Emergency Medical Services Billing

Douglas County, Georgia, is seeking proposals for a comprehensive Emergency Medical Services (EMS) Billing and Collection contract through Solicitation Number 25-019. The procurement aims to secure a vendor to manage the complete ambulance billing process, including collection from insurance carriers, financial reporting, and analytical services for the Douglas County Fire Department. The county operates seven Advanced Life Support (ALS) transport units, up to ten ALS Engines, three quick response vehicles, and one mental health response vehicle. Key deliverables include managing the entire billing lifecycle from patient transport to account closure, utilizing certified ambulance coders, and providing detailed monthly and yearly financial reports. The solicitation requires vendors to be compatible with ImageTrend Elite ePCR system, maintain all operations within the continental United States, and demonstrate extensive experience in Georgia EMS billing. Proposals are due on September 10, 2025, at 2:00 PM EST, with a question submission deadline of August 22, 2025. The initial contract term will be one year, with potential renewal for four additional one-year periods.

The solicitation does not explicitly mention set-aside designations or restrictions for disadvantaged enterprises. The current payer mix consists of 57% Medicare, 19% Medicaid, 23% Commercial Insurance, and 0.62% Private Pay, with the county generating approximately $9,027,588 in gross charges annually. The county processed 12,408 claims in the prior fiscal year, collecting $3,265,935.41, and is seeking a new billing vendor due to declining collection rates and coding issues. The cost proposal will be percentage-based, with the county retaining all collected payments. Financial projections indicate an estimated annual net cash collection of $5,000,000, with an average transport revenue of $342.02 per call. The county expects the selected vendor to provide customer service, handle collections across multiple revenue categories, and support ongoing training and compliance efforts. While no specific incumbent vendor is named, the solicitation suggests a transition period where the current vendor will likely manage existing accounts receivable.