City of Gardner

Buyer seeks a qualified vendor to provide ambulance billing and collection services for the Gardner Fire Department. The service includes billing processing, insurance verification, and collection services for approximately 1,525 patient transports annually. Buyer operates a Basic Life Support ambulance service and requires comprehensive billing management including Medicare/Medicaid processing, reporting capabilities, and patient support. The contract will be for one year with two additional one-year renewal options.

• 5/15/2022 - Last Day for Questions
• 4/30/2025 - Issue Date
• 5/22/2025 - Proposal Due Date

• Minimum five Massachusetts municipal ambulance service clients
• Ability to obtain $150,000 dishonesty bond and $1,000,000 errors/omissions bond
• Licensed as a collection agency under Massachusetts laws
• Provide toll-free number for patient inquiries
• Support NEMIS compliant EMS data file transmission
• Maintain secure FTP site for HIPAA compliance
• Have active internal quality assurance program with annual compliance audit
• Dedicated EMS attorney on retainer
• Access to established insurance verification service
• Phones answered by trained specialists 8am-9pm EST

• Process and submit ambulance billing claims to insurance carriers and patients
• Maintain secure patient data management compliant with HIPAA regulations
• Provide toll-free telephone assistance to patients for billing inquiries
• Verify insurance information through established verification services
• Process Medicare, Medicaid, and commercial insurance claims
• Generate monthly reconciliation and aging reports for open receivables
• Implement four-cycle billing process with escalating follow-up
• Perform collection agency services including credit bureau reporting
• Develop and administer financial hardship waiver procedures
• Maintain bridge programming for NEMIS compliant EMS data transmission