EVT0010540-_Q_A__Amendment_One.pdf

Office of Procurement and Contracts 900 SW Jackson St., Room 451 South Topeka, KS 66612

Phone: 785-296-2376 Fax: 785-296-7240 www.admin.ks.gov/offices/procurement-and-contracts

Adam Proffitt, Secretary

Laura Kelly, Governor

Amendment

Request for Proposal

Questions and Answers

Date: November 21, 2025

Amendment Number: One (1)

Event Number: EVT0010540

Closing Date: December 2, 2025, 2:00 PM CST

Procurement Officer: Lara J Williams Telephone: 785.296.2371 E-Mail Address: lara.j.williams@ks.gov

Agency: Kansas Office of Veteran Services

Item: Medical Billing

Conditions: 1) Questions and answers to vendor questions follow on page two (2) of this document.

A signed copy of this Addendum must be submitted with your bid. If your bid response has been returned, submit this Addendum by the closing date indicated above.

I (We) have read and understand this addendum and agree it is a part of my (our) bid response.

NAME OF COMPANY OR FIRM:

SIGNED BY:

TITLE: DATE:

It shall be the vendor's responsibility to monitor this website on a regular basis for any changes/addenda.

http://admin.ks.gov/offices/procurement-contract mailto:lara.j.williams@ks.gov http://admin.ks.gov/offices/procurement-contract

Event ID: EVT0010540

EVT0010540 – Amendment One

Medical Billing

QUESTIONS

Number

Page

RFP Section

Question

Answer

1. Is this an existing contract? If so, could you please provide the last awarded amount?

Yes, this is an existing contract.

To view current contract please go to Procurement and Contracts and enter the existing contract number found on the cover page of the bid documents.

2. If my business is not located in Kansas, am I still required to obtain a Kansas tax clearance certificate?

Yes, a tax clearance is required regardless of the business’ location.

3. As a newly established business, may the professional experience of our staff be used to satisfy the five-year experience requirement?

Yes

4. If so, are references from the professionals performing the work acceptable in place of company references?

Yes

5. We assume we will be responsible for charge entry, claims submission, payment posting, denial management and reporting.

We handle charge entry and payment posting in house. The awarded vendor will be responsible for claims submission, denial management and reporting.

6. What EHR system is being utilized?

Point Click Care

7. Will we have access to the EHR? (Login/sign on/etc.)

Yes, after passing the credentialing process.

8. What are the monthly volumes for:

a. Medicare Part A

b. Medicare Part B

c. Medicaid

d. Commercial claims

e. Private pay

a. Med A 1.5

b. Med B 14

c. Medicaid 27

d. Supplemental/crossover mainly

e. Private Pay -rarely https://supplier.sok.ks.gov/psp/sokfsprdsup/SUPPLIER/ERP/c/KS_SUPPLIER_MENU.KS_PROCR_CNTRCT.GBL

9. Which Fee structure would you prefer? Percentage based billing, flat rate/per claim pricing or a hybrid arrangement?

A monthly flat-rate fee based on the estimated annual claim volume is the preferred pricing structure.

10. Will we receive copies of other inquiries and/or questions?

Per Procurement procedure protocols.

11. Please provide the list of specialties covered under PB (e.g., Family Practice, Cardiology), similar to the HB list.

No Specialties. Only Skilled, Outpatient therapy, and Medicaid claims.

12. Please confirm the scope of work in the RFP

a. Coding

b. AR Follow-up

c. Claims Submission

d. Cash Posting

e. Eligibility and Benefits Verification

f. Denial Management

Claim review Claim submission Claim Management Denial Management Reports to AR

13. Please let us know the practice management system, EHR and clearing house currently being used.

Point Click Care

14. What is the average number of claims submitted per month per facility (preferably by payer type, if possible)?

Med A 1.5 Med B 14 Medicaid 27 Supplemental/crossover mainly Private Pay -rarely

15. What is the volume-wise split between HB and PB? Not available

16. What is the job description or process flow for each in scope service?

Not available: Vendors should propose their standard workflows that meet RFP requirements.

17. What is the average denial rate or number of rejections per month?

Very low

18. How many adjustments, corrections, or resubmissions are typically required per month?

Very low

19. What is the average monthly remittance volume (e.g., number of remits processed)?

Remittances are processed by Facility

20. Will billing and follow-up be concurrent (e.g., daily billing with simultaneous AR follow-up)?

Billing is monthly. AR follow-up aligns with monthly, quarterly, and annual reporting schedules.

21. Are there seasonal or census fluctuations that affect claim volume or complexity?

No

22. Which EHR or billing system is currently used? Point Click Care (PCC)

23. Will the vendor have direct system access for billing, corrections, and reporting, or need to submit files to state/facility staff?

Vendor will have direct system access to PCC

24. Are there existing integrations (e.g., clearinghouse, MCO portals, or Medicare DDE access)?

KMAP, MCO Portals, and Medicare access will be needed.

25. What is the percentage split of claims into ERAs posting vs Manual posting or Lockbox posting?

EFTs 77% Checks 23%

26. How are denial and audit documents currently tracked (spreadsheet, internal system, etc.)?

Spreadsheet

27. Do we have the split between portal and callable volume for the scope of services in this engagement?

Not applicable

28. Who handles therapy logs and coding accuracy before billing - vendor or facility staff?

Vendor reviews, exports to PCC, facility staff reviews before posting

29. Will the vendor be responsible for eligibility verification, prior authorization, or only billing and collections?

Only Billing and collections

30. Insurance Discovery: If there is no effective coverage found via this capability, do we call patient or consider the patient as self-pay without insurance and bill accordingly.

Facility will verify insurance prior to services and claim submission

31. If the active coverage is found, can we bill the claim directly to the discovered insurance.

Yes

32. Who will handle cash posting and bank reconciliations - vendor or facility accounting?

Facility Accounting

33. Will the vendor manage retroactive payer changes and Medicaid pending claims?

Facility will update PCC and notify the vendor to submit retroactive claims

34. How many reports are required per month and what level of detail (summary vs. detailed)?

1 per month, detailed

35. Are there any custom dashboards or data extracts required outside of what's listed (monthly, quarterly, annual)?

No

36. What are the turnaround time expectations for claim submission, denial resolution, and payment posting?

Turnaround time must align with payer requirements and industry standards for timely claim submission and denial resolution.

37. Is there an expectation for onsite presence (as mentioned in section 4.4) - and how often?

Historically, it has been rare to need onsite presence.

38. Will there be 24-hour turnaround for urgent inquiries (4.4.2), and how is "urgent" defined?

By next business day. Urgent is based on payer-imposed due date related to inquiry. If Medicare requires information within a few days, it is urgent.

39. Will the two facilities share the same workflows and payer relationships, or are they separate?

The two facilities have the same types of claims but are independent in claim processing and payments.

40. Will each facility require dedicated staff, or can the same team manage both under one contract?

Same team and manage both.

41. What are the expected operating hours and response time SLAs for billing and follow-up?

Normal Business Hours. SLAs shall meet payer-required deadlines.

42. Will the vendor need to provide after-hours or weekend coverage for RAC audit or urgent follow-ups?

It would be rare, but it could be a possible request.

43. How many onsite or virtual meetings per month are anticipated?

Historically, meetings have been minimal throughout the contract period.

44. What are the current A/R days and denial percentages by payer or financial class?

Low for all payer types.

45. Propensity to Pay Scoring: Are we allowed to score patients based on their credit history, or is scoring limited to payment history with this practice?

Not applicable

46. Please let us know the technology currently being used by Kansas in-house. Can we consider using our technology and platforms for this requirement?

PointClickCare is the EHR system utilized by the facility. Vendors may propose the use of their own technology or platforms; however, documentation demonstrating full HIPAA compliance may be required.

47. Are there any specific audit trail or logging requirements for both activities?

No. Standard HIPAA-compliant access logging applies, but there are no additional audit trail requirements specific to automated or bot activities.

48. Do you currently use any finance vendors who can be referred to the patient to pay the provider upfront and collect it from the patient later

No

49. Please share the average Length of Stay (LOS) for IP DRG specialties.

Not applicable

50. Please share the charge master/procedure master. Not available

51. Please share current ATB volume- including claim count, current balances, by Insurance

Not available

52. For references, do they need to be other DoD or VA facilities?

No

53. Are there existing integrations (e.g., clearinghouse, MCO portals, or Medicare DDE access)?

KMAP, MCO Portals, and Medicare access will be needed.

END OF AMENDMENT ONE– EVT0010540