Ambulance Billing Services

The Village of Oak Brook is seeking a qualified vendor to provide comprehensive ambulance billing, collection, reporting, and analytics services for its fire department’s EMS operations. The contractor will manage the entire billing lifecycle—from invoice generation within three business days of transport to claim submission to Medicare/Medicaid/insurers, denial resolution, patient inquiries, and monthly financial reporting—while adhering to state and federal regulations and maintaining HIPAA compliance. The contract is a five‑year fixed‑price agreement (with up to three optional renewal years) beginning January 2027, with a performance‑based fee structure (percentage of fees collected) and optional additional services such as fire‑billing. • Scope includes full‑time program manager, electronic integration with Image Trend ePCR, lock‑box daily deposits, and 24‑hour remote system access. • Required deliverables: invoices, claim submissions, denial tracking, monthly statements, detailed accounting reports (gross charges, net collections, aging, etc.) due by the 10th of each month. • Vendor must handle delinquent accounts via Village‑approved collection agency and provide on‑line payment options. • Mandatory compliance with HIPAA Business Associate Agreement, insurance coverage (minimum $1M liability), and all applicable state/federal regulations. • Evaluation criteria focus on prior ambulance‑billing experience, staffing qualifications, timeliness, fee structure, and overall proposal quality.