HomeMy WebLinkAboutR-1999-123a
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RESOLUTION NO. 123-99
A RESOLUTION OF THE CITY OF DANIA BEACH, FLORIDA
AUTHORIZING THE CITY MANAGER TO ENTER INTO AN
AGREEMENT WITH ADVANCED DATA PROCESSING, INC.
PROVIDING MEDICAL TRANSPORTATION BILLING
SERVICES, UNDER CITY OF BOCA RATON, FLORIDA RFP
NO. 99-006, WITHOUT COMPETITIVE BIDDING AND
WITHOUT ADVERTISEMENT FOR BIDS; PROVIDING THAT
ALL RESOLUTIONS OR PARTS OF RESOLUTIONS IN
CONFLICT WITH THIS RESOLUTION ARE REPEALED TO
THE EXTENT OF SUCH CONFLICT; FURTHER, PROVIDING
FOR AN EFFECTIVE DATE.
WHEREAS, the Charter of the City of Dania Beach, Part III, Article 3, Section 4,
Subsection (J), authorizes the city manager to purchase supplies, services, equipment
and materials for the city government in amounts in excess of $15,000.00 without
competitive bidding and without advertisement for bids if he is authorized to do so in
advance by a resolution adopted by the city commission and if such purchases are
made pursuant to a competitive bid obtained within the last twelve (12) months by other
governmental agencies such as the Federal Government, State of Florida or a Florida
county or municipality; and
WHEREAS, the city manager has determined that medical transportation billing
services can be obtained at the least cost by entering into an agreement with Advanced
Data Processing, 520 NW 165 Street Road, Suite 201, Miami, Florida 33169; and
WHEREAS, the agreement with Advanced Data Processing, under City of Boca
Raton RFP No. 99-006, providing medical transportation billing services, a copy of
which is attached to and made a part of this Resolution, is approved and the
appropriate City officials are hereby directed to execute same; provided, however, that
the City Manager and City Attorney are authorized to make minor revisions to such
Agreement as are deemed necessary and proper for the best interests of the City; and
WHEREAS, the existing Agreement with Medaphis Consolidated Medical
Services, Inc. 20535 N.W. 2nd Avenue, Suite 203, Miami, Florida 33169, provides for a
sixty (60) day termination notice; and
1 RESOLUTION NO. 123-99
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WHEREAS, the appropriate City Officials are authorized to submit the required
sixty (60) day termination notice to Medaphis Consolidated Medical Services;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF DANIA BEACH, FLORIDA:
Section 1. That the city manager is authorized to purchase medical transporation
billing services from the general fund budget to Advanced Data Processing, in
accordance with the terms of the agreement, under City of Boca Raton RFP No. 99-006.
Section 2. That all resolutions or parts of resolutions in conflict with this
resolution are repealed to the extent of such conflict.
Section 3. That this resolution shall be in force and take effect immediately upon
its passage and adoption.
PASSED and ADOPTED this 22ntl day of JUNE,_11 9.
zz
AYOR-COMMISSIONER
ATTEST: ROLL CALL:
MAYOR BERTINO - YES
�— VICE-MAYOR MCELYEA- YES
SHERYL C APMAN COMMISSIONER ETLING - YES
ACTING CITY CLERK COMMISSIONER CALI -YES
COMMISSIONER MIKES- YES
APPROVED AS TO FORM AND CORRECTNESS:
BY:
+v,, THOMAS J. ANSBRO
CITY ATTORNEY
2 RESOLUTION NO. 123-99
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AGREEMENT BETWEEN
THE CITY OF DANIA BEACH
AND
ADVANCED DATA PROCESSING. INC.
FOR RESCUE AMBULANCE BILLING & RELATED PROFESSIONAL SERVICES
HIS AGREEMENT, hereinafter "AGREEMENT", made and entered into on
L, 1 1999 by and between CITY OF DANIA BEACH, a political
su ivisi of the State of Florida, with its principal offices located at 100 West Dania
Beach Boulevard, Dania Beach, Florida 33004, hereinafter referred to as the "CITY", and
Advanced Data Processing, Inc., a Florida Corporation with principal offices located at 520
NW 165 Street, Suite 201, Miami, Florida 33169, hereinafter referred to as the
"CONTRACTOR".
NOW THEREFORE, the parties agree as follows:
1. DEFINITION OF THE PROJECT. The objective of the project is to utilize the
services of the CONTRACTOR to provide the CITY with ambulance billing and related
services.
2. SCOPE OF SERVICES. The CONTRACTOR shall perform and carry out the
work tasks presented in CONTRACTOR'S Scope of Work (Exhibit A), as summarized
herein. All payments shall be paid directly to 'CITY OF DANIA BEACH' or via "Locked-Box"
facility as directed by the CITY.
3. TIME OF PERFORMANCE. This Contract shall be effective for a three-year
period from October 1, 1999 through September 30, 2002, under the terms and conditions
contained herein unless otherwise terminated. The CITY may, at its option, renew this
agreement for two (2) additional one (1) year terms under the then in force terms and
conditions by giving notice to CONTRACTOR at least sixty (60) days prior to expiration of
the current term.
4. COMPENSATION AND METHOD OF PAYMENT. The CITY reserves the right
to request changes in the services within the general scope of the Contract to be
performed upon mutual agreement by the CITY and CONTRACTOR which shall specify the
change ordered and the adjustment of time and compensation required therefore.
Any services added to the scope of this Contract by a change order shall be
executed in compliance with all other applicable conditions of this Contract. No claim for
additional compensation or extension of time shall be recognized unless contained in the
duly executed change order.
The CONTRACTOR shall provide to the CITY a monthly invoice representing
fees for the services provided computed as:
Seven percent (7%) of all monies collected by CONTRACTOR, excluding
Medicaid accounts, during the previous month. Pursuant to Florida Statute 409.913(9),
Section 4 Paragraph 3, CONTRACTOR will include in the same invoice an amount of
Agreement Page 1 of 6
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$11.40 per Medicaid account for providing all billing services related to such accounts
processed in the previous month. The CITY shall issue a check for the amount invoiced,
minus any disputed amount, within thirty (30) days of receipt and acceptance of the
invoice.
The CITY shall bear the cost of any and all Lock-box services. All other costs
incurred by CONTRACTOR in the performance of services as specified herein (including,
but not limited to postage, materials, communications and phone costs and, other
operating costs) shall be borne by the CONTRACTOR.
5. REPORTS. The CONTRACTOR shall provide the CITY with status reports as
set forth in Exhibit A and other reports as mutually agreed. The CONTRACTOR shall also
provide changes to such reports and ad hoc report requests on a reasonable basis and as
mutually agreed.
6. DATA TO BE FURNISHED BY CITY. The CITY will make available to the
CONTRACTOR, for use in performance of services under this Contract, all available
reports, studies or any other materials in its possession that may be useful to the
CONTRACTOR. All material furnished by the CITY will not be disclosed to any party
without the CITY's prior approval.
7. INDEPENDENT CONTRACTORS. The CONTRACTOR is an independent
contractor and not an employee or agent of the CITY with the following exception:
To the extent necessary to fulfill its billing and collection efforts under
the Agreement, the CONTRACTOR is authorized to sign in an administrative
capacity for the CITY the following types of standard forms and
correspondences only: probate filings; letters to patients or their
representatives verifying that an account is paid in full; forms verifying the
tax-exempt status of the CITY; and insurance filings and related forms. The
CONTRACTOR has no authority to sign any document that imposes any
liability on the CITY.
The CONTRACTOR shall retain full control over the employment, direction,
compensation and discharge of all persons assisting in the performance of service by
CONTRACTOR. The CONTRACTOR shall be fully responsible for all matters relating to
payment of employees, including compliance with Social Security, withholding tax and all
other laws and regulations governing such matters. The CONTRACTOR shall be responsible
for its own acts and those of its agents and employees during the term of this contract.
8. INDEMNIFICATION. The CONTRACTOR shall indemnify and hold the CITY
harmless from any and all claims, losses and causes of actions which may arise out of the
performance of this Agreement as a result of an act of negligence, of the CONTRACTOR,
its employees, agents, representatives, consultants, or its SUBCONTRACTORS. The
CONTRACTOR shall pay all claims and losses of any nature whatsoever in connection
therewith and shall pay all costs and judgements (including, but not limited to, attorneys'
fee and expenses), that may issue thereon.
9. INSURANCE. The CONTRACTOR shall maintain the following insurance
coverage:
Agreement Page 2 of 6
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(a) Worker's Compensation Insurance in compliance with Florida
Statutes, Chapter 440 and applicable Federal Acts as they may be amended from time to
time; and
(b) General Liability insurance in an amount no less than $1,000,000 per
occurrence.
(c) Coverage for business interruption, destruction of data processing
equipment and media, liabilities affecting accounts receivables, contracts and independent
contractors and, valuable documents in an amount no less than $100,000 aggregate;
(d) Liability coverage for all vehicles whether owned, hired or used in the
amount of $500,000; and
(e) Professional liability coverage in the amount of $500,000.
Where applicable all coverage above shall be amended with CITY OF DANIA BEACH named
as an additional insured. All of the policies of insurance so required to be purchased and
maintained shall contain a provision or endorsement that the coverage afforded shall not be
canceled, materially changed or renewal refused until at least thirty (30) calendar days
written notice has been given to the CITY by certified mail. Prior to commencing work, the
CONTRACTOR shall provide CITY with certified copies of all insurance policies providing
coverage as required. Any indemnification provisions in this Agreement are separate and
apart and in no way limited by the insurance amounts stated above.
10. OWNERSHIP OF DOCUMENTS. CONTRACTOR shall be required to work in
harmony with other consultants relative to providing information requested in a timely
manner and in the specified form. The CONTRACTOR agrees that any and all documents,
records, disks, and electronic data produced in the performance of this Agreement shall be
the sole property of the CITY, including all rights therein of whatever kind except as may
otherwise be provided hereinafter.
11. ATTACHMENTS. The following named attachments are made an integral part
of this Agreement:
(a) Scope of Work and Fees (Exhibits A & B are attached hereto and made a
part hereof)
(b) Proposal presented to CITY OF DANIA BEACH EMS by Advanced
Data Processing dated February 5, 1999 (Exhibit C is attached hereto and made a part hereof)
(c) Contract between Advanced Data Processing, Inc. and the City of
Boca Raton dated March 17, 1999 (Exhibit D is attached hereto and made a part hereof)
Where terms, conditions or scope of services stated in either this Agreement or the above
attachments conflict, this Agreement and any superceding Amendments thereof shall
prevail.
12. TERMINATION. During the time of this agreement the CITY may terminate
this Agreement either for convenience or for default after first giving to CONTRACTOR
thirty (30) days notice.
Agreement Page 3 of 6
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For cases of default, the CONTRACTOR shall be given opportunity to cure
the default within the thirty (30) day period. In the event the acts constituting default are a
violation of law, CONTRACTOR shall be subject to immediate termination of contract.
Upon termination for any cause, the CONTRACTOR shall submit an
invoice(s) to the CITY in an amount(s) representing fees for services actually performed or
obligations incurred to the date of effective termination for which the CONTRACTOR has
not been previously compensated. Upon payment of all sums found due, the CITY shall be
under no further obligation to the CONTRACTOR, financial or otherwise.
13. UNCONTROLLABLE FORCES. Neither the CITY nor CONTRACTOR shall be
considered to be in default of this Agreement if delays in or failure of performance shall be
due to Uncontrollable Forces, the effect of which, by the exercise of reasonable diligence,
the non-performing party could not avoid. The term "Uncontrollable Forces" shall mean any
event which results in the prevention or delay of performance by a party of its obligations
under this Agreement and which is beyond the reasonable control of the non-performing
party. It includes, but is not limited to fire, flood, earthquakes, storms, lightning, epidemic,
war, riot, civil disturbance, sabotage, and governmental actions.
Neither party shall, however, be excused from performance if non-
performance is due to forces that are preventable, removable, or remediable nor which the
non-performing party could have, with the exercise of reasonable diligence, prevented,
prevented, removed, or remedied with reasonable dispatch. The non-performing party shall,
within a reasonable time of being prevented or delayed from performance by an
uncontrollable force, give written notice to the other party describing the circumstances
and uncontrollable forces preventing continued performance of the obligations of this
Agreement.
14. JURISDICTION, VENUE and CHOICE OF LAW. All questions pertaining to the
validity and interpretations of this Contract shall be determined in accordance with the
laws of the State of Florida. Any legal action by either party against the other concerning
this agreement shall be filed in Broward County, Florida which shall be deemed proper
jurisdiction and venue for the action.
15. PIGGYBACK. It is a precondition of any part of this Agreement that the
Terms of CONTRACTOR's Agreement with the City of Boca Raton (dated March 17, 1999)
shall be extended to the CITY including any modifications, amendments or exclusions for
the term of referenced agreement. Effectively, this allows the CITY to piggyback the
agreement with the City of Boca Raton. Should the terms of the Agreement with the City
of Boca Raton conflict with the terms of this Agreement, the terms of this Agreement shall
prevail.
16. ASSIGNMENT OF CONTRACT. The CONTRACTOR shall not sell, transfer,
assign or otherwise dispose of this Contract or any part thereof or work provided therein,
or of its right, title or interest therein, unless otherwise provided in the contract, without
express prior consent by the CITY.
17. NOTICES. Delivered or mailed to such party at their respective addresses as
follows:
Agreement Page 4 of 6
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To the CITY:
Lt. Bruce Caruso, EMS Coordinator
CITY OF DANIA BEACH EMS
102 West Dania Beach Boulevard
Dania Beach FL 33004
Phone: 954-921-8700. Ext. 204
To the CONTRACTOR:
Paul Franzelas
Vice President
Advanced Data Processing, Inc.
520 NW 165 Street Road, Suite 201
Miami FL 33169
18. REPESENTATION AND WARRANTY. CONTRACTOR represents that they
have experience and agrees to follow all Federal, State and Local Laws including, but not
limited to, Public Records Laws and those laws and statutes applicable to discrimination.
19. ENTIRE CONTRACT. This Contract contains the entire agreement between
the parties. The CONTRACTOR represents that in entering into this Contract it has not
relied on any previous oral and/or implied representations, inducements or understandings
of any kind or nature.
IN WITNESS OF THE FOREGOING, the parties have set their hands and seals the day
and year first above written.
CITY:
CITY OF DANIA BEACH,
a Flo rida.mumc al corporation
ATTES
SHERY CHAPMAN RTI
ACTING CITY CLERK NER
MICHAEE S t H
CITY MAJJ ER
APPROVED FOR FORM AND 1
CORRECTNESS: 11J BY
THOMASJ.ANSBRO
CITY ATTORNEY
SIGNATURES CONTINUED ON FOLLOWING PAGE
Agreement Page 5 of 6
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CORPORATESEAL:
(if applicable) CONTRACTOR:
ADVANCED DATA PROCESSING,INC.,
a Flon rpor tion
BY: �_
PAUL FRANZELAS
VICE PRESIDENT
STATE OF FLO A
COUNTY OF
BEFORE ME, an officer duly authorized by law to administer oaths and take
acknowledgments, personally appeared Paul Franzelas, as Vice President of Advanced Data
Processing, Inc., a Florida corporation, and acknowledged execution of the foregoing
Agreement for the use and purposes mentioned in it and that the instrument is the act and
deed of the Contractor.
IN WITNESS OF THE FO EGOING,
and County aforesaid on I have set my hand and official seal at in the State
1999.
NOTARIAL SEAL: Q.
Notary Public, State or-FlonQ0 at Large
CHARLENEKAYEJOHNSON
Notary Public,Slate of Florida
My Comm,eap.August 12,2003
Comm. No, CCO42159
C:IEUDORAAhachADP CONTRACTAGMTAw
06/29/99[ADP/ND[
Agreement Page 6 of 6
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ExhibitA—Scope of Work
General Scope
ssing will perform all service;witn tie prncipal goal; o
Advanced Data Proce
recovering the greatest amount of fees in the shortest possible time and,
greatest total amount with minimizd cost to recover.
A!I services will be Provided as stated in tnis Procosal. The specifics of such
services to be provided are addressed in the following subsections of this
proposal.The following are general services requested by the City,which will be
performed if awarded such contract:
Provide billing and collection services for Emergency Medical Services
transport, as required on a case by case basis,with emphasis on accelerated
turnaround behveen services provided and payment received.
_ The pr:cc bid herein shall include all expenses of billing and collection
including, but not limited to, stationary, fax,forms, envelopes, mailing, postage
and telecommunications/phone facilities/charges.
Ensure that all required documentation and agreements with payers (e.a.
s. etc.) are filed and
Medicare, Medkept apprised of important changes to maintained
ndulstry regulations.
Rescue is kept app
- Provide reasonably necessary training periodically to City Fire Rescue
personnel regarding the gathering of necessary information and proper
completion of run tickets. Advanced Data Processing in corroboration with other
municipalities has already put together a video-based training program for this
purpose.
Provide prompt submission of Medicare, Medicaid and insurance claims
(within 72 hours)after receiving completed run ticket,which shall be Advanced
Data Processing's notice to commence the billingicollection service including
keeping logs confirming all electronic submissions. Secondary insurance
provider claims shall be submitted after the primary insurance provider has
paid.Advanced Data Processing shall follow-up on rejected and inactive
claims and establish payer remittance accounts and procedures.
Utilize most up-to-date knowledge and information with regard to coding
at of
procedures, assigning of ICD-9 diagnostic codes and proper preparation on of
le
electronic and paper insurance filings to ensure compliance with app
Federal, State and local regulations.
Exhibit A Page 1
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Reconcile the number of transports collected with those transmitted to
;,dva.-red Data Processing and contact Fire Rescue to report any discrepa r�cies.
Advanced Data Processing shall provide a designated liaison for
patienUpayor concerns. This person shall be f4s. Beth Kaminer, Sr.
Collector.
Provide survey questionnaires or mail inserts to patients at the City's
request.
Provide all customer-related inquiry services and prepare additional
third-party claims or patient payment arrangements based on this information
exchange. Customer calls will be facilitated as local within City of Boca Raton
through a dedicated "Boo"toll-free exchange.
Facilitate proper security of confidential information and proper
shredding of all disposed materials containing such proprietary information.
Visit hospitals and/or establish with hospitals arrangement to
obtain/verity patient insurance and contact information.
Respond promptly to the City and patients on requests for information or
records.
Treatment as confidential any records of care or treatment of patients
solely for the purpose of processing and collecting claims and shall not release
any such information in any legal action, business dispute or competitive bidding
process.
Use of proprietary systems, procedures or techniques as required to
achieve higher collection rates and improved cash flow.
Maintain appropriate accounting procedures for reconciling all deposits,
receivables, billings, patient accounts, adjustments & refunds.
Provide timely comprehensive reports facilitating all required aspects of
monitoring,evaluating,auditing and managing the services provided and the
interface between Fire Rescue and Advanced Data Processing.
Process refund requests providing Fire Rescue with documentation
substantiating each refund processed.
Provide Fire Rescue all unpaid invoices along with the complete
processing history once collection efforts are exhausted.
Convert all active and inactive files from the prior billing company and
maintain such records.
Exhibit Paget
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Specific Scope Compliance
Advanced Data Processing will provide the above general services with
specific compl!ance as requested by the City of Boca Raton in the RFP
Assign billing patient numbers providing cross-reference to City of Boca
Raton assigned transport numbers.
Responsible for obtaining all necessary rescue and insurance information.
Provide accurate coding of procedures and diagnosis and correlation of
rescue documentation.
Annually make recommendations for fee schedule changes, regularly
advise on changes in statutes and industry regulations.
Respond to all patients' requests and inquiries, eitherwritten orverbal.
Negotiate and arrange modified payment schedules for individuals unable to
pay full amount when billed.
Mail requested citizen satisfaction survey.
Provide for facilities to permit dial-up access to our system to obtain
patient data and billing information.
Maintain daily deposit control sheets and original documentation.
Submit claims, process statements, post receivables, process refund
requests and submit reports within following specified timeframes and
frequencies:
• File claims &send an invoice to all self-pay patient/payors with return
envelope and address as specified by the City within five(5)days of receipt
of incident information. Provide prompt submission of Medicare, Medicaid
and insurance claims within 72 hours after receiving completed run ticket
• Process all third party reimbursements within one-week after receipt of
appropriate billing information from primary payer.
• Responsible for sending second notices at thirty-five days and third
notices at sixty-five days.
Visit hospitals twice (if necessary) to obtain/verify patient insurance
and contact information.
• Respond within three(3) business days to the City and patients on
requests for information or records.
Exhibit A Page 3
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• Provide specified management reports on monthly basis as identified and
prescribed by the City. Monthly reporting is produced after month
closing and provided to you no later than the 10th of each month.We
print the reports within 24 hours after receiving the last day of the
month's receivables from the bank.
• Provide monthly listing of accounts past due 180-days or more.
• Provide Fire Rescue all unpaid invoices (upon request)along with the
cemplete processing history once collect on effc is are exhausted.
• Acceunts are retained for a period of one-year.
• Process refund requests within the month following an overpayment.
Exhibit A Page 4
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Rationale
The follo-:nng sec:-on explains the approach to ce to?:en. ida."'Img its rational_ and
distinguishing ch=_ra,tensacs.
„d•;ancad Data Processing prides its_'f in devc'.o?,:,^ opera;.vcs
and
systems support tailored
Our methods and systems are refined to provide ma ".r. " iency in the collection
of your receivables I❑ addition, because of our focus sale!y on sewing muniaoalities
in tare area c'EVS and collectic"s. :ve have ore.nde3 sc marry or cur municipal
chants at both the city and county level the folloveng ds::.=tenef?s.
llS„r❑ sane of the f cest multi-media tools to bring t a!ning assistance to the Fire
ReSCJd Sfa`f r.nd 2''""not:al On In essentiF's of un��ars'anding the importance of key
pa 1.er; iniorrna'ion (d=_mographic, insurance and m=d,cal; in the successful billing
process
?3 -mod a
♦ Standard and Ad Hoc reporting through our proprietary in-house
programming providing the essential information for management,
administration and accounting of the billing/collection process. Our IBM AS400 &
Pentium/PC environment provides slate-of-the-art solutions. Our reports are not
only comprehensive and provide just-the-right information but,v,e send our
reports within 24 hours of receiving last day of the month s receivables. Our
clients generally get their reports within 1 to 4 working days of the month-end.
The following outlines some of the most important distinctions in how we provide
such superior services.
♦ Hospital Su pOR-The principal ingredient in effectively maximizing our
collection success is having access to medical insurance records from the
transported hospitals. Our company with your assistance will maintain a working
arrangement with all of the major hospitals in your area These hospitals will be
requested to provide a copy of their patient facesheets or patient demographic
and insurance information. The ER facilities will set up a holding tray for
facesheets. We send our personnel to the area hospitals to obtain up-to-
Exhibit A Page S
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/ date,validated patient insurance information. Some hospitals provide s
provide fax-back or a console on premises. Please
on-tin^_ access, others p
and that timing is critical in
e our
note that we perform this t-on redundancy
obtaining creforrect rect inn°rms �y, `For smaller hose talsrwe veil arrange o have
them provide
us s Served ng asch informati mun'cvia 1pat eax or s Ione n Florda and has already
ad Data
Processing
established working relationships with a number is hospitals.
us in submitted electronically to ensure accurate and
♦ Electronic Chims Processin -Medicare, Medicaid &many other carrier
claims are processed b/
s in insurance submission
fast collections. As the fast EMS srv,ce°Ot Of changes in Florida to electronicar/ e
-�,;,. .,, I 'ms,v+a continually st3/ abre'a or chase- r;Je ware one
Pa c e,� -+ our capabilities as such chvng'-s requ uc.
standards and upgrade
of the lust service compa Pet submitnn9 claims to M,=_dice"-in the new+"iJationa
ve electronic access
Standard Forma!" now supporting Claims Submission, Claims Status.
Remittance Advice and Electronic Funds Transfer.We d information
Cationhe plates.
via Internet to all Medicare&Medicaid 88S facilities and information updates.
ions ,
Wa maintain logs
carlrier. Claims msnce lnot sentselectronically are processed on paper
receipt sent by ims forms provided by the carrier(occasionally
using HCFA-1500 forms or special
required).
♦ In hourammm &Advanced Technolo -Since all of our computer
Pro
rams to maintain the state-of-the-art in our collections system and
prograntm;ng is done'in-house, we have the ability to immediate
soli our
computer programs se upon which the company was originally formed was
processes. our expert, applications requiring custom
data processing and accounting based app A advancements and custom
ogramming.This enables us to rapidly devman of our competitor v+ho employ
t aspects of our service unlike many
tailor many P
er
oat definition, invoice form
from aPC-to Host
"off-the-shelf'or"canned" sofrivare packages. Such packages restrict t e us
from changing database layouts, rep
loads. in aoad data to and from our AS400
We are virtually unrestricted in such facets. In addition, we emp
ble us
host or eventransfer ties a customerasystemo up
When a new patient is entered into the system,
♦ Automated Patient Lipkin - previously been
the first thing the system does is to determine if the patient has
transported. The database is searched for Medicare numbers, Medicaid
61e,we can immediately use this information to process a claim,
numbers, and Private Insurance information. if we find this information to our
history ch patient information. We call this our
eliminating the time needed to resear
'Patient Linkage Feature'.
been filed to insurance payors identifying those not having yet
♦ Automated Pa or MonitOrin &Claim Resubmission -The system monitors
all claims having o i and automatically resubmitted. At a regular
paid.These claims are fia99
interval a adt Jett nr is sent to received.a responsible carrier if the claim has still no
been p
ing, co.mprehensive
♦ statemen al pat erntsd r
and include de forconven convenience a courtesy
The front of the statement describes all charges and
return-payment envelope
Exhibit A Page 6
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/ payments. A request on the statement for the patients' Medicare and/or
Medicaid number is clearly indicated. The reverse side of the statement has
clearly marked entry blocks for information needed to file private ins.xance
claims. We frequently accommodate our clients with inserts to include in our
statement mailing such as questionnaires, comment cards, notices, etc.
• Skiptracinq -We use various methods of Skiptracing to locate patients who
have left the area, or patients with invalid billing addresses and phone numbers.
For incorrect addresses returned to us by the Post Office,we attempt to obtain a
valid u?date from the hospital. If the hospital does not have better address
information, vr=_ check these patients electronically against the U.S. Post Office's
Nationa! Changa of Address (NCOA) files,whose records are updated
quarterly. All mailing fst companies to keep their lists Curren'use the(�ICOA)
files.
Exhibit Page 7
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Optimized Flow
The follovring diagram shouts the major patient billing cases and their ioau of activities
employing the previously mentioned techniques to optimize the billing and collection
process. Obviously, the sooner that valid patient information is obtained the quicker
and more assured is collection. Accordingly, in cases where less information is
initially provided, we do no'delay the bdima recess wa;rinc for info r. aSior. Instead,
a bill is generated as just one form of patient contact through which, ofentimas, the
patients themselves vAl WI-out the appropriate data on our easy-to-re'urn billing form.
This data is used to update the patients' billing information and a non bi!!mg is
generated.
Excellent working relationships are maintained with the hospitals to obtain this
information and in some cases we provide updated information to the hospitals in
reciprocity. The best case should be noted is where the EMS attendants provide the
best information obtainable at the time up-front. Although this is sometimes not
practical and is understood, the described approach accommodates this in an optimal
way.
Diagram- Optimized flow
Case 1 Case 2 Case 3
•no pnonu HRS Ferm �szlid phone HRS Ferro Oalid phone HRS Ferm
into
no hceshcst no 6eesheat solid beeshect
from Hosp tiom Ilosp from Hosp
Patient Data Provided
Da:t Dependent Process
r�nentes ¢enaaes generates
send pint bill send pint bill send pint bill
contact patient contact patient
verify insurance or Hospital
wr,P insurance
visit Hospital risit lospital visit Hospital
locate patient data update patient data for Double Vedt
generates
send Insurance
Claim
Exhibit A Page 8
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Patient Information
We utilize four methods for obtaining patient insurance information:
• We utilize r,- per-nd:" „ . ...- ran =_:^_-_: (2 hospital faceshee., if
included). This is obtained in e"er i:ard c,py (which we key into our
systeml or. va eleLt,•cn:c co-',mu ,ca:or. frrn your fac:llty to cur,. We
provide BBS dial-in and we support E-mail transfer as well as most
standard media (6250 tape, 0IC-80 tape, PC-diskette).
We send our personne to Me area hospitals to obtain up-to-date, validated
patient insurance information. Some hospitals provide us on-line access,
others provide fax-back or a console on premises. Please note that we
perform this v;ith redundancy and Giat timing is critical in obtaining correct
information. ;:'e :b rlis Las;brace arc cpoate our system, refiling as
nac_ssari.
• We provide easy to fil! out return mail form as an integral part of our invoice
statement for the palienUguarantor to provide insurance information. We
also directly contact the patientfguarantor where necessary to request such
information.
• Our system provides a "patient-linkage"feature allowing us to use
previously obtained insurance information, if the same patient has been
previously transported. If the system finds a"linkage"having valid data
from a previous transport,we immediately use this to file with their
insurance.
Hospital Support
The principal ingredient in effectively maximizing our collection success is having
access to medical insurance records from the transported hospitals. Our company
naintains a working arrangement with all of the major hospitals in your area. Most
hospitals will provide a copy of their patient facesheets or patient demographic and
insurance information. We understand the importance of rescue personnel
availability. Consequently, we have been able to make arrangements with most
hospitals to either hold the facesheets for us or to fax them to us.Where ER facilities
will set up a holding tray for facesheets, we will send our own personnel to retrieve
the facesheets. In addition, our personnel will retrieve required information from their
computers. For smaller hospitals, we will arrange to have them provide us such
information via fax or phone request.Advanced Data Processing as incumbent
vendor to your City has already established a working relationship with most
hospitals in your area:
a Bethesda Memorial a Palms West
■ Boca Raton Community a West Boca Med Center
a Delray Community a North Ridge Mad Center
in JFK Hospital o Fair Oaks Hospital
a Holy Cross a N Brovrard Pled Center
The above list is already programmed into our system to submit claims for transport
to these facilities. (There may be other facilities to which you occasionally transport.
We also have those already in our system).
Exhibit A Page 9
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Tasks
Advanced Data Processing will utilize collected billing information provided by the
Ciry, as the basis for:
❑ Billing to and collecting from the transported individual, Medicare. Medicaid,
insurance companies or, other appropriate third party payers for services
provided by the City and maintaining incident-based accounting to assist in this
process.
• Preparing the required managemert and Fnancial reports including information
on delinquent accounts for tire
City's analysis of the services provided
Advanced Data Processing will provide the following services:
❑ Mail an invoice to each transported individual at the current prevailing rate for
transportation services.
❑ File all insurance claim forms for all patients based upon information received
from the patient or obtained from research we perform at health care facilities.
❑ Provide required paperwork to Medicare, Medicaid, insurance companies or,
third party payers for claims, reviews, resubmission, provider agreements, and
other as required.
❑ Mail copies of invoices to patients, Medicare, Medicaid, insurance companies or,
other third party payors,when requested.
❑ Mail a series of follow-up invoices to patients and make patient contact as
necessary.
❑ Re-file Medicare, Medicaid or insurance claims, as necessary to obtain payment.
O Record customer payments from lock box collections.
❑ Prepare periodic management/financial reports.
❑ Negotiate and agree upon modified pay out schedules within City-established
guidelines for those individuals unable to remit the full initial-billed amount.
❑ Notify the City of past due accounts by providing a listing of such accounts and
pertinent detail.
❑ Transition open balance accounts from previous billing agent and process for
collection.
❑ Any other services agreed to between the parties, in order to effectively
collect all fees.
Electronic Claims
Bills for which we transmit via Electronic Communications are sent in batch form
directly to the carrier providing payment processing by the carrier within
aooroximately 15 days after receipt.Transmission to Medicare employs the most up-
to-date National Standard Format and utilizes Medicare's"Medigap"feature to the
greatest extent possible.This feature provided by Medicare automatically forwards
Exhibit Page 10
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secondary payor information to the supplemental insurance carrier ensuring faster
payment of the 20% not paid by Medicare. In conjunction with our use of electronic
claims processing we support and utilize the following facilities:
♦ Electronic Transmission Logs
• Electronic Claims Status
• Electronic Reject Status
• Electronic Remittance Notification
• Electronic Funds Transfer
• Lledicar=_, Nled'=aid and other carrier Internet and
63S information systems
Other carriers are billed via paper HCFA-1500 forms and sent directly to the
appropriate insurance carrier.
Patient Signature—All indicators on insurance claims for identifying patient
signature authorization and signature on file are appropriately set. Signatures are
obtained where absolutely necessary. However, rescue medical and transport
services are legally viewed as an extension of the hospital/ER facility. Signature
authorization obtained by these facilities for treatment applies. In addition, our patient
invoice form has a place for providing insurance information and signature
authorization.
Insurance Reviews—AII insurance denials or problem mail are reviewed within 1-3
days of receipt. Wherever these problems can be resolved by phone call they are
immediately addressed.All others are processed within the prescribed timeframe
providing all appropriate documentation including EOBs, denial letter, run report or
corrected information requested by the carrier. All applicable regulations are adhered
to especially those of Medicare and Medicaid.
Accounts Receivable
Merging Accounts-We are able to merge current open accounts from the current
billing system at your option. If we take on these accounts,we will do so with review
of the account determining the appropriate action to be taken(e.g. refiling, review,
rebill,unite-off) advising you of status.
Data collection&entry-All information pertaining to patients/payors for accounts
under our billing/collection whether hard copy or electronic form will be obtained from
your office for the purpose of assisting in their collection. Advanced Data Processing
will determine the optimum method for information transfer employing electronic or
Exhibit Page 11
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_sheds as feasible. Information %vi!I then be entered and
r. ainta,ned o^c.r da;a processing system to assist in this process. All information
witl be treated as proprietary.
Manual data entry is keyed in the most rapid and reliable manner possible. Advanced
Data Processing has maintained its original expertise in bulk data entry and data
processing and consequently has an advantage in the ability to process large
volumes of input data such as patient incident& demographics as well as payment
processing.
All data received is entered into the system's database within three (3) days after
receipt. It is then passed on for immediate verification and bill generation.
Information Verification -All processed patient incident and billing/payor
information is processed for first stage verification using three methods; 1)
automated"front-end edits", 2)"patient-linkage" and, 3) manual review by
insurance recovery specialists.
Automated"front-end edits"look for certain inconsistencies in information that can be
flagged and corrected. Items ranging from complete address, social security&date-
of-birth to insurance IDs are checked by the system and Flagged either for correction
or hospital verification.
As previously described, when a new patient is entered into the system, our system's
"Patient-Linkage" feature determines if the patient has previously been transported.
The database is then searched for valid Medicare numbers, Medicaid numbers, and
Private Insurance information on which payments have been processed. If we find
this information in our history file,we can immediately use this information to process
a claim,thus eliminating the time needed to research patient information.
Beyond even these two automated methods used to filter perhaps otherwise"lost"or
delayed collections (especially from commercial and Federal payors),we also employ
manual methods to further screen the entered fresh billing information. our insurance
recovery specialists review each bill for claim processing. In many cases we can spot
invalid insurance information or incomplete data that would result in a rejected claim.
This information is corrected either immediately or, after obtaining valid information
from a number of sources. In many cases we utilize on-line verification where our
Exhibit Page 12
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system automatical;y, communicates multiple records to the insurance carrier and
obtains from the carrier the correct fling identir cation. In other cases, telephone
calling and/or hospital interrogation is employed.
Carrier coordination -All coordination and correspondence with insurance carriers
will be maintained. We will make every effort to collect all legally collectible amounts
writing off only those amounts required by laa. Settlements and adiu=_;mants(other
than Pdadizare/kladicaid write-offs due to mazimu,m a'lowable charge by Law)will
raqulre the autnorizatiz)n of yor organization. Forms required for subrnlsslon cf
claims and other forms occasionally required by carriers and other payors%rill be
completed and fled by us on behalf of the City. We strictly adhere to all insurance
regulations regarding claim submission and recovery especially those of Federal and
State programs. Utilizing electronic fling and the Medigap and Medicaid Crossover
facilities allow us to increase efficiency in obtaining secondary payments. However,
we also review all primary payments for possible manual secondary filing
requirements doing so wherever possible.
Other amounts—Our insurance processors are trained to lake appropriate billing
action to obtain payment for other amounts not paid by the insurance carrier
deductibles, co-payments, etc.). Using remittance advice and EOB information we
will bill the patient for all applicable coinsurance, deductible and non-covered
amounts.
Account aging-Account activity is maintained and reflected on reports provided
which show daily activity for the month and aging of receivables. Accounts updated
with valid payments are re-aged showing payment status as current.All accounts are
summarized monthly and are reflected within categories showing their status as
either current, 30,60, 90, or 120 days.We utilize this information to focus our inquiry,
rebilling and collection efforts on a routine basis. While we are able to provide you
With a review of 180-day accounts With potential return of them to the City, we
currently perform for all of our clients retaining accounts for 12 months. We do this
because we have proven that our system Will find insurance information on patients
LIP to the 11th month for some insurances and collect a significant amount of money
that, in most cases, collection agents would not have collected. And,vie provide such
service at our same basic rate. far lower than that charged by collection agents. In
fact, many of our clients who also use a collection agency(such as Brevard County)
Exhibit A Page 13
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have found that, tr.eir ccilacuon company complains of hevi❑c n=_x:;arathine to
collect on after we're done vilt;, the accounts.
Incurred Costs & Supplies— No incidental costs are hidden in out service pricing.
We provide all forms, reports, statements, envelopes, postage, phone service, etc. at
no additional cost. Operating costs such as personnel, sof;.vare, etc. are all borne by
Advanced Data Processing.The only exception to this is special questionnaires,
surveys, or forms the City may employ in special fashion. Vvhile we char,e nothing
extra for includirg these in our mailing the City mu>;provide t;.=_printed materials
trey require.
Third Party Billing
Transmission to Medicare employs the most up-to-date National Standard Format
and utilizes Medicare's"Medigap" feature to the greatest extent possible. This feature
automatically forwards secondary payer information to the supplemental insurance
carrier ensuring faster payment of the 20% not paid by Medicare. All other
secondaries to Medicare are manually fled immediately after receipt and posting of
the Medicare payment. Other third party payers (especially where auto insurance and
private insurance is applicable) are filed sequentially to avoid unnecessary refunds
and are filed using proper coordination of benefits.
Hardship Cases
Occasionally, after all insurance avenues are checked including State Medicaid and
local HRS or municipal programs; having found no method of payment for an
individual, we may find hardship to exist. Such cases are submitted to Fire Rescue in
writing for final resolution along with appropriate documentation (i.e. hospital credit
status, credit file information, activity file). Only upon instruction from Fire Rescue will
we write-off any amounts or make any adjustments to a bill. This includes when a
patient disputes mileage, oxygen, special handling charges or even the bill itself.
Case Files
We currently process manual hardcopy and electronic format for our clients.While
we can continue to process your claims in hardcopy form,we will welcome the
opportunity to assist you in electronically transmitting your information to our BBS,
which we provide our clients for customer data transfer.
Exhibit A Page 14
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Non-Deliverable Return Mail
All non-deliverable return mail is processed for obtaining forwarding address, zip
code correction, address correction, etc. Returned mail is processed generally within
1-2 weeks.
l Billing
Bill generation &mailing -Bills vrill be orirded immediately upon completion of
inpu', verirication and editino of the supplied bil;irg information (generally within 1-3
days of receipt)and mailed or communicated to patients/payors. Bills for which we
transmit electronically are sent in batch form directly to the carrier providing payment
processing by the carrier within approximately 15 days after receipt. Transmission to
Medicare employs the most up-to-date National Standard Format and utilizes
Medicare's"Medigap" feature to the greatest extent possible. This feature provided
by Medicare automatically forwards secondary payor information to the supplemental
insurance carrier ensuring faster payment of the 20%not paid by Medicare. Other
carriers are billed via paper HCFA-1500 forms and sent directly to the appropriate
insurance carrier. Because of the overall volume we process,we are able to batch
forms to more popular carriers obtaining faster bulk processing.
Self-mailing invoices -Bills to self-pays are printed on a pre-printed invoice and
sent in a double window envelope containing a convenient self-mailer. The invoice
sent also has a convenient place for the patient to return updated insurance
information, which is used to refile on the behalf of the patient. The following figures
provide an example of a completed patient bill and paper insurance claim (bill).
Patient/payor data verification -The information collected throughout the process
will be verified on a case-by-case basis and updated as required for the purpose of
establishing contact with the patient/payor.
Follow-up&multiple notices -Phone contact will be made on a routine basis to
follow-up on notices sent without response or for payments not received. In certain
cases, multiple contacts will be made. In no way will harassment be used to force
payment.All phone conversations and correspondence are made as a representative
of the client.
Exhibit A Page 15
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Cycle billing -Several cycles are managed by our system to produce maximum
collections. Regular(monthly) cycle billing is performed on self-pay accounts and
accounts showing a patient pay balance. These cycles handle routine invoicing for
payment arrangements as well as generation of dunning messages for slow or no-
pay accounts. Patient invoices are rebilled up to six(6)times. Other cycles handle
rabilling of carriers and billing of secondary/tertiary payors. Medicare, Medicaid and
private insurance are billed immedia ly and given 45-60 days to pay before rebilling.
Insurance denials for reasons other than those that can be resolved are converted to
self or pa:'ent pay and begin regular cycle billing. System check ein's trap bii!s that
would be in jeopardy cf expiration due to insurance filing IimiW:ions.
Exhibit Page 16
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Deposits
Receivables processing -Statements, bills, and electronic claims will be marked
with payment address of your choice. It is recommended that a "locked-box"
arrangement with the bank of your cho:ce be used(cost for this service is the City's
responsibility). The bank then receives all payments and processes them daily
directly providing deposits to your account. Retards of all payments/deposits are
provided directly to the City. Using this method, we do not directly handle any
receivables. Only tie Explanation of Benefits (EOB), and cociss o`chack�'money
orders are sent to us along with any correspondence(denials, problems, & requests
for further information). Receivables are generally posted within the same day we
receive them. Receivables will be itemized and reconciled against daily bank
deposits on a monthly closing basis and provided to you in a comprehensive report
format.
Receipt Posting
Payment processing -All payments will be processed upon receipt from the lock-
box facility and posted to the correct patient account(generally within 1-2 days of
receipt, never to exceed 7 days). Individual patient accounts are maintained showing
all payment amounts, check or money order number(if applicable) and date of
payment and balance owed. Information will be used for the purpose of either
rebilling, follow-up or closing of the account.
Unidentified payments-On occasion payments are received for which the identity
is obscure or not immediately known (i.e. account number missing or incorrect, name
provided is different than that originally filed, etc.), In these cases the receivable is
processed to a suspense account so that processed receivables balance against the
bank statement. These item are marked for research by a specialist who, through
either database searching andor contact of the original payor, obtains the necessary
identification to properly post the item(s). Once the correct patient account has been
located,a transfer is made from the suspense account to the appropriate patient
account.A documentation trail is provided for such transfers.
AR Reconciliation - All accounts will be reconciled to reflect accurate balances
outstanding against payments received and posted. Write-offs will also be posted
where your office has provided prior agreement.
Exhibit Page 17
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/ Rebilling and payment arrangements - Rebilling will be performed for accounts
where partial payments are made or accounts where regular payments have been
arranged. Details of such arrangements will be noted on the account. Receivables
are processed and posted to individual accounts at which time the status of the
account is updated. These updates control the way in which the account must be
subsequently processed ranging from closing paid-in-full accounts to filing
secondary, refiling and invoicing or rebilling customers.
Refunds and returned checks -Refunds are generally processed on a monthly
basis. Refund requests are presented to the City in a report forma;with supporing
documentation provided. Checks returned as NSF can be processed in a manner
determined by the City. Generally, the bank provides a copy of the check and, we will
attempt to collect the amount directly from the customer. Posting adjustments are
made accordingly as a reversal entry and reflected on the month-end reporting.
Reporting -All collections activity will be summarized and posted on a monthly
basis. Reports are provided by the 10th of each month. Specific reports provided are
identified in a later section.
Audit
Because we have focused on performing billing and collecting for municipalities, we
are most familiar with the requirements for their audits and can fully comply with such
requests. In fact, because of such familiarity we can often assist in providing insight
to help correct discrepancies and errors. We will cooperate with all such reasonable
requests for audit.
Professional Billing/Accounting Procedures
Advanced Data Processing began as a provider of data processing based accounting
services as one of the founders holds an Accounting degree.All processes are
performed using generally accepted accounting methods and principles
(GAAP). Receivables including Electronic Funds Transfers are balanced against
bank deposits to assist your accounting department in reconciling their accounts.
This ensures efficient and accurate billing, collection and account management
reconciling to all payments, patient accounts,deposits, refunds, adjustments, billing
Placements and statistics.
Exhibit Page 18
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II is vic :. cDting here that we afc c ne of ve:y few companies that repo(,collection
statistics in a correct manner. That is, vie report receivables collected against the
month within which the charge was originally billed. This is the only way to produce
actual collection percentages. Other companies attempt to mask their performance
using what seem to be simpler methods.
Maintenance of Records
We maintain all payment records for the period speci5ed by the City. These records
are kepi intact wim co ies of Explanation cif Bene5,s (EO9s)that accompany most
insurance payments. These are fled by cash receipt date and kept in chronological
sequence along with deposit reconciliation. Copies of specific documents can be
provided to the City upon request. All records are considered the property of City of
Boca Raton and will be turned over upon completion or termination of the contract.
Patient Calls
Phone service-Our collection ability is dependent on availability. Consequently, we
provide toll-free"800'numbers to our clients for both patient calling and calls from
the City personnel to us. We will not only provide three toll-free lines but will also
provide rotary capability to available lines improving call response times and
availability. Phone lines specific to your customer requirements will be allocated with
the number clearly provided on all bills, invoices and correspondence. Included will
be a facility providing tall-free access. We absorb all phone costs as part of the basic
service we provide.
Support&availability-Phone lines specific to your customer requirements will be
allocated with the number clearly provided on all bills and invoices. Included will be a
facility providing toll-free access. Facilities and attendants are provided to ensure
calls are not blocked. Rather, someone is available to answer calls Monday thru
Friday(excluding Holidays) from 8:00 a.m. to 5:00 p.m. In addition, vie have people
calling self-pays/no-pays two nights a week until 8 p.m, and on most Saturdays'til
2.pm.. Statistics on phone activity are reviewed monthly to ensure proper level of
phone availability is maintained.
Facilities and attendants are provided to ensure calls are not blocked. Rather,
someone is available to answer calls Monday thru Friday(excluding Holidays) from
Exhibit A Page 19
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8.00 a m. to 5:00 p.m. Statistics on phone activity are reviewed monthly to ensure
proper level of phone availability is maintained.
Customer Communications
Philosophy-Our client history shows "We are focused on our client's success
improving their cash Flow through constant innovation yet proven means and,
providing the highest service levels attainable with professional respect by both the
client and the commu, y.,,
Advanced Data Processing conducts all written and verbal communication always in
the most professional manner. We emphasize helpfulness towards the customer and
respect referencing ourselves as a representative of your organization and never as
collectors or, in any way that might be interpreted as intimidating or threatening.
Multi-ethnic operators are employed to facilitate most frequent language
requirements, In addition, difficult calls are passed to a supervisor more skilled in
handling irate callers, special insurance issues, taxpayer questions, etc.A significant
aspect of our ability to achieve high collection levels is our customer service
perspective.
Records
On a special incident basis requests for records (e.g. run report)will be forwarded to
Fire Rescue for processing &response regardless of source of request(i.e.
insurance, patient, attorney, etc.). In the case of insurance requests, we might expect
You would have us forward the information to the insurance carrier for claims
processing. Alternatively,we could provide you with the appropriate fling material for
your forwarding. If you desire, we can accommodate billing the requester/patient
special handling charges for obtaining copies of records.
Education
Client Training- Using some of the finest multi-media tools to bring training
assistance to the Fire Rescue staff and administration we provide education aids
and assistance in essentials of understanding the importance of key patient
information (demographic, insurance and medical) in the successful billing process,
We have produced a training video especially for this purpose.
Exhibit A Page 20
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Attendant Training -Advanced Data Processing provides training and a stable
environment for its attendants. They are skilled in understanding all aspects of
insurance applicable to EMS transport billing so as to be helpful toward the customer
and efficient in processing charges and insurance claims. They are also trained in
how to provide maximum assistance to the customer and when to transfer the call to
a supervisor for handling difficult situations. we maintain a multi-ethnic staff to handle
calls is languages other than English. Our exception reporting system allows us to
view the work completed by an individual for a given day. This allows the supervisor
to review the work(specific accounts) on which an operator has worked. This assists
in training and on-going quality improvement.
Exhibit A Page 21
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Remote Access
Information Download—We provide access to our system facilities for the purpose t
of electronically sending us your transport data and billing information. This access is
convenient and easy to use via an FTP/Internet Site maintained for us under
arrangement, We provide you a username and password ror access and you can
deposit your information any time convenient to you.
Technical Data Format—We have provided Cris type service for a number of clients
supporting various data formats for their r_spectr:;;systems. SV;coon ceerdinate with
your systems people for support of any forma! they might require cr provide a sample
of formats we already support.
Exhibit Page22
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/ Reports-Management Information
Advanced Data Processing prides in providing essential statistics in concise
easy-to-understand format. These reports provide our client with the same
insight we use to manage and increase the efficiency of their collections.
Monthly reporting is produced after month closing and provided to you no later
than the 10th of each month. We print the reports within 24 hours after
receiving the last day of the month's receivables from the bank. All reporting
will be in the manner as requested by the City. The following are major reports we
produce as a sample for th-e City's evaluation:
❑ Collection Statistics-Summary
❑ Collection Statistics-by Payer Class
❑ Collection Statistics—Gross/Net Computation
❑ Account activity-Monthly Billing Report(Charges)
❑ Account activity-Monthly Payment Report(Receivables)
❑ Billing &Collections-Summary to Date, Monthly Running
❑ Accounts Receivable - Summary
❑ Monthly Refund Schedule
❑ Insurance Report-#of Bills with Outstanding Balance by Class
In addition to the above reports, Advanced Data Processing will provide the following:
• All account numbers will be cross-referenced to City's incident numbering.
• Other reports as requested by the City.
Ad Hoc Reports
Advanced Data Processing prides in providing essential statistics in concise easy-to-
understand format. However,we do understand that special requirements come up
on occasion. In response to such situations, we can provide ad hoc reporting either
from the AS400 environment or in the PC environment without limitation since we are
on our own proprietary software.
Exhibit A Page 23
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Reports -Management Information(cont'd)
The following section provides a brief explanation of major reports provided and concludes
with an example of each. Samples are provided (as shown in the proposal submission)are
not necessarily complete nor are they all live data. Confidential information such as names,
contact and ID information is obscured to protect confidentiality.
1. Collection Statistics -Summary
Provides a running month summary of charge, payment and adjustments fcr the closing
month Period sheaving gross and net collection percentages for each period. Summarizes
totals for each type acti v*Pj and comput=-s average collections for both gross and nat.
Note: All payment activity is reflected against the original month billed in order to
reflect true collection percentages.
2. Collection Statistics - by Payor Class
Provides a running month summary for the closing month period of collections by Payor
Class(Self-Pay, Medicare, Medicaid, and Private Insurance). The report also shows for
each running month the mix or, %of total collected against that month's billings for each
class. Also shows#of accounts billed and total#of accounts. Summarizes total amounts
collected by class and%of total.
3. Collection Statistics-Gross/Net Computation
Shows overall monthly computation of gross collection percentages providing #of
accounts billed and accounts not billable. Total amounts are summarized.
4. Account activity- Monthly Billing Report (Charges)
Shows all billing (new charges) processed alpha sorted by Last Name and summarized
total billing for period.
5. Account activity -Monthly Payment Report(Receivables)
Provides a batch oriented listing of all payments processed including check number and
type of payment(self pay, Medicare, Medicaid, private insurance). Report reconciles
against bank deposit and ties back to EOB detail for secondary filing, refund processing
and adjustments,
6. Billing & Collections -Summary to Date, Monthly Running
Show receivables as applied to"original billed month".
7. Accounts Receivable -Summary
Provide summary for period ending of Accounts Receivable showing gross billing,
payments received/processed, reflected write-offs and adjustments, reversals and ending
balance.
Exhibit Page24
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8. Monthly Refund Schedule
Report provides by account detail Of associated payments reflecting an overpayment and
necessary refund to be processed.
9. Insurance Report -#of Bills with Outstanding Balance by Class
Provides summary showing by running (billed) month the number of patient bills having
an outstanding balance. Shows balance and number of bills outstanding by class.
10. Payment Report-% of Bills Showing Payment
Provides for each billing month total patients, number having made no payments,
number and percentage having made payment
Exhibit A Page 25
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Exhibit B—Fees
Pricing for all services shall be a monthly contingency fee of:
Seven (7%) percent of all monies collected in the previous month.
Price shall include but not be limited to all stationary, fax, forms, envelopes,
mailings, postage, and telecommunications/phone facilities/charges.
Price for services does not include the cost of"Locked-box"service.
The "Locked-box"service selected shall be at the sole discretion of the
City and shall provide a secure postal address and box for receipt of all
correspondence (especially including all insurance and patient payments,
correspondence and benefits determination and denials. The "Locked-box"
service will on a daily basis perform the following:
• Open all mail (except clearly marked returned-mail).
• Make a copy of every check and attach copy with original document
accompanying each check.
• Deposit all receivables into designated City account.
• Prepare and provide a daily deposit slip totaling and accounting for all
receivables deposited for the identified day.
• Mail (daily) to Advanced Data Processing separated bundles of, copies of
checks attached to supporting documents, other correspondence and,
returned-mail along with deposit slip.
• Mail(daily) to City copies of checks and daily deposit slip,
• Mail(monthly) to City reconciliation of account.
Price shall include adjustment due to increase in cost for postage
according to the City's RFP (Section 2-2 E.).
Exhibit B Page 1
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RESPONSE TO REOUEST FOR PROPOSAL
FOR
MEDICAL TRANSPORTATION BILLING SERVICES
CITY OF DANIA
FIRE RESCUE
FROM
ADVANCED DATA PROCESSING, INC.
520 N.W.165 STREET ROAD, SUITE 201
MIAMI, FLORIDA 33169
(305) 945-2280
PAUL FRANZELAS, VICE PRESIDENT
DECEMBER 9, 1998
Advanced
Data Processing
originators o/
medSupport
EXHIBIT "C"
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City of Dania 5 Februa
ry, 1999
Introduction Executive Overview
■ Offer Letter / Letter of Transmittal
e Proposal Overview
■ General Compliance
■ Acknowledgement of Receipt
Section A. Qualifications & Experience
■ Background & Experience
■ Organization & Personnel
! Memberships & Affiliations
o Financial Stability
Section B. Approach to Scope of Work
■ Scope
■ Rationale
■ Optimization
■ Tasks
Section C. Reports & Forms
■ Billing/Collection Forms
■ Reports Provided
■ Sample Reports
Section D. Management Plan & Quality Metrics
e Management Plan
■ Billing Cycle
■ Quality
Section E. Financial & Required Affidavits
■ Compensation
■ Year 2000 (Y21Kf Compliance
Introduction Page ii
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Advanced 520
MiaN.W. Street Road,Suite 201
Miami, Floridaida 33169
(305)945-22801945-6692fax
Data Processing
originators of
medSupport
December 9, 1998
CITY OF DANIA
FIRE RESCUE DEPARTMENT
L frrr;urfi.ri - :'rrrKi',rr:rxrrnri�<<r/P�tT l Ciffr-.r
re: RESPONSE to Requirements for "MEDICAL TRANSPORTATION
BILLING SERVICES"
Dear Lieutenant Caruso:
Enclosed is Advanced Data Processing's response to your Request for Proposal
(RFP) for "MEDICAL TRANSPORTATION BILLING SERVICES". We
appreciate the opportunity to respond to your needs. We believe this response
answers all requirements with an offer to provide you the finest available billing
and collection services for a municipal EMS organization such as those required
by the City of Dania.
The content of this Proposal represents Advanced Data Processing's formal offer
to provide the services requested by the City of Dania for ALS Billing &
Collection Services and may be incorporated, in whole or part, into a written
contract for such services.
Our company, with over 17 years serving Dade, Broward, Palm Beach, Duval,
Hillsborough and Brevard Counties has demonstrated its commitment to the area
at both city and county levels. Considerable experience and history has been
focused specifically on billing and collections for Municipal EMS Organizations
and has produced specialized understanding of such requirements.
Advanced Data Processing's collection philosophy is demonstrated as the most
successful in the business through its customer satisfaction and delivery in
terms of both quality and level of service. Our quality of service is exemplified in
our billing forms and reports, the methods we employ in both technology and
process and, the way in which our personnel conduct themselves on behalf of
our clients. In addition, we demonstrate "going-the-extra-mile" by our hospital
liaison programs, our double-verification of patient information and our
customized training. Our level of service is superior in collection levels both as a
percentage of billing and the cash flow we have produced for our clients. In
addition, we currently handle all EMS billing and collection for18 municipalities
having handled accounts of up to 46,000 transports annually. In a recent
twelve-month period we billed for over 101,000 transports collecting over $16
Introduction Page 1
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City of Dania
5 February, 1999
million dollars. This demonstrates we have successfully handled the size of an
account such as the City of Dania and can do the job.
Additionally, we have established and maintained excellent working relationships
with area hospitals.
Advanced Data Processing has proposed to the City of Dania a "top-notch" set
of services to meet their needs... and, we have offered them at an extremely
competitive price. We believe this indicates both an aggressive desire to win the
business and, is balanced with the fair appraisal and assessment for a job to be
well done. As such we appreciate the opportunity to provide you services with
which you will be satisfied.
Respectfully submitted,
Advanced Data Processing, Authorized Agent
Inc.
520 NW 165th Street Road, Paul Franzelas, Vice President
Suite 201
Miami, FL 33169
(305) 945.2280
(305) 945-6692 fax
Introduction Page 2
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City of Dania 5 February, 1999
ftifrrr;r)�;iri; - ('P�iPril1_r�',(GP�lif_l(:1
We highlight here the following crucial and we believe to be most favored answers to
each of the essentially weighted-criteria:
Experience
• Over20 yearsof serving Dade,Broward, Palm Beach, Duval, Hillsborough
& Brevard Counties
• Specific focus on billing and collections for MunicIpal EM5
Organizations.
• Currently b111ing/collecting for 15F101-jdamunicipa1ities
• Billed over 101,000 transports in 12 month period
• Collected over$16 million in 12 month period
.......................................................................................................................................... ................................
Advanced Data's "Success Slol•v"
■ #of Billed Accts 101,000 +
(1996 Slalislks)
■ $ Collected $16,350,000 +
(1996 slat'ntK'61
■ "Client Results`. . .
Client Call¢Ilan Raanw Rnenua
lormarcompany ADP In<waae(;)
Tampa $131,000 6276.6o6 106% -
Miami ach 61,000 65.600 60%
Collection Philosophy
• Demonstrated as the most successful In the business through its
customer satisfaction and capability in insurance recovery.
• Quality of service shown in methods employed, billing forms and
reports produced and, personnel conduct on behalf of our clients.
• "Go145-the-extra-mile"by our hospital liaison programs and our
double-verification of patient information.
• Superior collections both in percentage of billing and cash flow.
Introduction Page 3
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/ City of Dania 5 February, 1999
Industry Knowledge
• Staying abreast and informing our clients of key industry issues as a
Member of American Guild of Patient Account Management, advisement through
American Ambulance Association and American Medical Association.
• Attendance of all major Medicare& Medicaid seminars especially for
Emergency Transportation with vendor participation in ClinCon Exhibition&
Seminar.
• Support for Electronic Funds Transfer, Claims Status& Remittance
Notification, Hospital Database & Insurance Verification Access
• Proprietary systems software with advancements especially in electronic
processing of insurance claims as first in Florida to support new"National Standard
Format".
Technology & Equipment Availability
• Increased commitment to supporting EMS Organizations through its investment
in technology and expertise.
• Use of 'tried-and-proven"IBM AS/400 System methods and technology.
• Have dedicated operating and reserve capacity in Its systems,facilities and
people to handle the City of Dania and can do so without any disruption to your
personnel.
Expertise & Qualifications
• Over 20 years of experience with focused expertise crucial to this business
and complimentary towards demonstrated quality service&success.
• Ongoing commitment staying abreast of ever increasing changes in Insurance
processing and health care regulations.
• Demonstrated success increasing City of Tampa's revenue byover40% within
5 months(previously serviced by Dania's incumbent vendor)
• Ability to"Quick-start"new volume accounts processing within 10 days over 4
months of accounts backlogged from a previous vendor
• Security consciousness with security-monitored access and high volume
shredding of discarded HRS forms, Run Reports&Patient Data
Commitment
• Poised to work closely with City of Dania in attitude, readiness and location.
• Over 40 years located In and serving the State of Florida.
Pricing
• Top-notch services offered at an extremely competitive price.
Introduction Page 4
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I City of Dania 5 February, 1999
This section represents Advanced Data Processing's intent to comply with all
aspects of the general conditions and terms requested by City of Dania. By
signature on the formal offer letter herein, Advanced Data Processing agrees to all
conditions of the Proposal.
The following are general statements of compliance set forth in the Proposal:
Proposal Submission -This proposal is submitted to:
CITY OF DANIA
PURCHASING DIVISION
CITY HALL
201 W. PALMETTO PARK ROAD
DANIA, FLORIDA 33432
4.1 t�ittitictatn C�lv�cs�t Fteq+iit�rle4tY;s
Advanced Data Processing states that it can and will meet all minimum requirements
as set forth in the RFP.
212 Lirers*es p• rces
Licenses -Advanced Data Processing states that it is licensed to do business in the
State of Florida to perform the services requested by the City.
Business Registered -Advanced Data Processing, Inc. is registered with the Federal
Government and the Internal Revenue Service under Tax Identification Number 59-
2428993 and is a Florida Corporation residing in and licensed to do business by
Dade County
RegtuirQtWts
Applicable Laws - Advanced Data Processing complies with all applicable Florida
State laws and Statutes and local ordinances.
Civil Rights Act-Advanced Data Processing complies with all aspects of the Civil
Rights Act of 1964.
EEO Statement-Advanced Data Processing complies with Equal Opportunity and
Affirmative Action Ordinance requirements.
Disabilities Act Statement -Advanced Data Processing complies with the Americans
with Disabilities Act of 1990 and regulations issued thereunder.
Introduction Page 5
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City of Dania 5 February, 1999
t.� it lv(JI':y ilff
Advanced Data Processing can comply with all general insurance requirements set
forth by City of Dania. We currently have General Liability Coverage, retain
comprehensive auto insurance and also meet all Workers' Compensation
requirements. We also carry Professional Liability and Employee Dishonesty
coverage. We will furnish all required proof and provide certificates showing City of
Dania as additional insured upon award of contract.
I. tii�iGnilll lf,'r v,(Qli
Advanced Data Processing agrees to indemnify and hold harmless the City according
to the terms, conditions and extents as specified in the RFP.
i.0 V¢{'tatecs
Advanced Data Processing has made every effort possible to ensure that this
proposal addresses all requirements as set forth by the City of Dania. This proposal
contains no known exceptions to the requirements of the City.
1,7 ("gMRFrTol�mcra
Advanced Data Processing is a Women's Business Enterprise (WBE) certified with
Miami-Dade County and several other Florida municipalities.
i.r; pul)14 t_aw
Advanced Data Processing grants the City of Dania the right that this proposal and
the contents herein may be incorporated, in whole or part, into a written contract for
such services. Advanced Data Processing also acknowledges that this proposal is;
subject to Chapter 119 of the Florida Statutes, with regard to Florida Public Records
Law under public domain and, becomes the property of the City of Dania and will
not be returned. Only items clearly identified as "Confidential" or "Proprietary"
within this proposal shall be restricted to use by the City of Dania for the sole
purpose of evaluation and qualification and not considered as Public Information.
t.g Subcontimrihng
Advanced Data Processing, if awarded proposed contract, does not intend to use
any subcontractors for the work identified in this proposal. If awarded proposed
contract, Advanced Data Processing will be the sole entity performing the work
identified in this proposal and does not present this proposal as a joint venture with
any other entity.
Introduction Page 6
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5 February, 1999
City of Dania
1 'ir,
Advanced Data Processing in no way holds City of Dania responsible or liable for
any costs associated with the preparation, submission or participation of this
proposal.
i.11 ({rJClkfi['a�fX(+Ei;pG4`
We will cooperate with all such reasonable requests for audit maintaining records for
the period of time and in the manner stated in the RFP.
1,12 CFhrif/;M-Aral'+frs 5kafeCelbnf.5.
Public Entity Crime Statement - Neither Advanced Data Processing, Inc. nor its
Officers have ever had any litigation or criminal action case filed against them, and
have never been involved in any Litigation, or criminal misconduct whatsoever.
Conflict of Interest- Neither Advanced Data Processing nor any of its Officers has
any interest or ownership with regard to City of Dania (signed Certificate provided).
Political Campaign - Advanced Data Processing states that it has not nor will it be
involved in any political campaign for the City of Dania elective office nor will it
make any financial contributions to any such campaign.
Proposal Ownership -Advanced Data Processing grants City of Dania the right that
this proposal and the contents herein may be incorporated, in whole or part, into a
written contract for such services. Advanced Data Processing also acknowledges
that this proposal is; subject to Chapter 119 of the Florida Statutes, with regard to
Florida Public Records Law under public domain and, becomes the property of City
of Dania and will not be returned. Only items clearly identified as "Confidential" or
"Proprietary" within this proposal shall be restricted to use by City of Dania for the
sole purpose of evaluation and qualification and not considered as Public
Information.
Proposal Offer Binding -The proposal herein submitted by Advanced Data
Processing represents an offer firm and fixed, binding for a period of one-hundred
twenty (120) days.
Right to Inspect- Advanced Data Processing owns its facilities and welcomes the
City of Dania to visit for any reasonable inspection.
Drug-Free Workplace Statement-Advanced Data Processing has provided affidavit
that it complies with requirements for providing a drug-free workplace.
Introduction Page 7
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Advanced 520 N.W. 165th Street Road,Suite 201
Miami,Florida 33169
Data Processing (305)945-2280/945-6692 fax
originators of
med&ippoft
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ldialnry of E-7prideince
Advanced Data Processing, Inc. was established in 1978 with the principal focus
of providing computer-based services to companies and municipal organizations.
Advanced Data Processing also meets important industry qualifications as
requested by the City in the following areas:
• Ambulance billing-We have been providing this service since May 1981
when we obtained the award for contract with Metro-Dade County (see
References this Section of Proposa4.
• Medicare billing - We have been actively billing such carriers since 1981 (see
References this Section of Proposal).
• Transmitting claims electronically - We were one of the first billing agents to
transmit to Medicare in the State of Florida (1981) and one of the earliest to
test with and transmit in National Standard Format (1994) to Blue Cross/Blue
Shield of Florida (Medicare intermediary). We have been transmitting to
Medicaid nearly as long).
Section A Page 1
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City of Dania
5 February 1999
G;�rl'arr'lind Histrr;r
Advanced Data Processing, Inc. first began addressing the collection business by
providing computer collection software and facility management for two of the
largest Tour Operators in the United States; David Travels, Inc. and Vacation
Travel Concepts, Inc. Advanced Data Processing served these two businesses
from 1975 to 1986, with their combined annual income in excess of 100 million
dollars.
The Company began serving municipal organizations in May of 1961, billing for
City and County Rescue Services. Since then, our organization has specialized
in Emergency Medical Transportation Billing and Collection Services (EMS)
serving a considerable portion of South Florida's municipal EMS organizations.
The company's IBM mainframe computer and IBM data entry workstations
environment are programmed specifically for EMS Transportation Services. Our
sophisticated computer application constantly updates and monitors patient
accounts alerting collection personnel of accounts that need immediate attention.
Our application and operations are tailored specifically to provide optimum
efficiency in collections. Advanced Data Processing is a member of the
American Guild of Patient Account Management (AGPAM) and the American
Ambulance Association (AAA), just one of the many ways we keep abreast of
methods and changes in the field of patient account management and claims
processing.
Section A Page 2
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City of Dania
5 February, 1999
fJf/_cl'Ji,:(IG ri r'; Prl ri1, i@(
Operating Officers - The principal founders of the company, Mr. Paul Franzelas
and Mrs. Linda Franzelas, have been residents of South Florida for the past 22
years and actively engaged in local sports and civic activities. Advanced Data
Processing's Principal Operating Officers is as follows:
• L. Franzelas, Owner & President
• P.J. Franzelas, Owner & VP Finance/Data Processing
• D. V. Passaro, VP Mktg/Sales & Operations
Operations Personnel -The Company is an Equal Opportunity Employer and
maintains a multi-ethnic staff for the purpose of establishing payor contact in
several languages. Advanced Data Processing has an on-staff consultant to
keep abreast of changes in technical aspects of medical claims processing and
insurance recovery, The Company's general operations are comprised of the
following personnel and classifications:
Classification Full/Part Name
Ethnicity/Race/
Direcm Torre Genderr/President FT L Franzelas WF
Directo,Vice Pros. FT P Franzolas WM
Vice Pros. FT D Passaro
MgrSupv Billing cps/ WM
FT O Cordova WI
Insurance Recovery
HM
MgrSupv Data Proc/ FT R Bender HF
Accounting
Ass(.Mgr.Billing Ops FT D Orazi WM
Data Entry FT G Rodriguez HF
FT F Ortiz HF
PT A Meiia HF
Billing Clerk/Collector FT 8 Kaminer WF
FT J Paul BM
FT E Alvarez HF
FT J Lugo HM
FT O Ferrufino HF
FT S Dills WF
FT V Williams BF
FT 8 Henderson BF
FT T Harris BF
FT T Brown BF
FT H Passaro WF
FT R Meisenholder WF
Insurance Recovery FT M Blanchard WF
Operator FT P Blanchard WM
FT M Einbinder WM
PT T Thomas wM
PT J Schaumburg WM
PT G Smith WF
PT K Moore WF
PT R McNally WM
PT A Kadlec WF
PT J Derr WM
Section A Page 3
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City of Dania
5 February, 1999
I
Presidmt
Advanced Dal,
Po Wng
i Vice Pros
Salevmmg d YKe Pres
g Opmtbns r ssin d
Billing Data P
Financa'Aa untting
Mgr
Bilf M
��Frnlb•s Datl Ertry/Comptl¢r Open Wrs
A.cl Sy.
BNrg a
Irsvarce R ble., Spe¢41et
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V¢KraWn
PP ul+ SP•a•10•.N.e..,ra rtlMwo-. BJgaa• nm�ac.n. MNwWP.x••vq PMPie[•¢Pa.n.. o Ha.x. o.n rmr
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••+sa«i++ BaknA ,ftM
ws D.p HaMm m..n•Nro NW now.Mp 6R-mdG Inikn
Lel•6m GmKiYRen•aq
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PnMfa4U
fliw•NMr
_W V Om Ha.•m
r.rp.Nu
wgon Hwao�
wgo.nHago,
Section A Page 4
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City of Dania
5 Feb--- r�99
L. Franzelas, President - Linda Franzelas is rresieem ann t:o-Tnunnr.r nT
Advanced Data Processing. Since 1984 and the inception of the company she
has been resoonsible for directino collections and the sunervisinn of hlulnn '
operations.
P.J. Franzelas. VP Operations - Paul Franzelas. Vice President of Advanced Data
Processing, founded the Company in 1978. Since 1981 he has engaged the
Company in the EMS and medical billing and collections business. Prior to this
he held executive Dositions with other companies brinoina to the comoanv a
total of over 30 years of experience in data processing and financial applications.
Mr. Franzelas graduated from Nova University in 1978 and holds a BS in
Business Administration with a Maier in Accounting. He also holds an AA
degree in Computer Science.
D. V. Passaro. VP Marketina/Sales - Donald Passaro has successfully held
executive marketing and business planning positions with a number of
companies in the computer and communications field. Having over 25 years of
experience in marketing, he has also consulted to start-ue companies in Dlodu(r
and service businesses. Mr. Passaro's education includes Electrical Engineering
and Applied Math at Georgia Tech and Florida Atlantic University in Dania where
he studied Computer Science. Mr. Passaro has been an AGPAM member in good
standing since 1993.
Other Personnel — Advanced Data Processing has Supervisory and Management
personnel skilled in both data processing and billing/collecting with experience
ranging from over five to seventeen years. Our Senior Billing/Collection personnel
have each over 7 years of experience in billing, collections and insurance
recovery. Our Senior Field Operator has over 7 years of experience in working
with the hospitals and ER facilities in obtaining patient data. In addition, we
employ many other Full- and Part-time personnel serving in various capacities
ranging from billing/collections and data entry/verification to mail processing.
Training — Our personnel are trained internally by our supervisory personnel
providing them understanding in Medicare/Medicaid and Private Insurance
guidelines and regulations, collection techniques and regulations, and other
administrative aspects of the billing/collection process. Our senior people and
supervisors periodically attend important Medicare/Medicaid training that is
periodically made available by these organizations. We also provide our
personnel with regular updates that become available to us from AGPAM, I!rrA,
Medicare, Medicaid, AMA, AAA and legal advisories to which we have ac .
We have also periodically employed the services of a consultant who specializes
in billing/collection, insurance recovery and administrative services for our
industrv.
Section A Page 5
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City of Dania -
5 February, 1999
Because of our focus solely on serving municipalities in the area of EMS
billing and collections, we have provided so many of our municipal clients
at both the city and county level the following distinct benefits:
• Legal, regulatory and administrative assistance in establishing and
maintaining provider agreements with Medicare, Medicaid,
Champus/Champva and other important carriers or agencies.
• Providing the municipality with timely on going updates pertaining to
healthcare reform, regulatory change, fee schedules and other
pertinent issues. This is enabled through participation in pertinent
professional organizations.
♦ AGPAM Member (American Guild of Patient
Account Management)
♦ AAA Member (American Ambulance Association)
♦ AMA Affiliation (American Medical Association)
♦ HCFA Affiliation (Health Care Finance and
Administration)
♦ Attendance of all major Medicare/Medicaid
training, especially for Ambulance billing.
Section A Page 6
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City of Dania 5 February, 1999
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Secdon A Page 7
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5 February, 1999
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Section A Page 8
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AMERICAN MICRO-IMAGE
6954 N.W. 12 STREET, MIAMI, FLORIDA 33126
305-477-9149 - 800-287-4799 - FAX 305-477-7526
r
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a pholgcopyin poor
condition
FC 017
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City of Dania -
5 February, 1999
The company offices are currently located at 520 NW 165th Street Road, Miami,
Florida. In 1988, we purchased Office Facilities where our operations currently
reside. In 1993, and again in 1998, we purchased additional facilities supporting
our expansion and growth. Advanced Data Processing having excellent financial
status owns all of its principal facilities, computer systems and equipment and,
has an interest in an additional 12,000 square feet of facilities within the same
office complex. Advanced Data Processing is a debt-free company.
The following is a compilation of requested data from clients for which we
perform extremely similar services to those requested by City of Dania. Please
note that collection percentages can vary extremely on the basis of area
demographics alone. Also, please note Advanced Data Processing compiles
collection statistics as a true measure of collection level by going back to the
original bill-month. We, internally, to monitor our own performance and level of
service use these statistics.
Gnrrri Crpactian P:ar
The following is calculated using most recent complete 12-
month period for Current Collection Rates. All clients shown
are for EMS type accounts:
Boca Raton EMS 81.48 408 4,896
Brevard County EMS 78.64 1,000 12,000
Coral springs EMS 73.16 316 3,792
Lauderdale Lakes EMS 76.26 225 2,700
Lauderhill EMS 79.10 350 4,200
Metro-Dade County EMS 70.25 3,700 44,400
Miami EMS 58.19 1,125 13,500
Miami Beach EMS 65.49 733 8,796
Oakland Park EMS 59.28 208 2,496
Palm Beach County EMS 1,541 18.500
Pembroke Park EMS 61.02 65 780
Plantation EMS 76.67 375 4,500
Pompano EMS 70.14 770 9,240
Tamarac EMS 86.64 300 3,600
Tampa EMS 68.01 1,333 15,996
Total 12,449 149,396
Average 71,74%
Section A Page 9
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City of Dania
/ — 5 February, 1999
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The following are a list of pertinent client references for which we perform
extremely similar services to those requested by City of Dania. We encourage
You to check every one of our references. Please note that collection
percentages vary on the basis of area demographics. Also please note our
collection stars are a true measure of collection level going back to the original
bill-month. Where " is denoted, collection rate is for city/county where by
ordinance residents are liable for insurance only and are not balance billed.
Metro-Dade County Fire Department
6000 S.W. 87th Avenue
Miami, Florida
Mr. Roy Ratsky, CPA; Revenue Accountant 305-716-7709 716-7715 fax
January '92 - finalizing currently (and)
May '81 thru August -85.
Brevard County
2725 St Johns Street, Bldg D
Melbourne, Florida 32940
Ann Fosburr, Finance Mgr 407-633-2056 633-2057 fax
May '96-current
City of Tampa
808 Zack Street
Tampa, Florida 33602
Chief Bruce Savage 813-274-7005 274-7026 fax
May '95 - current
City of Boca Raton
2333 W. Glades Road
Boca Raton, Florida 33431
Chief Bruce Silk 561-367-6722 367-6750 fax
January '95 - current
Palm Beach County
50 Military Trail, Suite 100
West Palm Beach, Florida 33415
Chief Michael Arena 561-233-0010 233-0029 fax
April '98 - current
City of Jacksonville
City Hall, Room 500
220 East Bay Street
Jacksonville, Florida 33415
Mitchell Perin, Accounting Division 904-630-2929 630-4796 fax
October '98 -current
Section A Page 10
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City of Dania 5 February, 1999
City of Miami Beach
2300 Pine Tree Road
Miami Beach, Florida 33140
Chief Bruce Silk 305-673-7120 673-7881 fax
October '94 - current
City of Miami Fire Rescue
1121 N.W. 7th Street
Miami, Florida 33136
Chief Juan Mestes 305-416-1653 416-1683fax
January '93 - current (and)
December '86 thru March '90.
City of Pompano Beach
P.O. Drawer 1300
Pompano Beach, Florida
Chief James Bentley 954-786-4510 786-4347 fax
March 1994 - current
City of Oakland Park
2100 N.W. 39th Street
Oakland Park, Florida 33309
Chief James Henson 954-497-4100 497-4107 fax
March 1994 - current
City of Lauderdale Lakes
3461 N.W. 43rd Avenue
Lauderdale Lakes, Florida 33319
Chief Cosimo Ricciardi/Cmdr Jeff Rohrer 954-731-8544 714-9035
October '95 -current
City of Lauderhill
1900 N.W. 56"Avenue
Lauderhill, Florida 33313
Chief Ed Curran 954-730-2950 730-2955
October '96 -current
City of Plantation
550 N.W. 65th Avenue
Plantation, Florida 33317
Chief Bob Pudney 954-797-2150 797-2136 fax
October '96 -current
City of Coral Springs
2801 Coral Springs Drive
Coral Springs, Florida 33065
Chief Vincent Locurto 954-346-1393 346-1387 fax
October'96-current
Section A Page 11
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City of Dania
5 February. 1999
City of Tamarac
7501 N.W. 88th Avenue
Tamarac, Florida 33321
Chief Jim Budzinski 954-724-2436 724-2438 fax
October '96 - current
Town of Pembroke Park
3150 S.W. 52 Avenue
Pembroke Park, Florida 33023
Irwin Lehmann 954-966-4600 966-5186 fax
January '97 - current
City of North Lauderdale
7700 Hampton Blvd.
North Lauderdale, Florida 33068
Chief Turpel 954-720-4315
October '98 - current
Town of Davie
6591 Orange Drive
Davie, Florida 33314
Chief Joseph Rivero 954-797-1092
October '98 - current
Section A Page 12
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5 February, 1999
POMPANO BEACH FIRE RESCUE
Office-E 0( P.O.Drawer 1300
Fie hief. Y Pompano Beach,FL 33061
Fire Chief.
(305)780-9510
May 11, 1998
Advanced Data Processing
520 Northwest 165 Street
Suile 201
dfiand,FI, 33169
A777J: P. Frdnzclas, lice President
DcarMr.Franzelas:
{t'c are more than pleased to provide you this lever of reference as a provider of
the finest in billing and collection services. There has never been a negative
experience with your organization in any regard To the contrary,your personnel
have always been helpful and professional. Your collections jar the City of
Pompano Beach are consistent and dependable. Your reports are always on time
and any special requests we have made,have always been met beyond expectation.
In the four plus years you have been performing for us,you have been one of the
best companies we've worked with. Thanks is well deserved
�Sin`c�erellyy,
am✓ es B'.BH �
Fire Chief
Section A Page 13
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Metrapolitan Dade County, Florida
Fire Rescue Department
6000 S.W.871h Avenue
Mlaml,Florida 33173-1698
(305)596.8600
May 10, 1998
To Whom it May Concern:
Advanced Data Processing provided billing and collection
services to the Miami-Dade Fire Rescue Department from
1/17/92 through 5/31/96. They demonstrated a high level of
customer service and obtained a collection rate Which
exceeded the national average for ambulance transport
accounts.
Advanced Data Processing had a working knowledge of the
Medicaid and Medicare rules plus the Florida Statutes
relating to debt collection.
Based upon our experience, we recommend their services to
all prospective customers.
sincerely,
Roy Ratskme Accountant
1
Section A Page 14
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FinaC�gi.(f f�rbr�rc,.� (C ONFIOCHTim_)
The following section lists references for the purpose of confirming our financial,
professional and client standings. We believe you will find that Advanced Data
Processing is of the utmost integrity in each of these aspects. We encourage
you to inquire as to our stability, longevity, reliability and performance in each of
these relationships.
Sun Trust of Tamarac
8200 W. Broward Blvd.
Tamarac, Florida 33324
305-765-7652
Smith Barney Shearson
1000 E. Hallandale Beach Blvd.
Hallandale, Florida 33009
Mr. Russell Bassett
305-457-1500
Amado Garcia, CPA
9500 S. Dadeland Blvd.
Miami, Florida 33156
305-670-9750
Section A Page 15
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520 N.W. 165th Street Road,Suite 201
Advanced
Miami,Florida 33169
Data Processing (305)945-2280/945-6692 fax
originators of
medSupport
G'er✓;re,l ScGgr-
Advanced Data Processing will perform all services with the principal goals of:
• recovering the greatest amount of fees in the shortest possible time and,
• greatest total amount with minimized cost to recover.
All services will be provided as stated in this Proposal. The specifics of such
services to be provided are addressed In the following subsections of this
proposal. The following are general services requested by the City, which will be
performed if awarded such contract:
• Provide billing and collection services for Emergency Medical Services
transport, as required on a case by case basis, with emphasis on accelerated
turnaround between services provided and payment received.
• The price bid herein shall include all expenses of billing and collection
including, but not limited to, stationary, forms, envelopes, postage and
phone facilities/charges.
• Ensure that all required documentation and agreements with payors (e.g.
Medicare, Medicaid, Champus, etc.) are filed and maintained and that Fire
Rescue is kept apprised of Important changes to Industry regulations.
• Provide reasonably necessary training periodically to City Fire Rescue
personnel regarding the gathering of necessary information and proper
completion of run tickets. Advanced Data Processing in corroboration with
other municipalities has already put together a video based training program
for this purpose.
• Provide prompt submission of Medicare, Medicaid and Insurance claims
after receiving completed run ticket, which shall be Advanced Data
Processing's notice to commence the billing/collection service including
keeping logs confirming all electronic submissions. Secondary insurance
provider claims shall be submitted after the primary insurance provider has
paid. Advanced Data Processing shall follow-up promptly on rejected and
inactive claims and establish payor remittance accounts and procedures.
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• Utilize most up-to-date knowledge and information with regard to coding
procedures, assigning ofICD-9 diagnostic codes and proper preparation of
electronic and paper insurance filings to ensure compliance with applicable
Federal, State and local regulations.
• Reconcile the number of transports collected with those transmitted to
Advanced Data Processing and contact Fire Rescue to report any
discrepancies.
• Advanced Date Processing shall provide a designated liaison for
patient/payor concerns.
• Provide survey questionnaires or mail inserts to patients at the City's
request.
• Provide all customer-related inquiry services and prepare additional third-
parry claims or patient payment arrangements based on this information
exchange. Customer calls will be facilitated as local within City of Dania
through a dedicated "800" toll-free exchange.
• Facilitate proper security of confidential Information and proper shredding
of all disposed materials containing such proprietary information.
• Visit hospitals and/or establish with hospitals arrangement to
obtain/verify patient insurance and contact information.
• Respond promptly to the City and patients on requests for information or
records.
• Treatment as confidential any records of care or treatment of patients
solely for the purpose of processing and collecting claims and shall not
release any such information in any legal action, business dispute or
competitive bidding process.
• Use of proprietary systems, procedures or techniques as required to
achieve higher collection rates and improved cash flow.
• Maintain appropriate accounting procedures for reconciling all deposits,
receivables, billings, patient accounts, adjustments & refunds.
• Provide timely comprehensive reports facilitating all required aspects of
monitoring, evaluating, auditing and managing the services provided and the
interface between Fire Rescue and Advanced Data Processing.
• Process refund requests providing Fire Rescue with documentation
substantiating each refund processed.
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City of Dania 5 February, 1999
• Provide Fire Rescue all unpaid Invoices along with the complete
processing history once collection efforts are exhausted.
• Convert all active and Inactive files from the prior billing company and
maintain such records.
Sli@CffiC arres GcG3l;f(zlV.f:
Advanced Data Processing will provide the above general services with
specific compliance as requested by the City of Dania in the RFP :
• Assign billing patient numbers providing cross-reference to City of
Dania assigned transport numbers.
• Responsible for obtaining all necessary rescue and insurance information,
file claims within 5 days of receipt of information, send an invoice within 5
days to all self-pay patientlpayors with return envelope and address as
specified by the City.
• Responsible for sending second notices at thirty-five days and third
notices at sixty-five days.
• Provide accurate coding of procedures and diagnosis and correlation of
rescue documentation.
• Annually make recommendations for fee schedule changes, regularly
advise on changes in statutes and industry regulations.
• Process all third party reimbursements timely to receipt of appropriate
billing information.
• Respond to all patients' requests and inquiries, either written or verbal.
• Negotiate and arrange modified payment schedules for individuals unable
to pay full amount when billed.
• Provide listing of accounts past due 180-days or more.
• Mail requested citizen satisfaction survey.
• Provide for facilities to permit dial-up access to our system to obtain
patient data and billing information.
• Submit claims and process statements within specified timeframes and
frequencies
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• Provide specified management reports on monthly basis as identified and
prescribed by the City.
• Maintain daily deposit control sheets and original documentation.
Section B Page 4
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The following section explains the approach to be taken, identifying its
rationale and distinguishing characteristics.
Advanced Data Processing prides itself in developing operations methods
and systems support tailored specifically to EMS billing and collections
requirements. Our methods and systems are refined to provide maximum
efficiency in the collection of your receivables. In addition, because of
our focus solely on serving municipalities in the area of EMS billing and
collections, we have provided so many of our municipal clients at both
the city and county level the following distinct benefits:
Using some of the finest mu/6-media tools to bring training assistance to
the Fire Rescue staff and administration in essentials of understanding
the importance of key patient information (demographic, insurance and
medical) in the successful billing process.
♦ Standard and Ad Hoc reporting through our proprietary in-house
programming providing the essential information for management,
administration and accounting of the billing/collection process. Our IBM
AS400& Pentium/PC environment provides state-of-the-art solutions. Our
reports are not only comprehensive and provide just-the-right information
but, we send our reports within 24 hours of receiving last day of the
month's receivables. Our clients generally get their reports within t to 4
working days of the month-end.
The following outlines some of the most important distinctions in how we
provide such superior services.
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1. Hospital Support- The principal ingredient in effectively maximizing our
collection success is having access to medical insurance records from
the transported hospitals. Our company with your assistance will
maintain a working arrangement with all of the major hospitals in your
area. These hospitals will be requested to provide a copy of their patient
facesheets or patient demographic and insurance information. The ER
facilities will set up a holding tray for facesheets. lVe sand our personnel to
the area hospitals to obtain up-to-date,validated patient insurance information.
Some hospitals provide us on-line access,others provide fax-back or a console
on premises.Please note that we perform this with redundancy and that timing
is critical in obtaining correct information. If a do this at least twice and update
our system,refiling as necessary.For smaller hospitals, we will arrange to
have them provide us such information via fax or phone request.
Advanced Data Processing has served several municipalities in Florida
and has already established working relationships with a number of
hospitals.
♦ Electronic Claims Processing - Medicare, Medicaid & many other carrier
claims are processed by us and submitted electronically to ensure accurate
and fast collections. As the first EMS service company in Florida to
electronically file Medicaid claims, we continually stay abreast of changes in
insurance submission standards and upgrade our capabilities as such
changes require. We were one of the first service companies submitting
claims to Medicare in the new "National Standard Format" now supporting
Claims Submission, Claims Status, Remittance Advice and Electronic Funds
Transfer. We have electronic access via Internet to all Medicare & Medicaid
BBS facilities and information updates. We maintain logs of all insurance
transmissions and a copy of the confirmation receipt sent by the carrier.
Claims not sent electronically are processed on paper using HCFA-1500
forms or special forms provided by the carrier (occasionally required).
♦ In-house Programming &Advanced Technology -Since all of our computer
programming is done 'in-house', we have the ability to immediately modify
our computer programs to maintain the state-of-the-art in our collections
system and processes. Our expertise upon which the company was originally
formed was data processing and accounting based applications requiring
custom programming. This enables us to rapidly develop advancements and
custom tailor many aspects of our service unlike many of our competitors
who employ "off-the-shelf" or "canned" software packages. Such packages
restrict the user from changing database layouts, report definition, invoice
formats and so forth. We are virtually unrestricted in such facets. In
addition, we employ PC-to-Host transfer facilities that enable us to
upload/download data to and from our AS400 host or even a customer
system.
♦ Automated Patient Linking -When a new patient is entered into the system,
the first thing the system does is to determine if the patient has previously
been transported. The database is searched for Medicare numbers, Medicaid
numbers, and Private Insurance information. If we find this information in
our history file, we can immediately use this information to process a claim,
Section B Page 6
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thus eliminating the time needed to research patient information. We call
this our 'Patient Linkage Feature'.
♦ Automated Payor Monitoring & Claim Resubmisslon -The system monitors
all claims having been filed to insurance payors identifying those not having
yet paid. These claims are flagged and automatically resubmitted. At a
regular interval a trace letter is sent to the responsible carrier if the claim has
still not been paid or response received.
♦ Effective Statements -We provide an easy-reading, comprehensive
statement/invoice to all patients and include for convenience a courtesy
return-payment envelope. The front of the statement describes all charges
and payments. A request on the statement for the patients' Medicare and/or
Medicaid number is clearly indicated. The reverse side of the statement has
clearly marked entry blocks for information needed to file private insurance
claims. We frequently accommodate our clients with inserts to include in our
statement mailing such as questionnaires, comment cards, notices, etc.
♦ Skiptracing -We use various methods of Skiptracing to locate patients who
have left the area, or patients with invalid billing addresses and phone
numbers. For incorrect addresses returned to us by the Post Office, we
attempt to obtain a valid update from the hospital. If the hospital does not
have better address information, we check these patients electronically
against the U.S. Post Office's National Change of Address (NCOA) files,
whose records are updated quarterly. All mailing list companies to keep their
lists current use the (NCOA) files.
Section B Page 7
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i. Hospital Support-The principal ingredient in effectively maximizing our
collection success is having access to medical insurance records from
the transported hospitals. Our company with your assistance will
maintain a working arrangement with all of the major hospitals in your
area. These hospitals will be requested to provide a copy of their patient
facesheets or patient demographic and insurance information. The ER
facilities will set up a holding tray for facesheets. We send our personnel to
the area hospitals to obtain up-to-date,validated patient insurance information.
Some hospitals provide us on-line access,others provide fax-back or a console
on premises.Please note that we perform this with redundancy and that timing
is critical in obtaining correct information. We do this at leasr twice and update
our s':stem,refiling as necessary.For smaller hospitals, we will arrange to
have them provide us such information via fax or phone request.
Advanced Data Processing has served several municipalities in Florida
and has already established working relationships with a number of
hospitals.
♦ Electronic Claims processing - Medicare, Medicaid & many other carrier
claims are processed by us and submitted electronically to ensure accurate
and fast collections. As the first EMS service company in Florida to
electronically file Medicaid claims, we continually stay abreast of changes in
insurance submission standards and upgrade our capabilities as such
changes require. We were one of the first service companies submitting
claims to Medicare in the new "National Standard Format" now supporting
Claims Submission, Claims Status, Remittance Advice and Electronic Funds
Transfer. We have electronic access via Internet to all Medicare & Medicaid
BBS facilities and information updates. We maintain logs of all insurance
transmissions and a copy of the confirmation receipt sent by the carrier.
Claims not sent electronically are processed on paper using HCFA-1500
forms or special forms provided by the carrier (occasionally required).
♦ In-house Programming &Advanced Technology- Since all of our computer
programming is done 'in-house', we have the ability to immediately modify
our computer programs to maintain the state-of-the-art in our collections
system and processes. Our expertise upon which the company was originally
formed was data processing and accounting based applications requiring
custom programming. This enables us to rapidly develop advancements and
custom tailor many aspects of our service unlike many of our competitors
who employ "off-the-shelf" or "canned"software packages. Such packages
restrict the user from changing database layouts, report definition, invoice
formats and so forth. We are virtually unrestricted in such facets. In
addition, we employ PC-to-Host transfer facilities that enable us to
upload/download data to and from our AS400 host or even a customer
system.
o Automated Patient Linking - When a new patient is entered into the system,
the first thing the system does is to determine if the patient has previously
been transported. The database is searched for Medicare numbers, Medicaid
numbers, and Private Insurance information. If we find this information in
our history file, we can immediately use this information to process a claim,
Section B Page 6
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thus eliminating the time needed to research patient information. We call
this our 'Patient Linkage Feature'.
♦ Automated Payor Monitoring & Claim Resubmission -The system monitors
all claims having been filed to insurance payors identifying those not having
yet paid. These claims are flagged and automatically resubmitted. At a
regular interval a trace letter is sent to the responsible carrier if the claim has
still not been paid or response received.
♦ Effective Statements -We provide an easy-reading, comprehensive
statemenVinvoice to all patients and include for convenience a courtesy
retum-payment envelope. The front of the statement describes all charges
and payments. A request on the statement for the patients' Medicare and/or
Medicaid number is clearly indicated. The reverse side of the statement has
clearly marked entry blocks for information needed to file private insurance
claims. We frequently accommodate our clients with inserts to include in our
statement mailing such as questionnaires, comment cards, notices, etc.
♦ Sklptracing -We use various methods of Skiptracing to locate patients who
have left the area, or patients with invalid billing addresses and phone
numbers. For incorrect addresses returned to us by the Post Office, we
attempt to obtain a valid update from the hospital. If the hospital does not
have better address information, we check these patients electronically
against the U.S. Post Office's National Change of Address (NCOA) files,
whose records are updated quarterly. All mailing list companies to keep their
lists current use the (NCOA) files.
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The following diagram shows the major patient billing cases and their flow of
activities employing the previously mentioned techniques to optimize the billing
and collection process. Obviously, the sooner that valid patient information is
obtained the quicker and more assured is collection. Accordingly, in cases where
less Information Is initially provided, we do not delay the billing process waiting
for information. Instead, a bill is generated as just one form of patient contact
through which, oftentimes, the patients themselves will fill-out the appropriate
data on our easy-to-return billing form. This data is used to update the patients'
billing information and a new billing is generated.
Excellent working relationships are maintained with the hospitals to obtain this
information and in some cases we provide updated information to the hospitals
in reciprocity. The best case should be noted is where the EMS attendants
provide the best information obtainable at the time up-front. Although this is
sometimes not practical and is understood, the described approach
accommodates this in an optimal way.
Diagram -Optimized flow
Case I Case 2 Case 3
no M101K HRS Fam .valid l—e
P HRS Fam ,valid plant HRS Fam
nfo
•noll«I no fawbecl •valid fat 1.1 _
P frum I Iusp from I sp _
Patient Data Pros9dcd
Data Dependent Process
&emote& generate& gHlnatc&
srnd pN bill srnd puN bill d plm bill
coNsa patio canod
paaeN
verify imunnce or Hospital
verify insurance
Vint Hospital visil lf.,ou l eisit I kal
locale patirnl data update patirnl dab for lkruhle Von
genocoo&
arnd 6sunnce
Claim
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/ Fafirint Infrrrn:?ir11:
We utilize four methods for obtaining patient insurance information:
• We utilize information provided with the run sheet (& hospital facesheet, if
included).This is obtained in either hardcopy (which we key into our
system)or,via electronic communication from your facility to ours. We
provide BBS dial-in and we support E-mail transfer as well as most
standard media(6250 tape, QIC-80 tape, PC-diskette).
• We send our personnel to the area hospitals to obtain up-to-dale,
validated patient insurance information. Some hospitals provide us on-line
access,others provide fax-back or a console on premises. Please note
that we perform this with redundancy and that timing is critical in obtaining
correct information. We do this at least twice and update our system,
refiling as necessary.
• We provide easy to(II out return mail form as an integral part of our
invoice statement for the patient/guarantor to provide insurance
information. We also directly contact the Patient/guarantor where
necessary to request such information.
• Our system provides a "patient-linkage"feature allowing us to use
previously obtained insurance information, if the same patient has been
previously transported. If the system finds a 'linkage"having valid data
from a previous transport,we immediately use this to file with their
insurance.
Himpitvl Stipp J t
The principal ingredient in effectively maximizing our collection success is having
access to medical insurance records from the transported hospitals. Our
company maintains a working arrangement with all of the major hospitals in your
area. Most hospitals will provide a copy of their patient facesheets or patient
demographic and insurance information. We understand the importance of
rescue personnel availability. Consequently, we have been able to make
arrangements with most hospitals to either hold the facesheets for us or to fax
them to us. Where ER facilities will set up a holding tray for facesheets, we will
send our own personnel to retrieve the facesheets. In addition, our personnel will
retrieve required information from their computers. For smeller hospitals, we will
arrange to have them provide us such information via fax or phone request.
Advanced Data Processing has already established a working relationship with
most hospitals in your area:
■ Memorial East
• Broward General Mad Center
o Hollywood Medical Center
The above list is already programmed into our system to submit claims for transport
to these facilities. (there may be other facilities to which you occasionally transport.
We also have those already in our system).
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Ta t"
Advanced Data Processing will utilize collected billing information provided by
the City as the basis for:
❑ Billing to and collecting from the transported individual, Medicare, Medicaid,
insurance companies or, other appropriate third party payors for services
provided by the City and maintaining incident-based accounting to assist in
this process.
❑ Preparing the required management and financial reports including
information on delinquent accounts for the City's analysis of the services
provided.
Advanced Data Processing will provide the following services:
❑ Mail an invoice to each transported individual at the current prevailing rate
for transportation services.
❑ File all insurance claim forms for all patients based upon information received
from the patient or obtained from research we perform at health care
facilities.
❑ Provide required paperwork to Medicare, Medicaid, insurance companies or,
third party payors for claims, reviews, resubmission, provider agreements,
and other as required.
❑ Mail copies of invoices to patients, Medicare, Medicaid, insurance companies
or, other third party payors, when requested.
❑ Mail a series of follow-up invoices to patients and make patient contact as
necessary.
❑ Re-file Medicare, Medicaid or insurance claims, as necessary to obtain
payment.
❑ Record customer payments from lock box collections.
❑ Prepare periodic management/financial reports.
❑ Negotiate and agree upon modified pay out schedules within City-established
guidelines for those individuals unable to remit the full initial-billed amount.
O Notify the City of past due accounts by providing a listing of such accounts
and pertinent detail.
❑ Transition open balance accounts from previous billing agent and process for
collection.
❑ Any other services agreed to between the parties, In order to effectively
collect all fees.
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Bills for which we transmit via Electronic Communications are sent in batch form
directly to the carrier providing payment processing by the carrier within
approximately 15 days after receipt. Transmission to Medicare employs the most
up-to-date National Standard Format and utilizes Medicare's "Medigap" feature
to the greatest extent possible. This feature provided by Medicare automatically
forwards secondary payor information to the supplemental insurance carrier
ensuring faster payment of the 20% not paid by Medicare. In conjunction with
our use of electronic claims processing we support and utilize the following
facilities:
♦ Electronic Transmission Logs
♦ Electronic Claims Status
♦ Electronic Reject Status
♦ Electronic Remittance Notification
♦ Electronic Funds Transfer
♦ Medicare, Medicaid and other carrier Internet and
BBS information systems
Other carriers are billed via paper HCFA-1500 forms and sent directly to the
appropriate insurance carrier.
Patient Signature -All indicators on insurance claims for identifying patient
signature authorization and signature on file are appropriately set. Signatures are
obtained where absolutely necessary. However, rescue medical and transport
services are legally viewed as an extension of the hospital/ER facility. Signature
authorization obtained by these facilities for treatment applies. In addition, our
patient invoice form has a place for providing insurance information and
signature authorization.
Insurance Reviews -All insurance denials or problem mail are reviewed within 1-
3 days of receipt. Wherever these problems can be resolved by phone call they
are immediately addressed. All others are processed within the prescribed
timeframe providing all appropriate documentation including EOBs, denial letter,
run report or corrected information requested by the carrier. All applicable
regulations are adhered to especially those of Medicare and Medicaid.
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Merging Accounts -We are able to merge current open accounts from the
current billing system at your option. If we take on these accounts, we will do
so with review of the account determining the appropriate action to be taken
(e.g. refiling, review, rebill, write-off) advising you of status.
Data collection & entry -All information pertaining to patients/payors for
accounts under our billing/collection whether hard copy or electronic form will be
obtained from your office for the purpose of assisting in their collection.
Advanced Data Processing will determine the optimum method for information
transfer employing electronic or communications methods as feasible.
Information will then be entered and maintained on our data processing system
to assist in this process. All information will be treated as proprietary.
Manual data entry is keyed in the most rapid and reliable manner possible.
Advanced Data Processing has maintained its original expertise in bulk data entry
and data processing and consequently has an advantage in the ability to process
large volumes of input data such as patient incident & demographics as well as
payment processing.
All data received is entered into the system's database within three (3) days
after receipt. It is then passed on for immediate verification and bill generation.
Information Verification -All processed patient incident and billing/payor
information is processed for first stage verification using three methods; 1)
automated "front-end edits", 2) "patient-linkage" and, 3) manual review by
insurance recovery specialists.
Automated "front-end edits" look for certain inconsistencies in information that
can be flagged and corrected. Items ranging from complete address, social
security & date-of-birth to insurance IN are checked by the system and flagged
either for correction or hospital verification.
Section B Page 12
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As previously described, when a new patient is entered into the system, our
system's "Patient-Linkage" feature determines if the patient has previously been
transported. The database is then searched for valid Medicare numbers,
Medicaid numbers, and Private Insurance information on which payments have
been processed. If we find this information in our history file, we can
immediately use this information to process a claim, thus eliminating the time
needed to research patient information.
Beyond even these two automated methods used to filter perhaps otherwise
"lost" or delayed collections (especially from commercial and Federal payors), we
also employ manual methods to further screen the entered fresh billing
information. Our insurance recovery specialists review each bill for claim
processing. In many cases we can spot invalid insurance information or
incomplete data that would result in a rejected claim. This information is
corrected either immediately or, after obtaining valid information from a number
of sources. In many cases we utilize on-line verification where our system
automatically, communicates multiple records to the insurance carrier and
obtains from the carrier the correct filing identification. In other cases, telephone
calling and/or hospital interrogation is employed.
Carrier coordination -All coordination and correspondence with insurance
carriers will be maintained. We will make every effort to collect all legally
collectible amounts writing off only those amounts required by law. Settlements
and adjustments (other than Medicare/Medicaid write-offs due to maximum
allowable charge by Law) will require the authorization of your organization.
Forms required for submission of claims and other forms occasionally required
by carriers and other payors will be completed and filed by us on behalf of the
City. We strictly adhere to all insurance regulations regarding claim submission
and recovery especially those of Federal and State programs. Utilizing electronic
filing and the Medigap and Medicaid Crossover facilities allow us to increase
efficiency in obtaining secondary payments. However, we also review all primary
payments for possible manual secondary filing requirements doing so wherever
possible.
Section B Page 13
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Other amounts —Our insurance processors are trained to take appropriate billing
action to obtain payment for other amounts not paid by the insurance carrier
deductibles, co-payments, etc.). Using remittance advice and EOB information
we will bill the patient for all applicable coinsurance, deductible and non-covered
amounts.
Account aging -Account activity is maintained and reflected on reports provided
which show daily activity for the month and aging of receivables. Accounts
updated with valid payments are re-aged showing payment status as current. All
accounts are summarized monthly and are reflected within categories showing
their status as either current, 30, 60, 90, or 120 days. We utilize this
information to focus our inquiry, rebilling and collection efforts on a routine
basis. While we are able to provide you with a review of 180-day accounts with
potential return of them to the City, we currently perform for all of our clients
retaining accounts for 12 months. We do this because we have proven that our
system will find insurance information on patients up to the 11th month for
some insurances and collect a significant amount of money that, in most cases,
collection agents would not have collected. And, we provide such service at our
same basic rate, far lower than that charged by collection agents. In fact, many
of our clienis who also use a collection agency (such as Brevard County) have
found that, their collection company complains of having next-to-nothing to
collect on after we're done with the accounts.
Incurred Costs &Supplies —No incidental costs are hidden in our service pricing.
We provide all forms, reports, statements, envelopes, postage, phone service,
etc. at no additional cost. Operating costs such as personnel, software, etc. are
all borne by Advanced Data Processing. The only exception to this is special
questionnaires, surveys, or forms the City may employ in special fashion. While
we charge nothing extra for including these in our mailing, the City must provide
the printed materials they require.
Section 6 Page 14
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5 February, 1999
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Transmission to Medicare employs the most up-to-date National Standard Format
and utilizes Medicare's "Medigap" feature to the greatest extent possible. This
feature automatically forwards secondary payor information to the supplemental
insurance carrier ensuring faster payment of the 20% not paid by Medicare. All
other secondaries to Medicare are manually filed immediately after receipt and
Posting of the Medicare payment. Other third party payors (especially where
auto insurance and private insurance is applicable) are filed sequentially to avoid
unnecessary refunds and are filed using proper coordination of benefits.
Mzrd:Fap Ca;a�,
Occasionally, after all insurance avenues are checked including State Medicaid
and local HRS or municipal programs; having found no method of payment for
an individual, we may find hardship to exist. Such cases are submitted to Fire
Rescue in writing for final resolution along with appropriate documentation (i.e.
hospital credit status, credit file information, activity file). Only upon instruction
from Fire Rescue will we write-off any amounts or make any adjustments to a
bill. This includes when a patient disputes mileage, oxygen, special handling
charges or even the bill itself.
ra'";F Fibs
We currently process manual hardcopy and electronic format for our clients.
While we can continue to process your claims in hardcopy form, we will
welcome the opportunity to assist you in electronically transmitting your
information to our BBS, which we provide our clients for customer data transfer.
fd�n-F�fiycrWy R:c.ettn pllmit
All non-deliverable return mail is processed for obtaining forwarding address, zip
code correction, address correction, etc. Returned mail is processed generally
within 1-2 weeks.
Section B Page 15
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Bill generation & mailing - Bills will be printed immediately upon completion of
input, verification and editing of the supplied billing information (generally within
1-3 days of receipt) and mailed or communicated to patients/payors. Bills for
which we transmit electronically are sent in batch form directly to the carrier
providing payment processing by the carrier within approximately 15 days after
receipt. Transmission to Medicare employs the most up-to-date National
Standard Format and utilizes Medicare's "Medigap" feature to the greatest
extent possible. This feature provided by Medicare automatically forwards
secondary payor information to the supplemental insurance carrier ensuring
faster payment of the 20% not paid by Medicare. Other carriers are billed via
paper HCFA-1500 forms and sent directly to the appropriate insurance carrier.
Because of the overall volume we process, we are able to batch forms to more
popular carriers obtaining faster bulk processing.
Self-mailing Invoices - Bills to self-pays are printed on a pre-printed invoice and
sent in a double window envelope containing a convenient self-mailer. The
invoice sent also has a convenient place for the patient to return updated
insurance information, which is used to rofile on the behalf of the patient. The
following figures provide an example of a completed patient bill and paper
insurance claim (bill).
Patient/payor data verification -The information collected throughout the process
will be verified on a case-by-case basis and updated as required for the purpose
of establishing contact with the patient/payor.
Follow-up &multiple notices - Phone contact will be made on a routine basis to
follow-up on notices sent without response or for payments not received. In
certain cases, multiple contacts will be made. In no way will harassment be used
to force payment. All phone conversations and correspondence are made as a
representative of the client.
Cycle billing -Several cycles are managed by our system to produce maximum
collections. Regular (monthly) cycle billing is performed on self-pay accounts and
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accounts showing a patient pay balance. These cycles handle routine invoicing
for payment arrangements as well as generation of dunning messages for slow
or no-pay accounts. Patient invoices are rebilled up to six (6) times. Other cycles
handle rebilling of carriers and billing of secondary/tertiary payors. Medicare,
Medicaid and private insurance are billed immediately and given 45.60 days to
pay before rebilling. Insurance denials for reasons other than those that can be
resolved are converted to self or patient pay and begin regular cycle billing.
System checkpoints trap bills that would be in jeopardy of expiration due to
insurance filing limitations.
Section B Page 17
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Receivables processing - Statements, bills, and electronic claims will be marked
with payment address of your choice. It is recommended that a "locked-box"
arrangement with the bank of your choice be used (cost for this service is the
City's responsibility). The bank then receives all payments and processes them
daily directly providing deposits to your account. Records of all
payments/deposits are provided directly to the City. Using this method, we do
not directly handle any receivables. Only the Explanation of Benefits (EOB), and
copies of checks/money orders are sent to us along with any correspondence
(denials, problems, & requests for further information). Receivables are generally
posted within the same day we receive them. Receivables will be itemized and
reconciled against daily bank deposits on a monthly closing basis and provided
to you in a comprehensive report format.
peoaipt Po tk1g
Payment processing -All payments will be processed upon receipt from the lock-
box facility and posted to the correct patient account (generally within 1-2 days
of receipt, never to exceed 7 days). Individual patient accounts are maintained
showing all payment amounts, check or money order number (if applicable) and
date of payment and balance owed. Information will be used for the purpose of
either rebilling, follow-up or closing of the account.
Unidentified payments - On occasion payments are received for which the
identity is obscure or not immediately known (i.e. account number missing or
incorrect, name provided is different than that originally filed, etc.). In these
cases the receivable is processed to a suspense account so that processed
receivables balance against the bank statement. These item are marked for
research by a specialist who, through either database searching andor contact of
the original payor, obtains the necessary identification to properly post the
item(s). Once the correct patient account has been located, a transfer is made
from the suspense account to the appropriate patient account. A documentation
trail is provided for such transfers.
Section B Page 18
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AR Reconciliation - All accounts will be reconciled to reflect accurate balances
outstanding against payments received and posted. Write-offs will also be
posted where your office has provided prior agreement.
Rebilling and payment arrangements - Rebilling will be performed for accounts
where partial payments are made or accounts where regular payments have been
arranged. Details of such arrangements will be noted on the account.
Receivables are processed and posted to individual accounts at which time the
status of the account is updated. These updates control the way in which the
account must be subsequently processed ranging from closing paid-in-full
accounts to filing secondary, refiling and invoicing or rebiliing customers.
Refunds and returned checks - Refunds are generally processed on a monthly
basis. Refund requests are presented to the City in a report format with
supporting documentation provided. Checks returned as NSF can be processed
in a manner determined by the City. Generally, the bank provides a copy of the
check and, we will attempt to collect the amount directly from the customer.
Posting adjustments are made accordingly as a reversal entry and reflected on
the month-end reporting.
Reporting -All collections activity will be summarized and posted on a monthly
basis. Reports are provided by the 10th of each month. Specific reports provided
are identified in a later section.
Audit
Because we have focused on performing billing and collecting for municipalities,
we are most familiar with the requirements for their audits and can fully comply
with such requests. In fact, because of such familiarity we can often assist in
providing insight to help correct discrepancies and errors. We will cooperate with
all such reasonable requests for audit.
Section B Page 19
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�rGfartl�":.4 P.IllifiO(f?.GriURiit;r� (4QGE< IJ(G.':
Advanced Data Processing began as a provider of data processing based
accounting services as one of the founders holds an Accounting degree. All
processes are performed using generally accepted accounting methods and
principles (GAAP). Receivables including Electronic Funds Transfers are balanced
against bank deposits to assist your accounting department in reconciling their
accounts. This ensures efficient and accurate billing, collection and account
management reconciling to all payments, patient accounts, deposits, refunds,
adjustments, billing placements and statistics.
It is worth noting here that we are one of very few companies that report
collection statistics in a correct manner. That is, we report receivables collected
against the month within which the charge was originally billed. This is the only
way to produce actual collection percentages. Other companies attempt to mask
their performance using what seem to be simpler methods.
[c4:cini.nao 5 of Record,
We maintain all payment records for the period specified by the City. These
records are kept intact with copies of Explanation of Benefits (EOBs) that
accompany most insurance payments. These are filed by cash receipt date and
kept in chronological sequence along with deposit reconciliation. Copies of
specific documents can be provided to the City upon request. All records are
considered the property of City of Dania and will be turned over upon completion
or termination of the contract.
praflent GaIL
Phone service - Our collection ability is dependent on availability. Consequently,
we provide toll-free "800"numbers to our clients for both patient calling and
calls from the City personnel to us. We will not only provide three toll-free lines
but will also provide rotary capability to available lines improving call response
times and availability. Phone lines specific to your customer requirements will be
allocated with the number clearly provided on all bills, invoices and
Section B Page 20
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correspondence. Included will be a facility providing toll-free access. We absorb
all phone costs as part of the basic service we provide.
Support & availability -Phone lines specific to your customer requirements will
be allocated with the number clearly provided on all bills and invoices. Included
will be a facility providing toll-free access. Facilities and attendants are provided
to ensure calls are not blocked. Rather, someone is available to answer calls
Monday thru Friday (excluding Holidays) from 8:00 a.m. to 5:00 p.m. In
addition, we have people calling self-pays/no-pays two nights a week until 8
p.m. and on most Saturdays 'til 2.pm.. Statistics on phone activity are reviewed
monthly to ensure proper level of phone availability is maintained.
Facilities and attendants are provided to ensure calls are not blocked. Rather,
someone is available to answer calls Monday thru Friday (excluding Holidays)
from 8:00 a.m. to 5:00 p.m. Statistics on phone activity are reviewed monthly
to ensure proper level of phone availability is maintained.
CrJ5trwriv GGitttTtt rt c tigrS
Philosophy -Our client history shows "We are focused on our client's success
improving their cash flow through constant innovation yet proven means and,
providing the highest service levels attainable with professional respect by both
the client and the community."
Advanced Data Processing conducts all written and verbal communication
always in the most professional manner. We emphasize helpfulness towards the
customer and respect referencing ourselves as a representative of your
organization and never as collectors or, in any way that might be interpreted as
intimidating or threatening. Multi-ethnic operators are employed to facilitate most
frequent language requirements. In addition, difficult calls are passed to a
supervisor more skilled in handling irate callers, special insurance issues,
taxpayer questions, etc. A significant aspect of our ability to achieve high
collection levels is our customer service perspective.
Section B Page 21
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On a special incident basis requests for records (e.g. run report) will be
forwarded to Fire Rescue for processing & response regardless of source of
request (i.e. insurance, patient, attorney, etc.). In the case of insurance requests,
we might expect you would have us forward the information to the insurance
carrier for claims processing. Alternatively, we could provide you with the
appropriate filing material for your forwarding. If you desire, we can
accommodate billing the requester/patient special handling charges for obtaining
copies of records.
eoucalioCt
Client Training - Using some of the finest multi-media tools to bring training
assistance to the Fire Rescue staff and administration we provide education aids
and assistance in essentials of understanding the importance of key patient
information (demographic, insurance and medical) in the successful billing
process. We have produced a training video especially for this purpose.
Attendant Training -Advanced Data Processing provides training and a stable
environment for its attendants. They are skilled in understanding all aspects of
insurance applicable to EMS transport billing so as to be helpful toward the
customer and efficient in processing charges and insurance claims. They are also
trained in how to provide maximum assistance to the customer and when to
transfer the call to a supervisor for handling difficult situations. We maintain a
multi-ethnic staff to handle calls in languages other than English. Our exception
reporting system allows us to view the work completed by an individual for a
given day. This allows the supervisor to review the work (specific accounts) on
which an operator has worked. This assists in training and on-going quality
improvement.
Section B Page 22
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City of Dania
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Information Download -We Provide access to our system facilities for the
purpose of electronically sending us your transport data and billing information.
This access is convenient and easy to use via an FTP/Internet Site maintained for
us under arrangement. We provide you a username and password for access and
you can deposit your information any time convenient to you.
Technical Data Format-We have provided this type service for a number of
clients supporting various data formats for their respective systems. We can
coordinate with your systems people for support of any format they might
require or provide a sample of formats we already support.
Section B Page 23
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Advanced 520 N.W. 165th Street Road,Suite 201
Miami, Florida 33169
Data Processinb (305)945-2280/945-6692 fix
orrgrnators or
medSupport
The following section describes the various forms used in the billing and
collection process and the reports provided for management summary.
Billing and Ir*I.rr'.nrrs Form
Advanced Data Processing utilizes its own designed invoice/statement form to
mail to self-pay patients/payors. This unique form provides self-mailing capability
and includes a return windowed envelope making it easy for the patient to
provide remittance without requiring addressing and avoiding errors. It also
includes the patients account number simplifying the posting process. The
invoice also includes a very important area for the patient to provide insurance
information and patient authorization signatures.
We employ a standard HCFA 1500 form for submitting paper claims to insurance
companies that do not accept electronic submissions or, where mitigating
circumstance does not permit electronic filing (e.g. correspondence is included,
run reports must be provided). All other filing is done electronically where
applicable.
Section C Page 1
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Note'.Patient data obscured to protect confidentiality.
STATEMENT
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315 E rE:NEIEUY 050C2 NUMBER O24-01
TAMPA, FL 33602
LAMOUNT PADS
OUR PUONE NUMBER IS... 000 213-6199
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WE FILEA YOUR INSURANCE CLAIM. DUr HAVE RECEIVED NO fAYhEN1'
Olt ONLY THE PARTIAL PAYMENT 114UTCATED ALOVC-.
THE RAL CE SHOWN IS DUE AND PAYAULE UY YOU. 1'NANK UU
F'RO'IECT YOUR VALUADLE CREDIT STATUS.
IF YOU HAVE INSURANCE, PLEASE CALL US. DU NOT SEND L SH.
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RFAF 9YJN ACCAUFA NUMOCA ONALLO[GKTMN S D.1'f N MAKANANDOAfNIS.
IMPORTANT YOU MUST SIGN REVERSE SIDE TO RECEIVE INSURANCE PAYMENT
Section C Page 2
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INSURANCE ASSIGNMENT:
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submit voory¢e clatmf to Imucance CMnpaniel and to apply nitufMtt proceeds to my bill and to make houndt to insurance
companies if ha unm if'&is under the yroyisian of such insurance pal:a.,
Section C Page 3
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KCIFA For T
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Section C Page 4
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I 520 N.W. 165th Street Road,Suite Advanced201
Miami,Florida 33169
Data Processing (305)945-2280/945-6692 fax
originators or
medSupport
Advanced Data Processing prides in providing essential statistics In concise
easy-to-understand format. These reports provide our client with the same
insight we use to manage and increase the efficiency of their collections.
Monthly reporting is produced after month closing and provided to you no later
than the 10th of each month. We print the reports within 24 hours after
receiving the last day of the month's receivables from the bank. All reporting will
be in the manner as requested by the City. The following are major reports we
produce as a sample for the City's evaluation:
❑ Collection Statistics - Summary
❑ Collection Statistics - by Payor Class
❑ Collection Statistics — Gross/Net Computation
❑ Account activity - Monthly Billing Report (Charges)
❑ Account activity - Monthly Payment Report (Receivables)
❑ Billing & Collections - Summary to Date, Monthly Running
❑ Accounts Receivable - Summary
❑ Monthly Refund Schedule
❑ Insurance Report- g of Bills with Outstanding Balance by Class
In addition to the above reports, Advanced Data Processing will provide the
following:
• All account numbers will be cross-referenced to City's incident numbering.
• Other reports as requested by the City.
Ad Hac Rgptr�-:
Advanced Data Processing prides in providing essential statistics in concise
easy-to-understand format. However, we do understand that special
requirements come up on occasion. In response to such situations, we can
provide ad hoc reporting either from the AS400 environment or in the PC
environment without limitation since we are on our own proprietary software.
Section C Page 5
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City of Dania
5 February, 1999
I?ra(Ifirf: -(l�✓:I}nGG-G i�'Ili Ir,' 11T..: ICEr, (.Gtti;�Cij
The following section provides a brief explanation of major reports provided and
concludes with an example of each. The samples provided are not necessarily complete
nor are they all live data. Confidential information such as names, contact and ID
information is obscured to protect confidentiality.
1. Collection Statistics - Summary
Provides a running month summary of charge, payment and adjustments for the
closing month period showing gross and net collection percentages for each period.
Summarizes totals for each type activity and computes average collections for both
gross and net. Note:All payment activity is reflected against the original month
billed in order to reflect true collection percentages.
2. Collection Statistics - by Payor Class
Provides a running month summary for the closing month period of collections by
Payor Class (Self-Pay, Medicare, Medicaid, and Private Insurance). The report also
shows for each running month the mix or, % of total collected against that month's
billings for each class. Also shows A of accounts billed and total k of accounts.
Summarizes total amounts collected by class and % of total.
3. Collection Statistics - Gross/Net Computation
Shows overall monthly computation of gross collection percentages providing ,7 of
accounts billed and accounts not billable. Total amounts are summarized.
4. Account activity - Monthly Billing Report (Charges)
Shows all billing (new charges) processed alpha sorted by Last Name and
summarized total billing for period.
5. Account activity - Monthly Payment Report (Receivables)
Provides a batch oriented listing of all payments processed including check number
and type of payment (self pay, Medicare, Medicaid, private insurance). Report
reconciles against bank deposit and ties back to EOB detail for secondary filing,
refund processing and adjustments.
6. Billing & Collections - Summary to Date, Monthly Running
Show receivables as applied to "original billed month".
7. Accounts Receivable - Summary
Provide summary for period ending of Accounts Receivable showing gross billing,
payments received/processed, reflected write-offs and adjustments, reversals and
ending balance.
Section C Page 6
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City of Dania 5 February, 1999
8. Monthly Refund Schedule
Report provides by account detail of associated payments reflecting an overpayment
and necessary refund to be processed.
9. Insurance Report - # of Bills with Outstanding Balance by Class
Provides summary showing by running (billed) month the number of patient bills
having an outstanding balance. Shows balance and number of bills outstanding by
class.
10. Payment Report - % of Bills Showing Payment
Provides for each billing month total patients, number having made no payments,
number and percentage having made payment.
Section C Page 7
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City of Dania Advanced Data Processing 5 February, 1999
Report 1 - Collection Statistics - Summary
ANY12H£RE FLORIDA FIRE RESCUE CROSS COLLECTION
PERIOD ENDINGSTATISTICS
SUMMARY
PAGE 1
3/04/97
ACCT MONTH/ BILLED COLLECTED PCT NUMBER • 170T GROSS • TOTAL GROSS
TYPE YEAR COLLECTED BILLED .BILLABLE UNOILLABLE : ACCTS BILLED
TOTAL /9]
270.00 215.50 99.10 t 1 • 0 .00 • 1 210.00
0 •
TOTAL 02/9] 50,781.50 12,978.5{ 84.67 t 187 • 2 5S6.00 189 51,]77.50215 58,925.7S
TOTAL 03/D7 58,925.7S 49,195.42 84.51 ! 215 • 0 .00
TOTAL 04197 S4,871.SO 41,617.76 7S.84 t 203 • 1 2S6.00 • 204 SS,1]7.50
TOTAL OS/93 47,S79.00 38,495.11 80.98 t 175 • 1 287.50 • 176 47,022.SO
TOTAL 06/97 40,019.00 32,097.13 80.20 t 141 • 1 204.5D • 140 40,225.50
TOTAL 07/97 40,790.00 3S,100.48 86.05 t 151 • 1 287.50 • 152 41,073.50
TOTAL 08/97 39,165.50 31,630.63 80.76 t 141 • 1 300.00 • 144 79,465.SO
TOTAL 09/93 43,836.50 75,244.70 80.40 F 160 • 1 283.SO • 161 44,120.00
p .00 • 160 43,248.00
TOTAL 11/97 47,481.00 40,121.09 79.06 t 174 • 49S.50 • 176 47,916.50
TOTAL 12/9] 47,481.00 40,307.09 OS.OS t 171 • ]
TOTAL 12/9] 51,350.00 /1,0]7.78 85.64 t 190 • 2 495.50 • 192 52.053.50
.TOTAL 01/94 62,122.50 51,858.29 06.70 t 271 • 1 2S6.00 • 232 62,778.SO
TOTAL 02/94 57,470.SO 43,964.30 82.22 t 196 • 0 .00 • 196 53,470.50
TOTAL 07/94 67,947.SD 52,S06.60 82.11 t 277 • 1 206.SD • 211 64.150.00
TOTAL 04/94 49,782.50 42,713.13 65.60 t 184 • 1 206.50 • IDS 49,909.00
TOTAL 05/94 54,404.50 46,457.14 05.39 t 203 • 1 287.50' • 204 S4,680.00
TOTAL 06/94 46,146.SD 37,102.50 00.40 t 171 • 1 270.00 • 172 16,424.50
TOTAL 07/94 42,168.SO 76,073.40 04.75 t ISO ' 0 .00 • 154 42,768.S0
IBI
TOTAL 08/94 49,322.SD ]0,080.50 `77.22 t 181 0 .00 • 201 49,317.50
TOTAL 09/94 55,201.00 45,561.46 / ` 82,57 k 201 • 0 .00 • O1 55,207.00
• 0 .00 •
TOTAL 10/94 47,106.SO 40,397.11 85.61 t 177 177 47,186.50
TOTAL 11/94 51,371.SO 44,714.49 87.89 t 196 • 1 220.50 • 197 $3,600.00
TOTAL 12/94 64.076.50 S4,479.61 B5.08 t 231 • 2 465.00 • 273 64,504.50
TOTAL 01/9S 78,382.00 61.967.60 79.05 t 255 ' 0 .00 • 255 75,380.00
TOTAL 02/95 65,623.00 SD,214.29 76.52 t 212 0 .00 • 212 6S,627.00
TOTAL 03/9S 72,279.50 SB,766.1T 81.15 t 274 • 0 .00 • 234 72,224.50•
•
FINAL TOTALS 1,377,207.75 82.11 t 4967 • 20 • 4983
1,177,704.01 5,007.00 1,182,394.75
LAST PACE RECAP AD0140
Reports Page 8
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City of Dania Advanced Data Processing 5 February, 1999
Report 2 - Collection Statistics - by Payor Class
ANYWERE FLORIDA FIRE RESCUE COLLECTION BY FINANCIAL CLASS PACE 5
3/04/97 FOR PERIOD ENDING 4/30/95
ACCT MONTH/ BILLED COLLECTED PCT MNBER • NOT GROSS • TOTAL GROSS
TYPE YEAR COLLECTED BILLED •BILLABLE UNBILLABLE • ACCTS BILLED
MCAR 02/95 20,461.21 40.75 t 9 • 0 .OD • 9 2,e74.00
INS 02/9S 23,486.90 46.77 } 116 0 .00 : 116 ]5,922.50
•
TOTAL 02/9S 65,623.00 50,214.29 76.52 t 212 : 0 .00 212 65,623.00
SELF 01/9S 7,916.40 6.96 t 64 • 0 .00 • 64 19,731.00
MAID 01/9S 2,246.14 3.82 t 21 • 0 .DO • 21 6,459.00
MCAR 07/95 26,514.87 45.15 t 7 • 0 100 • 7 2,081.50
INS 01/95 26,069.63 44.)6 } 142 • 0 .00 - 142 43,963.00
TOTAL 07/95 72,274.S0 58,766.12 81.35 t 234 0 .00 : 214 72,234.50
FINAL TOTALS 1,377,307.75 02.71 } 4963 • 20 • 4987
1,171,704.01 51 007.00 1,782,794.75
SUMMARY OF COLLECTED II.
BY ACCOUNT TYPE
SELP 78,879.12 6.96 }
MAID 66,420.69 5.86 }
MCAR 459,117.13 40.41 }
INS 530,227.07 46.77 t
...............
TOTAL, 1,177,704.01 100.00 }
LAST PACE RECAP A20146
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City of Dania Advanced Data Processing 5 February, 1999
Report 3 - Collection Statistics - Gross/Net Computation
DATE 3/04/97 SCHEDULE OF TRANSPORT CHARGES 6 COLLECTIONS PACE 1
ANYWHERE FLORIDA FIRE RESCUE FOR PERIOD ENDING 4130195
-TRANSPORT- CROSS ADJUST NET RECEIPTS BALANCE -COLLECTIONS- -1 PAYINC-
MONTH/NUMBER CHARGES CHARGES DUE GROSS 1 NET PATIENTS
01/93 1 270.00 2.50 275.50 275.50 .00 99.10 100.00
02/93 197 50,781.SO 1,408.28 49,373.22 42,978.54 6,394.68 84.63 07.05 89.30
03/93 215 50,925.75 1,908.23 S7,117.52 49,795.42 7,322.10 84.51 87.18 09.76
04/93 2D3 54,877.50 2,431.19 S2,446.31 41,617.76 10,028.55 7S.84 79.35 79.31
05/93 17S 47,539.00 2,258.5E 45,280.44 39,498.11 6,182.33 80.98 6S.02 86.28
06/93 147 40,019.00 1,632.90 38,397.10 32,097.23 6,289.97 8D.20 83.61 05.71
07/93 1S1 40,790.00 1,087.23 39,702.77 35,100.48 4,602.29 86.05 88.41 58.74
08/93 143 39,165.SO 1,582.65 37,582.85 31,630.63 5,9S2.22 80.76 84.16 06.71
09/93 160 43,036.50 1,695.30 42,171.20 35,244.30 6,926.90 00.40 83.S7 05.62
10/93 160 43,240.00 1,375.08 41,869.92 34,321.97 71547.95 79.36 81.97 94.37
11193 174 47,491.00 1,S83.50 45,897.SO 40,383.29 5,513.61 85.05 07.99 90.00
12/93 190 S2,358.00 1,922.85 50,435.15 44,837.78 5,597.37 85.64 88.90 91.05
01/94 231 62,122.SO '2,140.12 59,982.38 53.863.29 6,124.09 06.70 09.79 91.77
02/94 196 53,470.50 895.58 52,574.92 43,964.30 8,910.62 82.22 33.62 06.73
03/94 233 63,943.50 1,S61.07 62,302.43 52,S06.60 9,87S.03 02.11 84.17 97.5S
04/94 184 49,702.S0 1,231.81 48,SS0.69 42,713.83 S1036.06 85.80 87.98 09.13
05/94 203 S4,404.50 1,397.18 53,007.32 46,457.74 6,S49.58 8S.39 87.64 89.65
06194 171 46,146.SO 1,338.45 44,800.05 37,102.50 7,70S.55 80.40 82.00 $5.39
07/94 156 42,768.50 68S.22 42,683:28 36,073.40 6,009.BB 04.3S BS.72 69.10
08194 181 49,322.SO 1,53S.83 47;786.67 38,088.50 9,698.17 77.22 79.71 01.79
09/94 201 S5,207.00 1,321.23 53(BBS.77 45,561.46 0,324.31 82.53 84.SS 89.06
10/94 173 47,196.50 1,137.50 46,049.00 40,397.77 5,651.23 85.61 07.73 90.27
11194 196 S3,371.50 807.45 52,484.05 44,774.49 7,709.S6 83.09 85.21 88.26
12/94 231 64,036.50 1,730.66 62,305.04 54,479.61 7,826.23 85.08 87.44 90.04
01195 255 78,3B8.00 4,047.71 73,540.29 61,963.60 11.576.69 79.05 84.29 8A.62
02/9S 212 65,623.00 31784.5S 61,838.4S 50,214.29 11.624.16 76.S2 91.20 85.37
03/95 234 72,234.SO 4,S16.01 67,718.49 SB,766.12 8,952.37 81.35 a6.78 89.74
RECAP 1,377,307.7E 47,770.64 1,329,S37.11 1.131,704.01 195,833.10 82.31 1 BS.27 1 87.68 t
REVERSALS S,Oa7.00 .00
CROSS 1,382,394.7E 1,233,704.01
END OF REPORT AB2020
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City of Denla Advanced Data Processing 5 February, 1999
Report 4 -Account Activity - Monthly Billing Report (Charges)
DATE 3104197 AMBULANCE BILLING REPORT PACE 2
ANYWHERE FLORIDA PIRG RESCUE FOR PERIOD ENDING 4/30/9S
PATIENT PATIEO7TS NAME ADDRESS LINE 92 ADDRESS LINE 93 ADDRESS LINE 94 LMCIDMT WIT ANT An
NUMBER DATE HER. BILLED DUE
18129S01 I ASTUTE: BEACH, FL 3/26/25 002 308.SD 308.50
19179501 LEWISEN 20 ST BOYNTON BEACH, FL 3130195 002 302.00 302.00
17999SOI COHNI FED HWY BOYNT04 BEACH, FL 3/25/95 003 302.00 302.00
18269501 LOVIS 18 AVE BOYNTON BEACH, FL 3/26/9S 001 308.50 308.50
20049SOI ELEAN YNTON BA BOYNTON BEACH, FL 3/2S/9S 003 308.50 308.50
16939501 GARY 14 AVE BOYNTON BEACH, FL 3/28/95 001 308.50 308.50
11819501 JAMIE MRS STAU HAWTHORN£ WOOD IL 3/2419S 007 708.50 708.50
186/9501 ANNA ' CONGRES BOYNTON BEACH, FL 3/28/9S 002 302.00 302.00
28289501 PAUL • CORCRRS BOYNTON BEACH, FL 7/2C/9S 003 203.50 309.50
25009SOI CATHE WHITERIM POTOMAC MY L 3/20/95 002 29S.SO 295.50
17899SCI RICNA 10-AVE BOYNTON BEACH, PL 3/25/9S 001 308.50 308.50
28979SOL WALTE N 9 AVE BOYNTON BEACH, FL 3129/95 002 295.50 295.50
189CPS01 ELFOR IVBO4 DR LIVINGSTON TX 3/29/9S 001 295.50 295.50
1BS19SOI EDNA ORE DR BOYNTON BEACH, FL 3/27/95 001 315.00 315.00
29349SOI JACOB NISH RIV OCEAN RIDGE FL 3/31/9S 001 302.00 302.00
17509501 WILLA 9 ST BOYNTON BEACH. FL 3123/25 001 302.00 302.00
17959501 BERNA SEACRES BOYNTON BEACH, FL' 3/2519S 002 295.50 295.50
14439501 JACOB ALLEY RD BOYNTON BEACH, FL! 3/27/95 002 315.00 315.00
LAST PACE RECAP...
1. TOTAL --BLS-- BILLED 0
2. TOTAL --ALS•• BILLED 19.363.00 67
3. TOTAL MILEAGE BILLED 1,209.00 67
4. TOTAL OXYGEN BILLED 0
S. TOTAL SUPPL. FEES
6. TOTAL NEW ACCOUNTS 20,572.00 67
END OF REPORT A90030
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City of Danla Advanced Data Processing 5 February, 1999
Report 5 - Account Activity - Monthly Payment Report (Receivables)
DATE 3/04/97 AMBULANCE PAYMENT REPORT PAGE 10
ANYWEM FLORIDA ?IRE RESCUE FOR PERIOD ENDING 4/30/95 ,
PATIENT PATIENTS NAME ADDRESS LINE 12 ADDRESS LINE N3 ADDRESS LIMB 14 CHBCI CHECK PAYMENT TYPE RES
NU NUMBER AMOUNT
14909SOI SARA VE ZACREST BOYNTON BEACH, PL SS410S 216.30 MEDICARE PAY. MR
12759501 CIUSEPP E TEAR NE103 BOYNTON BEACH, PL S594691 2225.100 MMEDICARE PAY, MR
MEDICARE
14739501 MILDRED LN AVE BOYNTON REACH, PL 751262 115.00 PRIVATE INS. NA
HUMARA
12209501 JAMES N 'EDERAL N4 BOYNTON BEACH, PL 499891 229.10 MEDICARE PAY, MR
12209501 JAMES N 'EDERAL 14 BOYNTON BEACH, 2 330027 56.20 PRIVATE INS. MR
THE PRUDENTIAL
13279SOI WORD EBOM DR 02703 LIVINGS70N,TEIM 95S10429 „1166.300 MEDICARE PAY. MR
ICARE
17009SCI MARTOH 4 REZZONICO ESS AVE STE1470/BOYM.BCH. PL SS4103 171.41 MEDICARE PAY. HE
11959501 HENRY M 24 CR BOYNTON BEACH, PL 95510429 220.70 M®SCARE PAY. MR
MEDICARE
17089501 SAMUEL 1 CT 1303 BOYNTON BEACH, PL 749918 315.00 PRIVATE INS. MR
HUMANA
oa149501 CHARLES 0E CASAS SVR 1202 BOYNTON BEACH, PL 12S)38 300.00 PRIVATE INS. MR
BC/BS
14899501 H£LEN M IZORS E N201 BOYNTON BEACH, FL $54105 220.70 MEDICARE PAY. MR
09S99S01 MESLEY ' 15 Ave :IJ-205 DOYMTOI4 BEACH, PL 169 199.35 NR
12399SOI JOSEPH ' STOATS DR BOYNTON BEACH, PL 499891 225.10 MEDICARE PAY. MR
13999501 LEO ZAR 9TH STREET CLIFTON, NEH JEASIY 9SS11429 220.70 MEDICARE PAY. NR
MEDICARE
13339SOI MOLLIE CONCRESS1216A BOYNTON BEACH, ED 547538 SS.18 PRIVATE INS. MR
BC/as
13339502 MOLLIE COECRRSSN216A BOYNTON BEACH. PL 9SS18429 220.70 MEDICARE PAY. MR
MEDICARE
49179401 JULES Z 16TH ST BOYNTON BEACH, PI, IS4929 33.62 PRIVATE INS. HI
CALLACHeR BASSETT
15979501 LILLIAN ST BLVD BOYNTON BEACH, PL SS410S 216.30 MEDICARE PAY. MZ
15979503 LILLIAN ST BLVD BOYNTON BEACH. FL 77395e 54.00 PRIVATE INS. NE
THE PRUDENTIAL
BATCH 50,037.72 ••
LAST PACE RECAP...
1. TOTAL AMOUNT COLLECT® 50,087.72
2. TOTAL ACCOUNTS 309
END OF REPORT ASOOSO '
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Advanced Data Processing 5 February, 1999
Report 6 - Billing & Collections - Summary to Date, Monthly Running
AHYNNERE FLORIDA FIRE RESCUE MONTHLY DILLING 5 COLLECTION SUMMARY PAGE 1
3/04/97 FOR PERIOD ENDING 4/10/95
MONTH/ TOTAL LESS COLLCCTIONS COLLECTIONS COLLECTED 20t OF W. PRTOR INCENTIVE DUE
YEAR CROSS CROSS T11IS MOM TO-DATE GROSS Ot DUE A.D.P. TO A.D.P.ADVAICED DATA
DILLING "J. OVER
NTI
1/91 278.00 .00 .00 275.50 136.50 27.10 .00 .00
2/93 50.781.50 556.00 .00 42,978.54 17,SA7.19 1,517.55
3/91 58,92S.75 .00 .00 49,795.42 20,332.55 4.066.51 .00 .00
4/93 54,677.50 2SG.00 .00 41,617.76 14.110.01 2,835.80 .00 .00
S/93 47,539.00 2e0.50 .00 30.490.11 14,120.61 2,945.72 .00 .00
6/91 40,019.00 209.SO .00 ]2,097.1] 12,O87.0 2,417.S2
7/91 40,790.00 203.SO .00 35,100.40 14,705.40 2.941.09 •OD •00
8/01 39,16S.SO 300.80 .00 31,430.43 12,047.98 2.409.S7 .00 .00
9/93 43,816.50 ]8].50 .00 25,244.J0 13.326.05 2,665.21 00 00 .00
10/91 17.248.Op .00 .00 34,321.97 12,697.97 2.539.59
11/91 47,401.00 49S.50 .00 40,383.89 16,643.19 1,325.L7 .00 .00
12/91 52,3SB.00 49S.50 .00 44,837.78 10,658.7a 3,751.75
1/94 02,122.50 256.00 190.00 S3,OSD.29 22.797.04 4,519.40 .00 1a.00
2/94 S3,470.50 .00 SS.60 13,964.30 17,229.05 3,445.61 .00 11.12
1/94 C1.941.SO 206.50 SG5.20 52.50G.60 20,SJ4.05 4.106.97 .00 73.04
4/94 49,782.50 206.50 20.00 42,71J,B] 17,822.50 J,564.51 .00 56.2G-
5/94 54,404.50 283.50 202.72- 4L,457.74 19,255.49 ],851.09 ,00 1/.90
6/94 46.244.50 276.00 74.DO 37.102.50 14.019.2`+ 2,005.05 ,00 87.59
7/94 42,7G0.50 .00 417.D4 1G,073.40 14,GA9.I5 2,937.83
8/94 49.722•SO .00 141.10- 30.000.50 11,427.25 2,685.45 .00 2A.24•
9/94 55,207.00 .00 2,200.G3 45,561.nL 17,957.96 3,591.59 .00 957,9]
10/94 4711AG.10 .00 1.SG2.SD 40,391.77 1G.804.52 3,1GO.9O .00 312.S2
11/94 S3,371.50 228.50 1,]20.30 44,174.49 10,000.74 3,G17.74 .00 2G4.06
12/94 CA,03G.SO 46a.00 1,037.84 54,479.61 22,441.3c 4,402.27 .00 491.01
91.01
1/95 7a,160.00 .00 2,JGS.Ic c1,961.60 22,769.L0 4,553.22 .00 6t.
2/OS 65,623.DO .00 1S.309.04 $0,214.29 17,402.7P 3,4e0.55 .00 1,077.01
3/95 72,234.50 .00 25.462.44 58,76L.12 22,646.e7 4,S29.71 .00 4,529.77
• TOTALS • 501081.72 445,050.14 89,009.D]
1133,704.01
TOTAL DUE ADVANCED DATA DROCESSINC THIS NOnTR FOR CUMULATIVE COLLECTIONS OVER 50% 9,4S4.B4 ••
FOR 67 HER ACCOUNTS 711IS MOM O 4.95 PER ACCOUNT. .00
TOTAL DUE ADVANCED DATA PROCESEING THIS 40tR71.
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City of Dania Advanced Data Processing
Report 7 - Accounts Receivable • Summary
DATE ]/04/97 REPORT OF ACCOUNTS RECEIVABLE PACE I .
AMYNRERE FLORIDA FIRE RESCUE FOR PERIOD 1NDINO 4/JO/95
1,783,794.75 4,907
CROSS BILLED
.00 AYMENTS REMOVED FROM AIR
.00 0 DO AOJVSwTNEIITS/RRITE•OFFS REMOVED FROM A/A
LESS REMOVED FROM AIR
52 INCLUDES 7452 PAID•IN•PULL ACCOUNTS
1.173.704.01 1,7
LESS PAYMENTS 1,596
47,770.64
LESS ADJUSTMENTS/NRTTE•OFFS 20
5,DR7.DD
LESS REVERSALS 1,511
195,e]).10
BALANCE OF AIR
END OF REPORT AD017S
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City of Danla Advanced Data Processing 5 February, 1999
Report 8 - Monthly Refund Schedule
DATI 3104/11 MONTHLY REM SCAEDVLC A!aVLANCC REPORT PACO 2
CITY OF•-.-
PATIO" PATIE=S RARE ADDRESS LINE 12 ADDRESS LINE. 13 Anus LINE $1 IHCIDm CROSS ANT AMC Huxau
DATE BILLED PAID DVa
................................................
f54SS1.01 IRV]ND LAwBRDALs LAK]J]I911/06/SS 329.00
O.la-
Nm2CAKC '•'NR ]1l.ST }a6.19 1.13
1/}]/91 025.50 CHECKN 96R60C1 BATCNI 0119
6BL1 PAY 1/2319C 327.00 CHECEN 011 BATCH, Olil
INSVAANCC AAAP 3/00/96 SIJa ORCLN ]139]aS5 BATCH$ 0121
SELF PAY RBP•IRVIHG KARI N 3/07/1, 131.00- LNCCKN BATCHI 0312
M[91 CAAL 5/17/96 4.51 CHLCKa 9153991, BATCH, 0513
• ••••••••••••••••••••••••• •
U2H]-01 HI LBA �•• � LAVDEBOALE LAEE11313 7/00/96 331.25
"•API 90.91-
M.CDICARE 1/1S/96 232.22 CHECRI 9400S030 DATCNI OI1S • RKT 290.13 m.21 .00
SCLI PAY 2/OS/17 50.06 CHCCKI 3991 9ATCHa 0205
.uu........I................................... ..
f61116.OS LAND}CE WwLRDALC LA01I3309 3/2$/9$ 200.00
M) 00-
MCOICAID HEDICAID 1/27101 116.00 CNECKN ]01315] BATCH, 0111 •••NR ]00.00 326.00 121.00-
MCDICASO MLDfCAID 2/11/97 110.00 CNECKA 2011SIl 9ATCH$ 0221
f6]8b03•D0A0T1(Y••••••••••••••••,••••••••.•.••• L.Amr LE LARE1)]19 910]/f0 211.50
••'AD} .
I 00•
IN.^UI R PRwCrIrAL 1/ls Hl ]ll.s0 CXCC%I l9I]60 DATCNI 0115 .•'NR 211.50 213.20 I.11-
NSDAANcs THc rnwTJ11IAL 2/05/17 1.10 CHECKN S2S495 BAmu 02O5
................ ..............................
961701.01 SYLVIA
LAwERDUE GKL1 311 3 11/11/9 6 ]11.25
•••A03 $1,91•
MEDICARE 12/23/96 ])2.2} CHCCKI 9072IC62 DATOTI 1223 "'NCI 269 q1 522.50 213.19-
IMICAAZL DC/BS PG 1/03197 5/.06 CHCCKI 080970SS BATCBI 0162
NLDICAAE V11}TED NEALTIICARC 2/03/9T 232.22 CHCCKN 94008092 BAYOU$ 0203
.......................................
IS4521.01 HDRMAN
WwERINUC LA=1232211/06/15 331.2s
AN 6D•
}!:T)RANCC 11}P 1121199 3D3.66 CRECxN 19,025 BATCH. 0111 "•NR 211.75 339.04 f.19-
Reports Page 15
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City of Dania
Advanced Data Proaeseing 6 February, 1999
Report 9 - Insurance Report - A Bills Outstanding by Class
DATE 1/04/97 •• mIULMCE REFUND REOU2ST ••
ADVANCED DATA PROCCSSTNC INC.
520 MM 195 ST RD, SUITE 201
MIMI, FL 33269
TO
CITY OP - .
DEPT. 215160
MIAMI, PL 33121•SI60
PATTDFT 9 963050.01 MR= M INCIDDIT DATE 12/09/96
•• RESIDENT •• PI1011C IAM➢CR 951.106-OT1l
OIES, 9L 31309
TOTAL
➢ILLEO 212.75 RECEIVED 56/,72,��•• RCMID DUC ----------
LESS ADS. 10.97-
MR FILLED 301.70
EDICARARE CREE IRRIIJIA
MEDIC 2/16/9T 221.51 ECAA 98971955 OATCIIR 0214
MEDICARE
PAYA9LE T01--•----•---- .................................
................
.........................................
........................................................................
REASONi-----------------------------------------------------------------
........................................................................
..................•............................... ............
SURMIIED Ey,-------' ._
Reports Page 16
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City of Dania Advanced Data Processing
5 February, 1999
Report 10 - Payment Report- % Bills showing Payment
CITY 09 INANC6 RECEIVABLE REPORT PACE 1 J/04/91 SVR
FOR PERIOD ENDING ]128/"
ACCI MONTH/ BALANCE 2 OF ACCTS
TYPE YEAR
INSURANCE 09/96 749.00 2
TOTAL 09/96 749.00 2 ..
MEDICAID 10/96 C.a14.96 22
MEDICARE 1D/96 1,290.00 4
INSURANCE 1O/96 1],656.I1 Sc
TOTAL 10/96 21,229.]] a2 ••
MEDICAID 11196 7,111.19 ]S
MEOICAAE 11/06 56a.50 2
INSURANCE I1/96 11,21a,66 51
TOTAL 11199 19,SS4.92 84 ,.
MEDICAID 12/99 B.908.15 19
MEDICARE 12/11 4.853.00 16
INSURANCE 12/96 11,171.4a 02
TOTAL 12/96 ]I.S19.2] 041 ..
MEDICAID 01/91 10,274.41 43
MEDICARE 01/91 15.400.00 a]
INSURANCE O1/91 30.664.59 139
TOTAL 01/97 99,347.00 265 ••
MEDICAID 02/97 I,510.50 12
MEDICARE 02/97 20.003.50 65
INSURANCE 02/97 22,I79.00 TT
TOTAL 02/97 47,521.00 154 ..
CRAND TOTALS 197,570.40 134 •.•
SU y By CATEGORY..,
MEDICAID 37,334.20 141
MEDICARE 52,931.00 170
INSVRA,NCB 91.3OS.10 423
LAST PACE RECAP A➢OjS0
Reports Page 17
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Advanced 520 N.W. Street Road,Suite 201
Miami,Floridaida 33169
Data Pr'ocessinb (305)945.2280/945-6692fax
originators of
medSupport
..4,I 'at r . (
The following section outlines resources to be applied and steps to be taken to
ensure satisfactory delivery of all tasks Identified if awarded contract for
services.
OfiemItior,s Peesrnnml
The Company is an Equal Opportunity Employer and maintains a multi-ethnic
staff for the purpose of establishing payor contact in several languages.
Advanced Data Processing has an on-staff consultant to keep abreast of changes
in technical aspects of medical claims processing and insurance recovery. The
Company's general operations are comprised of:
Collection Processors, (25) employees.
Data Entry Personnel, (15) Full/Part time employees.
We maintain reserve capacity in both our systems and people and can
adequately continue all work items without disruption to your existing programs.
We already have processing, workstations, and storage capacity in our systems
sufficient to handle anticipated load increase for the proposed term of contract.
Prol3ra tt K4araQaMk nt
Paul Franzelas, Vice President, will handle exchange of important administrative
information and all interface with City of Dania for the purposes of contract
negotiation, program start-up, definition of special requirements. On-going
operations will have designated managers for collectiontinsurance recovery
issues and accounting/financial issues.
Section D Page 1
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City of Dania
/ 5 February, 1999
Cetl i(itJfir',f'i�! i�:tif ft ii�.d'li t?.ilG1-r
Advanced Data Processing employs reliable and proven systems and facilities to
Provide the most dependable services possible. The following is an overview of
our equipment and facilities:
Computer Systems -Advanced Data Processing utilizes an IBM AS/400
mainframe providing the main system resources for managing the data
processing, data input/output & conversion and media-archive processes. In
addition, we have UNIX-based experience and background in other operating
environments. We also employ several IBM-compatible PCs for client data
transfer, general processing, desktop publishing and clerical support functions.
Data Entry, Peripheral & Support -The following is a list of data entry, peripheral
and support equipment owned and use to deliver the proposed services.
Data Entry
IBM 5251 type data entry station. 34 stations
High-speed Keyed Entry Stations 10 stations
PC-attached consoles. 6 stations
Media & Information Transfer
IBM Magnetic Tape Drives (6250 bpi). 1 Drive Unit
Streaming Tape (IBM 2.5GB) 1 Drive Unit
Streaming Tape (GIC-80 & TRAVAN). 1 Drive Unit
Streaming Tape (4GB) 1 Drive Unit
Removable Hard Drive (1.5GB) 1 Drive Unit
Data Entry Floppy Disk (various capacities). 10 Drive Units
Printing
Invoice Statement & Ins Claims. 6 Printers
High-speed line printer. 2 Printers
Color/Scanning & Laser 3 Printers
General Purpose 3 Printers
Section D Page 2
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City of[mania 5 February, 1999
Mail Handling
Forms burster, Forms folder, Automatic envelope sealer-postage machine
-1arf-1}li Prr)Gr<ni Ctrztwi
Basic program steps required to begin processing for most municipalities are
identified below. Since you are already transporting and collecting transport
revenue, many items in the start-up phase will not be required or will be
shortened. Hence, we will continue to process your billing and maintain your
collections without interruption should we receive award of contract.
■ Verify Medicare/Medicaid Provider Information
■ Obtain all pertinent municipal information
• Official Address
• Pay-to-Address
• Tax Identification & W-9 Information
• Fee Schedules
• Establish/coordinate "lock-box" facility
• Setup & verify all charge processing procedures/information
■ Review formats, procedures & custom req'ts w/Fire Rescue
■ Review current Case Reports for receipt
■ Initiate all system changes
• Provider IDs
• Billing Address
• Hospital Codes
• Fees
• Messages
• Fee Schedules
• Set-up database
• Set-up "800" lines and rotary facilities
■ Receive first billing batch
• Begin processing input
■ Review & verify batch, make req'd. process revisions
• Begin regular billing cycle
Section D Page 3
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City of Dania 5 February, 1999
The following are metrics used to determine processing and payment cycle
times:
❑ Invoices for all classes are generated within a day of entering a new charge.
❑ Private insurances are given 45.60 days to pay after which time follow-up
notices are generated and interrogation is performed.
❑ Insurance denials that are not correctable revert to self-pay. Patient invoicing
is immediate to processing of receivables that are generally processed the
same day of receipt.
❑ Account aging begins from the time of invoice. Accounts are re-aged on the
basis of payment.
❑ Electronic filing is used for Medicare/Medicaid payments so they are tracked
sooner. Payment or denial hits the payment floor within 14-21 days of
transmission.
❑ Medigap is used for fastest processing of claims secondary to Medicare.
❑ Non-Medigaps are filed within a day of receiving Medicare payment.
❑ Rebilling is generally performed up to six times (minimum of 4) on a monthly
basis after which time they are turned over for collection.
Section D Page 4
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City of Dania 5 February, 1999
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The following is a compilation of requested data from clients for which we
perform extremely similar services to those requested by City of Dania. Please
note that collection percentages can vary extremely on the basis of area
demographics alone. Also, please note Advanced Data Processing compiles
collection statistics as a true measure of collection level by going back to the
original bill-month.We, internally, to monitor our own performance and level of
service use these statistics.
l..I rtjmri;;rrligrllLli [:�F
The following is calculated using most recent complete 12-
month period for Current Collection Rates. All clients shown
are for EMS type accounts:
Boca Raton EMS 81.48 408 4,896
Brevard County EMS 78.64 1.000 12,000
Coral Springs EMS 73.16 316 3,792
Lauderdale Lakes EMS 76.26 225 2,700
Lauderhill EMS 79.10 350 4,200
Metro-Dade county EMS 70.25 3,700 44.400
Miami EMS 58.19 1,125 13,500
Miami Beach EMS 65.49 733 8,796
Oakland Park EMS 59.28 208 2,496
Palm Beach County EMS 1,541 18,500
Pembroke Park EMS 61.02 65 780
Plantation EMS 76.67 375 4,500
Pompano EMS 70.14 770 9,240
Tamarac EMS 86.64 300 3.600
Tampa EMS 68.01 1,333 15.996
Total 12,449 149.396
Average 71.74%
Section D Page 5
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/ City of Dania 5 February, 1999
Our process provides considerable redundancy in order to minimize overall errors
that might affect the collection process. In addition, we have built-in front-end
edits in the charge entry, insurance edit and, receivables posting which,
eliminates considerable possibility of error. The following is a list of exceptions
by which we monitor our quality process:
• Accounts with insurance info, insurance not filed
• Accounts where Medicare denied, Medicaid or other insurance not filed
• Insurance filed, no pmt/no response 60 days
• Insurance filed, 90-day call list
• Transmission rejects/Front-end edit fail
• Medicare pending review status
• Incorrect diagnosis
• 60-90-120 Day Aging Report
• Percent of Patients with some form of Payment
Ten-month audit (Patients with no form of insurance)
Section D Page 6
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Advanced 520 N.W. 165tb Street Road,Suite 201
Miami,Florida 33169
(305)945-2280/945-6692 fax
Data Processing
odglnators of
medSupport
Pricing for all services shall be a monthly contingency fee of
seven (7%) percent of all monies collected in the previous month.
Price shall include but not be limited to all materials, postage, and phone costs.
Price for services does not include the cost of "Locked-box" service. Price shall
include adjustment due to increase in cost for postage.
Appendix Page 1
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City of Dania 5 February, 1999
The following affidavit provides a certification of Y2 Compliance. We will provide
you with such an affidavit as part of our contract with your city.
Clf, ke L-,v I yit, Gcr;r iliaac�
Advanced Data Processing Aa.raa mta hxmahg9lxxr D05 YS51]LO
�, 5m IM 165sheet roxa
FT SWam1 fax]05 W58602
WaN,0.RtOBFana�AOhM�N.eom
F&v 5,1M
GryofD .
AM liaa Caruo
N.R AMm M.b.
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De.Ila/GNIR CN®'.
SUBJECT'.Y2(CDMPIIAf
rm fxea s n naely»�a a:;a�x b ce r�r ra<�al+q�axl�aav.�a ne®nuns wm
Mlvch Me woW caw ihb Tart d JackwrMYe aM aYl our c4enh We hae NeaCy matle.paaaiate
<iwpm b N m ePsraEmal PWrm4 s pomdurm W repaM OeneraleJ.We Aaw
tlmidr b.�hJ aA asG�dtlme cfarpm antl Melwq lw aras a arms andaxltiwxa.
aewalNMeulam�eJ,
Faw Flanaaas
vim Rm em
PC.znmd Daly Rom N
Section D Page 2
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� P jIV Advanced Data Procossing Ph...3059452280
�.. _ A&MICW •^^JJ 520 NW 165 Strxt Road Fax 305 945 6692
_. Suite 201
Miami,FL 33169 Email ADPadvQaoLcom
'
d
February 5,1999
City of Dania
Attn:Lieutenant Caruso
Fire Rescue Administration
Dania,FL
Dear Lieutenant Caruso:
Subject:Y2K Compliance
nt to nville and all our Gi be fully Y2K Compliant in every aspect of the services with
The letter is to notify you of our inte
which we would serve the City of Jackso dure and ents.We have already made approPd8te
reports generated. We have
changes to all our operational programs, databases. pro already tested all aspects of these changes and have found no errors or areas out of compliance.
Respectfully submitted,
Paul Franzelas
Vice President
Advanced Data Processing
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7
AGREEMENT FOR PROFESSIONAL SERVICES
NO. 99-006
THIS AGREEMENT made and entered into this / day of Tyllvro� 19 55
by and between the City of Boca Raton, a municipal corporation of the State of Florida, hereinafter
referred to as CITY, and ADVANCED DATA PROCESSING, INC. hereinafter referred to as
CONSULTANT:
WIIEREAS, the CITY requires certain professional services in Connection with Medical Transportation
Billing Services; and, WHEREAS, the CONSULTA;\"r represerts drat it is capable and prepared to
render those services as hereinafter provided:
NOW THEREFORE, in consideration of [he promises contained herein, the parties hereto agree as
follows:
ARTICLE 1 -EFFECTIVE DATE
The effective date of this Agreement shall be upon execution of the Agreement by the City of Boca Raton
and shall remain in effect fora three(3)year term with two(3)one year renewal options.
ARTICLE 2 -SERVICE TO BE PERFORMED BY CONSULTANT
The CONSULTANT shall perform those services requested and authorized by the CITY pursuant to the
Exhibit "A" and the City's RFP 99-006 which are deemed as being attached hereto and made a part
thereof providing, however, that if there is any express or implied conflict or inconsistency with this
agreement the agreement shall always prevail, as may be specifically designated and additionally
authorized by the CITY. Such additional authorizations will be in the form of a Work Order. Each Work
Order will set forth a specific Scope of Services, amount of compensation and completion date and shall
be approved by resolution of the City Council before the work encompassed by such work order is
performed.
ARTICLE 3 -COMPENSATION
The CITY shall pay CONSULTANT in accordance with Exhibit B, Fee Schedule, which is attached
hereto and incorporated by reference as part of this Agreement.
ARTICLE 4-STANDARD OF CARE
CONSULTANT shall exercise the same degree of care, skill, and diligence in the performance of the
Services as is ordinarily provided by a CONSULTANT offering services for local governments in South
Florida, under similar circumstances and CONSULTANT shall, at no additional cost to the CITY, re-
perform services which fail to satisfy the foregoing standard of care.
ARTICLE 5 -INDEMNIFICATION
The CONSULTANT hereby acknowledges and confirms that the proposal price includes
Indemnification!Hold Harmless. CONSULTANT shall, in addition to any other obligation to indemnify
the CITY and to the fullest extent permitted by law, protect, defend, indemnify and hold harmless the
1
EXHIBIT "D"
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CITY. their agents. elected officials and employees from and against all claims. action;. liabilities. losses
(including economic losses). costs arising out of any actual or alleged: a). Bodily injury sickness,disease
or death, or injury to or destruction of rtn;ible property including the loss of use resulling therefrom, or
any other damage or loss arising out of or resulting, or claimed to have resulted in whole or in part from
any actual or alleged act or onlission of the CONSULTANT, any subconsultant, anyone directly or
indirectly employed by any of them, of anyone for whose acts any of them may be liable it the
ion of lava, statute, ordinance, governm-mal administration
performance of the WORK: or b). violat
order, rule, regulation, o; infringement of patent 60[s by CONSULTANT in the performance of the
Work; or c). liens, claims or actions made by the CONSULTANT or ally sub consultant under workers
conlpel:safioll acts: disability beretn acts, other etllploy'ee beflefit acts or ally' SMan1t0ry bar. AGy cost of
expenses, including anonley's fees (including appellate, ban!krup[cy or patent coulsel fees). incurrcd 'oy
the CITY to enforce this agreement shall be borne by the CONSULTANT.
Upon completion of all Services,obligations and duties provided for in this Agreement,or in the event of
termination of this Agreement for any reasons, the terms and conditions of this Article shall survive
indefinitely.
ARTICLE 6- INDEPENDENT CONTRACTOR
CONSULTANT undertakes perfom lance of the Services as an independent contractor and shall have
control of the work and the manner it is performed. CONSULTANT shall work closely with the CITY in
performing Services under this Agreement.
ARTICLE - COMPLIANCE-WITH LAWS
!. I e:forn:;mce of the Services, CONSULTANT will comply with applicable regulatory requirements
including federal,state,and local laws,rules regulations,orders,codes,criteria and standards.
ARTICLES - INSURANCE
During the performance of the Services under this Agreement, CONSULTANT shall maintain the
following insurance polices, and provide originals or certified copies of all policies, and shall be written
by an insurance company authorized to do business in Florida.
WORKER'S COMPENSATION
The Consultant shall procure and maintain, for the life of this Contract/Agreement, Worker's
Compensation Insurance covering all employees with limits meeting all applicable state and federal laws.
This coverage shall include Employers' Liability with limits meeting all applicable state and federal laws.
This coverage shall extend to any subcontractor that does not have their own Workers' Compensation and
Employer's Liability Insurance. Thirty(30) days notice of cancellation is required and must be provided
to the City of Boca Raton via Certified Mail.
COMPREHENSIVE GENERAL LIABILITY
The Consultant shall procure and rainmin, for the hfe of this Contract/Agreement, Comprehensive
General Liability Insurance. This coverage shall be on an "Occurrence" basis. Coverage shall include
Premises and Operations; Independent Contractors' Products and Completed Operations and Contractual
Liability. This policy shall provide coverage for death, personal injury or property damage that could
arise directly or indirectly from the performanceof this Agreement.
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The Minimum Limits of Coverage shall be 5500.000 per occurrence. Combined Simile Limit for Bodily
Injury Liability and Property Damage Liability with a S 10,000 deductible.
The City of Boca Raton must be named as an additional insured. The additional insured requirement is
waived if Owners and Contractors' Protective Coverage is also provided, or required. Thirty (30) days
written notice must be provided to the City of Boca Raton via Certified Mail in the event of cancellation.
BUSINESS AUTOMOBILE LIABILITY
The Consultant shall procure and maintain, for die life of the Contra:t'A2reemem, Business Automobile
Liability Insurance.
The minimum limits of coverage shall be $500,000 per occurrence, Combined Single Limit for Bodily
Injury Liability and Property Damage Liability. This coverage shall be an "Any Auto" or
"Comprehensive Fomi" type policy.
In the event that the Consultant does not own any vehicles, we will accept hired and non-owned coverage
in the amounts listed above. In addition, we will require an affidavit signed by the Consultant indicating
the following:
does not own any vehicles.
"Company Name"
In the event we acquire any vehicles throughout the term of his Contract/Agreement,
agrees to purchase"Any Auto" or
"Company Name"
Comprehensive Form coverage as of the date of acquisition.
Consultant's Signature:
Thirty(30)days written notice must be provided to the City of Boca Raton via Certified Mail in the event
of cancellation.
SUPPLEMENTAL PROVISIONS
1. The insurance coverage and conditions afforded by these policies shall not be suspended,
voided, canceled or modified, except after thirty (30) days prior written notice by Certified Mail,
Return Receipt Requested, has been given to the City of Boca Raton's department that originated this
contract.
2. Certificates of Insurance meeting the specific required provision specified within this
Contract/Agreement shall be forwarded to the City of Boca Raton Department that originated the
contract, and approved prior to the start of any work or the possession of any city property.
ARTICLE 9-CITY'S RESPONSIBILITIES
The CITY,during the temt of this Agreement, •shall:
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A. Provide the necessary patient information to the CONSULTANT on a v:ec !y basis, for [lose
patients that have been transported by Fire-Rescue Services.
B. Comply with all Federal, State and local laws, rules and regulations as applicable to the
services being contracted for.
C. Agree to use [he successful firm for all medical billings exclusively for the service
specltlecl herein, as 1011f as the contract aSreer:L n is In force or:-' th e Cbt15 U![aat li I1Jt illde(1Uh 0[ thisaareenment.
D. \la.l'e reasonable efforts to obtain the proper billing address for al! billable patiens prior to
forwarding to the firm.
E. Pay [he firm additional fees for any postage increases that may occur during the contract
period. However, this fee will only be the actual direct cost of increase.
F. Pay the CONSULTANT, in full payment of all work and services performed or rendered
hereunder, the amount of seven (7) percent of all sums collected, minus adjustments for overpayments,
bad checks and foreign currency exchange rates. The CONSULTANT shall submit an invoice to the
CITY on a monthly basis. The City shall pay the invoice in the manner allowed by the Florida pros.;t
Payment Act, Florida Statute 218.70, et. seq.
ARTICLE 10- TERMINATION OF AGREEMENT
The obligation to continue Services under this Agreement may be terminated for cause by either party
upon seven (7)days' written notice of substantial failure by the other party to perform in accordance with
the terms hereof through no fault of the terminating party.
CITY shall have the right to terminate this Agreement or suspend performance thereof without cause for
the CITY's convenience upon fourteen(14)day's written notice to CONSULTANT,and CONSULTANT
shall terminate or suspend performance of Services on a schedule acceptable to CITY. In the event of
termination or suspension for CITY's convenience, CITY shall pay CONSULTANT for all Services
performed through the date of notice of termination or suspension.
ARTICLE I - NONDISCLOSURE OF PROPRIETARY INFORMATION
CONSULTANT shall consider all information provided by CITY and all reports, studies, calculations,
and other documentation resulting from the CONSULTANT's performance of the Services to be
proprietary unless such information is available from public sources. CONSULTANTshall not publish or
disclose proprietary information for any purpose other than the performance of the Services without the
prior written authorization of CITY or in response to legal process or orders of a court of competent
jurisdiction.
ARTICLE 12 - UNCONTROLLABLE FORCES
Neither the CITY nor CONSULTANT shall be considered to be in default of this A2reemment if delays in
or failure of performance shall be due to Uncontrollable Forces, the effect of which, by the exercise of
reasonable diligence, the non-performing party could not avoid. The term "Uncontrollable Forces" shall
mean any even[which results in the prevention or delay of performance by a party of its obligations under
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this Aereeinent and which is be}ond the reasonable control of the non-performing party. I: includes, but
is not limited to fire, flood, earthquakes, srortns, lightning. epidemic, war, riot, civil disturbance,
sabotage,and governmental actions.
Neither party shall, however, be excused from performance if nonperformance is due to forces which are
preventable,removable,or remediable and which the non-performing party could have, with the exercise
of reasonable diligence,prevented, removed, or reinedied with reasonable dispatch. The non-perfornhine
Party shall, within a reasonable time of being prevented or delayed from performance by an
uncontrollable force,give written notice to the other party describing the circumstances amd uncontroliable
forces preventing continued perfonnansof tita obligationsof this Agreentcnt.
ARTICLE 13 -GOVERNING LAW AND VENUE
This Agreement shall be governed by the laws of the State of Florida. Any and all legal action necessary
to enforce the Agreement will be held in Palm Beach County and the Agreement will be interpreted
according to the laws of Florida.
ARTICLE 14-MISCELLANEOUS
14.1 Nonwaiver
A waiver by either CITY or CONSULTANT of any breach of this Agreement shall not be binding upon
the waiving patty unless such waiver is in writing and signed by the parties to this agreement. In the
event of a written waiver, such a waiver shall not affect the waiving party's rights with respect to any
other or further breach. The making or acceptance of a payment by either party with knowledge of the
existence of a default or breach shall not operate or be construed to operate as a waiver of any subsequent
default or breach.
14.2 Severability
The invalidity,illegality,or unenforceabilityof any provision of this Agreement,or the occurrence of any
event rendering any portion or provision of this Agreement void, shall in no way affect the validity or
enforceability of any other portion or provision of the Agreement. Any void provision shall be deemed
severed from the Agreement and the balance of the Agreement shall be construed and enforced as if the
Agreement did not contain the particular portion or provision held to be void. The parties further agree to
reform the Agreement to replace any stricken provision with a valid provision that comes as close as
possible to the intent of the stricken provision.
The provisions of this section shall not prevent the entire Agreement from being void should a provision
which is of the essence of the Agreement be determined to be void.
Political Campaigns
During the term of this Agreement, the CONSULTANT, or any employee or associate, shall not be
involved in any political campaign for a City of Boca Raton elective office, nor make financial
contributions to any such campaign.
ARTICLE li - INTEGRATION AND MODIFICATION
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This Agreenient and any exhibits incorporated by reference in this agreement, is adopted by the CITY and
CONSULTANT as a finaI. coniplem and exclusive statement of the terms of the Agreenient between the
CITY and CONSULTANT. This Agreement supersedes all prior agreenlents, contracts, proposals,
representations, negotiations, letters or other communications between the CITY and CONSULTANT
pertaining to the Services,whedier written or oral.
Tile Agreement may not be modified unless such modifications are evidenced in writing signed by bode
the CITY and CONSULTANT.
The fnlloyving document are made an in:e2ral par of this Agreement:
A. RFP No. 99-006
B. Proposal dated December 9, 199S
In the event of any conflict or inconsistency between these documents and this agreement, the agreement
shall prevail.
ARTICLE 16-SUCCESSORS AND ASSIGNS
The CITY and CONSULTANT each binds itself and its director,officers,partners,successors,executors,
administrators,assigns and legal representatives to die other party to this Agreement and to the partners,
successors,executors,administrators,assigns,and legal representatives.
The Consultant may only assign,sell or pledge this agreement or it's interest therein if the Consultant first
receives tite prior written consent of the City Commission, which may be reasonably withheld. Any
proposed assignee will have to sign an assumption agreement accepting this agreement's terms and
conditions in a form acceptable to the City.
ARTICLE 17-CONTINGENT FEES
The CONSULTANT warrants that it has not employed or retained any company or person, other than a
bona fide employee working solely for the CONSULTANT to solicit or secure this Agreement and that it
has not paid or agreed to pay any person, company, corporation, individual or fiml, other than a bona
fide employee working solely for the CONSULTANT,any fee, commission,percentage,gift or any other
consideration contingent upon or resulting from the award or making of this Agreement.
ARTICLE 18-TRUTH-IN-NEGOTIATION CERTIFICATE
Execution of this Agreement by the CONSULTANT shall act as the execution of a trutli-in-negotiation
certificate certifying that the wage rates and costs used to determine the compensation provided for in this
Agreement are accurate, complete and current as of the date of the Agreement and no higher than those
charged the CONSULTANTS most favored customer for the same or substantially similar service.
The said rates and cost shall be adjusted to exclude any significant sums should the CITY determine that
the rates ad costs were increased due to inaccurate, incomplete or noncurrent wage rates or due to
inaccurate representations of fees paid to outside consultants. The CITY shall exercise its rights under this
"Certificate"within one(1)year following payment.
ARTICLE 19-OWNERSHIP OF DOCUMENTS
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CONSULTANT shall be required to %%'ork in harmony with other consultants relative to providing
information requested in a timely manner and in the specified form. Any and all documents, records.
disks. original drawings,or other information shall become the property of the CITY upon completion or
termination for it's use and distribution as may be deemed appropriate by the CITY. Failure to turn over
such docmnents with seven (7) days of when requested may be cause for the City to withhold any
paynten:s due Consuhantor to enforce this clause by legal remedies.
ARTICLG'_0 - NOTICE
Any notice, demand. communication.or request required or permitted hereunder shall be in wiiiine and
delivered in person or sent by certified mail, postage prepaid as follows:
As To CITY
Bruce N. Silk, Chief
Fire/Rescue Services Department
City of Boca R:ion
2333 Nest Glades Road
Boca Raton, Florida 33431
As To CONSULTANT:
Paul Franzelas,Vice President
Advanced Data Processing,Inc.
520 N.N. 165'Street,Suite 201
Miami, Florida 33169
Notices shall be effective when received at the address specified above. Changes in the respective
addresses to which such notice may be directed may be made from time to time by any party by written
notice to the other party. Facsimile is acceptable notice effective when received, however, facsimiles
received(i.e.; printed)after 5:00 p.m. or on weekends or holidays,will be deemed received on the next
business day. The original of the notice must additionally be mailed as required herein.
Nothing contained in this Article shall be construed to restrict the transmission of routine communications
between representatives of CONSULTANT and CITY.
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IN WITNESS WHEREOF, the City of Baca Raton, at a regular meeting thereof, by action of the City
Council and directing the foregoing be adopted, has caused these presents to be signed by the Mayor.
and it's seal to be hereunto affixed, and ADVANCED DATA PROCESSING, INC. has executed this
contract all as of the day and year first above written.
CITY OF BOCA RATON
Witness: n
(� Carol G. Hanson
4ZA e7l Mayor,
Approved as to Form and Legal Sufficiency:
By:
City ttorney
CONSULTANT
Attest:
" Corporate Serztary ignature /
(Seal) 11
Witness: Name: �n1AQ 1 C, jAtJZE1uS
Title:
President(or other Duly Authorized Officer)
(Attach Resolution/6yla%%of authorization if not
President)
Approved by City Council on Yl�C/I CA / (, 1999, Item# S. Y.
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