RFP Cleveland County - BID No. EMS001-2010 REQUESTED QUESTIONS/CONCERNS Update version: January 4th, 2011 1) What is the annual run volume for CCEMS? i. Dispatched 20,000 + ii. Transports 6,324 (12-1-09 thru 11/30/10) iii. Five (5) local rescue squads also transport and bill in our service area. 2) What is transport billables for the agency for the last three (3) years? What are your yearly billable run volumes? What are your yearly charges in dollars? What are your yearly collections in dollars? Can you provide a yearly payor mix? How many transports (or percentage of transports) were Medicare in 2009/2010? How many transports (or percentage of transports) were Medicaid in 2009/2010? How many transports (or percentage of transports) were private insurance in 2009/2010? How many transports (or percentage of transports) were self-pay in 2009/2010? How many transports (or percentage of transports) were Advanced Life Support Level 1 Non-Emergency in 2009/2010? How many transports (or percentage of transports) were Advanced Life Support Level 1 Emergency in 2009/2010? How many transports (or percentage of transports) were Basic Life Support Non-
Emergency in 2009/2010? How many transports (or percentage of transports) were Basic Life Support Emergency in 2009/2010? How many transports (or percentage of transports) were Advanced Life Support Level 2 in 2009/2010? How many response fees did you charge in 2009/2010? i. See 8-1-07 to 7-31-10 Account Analysis which is the last 15 pages of this document. 3) Any other interfaces such as CAD to epcr (emscharts), SunGuard from OSSI is used, is there an interface to emscharts system currently in place? i. Yes an interface exists for both CAD Times and call run data. 4) What ECG monitors does the department use? i. Medtronic/Physio-Control LP 12 & LP 15's. 5) How does the department send ECG data to hospitals? i. Via verbal communications (340, Viper, Cellular) they are interpreted by the field medics. ii. Also a copy of emscharts is available from Medical records at each hospital. 6) Any other interfaces currently in place as related to emscharts? i. Current billing service uses a web portal from emscharts to pull data into their system. ii. All hospitals also utilize a web portal to pull the epcr's into their facility. 7) The bid defines the ability for a bidder to offer a new epcr (Electronic Patient call Report) solution, is there any documentation as to what is currently provided? Who currently provides your epcr services?
i. emscharts (we are currently very pleased with this database). 8) If a bidder offers a new epcr system with a hosting solution will the department consider a vendor hosted platform plan. i. As stated above, we are willing to look at alternatives, although we are very happy with emscharts, 9) There is a $25,000 budget noted for SQL Server-Cross-Over OSSI. Is this a budget expected for a new CAD Interface or some other charge expected from OSSI to maintain a current interface. i. This is to maintain the existing interface, with a replacement over the next five (5) year period. 10) Do you currently have hardware? If so what? i. Panasonic Toughbooks (15) each with docking stations and vehicle mounts - New aircards, NetMotion and AVL's (GPS) in early 2011. ii. Dell desktop computers (20) (9 stations-duplicates and office) with scanners, printers internet (cable- Business class). 11) How many active trucks do you support? i. Nine (9) ALS transport ambulances 24/7 and four (4) Quick Response Vehicles 24/7. 12) Are you interested in a complete turnkey solution with hardware? i. At this time we are not interested.
13) Possibly the original epcr RFP Contract that emscharts won. i. Supplied as an attachment (EMS Charts contract at the end of this document) 14) Typically, the level of professional liability insurance for projects below 100,000 annual transports is a limit of $1 million per occurrence with a maximum of $1 million in the aggregate. Will the City consider reducing the requirement from $2 million in the aggregate to $1 million to reflect this more typical level of coverage? i. This will stand as is, you can deviate with the current RFP by noting that in your proposal. 15) Is the pre bid meeting mandatory? i. It is not necessary as a requirement to attend the pre-bid meeting. 16) Who currently performs your billing services? i. EMS MC PO Box 863 Lewisville, NC 27023 336.714.9091 direct 336.416.7216 cell 336.766.1279 fax www.emsbilling.com 17) What percentage/fee do they charge? (EMS MC) i. 8% of collected 17) Do you want a epcr services quote included in the proposal? i. No
18) What do they currently charge you for the epcr services? (emscharts) i. $850.00 a month total (see 5-year plan in the original RFP that is posted) 19. What was the average transport mileage for 2009/2010? i. Unable to determine at this time. We will try to have this information, if available, by January 24 th, 2011. All updates will be posted on the web site at www.clevelandcounty.com and click on bid opportunities on the lower right
Account Analysis by Month (Date of Service Based) Cleveland County EMS Trip Date IS BETWEEN 08/01/2009 AND 07/31/2010; AND Status IS Billed OR Closed OR Complete OR Verified; AND Primary Payor IS NOT <None>; AND Schedule IS NOT <None> #of Gross Contractual Net Rev Gross Chg Net Chg Cash Coli Net Coli Month Trips Charges Allowances Charges ~ Pavments Writeoffs Refunds Balance Due I Trip I Trip /Trip ~ 2009-08 525 311,546.00 94,268.75 217,277.25 9.20 155,134.66 52,823.61 892.83 10,202.61 593.42 413.86 295.49 71.0% 2009-09 502 308,538.00 93,345.84 215,192.16-9.30 157,728.07 50,121.33 518.24 7,870.30 614.62 428.67 314.20 73.1% 2009-10 527 316,951.00 94,035.91 222,915.09 12.07 162,673.64 42,338.39 674.41 18,565.40 601.43 422.99 308.68 72.7% 2009-11 475 290,843.00 79,761.13 211,081.87 1.07 150,929.10 17,579.20 699.20 43,271.70 612.30 444.38 317.75 71.2% 2009-12 485 301,641.00 86,051.53 215,589.47-5.05 157,446.41 16,550.00 220.85 41,818.96 621.94 444.51 324.63 72.9% 2010-01 523 317,948.00 95,850.25 222,097.75-17.46 155,179.40 6,483.64 368.96 60,821.13 607.93 424.66 296.71 69.7% 2010-02 454 275,290.00 82,505.74 192,784.26 8.32 140,348.96 0.00 715.81 53,142.79 606.37 424.63 309.14 72.4% 2010-03 608 373,790.00 111,511.54 262,278.46 0.85 175,529.75 0.00 79.52 86,827.38 614.79 431.38 288.70 66.9% 2010-04 520 321,304.00 95,782.70 225,521.30-0.06 150,134.65 0.00 266.70 75,653.41 617.89 433.69 288.72 66.5% 2010-05 611 376,562.00 104,988.19 271,573.81 0.00 162,209.19 0.00 0.00 109,364.62 616.30 444.47 265.48 59.7% 2010-06 554 340,871.00 91,849.67 249,021.33 1.70 102,876.21 0.00 0.00 146,143.42 615.29 449.50 185.70 41.3% 2010-07 476 287,876.00 69,406.68 218,469.32 0.00 14,667.23 0.00 0.00 203,802.09 604.78 458.97 30.81 6.7% Total 6,260 3,823,160.00 1,099,357.93 2,723,802.07 1.34 1,684,857.27 185,896.17 4,436.52 857,483.81 610.73 435.11 269.15 61.7% Printed on: 8/5/2010 at 9:12:11AM
Account Analysis by Month and Payor Type (Date of Service Based) Cleveland County EMS Trip Date IS BETWEEN 08/01/2009 AND 07/31/2010; AND Status IS Billed OR Closed OR Complete OR Verified; AND Primary Payor IS NOT <None>; AND Schedule IS NOT <None> #of Gross Contractual Net Rev Gross Chg Net Chg Cash Call Net Call Month Trips Charges Allowances Charges ~ Payments Writeoffs Refunds Balance I Trip I Trip I Trip ~ Medicare 2009-08 263 154,974.00 40,902.89 114,071.11 8.60 108,969.81 3,603.02 643.70 2,133.38 589.25 433.73 414.33 95.0% 2009-09 230 141,428.00 35,339.25 106,088.75-0.08 103,337.26 2,620.75 164.04 294.86 614.90 461.26 449.29 97.3% 2009-10 258 159,934.00 41,236.59 118,697.41 9.76 112,078.75 3,345.94 0.00 3,262.96 619.90 460.07 434.41 94.4% 2009-11 224 135,614.00 34,532.85 101,081.15 0.00 95,486.80 176.32 169.71 5,587.74 605.42 451.26 426.28 94.3% 2009-12 262 165,402.00 43,057.27 122,344.73-0.01 115,846.43 998.00 0.00 5,500.31 631.31 466.96 442.16 94.7% 2010-01 262 157,534.00 41,457.98 116,076.02 4.08 106,652.08 0.00 0.00 9,419.86 601.27 443.04 407.07 91.9% 2010-02 234 144,750.00 39,566.19 105,183.81 2.72 98,609.42 0.00 105.81 6,677.48 618.59 449.50 421.41 93.6% 2010-03 300 183,018.00 49,584.02 133,433.98 0.85 123,859.92 0.00 79.52 9,652.73 610.06 444.78 412.87 92.8% 2010-04 261 168,196.00 45,966.44 122,229.56-0.01 114,722.31 0.00 266.70 7,773.96 644.43 468.31 439.55 93.6% 2010-05 281 172,975.00 43,827.43 129,147.57 0.00 112,139.48 0.00 0.00 17,008.09 615.57 459.60 399.07 86.8% 2010-06 272 171,346.00 40,629.00 130,717.00 0.00 92,845.36 0.00 0.00 37,871.64 629.95 480.58 341.34 71.0% 2010-07 247 148,462.00 38,775.15 109,686.85 0.00 13,399.48 0.00 0.00 96,287.37 601.06 444.08 54.25 12.2% Ttl Medicare 3,094 1,903,633.00 494,875.06 1,408,757.94 25.91 1,197,947.10 10,744.03 1,429.48 201,470.38 615.27 455.32 387.18 84.9% Medicaid 2009-08 97 52,872.00 41,069.94 11,802.06 0.00 11,802.06 0.00 0.00 0.00 545.07 121.67 121.67 100.0% 2009-09 94 49,408.00 38,428.82 10,979.18 0.00 10,798.84 0.00 0.00 180.34 525.62 116.80 114.88 98.4% 2009-10 101 51,562.00 40,548.63 11,013.37 0.00 10,886.14 0.00 0.00 127.23 510.51 109.04 107.78 98.8% 2009-11 81 44,042.00 33,280.16 10,761.84 0.00 9,851.50 0.00 0.00 910.34 543.73 132.86 121.62 91.5% 2009-12 84 45,098.00 34,149.43 10,948.57 0.00 10,346.79 0.00 0.00 601.78 536.88 130.34 123.18 94.5% 2010-01 102 56,030.00 43,342.76 12,687.24 0.00 10,803.66 0.00 0.00 1,883.58 549.31 124.38 105.92 85.2% 2010-02 83 41,908.00 32,494.54 9,413.46 0.00 7,415.36 0.00 0.00 1,998.10 504.92 113.42 89.34 78.8% 2010-03 108 57,732.00 44,307.09 13,424.91 0.00 11,576.52 0.00 0.00 1,848.39 534.56 124.30 107.19 86.2% 2010-04 97 51,404.00 39,074.05 12,329.95 0.00 11,053.40 0.00 0.00 1,276.55 529.94 127.11 113.95 89.6% 2010-05 115 60,386.00 45,106.25 15,279.75 0.00 7,640.49 0.00 0.00 7,639.26 525.10 132.87 66.44 50.0% 2010-06 117 62,764.00 46,448.90 16,315.10 0.00 0.00 0.00 0.00 16,315.10 536.44 139.45 0.00 0.0% 2010-07 77 40,300.00 30,081.25 10,218.75 0.00 0.00 0.00 0.00 10,218.75 523.38 132.71 0.00 0.0% Ttl Medicaid 1,156 613,506.00 468,331.82 145,174.18 0.00 102,174.76 0.00 0.00 42,999.42 530.71 125.58 88.39 70.4%
Account Analysis by Month and Payor Type (Date of Service Based) Cleveland County EMS Trip Date IS BETWEEN 08/01/2009 AND 07/31/2010; AND Status IS Billed OR Closed OR Complete OR Verified; AND Primary Payor IS NOT <None>; AND Schedule IS NOT <None> # of Gross Contractual Net Rev Gross Chg Net Chg Cash Coli Net Coli Month Trips Charges Allowances Charges ~ Payments Writeoffs Refunds Balance ITrip I Trip I Trip ~ Insurance 2009-08 77 50,390.00 11,705.92 38,684.08 0.60 32,617.95 4,400.59 249.13 1,914.07 654.42 502.39 423.61 83.7% 2009-09 101 69,946.00 19,577.77 50,368.23-9.22 40,929.97 5,822.58 354.20 3,979.10 692.53 498.70 405.25 80.6% 2009-10 87 56,314.00 12,250.69 44,063.31 2.31 38,180.75 1,621.45 674.41 4,933.21 647.29 506.47 438.86 85.1% 2009-11 106 72,812.00 11,948.12 60,863.88 1.07 42,895.80 757.88 529.49 17,738.62 686.91 574.19 404.68 69.6% 2009-12 78 51,919.00 8,398.83 43,520.17-5.04 28,871.19 0.00 220.85 14,874.87 665.63 557.95 370.14 65.8% 2010-01 84 56,954.00 11,049.51 45,904.49-21.54 37,101.66 889.64 368.96 8,303.69 678.02 546.48 441.69 80.0% 2010-02 76 50,810.00 10,445.01 40,364.99 5.60 31,468.18 0.00 610.00 9,501.21 668.55 531.12 414.06 76.4% 2010-03 108 75,288.00 17,502.59 57,785.41 0.00 38,943.31 0.00 0.00 18,842.10 697.11 535.05 360.59 67.4% 2010-04 81 51,608.00 10,540.21 41,067.79-0.05 23,564.94 0.00 0.00 17,502.90 637.14 507.01 290.93 57.4% 2010-05 122 85,235.00 16,054.51 69,180.49 0.00 41,811.22 0.00 0.00 27,369.27 698.65 567.05 342.71 60.4% 2010-06 59 38,864.00 4,771.77 34,092.23 1.70 10,030.85 0.00 0.00 24,059.68 658.71 577.83 170.01 29.4% 2010-07 48 30,616.00 550.28 30,065.72 0.00 1,267.75 0.00 0.00 28,797.97 637.83 626.37 26.41 4.2% Ttl Insurance 1,027 690,756.00 134,795.21 555,960.79-24.57 367,683.57 13,492.14 3,007.04 177,816.69 672.60 541.34 358.02 65.6% Bill Patient 2009-08 88 53,310.00 590.00 52,720.00 0.00 1,744.84 44,820.00 0.00 6,155.16 605.80 599.09 19.83 3.3% 2009-09 77 47,756.00 0.00 47,756.00 0.00 2,662.00 41,678.00 0.00 3,416.00 620.21 620.21 34.57 5.6% 2009-10 81 49,141.00 0.00 49,141.00 0.00 1,528.00 37,371.00 0.00 10,242.00 606.68 606.68 18.86 3.1% 2009-11 64 38,375.00 0.00 38,375.00 0.00 2,695.00 16,645.00 0.00 19,035.00 599.61 599.61 42.11 7.0% 2009-12 61 39,222.00 446.00 38,776.00 0.00 2,382.00 15,552.00 0.00 20,842.00 642.98 635.67 39.05 6.1% 2010-01 75 47,430.00 0.00 47,430.00 0.00 622.00 5,594.00 0.00 41,214.00 632.40 632.40 8.29 1.3% 2010-02 61 37,822.00 0.00 37,822.00 0.00 2,856.00 0.00 0.00 34,966.00 620.03 620.03 46.82 7.6% 2010-03 92 57,752.00 117.84 57,634.16 0.00 1,150.00 0.00 0.00 56,484.16 627.74 626.46 12.50 2.0% 2010-04 81 50,096.00 202.00 49,894.00 0.00 794.00 0.00 0.00 49,100.00 618.47 615.98 9.80 1.6% 2010-05 93 57,966.00 0.00 57,966.00 0.00 618.00 0.00 0.00 57,348.00 623.29 623.29 6.65 1.1% 2010-06 106 67,897.00 0.00 67,897.00 0.00 0.00 0.00 0.00 67,897.00 640.54 640.54 0.00 0.0% 2010-07 104 68,498.00 0.00 68,498.00 0.00 0.00 0.00 0.00 68,498.00 658.63 658.63 0.00 0.0% Ttl BillPatient 983 615,265.00 1,355.84 613,909.16 0.00 17,051.84 161,660.00 0.00 435,197.32 625.91 624.53 17.35 2.8% Printed on: 8/5/2010 at 9:27:45AM
Accounts Receivables Aging by Current Payor Report(Aging Date Based) Cleveland County EMS For Accounting Period Ending: July 31, 2010 Current Payor Current 31-60 61-90 91-120 121-180 Over 180 Total Bill Patient 171,553.33 101,372.65 62,236.94 68,364.13 103,863.65 97,289.40 604,680.10 Insurance 84,520.58 22,423.98 6,941.67 4,997.04 1,610.18 7,351.83 127,845.28 Medicaid 54,905.81 23,390.41 4,118.82 1,137.31 2,534.97-322.54 85,764.78 Medicare 111,108.78 864.86 1,730.93 2,080.60 2,320.14-1,863.27 116,242.04 Total 422,088.50 148,051.90 75,028.36 76,579.08 110,328.94 102,455.42 934,532.20 AR Aging Percent For Cleveland County EMS AR by Current Payor Category For Cleveland County EMS Sum of @Current D Sum of@31 to 60 o Sum of @61 to 90 o Sum of@91 to 120 Sum of @121 to 180 o Sum of@180+ Total: 45.2% 15.8% 8.0% 8.2% 11.8% 11.0% 100.0% Bill Patient Insurance o Medicaid o Medicare Total: 64.7% 13.7% 9.2% 12.4% 100.0% Printed On: 8/5/2010 at 1:09:14PM
Accounts Receivables Reconciliation Report Cleveland County EMS For accounting period ended: July 31, 2010 Contractual Month Beginning AIR Revenue Billed Allowances Net Charges Rev Adjs 2010-07 845,711.71 393,574.00 131,797.86 261,776.14 4.39 FY11 Totals 845,711.71 393,574.00 131,797.86 261,776.14 4.39 Payments Write-offs Refunds Ending AIR 180,923.21 (6,577.43) (1,394.52) 934,532.20 180,923.21 (6,577.43) (1,394.52) 934,532.20 The Accounts Receivable Reconciliation Report provides a reconciliation of the beginning and ending AR balance. The numbers on this report reflect the transactions that took place during the accounting period (ie: month) regardless of the date of service of an account (trip). This report can be thought of as the "checking account" report. Printed On: 8/4/104:22 PM