
Attachment Size Description Posted On Type
Third Party Billing & Collections 12150-20-02.pdf (178.75 KB) 07/22/20 Solicitation

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COUNTY OF AUGUSTA, VIRGINIA
REQUEST FOR PROPOSAL
Issue Date: July 22, 2020
RFP # 12150-20-02
Project Title: Third Party Billing & Collections
Proposals will be received subject to the Conditions attached hereto until August 11 th, 2020 at 2:00
P.M. from qualified firms to select an audio-visual company to provide expertise, equipment, and
services to the County.
Where to submit Proposals:
Elana Sorrell, VCA, Purchasing Assistant
County of Augusta, Finance Department
18 Government Center Lane
Verona, VA. 24482
Copies of Request for Proposals may be obtained by visiting our website, www.co.augusta.va.us or
contacting:
Elana Sorrell, VCA, Purchasing Assistant
Telephone (540) 245-5741 Ext. 1
esorrell@co.augusta.va.us
In compliance with this Request for Proposal, and to all the conditions imposed herein, the
undersigned offers and agrees to complete all requirements and conditions in accordance with the
attached signed proposal or as mutually agreed upon by subsequent negotiations.
Name and Address of Firm:
_________________________________________ Date: _________________________
_________________________________________
_________________________________________
BY: _________________________
Signature in Ink
Title: _________________________
Email: ___________________________________ Telephone: ___________________
Page 1 of 31
COUNTY OF AUGUSTA, VIRGINIA
REQUEST FOR PROPOSAL
PROPOSED SCHEDULE OF EVENTS
Issue Request for Proposal
Proposals Due
Distribute Proposals to Selection Committee
Selection Committee Interviews with
Selected Firms
Board of Supervisor Approval
(if required)
Contract Finalization
July 22, 2020
August 11, 2020
Week of August 11, 2020
Week of August 17, 2020
August 26, 2020
August 27, 2020
Page 2 of 31
BACKGROUND
Augusta County is situated in the Shenandoah Valley of Virginia, the County of Augusta is at
the juncture of Interstates 64 and 81, and the headwaters of the James River and the Potomac
River basins. It is 150 miles southwest of the nation’s capital, Washington, D.C., 100 miles
west of the state capital, Richmond, and 85 miles north of the City of Roanoke. Augusta
County is a rural jurisdiction of 968 square miles with a population of approximately 75,000.
The emergency medical service system of Augusta County is comprised of volunteer rescue
squads, volunteer fire departments, career rescue and fire departments, and coordination of
emergency services between surrounding localities, including but not limited to, Rockingham
County Department of Fire & Rescue, Staunton-Augusta Rescue Squad, Waynesboro First Aid
Crew, and the Counties of Rockbridge, Bath, and Highland. We are regulated by the Virginia
Office of EMS (12 VAC 5-31) and local codes and ordinances.
Augusta County consists of 96 operational uniform career staff, 9 administrative/operational
career staff, and over 600 volunteers.
Augusta County in coordination with Augusta County Volunteers has a total of 17 agencies
that serve the Augusta County area. The agencies include 8 Fire Departments, 2 Rescue
Agencies, and 7 combined Fire and Rescue Agencies.
Currently, Augusta County runs 16 first-due ambulances plus 3 reserve unit maintained by
Augusta County F&R. All units regularly run calls.
The County responds to approximately 4500 requests for emergency medical services
(“EMS”) annually. The County currently bills for those services and seeks to continue to
recover the costs of providing such services. The County currently bills for EMS services
through the Finance- Revenue Recovery division.
1. STATEMENT OF NEEDS
Augusta County is seeking the services from a qualified vendor to provide the following
services:
A. Provide comprehensive Collection Administration Services including, collection of EMS
(Emergency Medical Services) accounts that have been turned over for collections. The
collection of EMS accounts does not include instituting legal actions on behalf of the
County or the Division of Fire and EMS.
B. Provide and maintain all necessary equipment, including but not limited to, the hardware
and software necessary to carry out collections functions.
C. Provide monthly financial statements, prepared according to Generally Accepted
Accounting Principles (GAAP) showing accounts billed, received, and adjusted by the
10th day of the following month. Example: January report due by February 10.
D. Meet with a County representative on a bi-annual basis, or more frequently if deemed
necessary by the County, to discuss Contractor’s performance.
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E. Vendor shall comply with all Federal, State and local laws, rules and regulations including
consumer protections laws, and fair debt collections.
2. County’s Responsibilities
A. Using County’s ambulance billing software, County shall provide account details
to Contractor on accounts turned over for collections. Should this information be
missing or be in error on the run report (run report is defined as an official record
of transport for all emergency transports), Contractor shall notify County and
County will be responsible for obtaining the information from the ambulance
transport personnel, and forward said information to Contractor within five (5)
business days from notification of error.
B. The County shall supply all available information to the Contractor in order to
enable Contractor to identify the patient serviced, the party or parties
responsible for payment and any other information regarding insurance
coverage, if applicable.
C. County shall obtain signature(s) of the patient and/or responsible party at the
time of transport. Should County fail to obtain the necessary signature(s), or be
unable to obtain the necessary signature(s), it shall then be Contractor’s
responsibility to send a letter to the patient and/or responsible party in order to
obtain signature(s).
D. County shall maintain copies of all collection records of paid and uncollectible
claims for a minimum of seven (7) years from the date of the original billing,
unless County is required to dispose of the records by law.
E. County shall process all refund requests received from Contractor within thirty
(30) days after receipt.
F. County shall remit payment for services to Contractor within thirty (30) days
after receipt of billing invoice.
4. Contractor’s Responsibilities
A. Upon receipt of information from County, Contractor shall begin working the
collections account in an attempt to recover funds due.
B. Within two (2) business days, Contractor shall deposit all monies received into
an account designated by County for receipt of said funds.
C. Contractor shall provide monthly accounts receivable reports to County’s
designated representative, by the 10th day of the following month.
D. Contractor shall provide adequate protection for all data and accounts
receivable information. The Contractor shall perform back-up routines on a
regular basis and shall secure all data by off-site storage of back-up media.
E. Contractor shall ensure that all information and data obtained as to personal
2
identities, facts and circumstances related to patients or clients will be collected
and held as confidential, during and following the term of this agreement, and
will not be divulged without the individual’s and County’s written consent - except
as necessary for the performance of the contracted administration and claims
functions. Furthermore, Contractor shall comply with all federal, state and local
laws and regulations concerning confidentiality of information.
F. Contractor shall comply with all aspects of HIPAA, and shall enter into a
Business Associate Agreement or other appropriate agreement with the County
in a form approved by the County Attorney.
G. Contractor shall be responsible for all collections for Revenue Recovery
in accordance with the Virginia Debt Collection Act.
H. All file information for claims paid or deemed uncollectible shall be turned over
to County or County’s designee within thirty (30) days.
I. Contractor shall forward to County all copies of payment documentation,
deposit documentation, refund documentation, and correspondence pertaining
to the billing of the patient and/or insurance company after processing and shall
process all refunds in a timely manner.
J. Contractor will bill County by the 10th day of each month for all services
provided in the preceding month.
5. Performance Monitoring
A. County shall have the right to independently verify Contractor’s activities through direct
contact with delinquent accounts without notice to Contractor.
B. Upon five (5) business days notice, Contractor shall permit County and its agents
or designee the right to audit all records pertaining to services performed.
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