8-RFP-26-00324 Attachment B - Standard Reports.pdf
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- Solicitation number
- RFP-26-00324
- Issued by
- Hillsborough County, Florida
About this file
This is Attachment B to a Request for Proposal issued by Hillsborough County Board of County Commissioners for the Hillsborough County Fire Rescue Department (HCFR) to procure ambulance transport billing and collection services. The contract will be effective for a five-year period, with an estimated project value of $9,360,000.00. The scope of services requires the contractor to provide a fully comprehensive and automated billing system, training, and technical and administrative support for processing ambulance transport billing and fire marshal billing services.
The contractor shall submit standardized reports to HCFR on a daily, monthly, quarterly, and annual basis. Daily reporting requirements include Medical Emergency Records (MER) receipts, daily collection reports, missing ambulance incident number lists, transaction balance and detail reports, and database accounting file tabs. Monthly submissions due by the fifth business day after month end must include accounts receivable aged trial balances, deposit and refund registers, revenue and collection reports, payment source reports, delinquent account reports exceeding 90 calendar days, and monthly accounts receivable reports separating Fire Marshal and ambulance billing. Within six months of contract award, the contractor must provide web-based query access for authorized HCFR staff, including crew analysis reports, code analysis reports, pickup and destination reports, revenue reports by various metrics, and ad hoc reporting capabilities. Quarterly write-off reports for accounts exceeding 36 months from date of service shall be submitted no later than the tenth business day of each quarter, with annual actual collection percentage reports depicting revenue received for the current year and three previous fiscal years.
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Text version
Attachment B Standard Reports
Reports for Ambulance and Fire Marshal Billing and Collection
The Contractor shall prepare and submit the following reports to HCFR, as detailed below, by frequency:
Daily
- MER receipt for number of records and total charges.
- Contractor shall be responsible for daily balancing of payments posted to accounts. All account postings such as charges, payments, and adjustments shall be reported daily. The totals from this report are balanced with the source documents. After balancing, a Daily Collection Report shall be prepared and forwarded to HCFR. The Daily Collection Report, a copy of the daily posting report, a copy of the bank deposit receipt, and a copy of the day’s bank deposit slip shall be forwarded to HCFR, as a package, each business day.
- List of missing ambulance incident numbers after entry into the automated system.
- Transaction balance report that lists daily transactions in charges, payments, and adjustments to the active and inactive files.
- Transaction detail report lists all transactions for the entry date and a summary for each transport.
- Transaction detail list that depicts all transactions for an entry day by transaction code.
- Tab of database accounting files that give a daily update of record totals and dollar value totals on a cumulative basis.
Monthly
- Submitted by the fifth (5th) business day after month end cutoff.
- Accounts receivable summary aged trial balance including date, response number, original charges, payments, and balance due.
- Deposit register listing deposit slip number, date, and amount.
- Refund register listing payee, patient name, call number, and amount of refund.
- Revenue and Collection Report
- Payment Source Report
- Payment Report of Inspections listing the invoice numbers, addresses, and amounts paid.
- Contractor shall assist HCFR staff with any reconciliation issues that arise between the Contractor’s system and HCFR’s system.
- Monthly Accounts Receivable Reports by patient, separating Fire Marshall and ambulance billing, that include the beginning balance, all charges, credits, payments, refunds, and other write offs, and ending balance.
- The Contractor shall provide (electronically) a monthly report of all delinquent accounts that exceed 90 calendar days from the date of service.
- Within six (6) months of the resulting contract award, the following web-based query information shall be accessible by authorized Hillsborough County Fire Rescue staff:
1. Crew analysis reports- types and numbers of procedures by paramedic
2. Code analysis reports - breakdown of all responses/transport by description
3. Pickup and destination reports
4. Revenue by unit, month, year, or similar period of time
5. Aggregate data reports (Florida)
6. Revenue collected sorted by payor mix, by month, unit, year similar measure
7. Adhoc (undefined at present time) reports as needed.
Quarterly
Write off reports, separating Fire Marshal and ambulance billing, shall be forwarded electronically to HCFR for those accounts exceeding thirty-six (36) months from date of service.
Accounts approved by HCFR for write off shall be returned to HCFR electronically through the secured website and the remainder shall stay in the collection process until the next report.
Quarterly write off reports shall be submitted no later than the tenth (10th) business day of the quarter (March, June, September and December).
Annual
The Actual Collection Percentage Report shall depict actual revenue received by fiscal year for the current year plus three (3) previous fiscal years.
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