Ambulance Billing and Collection Services

Sussex County is seeking a vendor to provide comprehensive ambulance billing, collections, and payment processing services for basic life support ambulance operations. The county needs to solve the challenge of managing complex billing workflows while ensuring full compliance with federal, state, and local laws, including HIPAA and Centers for Medicare & Medicaid Services regulations. The selected vendor will download all billable transport and treatment records from the ImageTrend electronic patient care reporting system, which is the mandatory system used by all State of Delaware ambulance companies. The scope of work requires reviewing downloaded data for accuracy, completeness, and regulatory compliance before initiating the billing process. The vendor must prepare and submit claims to Medicare, Medicaid, private insurers, and self-pay patients, as well as manage all collections, track patient payment plans, and deposit collections directly into each applicable fire and ambulance company's bank account. Additional responsibilities include mailing Notices of Privacy Practices to all transported patients, assisting with patient inquiries, communicating regulatory or rate changes well in advance, and providing Sussex County with a monthly bill for services rendered that details monthly collections by company. Eligibility is strictly limited to onshore, United States-based organizations. All contracted work must be performed offsite at the vendor's own office location. The county has not disclosed a specific budget and is looking for proposals to determine the cost of services. Bidders must submit all questions regarding this opportunity no later than June 5, 2026.