Municipal Ambulance Third Party Billing Service

The Borough of Ringwood is seeking a vendor to provide reliable and efficient third-party billing services for municipal ambulance programs at all times. The agency needs to solve the problem of managing and recovering payments for ambulance services rendered to patients. The selected provider must transmit or mail claims to each patient's health insurance carrier within fourteen business days of receiving the electronic ambulance patient care report. The scope of work requires the provider to pursue all claims, including newly submitted, past due, denied, or rejected accounts, until payment is received or the Borough directs otherwise. The provider must establish and maintain a dedicated telephone number and email address for patients, insurers, and the Borough to use for billing inquiries. Additionally, the provider must maintain backups of all computerized files and assumes responsibility for any loss of information resulting from backup failures or human error. The billing process relies on patient care reports generated electronically using ZOLL EMS Charts software or other compliant software approved by the Borough. The provider must obtain and maintain any necessary software to ensure full compatibility with the Ambulance Corps' report-writing system. The agency defines a denied or rejected claim as any insurance claim returned for any reason, including coding errors, incomplete documentation, or coverage issues. Eligibility is restricted to onshore organizations based in the United States of America. The agency requires the performance of all work to occur offsite. Bidders must submit their proposals digitally via email or through an online submission portal. The agency is looking for proposals to determine the budget and cost structure for this initiative. The contract period will span five years. Bidders must submit all questions regarding this opportunity no later than June 9, 2026.