HomeMy WebLinkAbout2002-06-04; City Council; 16771; Agreement to Provide Ambulance Billing ServicesCITY OF CARLSBAD -AGENDA BILL .&d
AB# 16,771 DEPT. HD. TITLE:
AGREEMENT TO PROVIDE
AMBULANCE BILLING SERVICES MTG. 06/04/02
DEPT. FIN CINMGR
CITY ATTY. %s-
RECOMMENDED ACTION:
Adopt Resolution No. 2002-157 authorizing the Mayor to execute a contract with Wittman
Enterprises, LLC to provide ambulance billing services.
ITEM EXPLANATION:
Overview
to City of Carlsbad residents, visitors, and businesses. In fiscal year 2000 - 2001, Fire department
Firefighter/paramedics in the Fire department provide necessary emergency ambulance services
paramedics transported approximately 2,600 patients and billed $1,393,083 in net ambulance revenues (gross revenues less Medicare, medical and other contractual write downs). Through
March 31 of this fiscal year, the department has served almost 1,800 citizens and billed
$1,034,902 in net ambulance revenue.
Selection of Contractor
four proposals received by the City. The City chose to continue to out source ambulance billing
In April 2002, a request for proposal for ambulance billing services was sent to five vendors, with
and collections to allow the City to quickly collect payment at a relatively low cost, maintain a high
level of customer service, and provide for adequate management reporting. The proposals were
evaluated by the Finance department and Wittman Enterprises, LLC (Wittman) was the
unanimous choice of the team. Wittman was awarded the contract based on an evaluation of their
qualifications and experience, adequacy of billing services, management reporting, and cost.
In evaluating Wittman’s proposal, a review of their current services to the City was made by staff.
able to achieve a 58% collection rate. Through March 2002, Wittman has been able to increase
In fiscal year 1994-95, before Wittman assumed ambulance billing for the City, the City was only
the collection rate to 82%. Other services provided by Wittman include electronic billing to
Medicare, Medical, and insurance companies; provision of a nationwide toll-free telephone
number for customers; multi-lingual billing representatives; and expertise in government
regulations and laws associated with paramedic services and ambulance transport.
Staff recommends acceptance of Wittman’s proposal. Wittman Enterprises, LLC has provided
competent and effective ambulance billing services for the City over the past five years and
provided a collection rate of over 82%. Wittman is prepared to continue to provide ambulance
billing services to the City of Carlsbad at the current percentage rate of 6.1% of collections minus
refunds for a period of three (3) years with an option to extend for two (2) additional one (1) year
periods. I FISCAL IMPACT:
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The annual contract with Wittman will cost the City approximately $77,000 per year. This is
calculated at 6.1% of the estimated net collections for ambulance billing. Sufficient funds have
been budgeted for this contract in the Finance Department‘s budget. Costs for the remaining
years in the contract will be budgeted in future years’ budgets.
PAGE 2 OF AGENDA BILL NO. 16,771
EXHIBITS:
1. Resolution No. 2002 - 157 , authorizing the Mayor to execute a contract with Wittman
2. Agreement for Billing and Collection Services Wittman Enterprises, LLC.
Enterprises, LLC to provide ambulance billing services.
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EXHIBIT 1
RESOLUTION NO. 2002-157
RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING
THE MAYOR TO EXECUTE A CONTRACT WITH
WllTMAN ENTERPRISES, LLC'TO PROVIDE AMBULANCE BILLING SERVICES
WHEREAS, it is desirous to contract with an ambulance billing service to invoice fees to
members of the public for emergency ambulance billing transport service; and
WHEREAS, proposals from ambulance billing providers were solicited and evaluated by
staff and Wittman Enterprises, LLC was determined to best meet the needs of the City.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California, as follows:
1. The above recitations are true and correct,
2. The Mayor of the City of Carlsbad is authorized to sign the contract between the City
of Carlsbad and Wittman Enterprises, LLC for ambulance billing services, and
3. The fees and compensation for such services shall not exceed 6.1% of net amounts
collected by Wittman Enterprises, LLC for City of Carlsbad emergency ambulance transport.
PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City
Council held on the 4th- day of JUNE
AYES: Council Members Lewis, Ku
NOES: None
ABSENT: None
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EXHIBIT 2
AGREEMENT FOR BILLING AND COLLECTION SERVICES
WllTMAN ENTERPRISES, LLC
is made and entered into as Of the / 04, day of , 2002, by and between the CITY OF CARLSBAD, a municipal
WMman Enterprises, a limited liability corporation,
("Contractor").
RECITALS
A. City requires the professional services of a billing and 'collection
Contractor that is experienced in consulting services for the preparation of invoices for
emergency ambulance transport being sent to private insurance companies,
government agencies, and patients; delinquent claim handling; receipts processing; and
monthly reports. B. Contractor has the necessary experience in providing professional
services and advice related to emergency ambulance transport billing and collection.
C. Selection of Contractor is expected to achieve the desired results in an
expedited fashion.
D. Contractor has submitted a proposal to City and has affirmed its willingness and abilii to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE W WORK
City retains Contractor to perform. and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit I%", which is incorporated by his
reference in accordance with this Agreement's terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional
care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area, and will use reasonable
diligence and best judgment while exercising its professional skill and expertise.
3.
The term of this Agreement will be effective for a period of three (3) years from the date
first above written. The City Manager may amend the Agreement to extend it for two (2)
additional one (1) year periods or parts thereof in an amount not to exceed 6.1% of
collected revenue, less refunds or adjustments, not-to-exceed one hundred thousand
($100,000) dollars per agreement year. Extensions will be based upon a satisfactory
review of Cbntractofs performance, City needs, and appropriation of funds by the City
Council. The parties will prepare a written amendment indicating the effective date and
length of the extended Agreement.
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Cily Attorney Approved Version M4.01.02
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee Dayable for the Services to be performed during the initial Agreement term
will be 6.1%'0+ collected revenue, less &funds or adjustments, not-toexceed one
hundred thousand ($100,000) dollars per agreement year. No other compensation for
the Services will be allowed except for items covered by subsequent amendments to
this Agreement. The City reserves the right to withhold a ten percent (10%) retention
until City has accepted the work and/or Services specified in Exhibit "A".
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent
contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished,
but will consult with City as necessary. The persons used by Contractor to provide
services under this Agreement will not be considered employees of City for any
purposes.
The payment made to Contractor pursuant to the Agreement will be the full and
complete compensation to which Contractor is entitled. City will not make any federal or
state tax withholdings on behalf of Contractor or its agents, employees or
subcontractors. City will not be required to pay any workers' compensation insurance or
unemployment contributions on behalf of Contractor or its employees or subcontractors.
Contractor agrees to indemnify City within thirty (30) days for any tax, retirement
contribution, social security, overtime payment, unemployment payment or workers'
compensation payment which City may be required to make on behalf of Contractor or
any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City's election, City may deduct the indemnification amount from any balance owing to Contractor.
7. SUBCONTRACTINg
Contractor will not subcontract any portion of the Services without prior written approval
of City. .If Contractor subcontracts any of the Services, Contractor will be fully
responsible to City for the acts and omissions of Contractor's subcontractor and of the
persons either directly or indirectly employed by the subcontractor, as Contractor is for
the acts and omissions of persons directly employed by Contractor. Nothing contained
in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractors.
Contractor will bind every subcontractor and every subcontractor of a subcontractor by
the terms of this Agreement applicable to Contractor's work unless specifically noted to
the Contrary in the subcontract and approved in writing by City.
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8. PTHER CONTRACTORS
The City resewes the right to employ other Contractors in connection with the Services,
upon written notice to the Contractor.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials,
employees and volunteers from and against all claims, damages, losses and expenses
including attorneys fees arising out of the performance of the work described herein
caused in whole or in part by any willful misconduct or negligent act or omission of the
Contractor, any subcontractor, anyone directly or indirectly employed by any of them or
anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City's self-
administered workers' compensation is included as a loss, expense or cost for the
purposes of this section, and that this section will survive the expiration or early
termination of this Agreement.
IO. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property
which may arise out of or in connection with performance of the services by Contractor
or Contractor's agents, representatives, employees or subcontractors. The insurance
will be obtained from an insurance carrier admitted and authorized to do business in the
State of California. The insurance carrier is required to have a current Best's Key Rating
of not less than "A-:V'.
IO. I Coveraaes and Limits. Contractor will maintain the types of coverages and minimum limits indicated below,
unless City Attorney or City Manager approves a lower amount. These minimum
amounts of coverage will not constitute any limitations or cap on Contractor's
indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the insurance specified to be
carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If
Contractor believes that any required insurance coverage is inadequate, Contractor will
obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense.
single-limit per occufence for bodily injury, personal injury and property damage. If the
submitted policies contain aggregate limits, general aggregate limits will apply separately to the work under this Agreement or the general aggregate will be twice the
required per occurrence limit.
10.1.1 ~~. om e ia $1,000,000 combined
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10.1.2 Automobile Liability. (if the use of an automobile is involved for
Contractor's work for City). $1,000,000 combined single-limit per accident for bodily
injury and property damage.
10.1.3 Workers' Comwnsation and Emolover's Liability. Workers'
Compensation limits as required by the California Labor Code and Employer's Liability
limits of $1,000,000 per accident for bodily injury. Workers' Compensation and
Employer's Liability insurance will not be required if Contractor has no employees and
provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to
Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must
be maintained for a period of five years following the date of completion of the work.
10.2. Additional Provision& Contractor will ensure that the policies of insurance
required under this Agreement contain, or are endorsed to contain, the following
provisions:
10.2.t The City will be named as an additional insured on General
Liability.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional .
Liability, which will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and
any extensions of it and will not be canceled without thirty (30) days prior written notice
to City sent by certified mail pursuant to the Notice provisions of this Agreement.
10.3 Providina Certificates of Insurance and Endorsemen&. Prior to Clty's execution
of this Agreement, Contractor will furnish certificates of insurance and endorsements to
City.
10.4 Failure to Maintain Coveraag. If Contractor fails to maintain any of these
insurance coverages, then City will have the option to declare Contractor in breach, or
may purchase replacement insurance or pay the premiums that are due on existing
policies in order to maintain the required coverages. Contractor is responsible for any
payments made by City to obtain or maintain insurance and Ci may collect these payments from Contractor or deduct the amount paid from any sums due Contractor
under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at anytime,
complete and certified copies of any or all required insurance policies and endorsements.
11. BUSINESS LICENSE
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Contractor will obtain and maintain a City of Carlsbad Business License for the term of
the Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred
under this Agreement. AH records will be clearly identifiable. Contractor will allow a
representative of City during normal business hours to examine, audit, and make
transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings,
and activities related to the Agreement for a period of three (3) years from the date of
final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors
pwsuant to this Agreement is the property of City. In the event this Agreement is
terminated, all work product produced by Contractor or its agents, employees and
subcontractors pursuant to this Agreement will be delivered at once to City. Contractor
will have the right to make one (1) copy of the work product for Contractor's records.
14. COPYRIGHTS Contractor agrees that all copyrights that arise from the services will be vested in City
and Contractor relinquishes all daims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notices or to receive written
notice on behalf of City and on behalf of Contractor under this Agreement.
For Ci*:
Lisa Hildabrand
Director
Finance Department City of Carlsbad
1635 Faraday Avenue
Carlsbad, CA 92008-7314
760-602-2430
For Contractor:
Dona Wittman
President Mman Enterprises, LLC
21 Blue Sky Court
Suite A
Sacramento, CA 95828
800-772-6552
Each party will notity the other immediately of any changes of address that wouid
require any notice or delivery to be directed to another address.
16. CONFLICT OF INTEREST
City will evaluate Contractor's duties pursuant to this Agreement to determine whether
disclosure under the Political Reform Act and City's Conflict of Interest Code is required
of Contractor or any of Contractor's employees, agents, or subcontractors. Should it be determined that disclosure is required, Contractor or Contractor's affected employees,
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agents, or subcontractors will complete and file with the City Clerk those schedules
specified by City and contained in the Statement of Economic Interests Form 700.
Contractor, for Contractor and on behalf of ConUactor's agents, employees,
subcontractors and consultants warrants that by execution of this Agreement, that they
have no interest, present or contemplated, in the projects affected by this Agreement.
Contractor further warrants that neither Contractor, nor Contractor's agents, employees,
subcontractors and consultants have any ancillary real property, business interests or
income that will be affected by this Agreement or, alternatively, that Contractor will file
with the City an affidavit disclosing this interest.
17. GENERAL COMPLIANCE WITH LAWS Contractor will keep fully informed of federal, state and local laws and ordinances and
regulations which in any manner affect those employed by Contractor, or in any way
affect the performance of the Services by Contractor. Contractor will at all times observe
and comply with these laws, ordinances, and regulations and will be responsible for the
compliance of Contractor's services with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and .Control Act
of 1986 and will comply with those requirements, including, but not limited to, verifying
the eligibility for employment of all agents, employees, subcontractors and consultants
that the services required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with all applicable local, state and federal laws and regulations
prohibiting discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following
procedure will be used to resolve any questions of fact or interpretation not otherwise
settled by agreement between the parties. Representatives of Contractor or City will
reduce such questions, and their respective views, to writing. A copy of .such
documented dispute will be forwarded to both patties involved along with recommended
methods of resolution, which would be of benefit to both patties. The representative
receiving the letter will reply to the letter along with a recommended method of
resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each
party and may then opt to direct a solution to the problem. In such cases, the action of
the City Manager will be binding upon the parties involved, although nothing in this
procedure will prohibit the parties from seeking remedies available to them at law.
20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services,
City may terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the
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work or services contemplated by this Agreement, City may terminate this Agreement
upon written notice to contractor. Upon notification of termination, Contractor has five
(5) business days to deliver any documents owned by City and all work in progress to
City address contained in this Agreement. City will make a determination of fact based
upon the work product delivered to City and of the percentage of work that Contractor
has performed which is usable and of worth to City in having the Agreement completed.
Based upon that finding Cdy will determine the final payment of the Agreement.
Either patty upon tendering thirty (30) days written notice to the other party may
terminate this Agreement. In this event and upon request of City, Contractor will assemble the work product and put it in order for proper filing and dosing and deliver it
to City. Contractor will be paid for work performed to the termination date; however. the
total will not exceed the lump sum fee payable under this Agreement. City will make the
final determination as to the portions of tasks completed and the compensation to be
made.
21.
Contractor warrants that Contractor has not employed or retained any company or
person, other than a bona fide employee working for Contractor, to solicit or secure this
Agreement, and that Contractor has not paid or agreed to pay any company or person,
other than a bona fide employee, any fee, commission,. percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of
this Agreement. For breach or violation of this warranty, City will have the right to annul
this Agreement without liability. or, in its discretion, to deduct from the Agreement price
or consideration, or otherwise recover, the full amount of the fee, commission,
percentage, brokerage fees, gift, or contingent fee.
22. -q
By signing this Agreement, Contractor agrees that any Agreement claim submitted to
City must be asserted as part of the Agreement process as set forth in this Agreement
and not in anticipation 'of litigation or in conjunction with litigation. Contractor
acknowledges that if a false claim is submitted to City, it may be considefed fraud and
Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code sedions 12650 et sea., the False Claims Act applies to
this Agreement and, provides for civil penalties where a person knowingly submits a
false claim to a public entity. These provisions indude false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is
entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges
that the filing of a false claim may subject Contractor to an administrative debarment
proceeding as the result of which Contractor may be prevented to act as a Contractor
on any public work or improvement for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is grounds for City to terminate this
Agreement.
23. JURISDICTIONS AND VENUE
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Any action at law or in equity brought by either of the parties for the purpose of
enforcing a right or rights provided for by this Agreement will be tried in a court of
competent jurisdiction in the County of San Diego, State of California, and the parties
waive all provisions of law providing for a change of venue in these proceedings to any
other county.
24. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agkment will be binding upon City and
Contractor and their respective successors. Neither this Agreement or any part of it nor
any monies due or to become due under it may be assigned by Contractor without the
prior consent of City, which shall not be unreasonably withheld.
25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated
by it, along with the purchase order for this Agreement and its provisions, embody the
entire Agreement and understanding between the parties relating to the subject matter
of it. In case of conflict, the terms of the Agreement supersede the purchase order.
Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties.
(Remainder of this page intentionally left blank)
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City Attarnay Appmved Venrion M4.01.02
26. AUTHORIN
The individuals executing this Agreement and the instruments referenced in it on behalf
of Contractor each represent and warrant that they have the legal power, right and
actual authority to bind Contractor to the terms
CONTRACTOR
(sign here)
&d4 6L),,7fi/A/J /k@" (print nameltide) ATTEST:
If required by City, proper notarial acknowledgment of execution by contractor
must be attached. If a Cornration, Agreement must be signed by one corporate
officer from each of the following two groups.
*Group A.
Chairman,
President, or
Vice-president
"Group B.
Secretary, Assistant Secretary, CFO or Assistant Treasurer
Othemdse, the corporation &@ attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer@) signing to bind the corporation.
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney
1 Deputy City Attorney
EXHIBIT A
Wiffnan Enterprises, LLC
FEE PROPOSAL
I) Witanan Enterprises, LLC is prepared to continue to provide to the City of Carlsbad superior
billing services for the current percentage rate of 6.1% of collections minus refunds. Because we
have been able to achieve and maintain such an excellent collection rate for the City, we believe
that even with the increased expenses of postage, equipment, and personnel, this rate is fair.
Invoicing of fees will be produced with the Month End Reports 3 business days after tkie end of
each month. The method of payment by the City will be at the discretion of the City and its
payment procedures.
Of course, this proposal includes all services we are presently providing for the City, and
outlined in this proposal. We would like to introduce the City to a new service that we offer that
has proven to be quite helpful to other clients. We would like the City to consider sending survey
letters to your patients. We would mail the surveys to all or a selected number of your patients.
We include “prepaid postage” envelopes for return of the surveys. We would then provide you
with the original responses and a report to make it easy for the Fire Department to review with
Quality Assurance in mind. A sample of a survey letter and report is included in the Reports
Attachment to this response. We and ow clients who use this service have been pleasantly
surprised by the nearly 30% return of these inquiries. 0
The fee for this service is $1.00 per survey letter. This is strictly an optional service that can be
stopped and started at the City’s discretion.
EXHIBIT A
Wirrm Enterprises, LLC
SPECIFICATIONS I SCOPE OF SERVICE
Wittman Enterprises, LLC is dedicated to production of a quality service, and demonstrates this
commitment to the City with ongoing training and updating of its staff. This is accomplished by
both in-house cross training, and by taking advantage of outside quality training in all aspects of
customer service and billing issues. To insure continuous quality of our service we have
measurements in place at each juncture of the billing process:
Transport tickets, as well as cash receipts (whether original or copies) are received, date
stamped, and counted in doubled custody.
Presently, Cash Receipts notifications are received from the City and balanced to OUT posting
records within one (1) day. If the City chooses to change the process, Wittrnan Enterprises,
LLC will notify patients of change of mailing address by special letter, and setup process of
receipt here as we do for over half of our 75 clients.
Transport tickets are reviewed for completeness and coded for data entry and initial billing
within (3) three working days. Data entry is audited regularly for completion and accuracy.
All tickets where third party coverage is not determined are immediately referred to Devona,
your Account Representative, for calling and special letter handling.
All calls, letters, and billing functions are audited to insure proper compliance with collection
procedures.
Wittman Enterprises, LLC electronically transmits the City’s billing information to
Medicare, Medi-Cal and all receiving insurance payers, thus resulting in a reduced time to
receipt of payment.
EXHIBIT A
Willman Enterprises, UC
Wittman Enterprises;LLC will continue to provide the City with all supplies and equipment a necessary to perform the provisions of the contract.
Computer hardware and software necessary to perform accurately and efficiently the
processes as described in this presentation. Our system hardware is “redundant,” employing 5
hard drives to “mirror” the City’s data. This significant effort insures that the City will never
have to fear the loss of its billing data.
Additional tape backup of all files is performed daily and backup is kept off site.
Our office is completely locked and secured by an alarm system tied to police dispatch.
Availability of a national toll free 800 number for patients, the City, Insurance companies,
attorneys, 3rd parties to call for information or discussion of account status.
Monthly financial reports that balance to the penny are presently provided to the City within
three business days of the new month. Ad hoc reports, both statistical and fmancial are
provided on demand.
Positive working relationship with all City ,utilized hospitals. We presently are receiving
weekly transmissions from Tri-City Hospital with patient billing information. This
relationship allows us to obtain billing information with no further imposition on the Fire
Department for additional reporting.
We are providing ail mailing forms, billing forms, insurance forms, lien forms, and
envelopes necessary to perform the billing functions for the City.
Fully customized letters, in both Spanish and English reminding patients of their promises
and obligations. Our invoices contain customized language with up to 560 spaces for
specialized messages and payment instructions. An additional 100 spaces are available for
one time or special messages on all statements and collection notices.
Each of the City’s payment sources has an associated billing schedule that automatically sets the
timetable for billing events that are appropriate for each source.
After payment by the initial source, our system automatically transfers the balance into the next
appropriate accounts receivable pay source and sets up the next automatic billing functions.
Billing schedules associated with each account receivable pay source set up automatic follow up. 0
EXHIBIT A
Witman Enterprises, LLC
Present Private Bill Schedule for the City of Carlsbad
1. Invoice Immediately
2. Statement 30 days
3. Past Due 45 days,
4. Final Demand 60 days
These billing schedules work in conjunction with our CollectPlus@ program tracking accounts
receivable and assigning them to Devona, the City’s Account Representative, for making follow
up calls. Our first call to a private account occurs immediately after data entry of the transport
ticket into the system. This “Verification” call allows us to determine if the patient may have.
insurance or any special circumstances that will make it dificult to pay the bill in a reasonable
amount of time. This early .establishment of contact with the patient is most beneficial. At this
point, handling of the account becomes very individual. Promises to pay in installments,
litigation situations, and alternate pay sources can all be determined by personalized telephone
contact.
In addition, Devona hi a database of letters appropriate to each collection situation. As part of
follow up, these letters can be scheduled to address a particular situation. This process adds a
personal touch to collections. Our computer program has fields that are filled with next of kin
information, as well as employer information, so that reaching the patient or family members for
additional information is routine. We are fully equipped to produce attorney liens and track
settlement of litigation.
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If we are unsuccessful in obtaining payments, private accounts aging over 120 days are being
referred to the City for write off or referral to a collection agency for further action.
Wittman Enterprises, LLC believes that part of our commitment to quality to the City includes
security and proper maintenance of the system utilized in processing billing.
We maintain a separate database for the City of accounts receivable maintenance program that
allow for processing computerized billings for paramedic services. A data file for each patient is
established from which information regarding the transport, billing and payment can be recorded
and retrieved, and for which patient information can be updated. All patients are referenced by
name, date of service, transport ticket number, account number, social security number and
insurance identification number.
0 We store all pertinent information regarding transports and dry runs that mi&! be needed by the
City for tracking response times, charge distribution, dispatch logs, call distribution, etc.
ALL-PURPOSE ACKNOWLEDGMENT w State of California
County of s accaytmo 1 ss.
0 personally known to me - OR- $ proved to me on the basis of satisfactory
evidence to be the person(s) whose name(s)
idare subscribed to the within instrument and
acknowledged to me thaLb&&they executed
the same in blslher/the+f authorized
capacity(ies), and that by Mwheir
signature(s) on the instrument the person(s),
or the entity upon behalf of which the
person(s) acted, executed the instrument.
WITNESS my hand and official seal.
,.- LA Mo
NOTARY'S SIGNATURE
OPTIONAL INFORMATION
The information below is not required by law. However, it could prevent fraudulent attachment of this acknowl-
edgment to an unauthorized document.
CAPACITY CWMED BY SIGNER (PRLNCIPAL) DESCRIPTION OF ATTACHED DOCUMENT
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