HomeMy WebLinkAbout37- Finance 'CITY OF SAN BERNA'DDINO - REQUEST FOF COUNCIL ACTION
From: BARBARA PACHON, Subj ect: EXECUTION OF CONTRACT WITH STAT
DIRECTOR OF FINANCE PHYSICIANS' SERVICES TO PROVIDE
BILLING SERVICES FOR THE COLLECTION
Dept: FINANCE OF FEES FOR PARAMEDIC SERVICES.
Date: August 9, 1994
Synopsis of Previous Council action:
November 20, 1991 - Resolution 91-474 adopted authorizing the execution of an
agreement with ABC Anesthesia, Inc. , DBA Advanced Billing Concepts relating to billing
services for paramedic services.
Recommended motion:
ADOPT RESOLUTION.
Signature
ontact person: Barbara Pachon Director of Finance Phone: x - 5242
3upporting data attached: STAFF REPORT PROPOSAL EVALUATIONS Ward:
PROPOSAL FROM STAT PHYSICIANS' SERVICES
'UNDINQ REQUIREMENTS: Amount:_ S26,000
Source: ..001 092 54101
PROFESSIONAL SERVICES
Finance:
ouncil Notes:
Agenda Item No.
CITY OF SAN BERNAi*DINO - REQUEST FOk COUNCIL ACTION
STAFF REPORT
In November of 1991, Resolution 91-474 was adopted by the Mayor and
Common Council authorizing the execution of an agreement with ABC
Anesthesia Incorporated, DBA Advanced Billing Concepts (ABC)
relating to billing services for the paramedic subscription
program.
To ensure that the City is receiving the best price and service
available, the Finance Department requested proposals to provide
paramedic billing services. Requests for proposals were mailed to
thirty-six prospective contractors. Seven of the thirty-six
mailings were returned by the post office marked "forwarding
address expired. " Six responses to the request for proposal were
received, one of the six responses being a "no bid" response.
Finance staff, in conjunction with the City Administrator's Office,
evaluated the proposals submitted and rated them on a scale of 0-
100. Compliance with specifications, price and experience were
considered.
Stat Physicians' Services, a San Bernardino-based and women-owned
company, received the highest evaluation. (Advanced Billing
Concepts, the current provider of billing services to the City,
received the second highest evaluation. )
Stat Physicians' Services offered the best price, is able to meet
the required specifications and has experienced staff. References
were verified and staff visited the facilities of Stat Physicians'
Services and found its operations to be satisfactory.
Stat Physicians' Services received the highest evaluation without
additional points for local preference. The fact that Stat
Physicians' Services is a San Bernardino based organization is an
added benefit to the City.
One of the difficulties encountered with our current contractor is
geographical distance. Advanced Billing Concepts is located in
Fountain Valley and most correspondence is transmitted via UPS or
U.S. mail. It is difficult to meet with and monitor our current
contractor on a regular basis due to the distance. Stat
Physicians' Services will transport documents between their
facilities and the City daily or as needed.
The City currently pays 10% commission to the billing company
contracted with the City. Stat Physicians' Services has priced its
services at a commission rate of 8%. Staff believes that this
lower commission rate combined with the fact that Stat Physicians'
Services is a local organization, and therefore easier to monitor,
will enhance revenues generated by paramedic fees.
Staff recommends that this resolution authorizing the execution of
an agreement with Stat Physicians' Services to provide billing
services for the paramedic program be adopted.
I RESOLUTION
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT WITH STAT PHYSICIANS' SERVICE TO PROVIDE
3 BILLING SERVICES FOR THE COLLECTION OF FEES FOR PARAMEDIC
SERVICES.
4
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
5 SAN BERNARDINO AS FOLLOWS:
6 SECTION 1. The Mayor of the City of San Bernardino is hereby
7 authorized and directed to execute on behalf of said City an
8 Agreement with Stat Physicians' Services, a copy of which is
9 attached hereto, marked Exhibit "A" and incorporated herein by
10 reference as fully as though set forth at length.
11 SECTION 2 . The authorization to execute the above-referenced
12 Agreement is rescinded if the parties to the Agreement fail to
13 execute it within sixty (60) days of the passage of this
14 resolution.
15 I HEREBY CERTIFY that the foregoing resolution was duly
16 adopted by the , Mayor and Common Council of the City of San
17 Bernardino at a regular meeting thereof, held on the
18 day of 1994 , by the following vote, to wit:
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1
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
2 EXECUTION OF AN AGREEMENT WITH STAT PHYSICIANS' SERVICE TO PROVIDE
BILLING SERVICES FOR THE COLLECTION OF FEES FOR PARAMEDIC
3 SERVICES.
4
COUNCIL MEMBERS: AYES NAYS ABSTAIN ABSENT
5
NEGRETE
6
CURLIN
7
HERNANDEZ
8
OBERHELMAN
9
DEVLIN
10
POPE-LUDLAM
11
MILLER
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14 RACHEL CLARK, City Clerk
15 The foregoing resolution is hereby approved this
16 day of , 1994 .
17
18
19 TOM MINOR, Mayor
City of San Bernardino
20 Approved as to form
21 and legal content:
22 JAMES PENMAN
City Attorney
23
24 By.
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- --- —•.- -.-•.- mow►.. -w
1 AGREEMENT
2 THIS AGREEMENT, made and entered into this day of
3 , 1994 by and between the CITY OF SAN BERNARDINO,
4 a Charter City ("City") and a California Corporation doing
5 business as STAT Physicians' Services, hereinafter referred to as
6 "Provider" AITNESSETH:
7 WHEREAS, City did accept the proposal of the Provider,
8 NOW THEREFORE, THE PARTIES HERETO AGREE AS FOLLOWS:
9 1. RECITALS
10 This Agreement is made and entered into with respect to the
11 following facts:
12 A. The City has implemented a paramedic subscription program
13 for its residents and City currently bills those program
14 subscribers as well as those who use the paramedic
15 service but are not subscribers; and,
16 B. That Provider is qualified to provide such billing
17 services to the City; and, therefore, the City has
18 elected to engage the services of Provider upon the terms
19 and conditions hereinafter set forth.
20 2 . SERVICES
21 Provider shall perform those services specified in that
22 certain proposal dated June 20, 1994 , hereinafter called
23 "Proposal", a copy of which Proposal is on file in the Office
24 of the City Clerk and by this reference incorporated herein
25 and made a part hereof though fully set forth herein. Per-
26 formance of the work specified in said Proposal is made an
27 obligation of Provider under this Agreement, subject to any
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I changes made subsequently upon that mutual written agreement
2 of the parties.
3 3 . SCOPE
4 The services to be performed by Provider under this Agreement
5 shall include, but are not limited to, those services
6 specified in Proposal .
7 4 . FEE
8 Compensation to Provider for the total services to be rendered
9 pursuant to this Agreement shall be in an amount of not to
10 exceed eight percent (8%) of amounts collected by Provider
11 under the billing program. Said amount shall be deducted
12 weekly from amounts collected and remitted to City.
13 5. EXTRA SERVICES
14 No extra services shall be rendered by Provider under this
15 Agreement unless such extra services first have been
16 authorized in writing by the City.
17 6. PAYMENT BY CITY
18 Payment for all services rendered pursuant to this Agreement
19 shall be made in accordance with Paragraph 4 hereof.
20 7. CITY SUPERVISION
21 The Finance Director of the City of San Bernardino, or his/her
22 designee, shall have the right of general supervision of all
23 work performed by Provider and shall be the City's agent with
24 respect to obtaining Provider's compliance hereunder. No
25 payment for any services rendered under this Agreement shall
26 be made without the prior approval of the Finance Director, or
27 his/her designee.
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1 8. TERM
2 The term of this Agreement shall be for three years,
3 commencing October 1, 1994, and continuing to and including
4 September 30, 1997.
5 Upon expiration of the term of this Agreement, City shall have
6 the right to extend the same for an additional two (2) year
7 period to and including September 30, 1999. Should City elect
8 to extend the term of this Agreement, City shall so notify the
9 Provider in writing thirty (30) days prior to September 30,
10 1997.
11 9. TERMINATION OF AGREEMENT
12 The City shall have the right to terminate this Agreement upon
13 giving a thirty (30) day written notice of such termination to
14 Provider. In the event of such termination, the City
15 Administrator, or his/her designee, based upon termination,
16 shall determine the amount of fees to be paid to Provider, for
17 such finding by the City Administrator, or his/her designee,
18 and approved by the San Bernardino Mayor and Common Council,
19 shall be final and conclusive as to the amount of such fee.
20 10. INDEPENDENT CONTRACTOR
21 Provider shall act as an independent contractor in the
22 performance of the services provided for in this Agreement and
23 shall furnish such services in Provider's own manner and
24 method and in no respect shall Provider be considered an agent
25 or employee of the City.
26 11. NONASSIGNMENT
27 This Agreement is not assignable either in whole or in part by
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1 Provider without the written consent of City.
2 12. INDEMNIFICATION
3 Provider hereby agrees to, and shall hold City, its elective
4 and appointive boards, officers, agents, and employees,
5 harmless from any liability for damage or claims for damage,
6 for personal injury, including death, as well as from claims
7 for property damage which may arise from Provider's negligent
8 acts, errors or omissions under this Agreement. Provider
9 agrees to, and shall defend City and its elective and
10 appointive boards, officers, agents and employees from any
11 suits or actions at law or in equity for damages caused, or
12 alleged to have been caused, by reason of any of the aforesaid
13 negligent acts, errors or omissions.
14 13. EQUAL OPPORTUNITY CLAUSE
15 Provider shall not discriminate in its recruiting, hiring,
16 promotion, demotion or termination practices on the basis of
17 race, religious creed, color, national origin, ancestry, sex,
18 age or physical handicap in the performance of this Agreement
19 and shall comply with the provisions of the State Fair
20 Employment Practices Act as set forth in Part 4. 5 of the
21 Division 2 of the California Labor Code, the Federal Civil
22 Rights Act of 1964, as set forth in Public Law 88-352, and all
23 amendments thereto; Executive Order 11246; and all
24 administrative rules and regulations issued pursuant to such
25 acts and order.
26 14. UNAUTHORIZED ALIENS t
27 Provider hereby promises and agrees to comply with all of the
28
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1 provisions of the Federal Immigration and Nationality Act (8
2 USCA 1101, et weq. ) , as amended; and, in connection therewith,
3 shall not employ unauthorized aliens as defined therein.
4 Should Provider so employ such unauthorized aliens for the
5 performance of work and/or services covered by this contract,
6 and should the Federal Government impose sanctions against the
7 City for such use of unauthorized aliens, Provider hereby
8 agrees to, and shall, reimburse City for the cost of all such
9 sanctions imposed, together with any and all costs, including
10 attorney's fees, incurred by the City in connection therewith.
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AGREEMENT WITH STAT PHYSICIANS' SERVICES, INCORPORATED FOR BILLING
SERVICES.
1
2 IN WITNESS THEREOF, the parties have executed this Agreement
3 on the day and year first above written.
4
5 City of San Bernardino
6
7
8 By:
Tom Minor, Mayor
9
10
Approved as to form Attest:
11 and legal content:
12 JAMES F. PENMAN, City Clerk
City Attorney
13
14 By:
Provider
15
STAT PHYSICIANS' SERVICES
16 P.O. Box 2310
San Bernardino, CA 92406
17
18 By:
President
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C I T Y OF S A N B E R N A R D I N O
INTEROFFICE MEMORANDUM
Finance Department
TO: Barbara Pachon, Director of Finance
FROM: Rita Shirley-West, Accounting Technician
SUBJECT: RFP FOR PARAMEDIC BILLING SERVICES
DATE: July 11, 1994
COPIES: Peggy Ducey, Assistant to the City Administrator;
Martin Romeo, Senior Accountant
Attached to this memo are copies of the evaluations I have
completed for each of the five responses the City received to the
Request for Proposal to Provide Billing Services for the Paramedic
Program.
I have rated each proposal in four categories and each category has
been weighted to reflect its importance relative to the other
categories. Listed below are the final scores for each proposal
(100 points maximum) :
STAT PHYSICIAN SERVICE 95 . 50
ADVANCED BILLING SERVICE (ABC) 92 .25
CREDIT BUREAU OF SAN BERNARDINO 82 . 00
BILLING MASTERS 74 . 50
PHY DATA, INC. 68 . 50
WHITMAN ENTERPRISES NO BID
Once you have completed reviewing the attached materials I will
arrange for us to meet with Peggy Ducey the week of July 18th in
order to discuss the proposal responses and award the contract to
the candidate that best meets the City's needs.
Please do not hesitate to call me should you have any questions or
concerns regarding this matter.
Thank you for your assistance.
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RATING EXPLANATIONS
RATING FOR COMMISSION
(LOWEST RATE) 8% = 25 POINTS
9% = 20
9 1/2% = 15
10% = 10
(HIGHEST RATE) 16% = 5 POINTS
RA77NG FOR NUMBER OF EMPLOYEES ASSIGNED TO ACCOUNT
(HIGHEST # OF EMPLOYEES) 12 = 4 POINTS
6 = 3
4 = 2
(LOWEST # OF EMPLOYEES) 2 1/2 = 1 POINT
NOTE: 1 PART TIME EMPLOYEE = .5 FULL TIME EMPLOYEE
RA77NG FOR ADDITIONAL CHARGES
(NEGATIVE POINTS TO BE SUBTRACTED FROM TOTAL)
(HIGHEST CHARGE) $348. 00* = 3 POINTS
(LOWEST CHARGE) $230. 00 = 1 POINT
* BIDDER STATED POSTAGE WOULD BE CHARGED TO CITY. $348. 00
CHARGE CALCULATED BY MULTIPLYING NUMBER OF MONTHLY
TRANSACTIONS (1200) BY $ .29.
NOTE: POINTS ARE BASED ON RATIO OF CHARGES; THE RATIO OF $230
STAT Physicians' Services
June 20 , 1994 Complete Medical Billing/Practice Management
Rita Shirley-West
Finance Department
City of San Bernardino
300 N. "D" Street
San Bernardino, CA 92418
RE: BILLING AND COLLECTION PROPOSAL FOR PARAMEDIC SERVICES
Dear Ms Shirley-West:
We are in receipt of your REQUEST FOR PROPOSAL and are very
interested in becoming your full billing center .
WHO IS STAT?
STAT is a San Bernardino based company. We consist of three
• partners, Joyce Bayus, Susan Butz and Patricia Scott . We have all
lived and worked in this city for many years . We established STAT
because we have first-hand knowledge of how some billing centers
operate. We knew we could do better and have vowed to dedicate
ourselves to provide the quality of service providers not only
expect but deserve. We keep the promises we make. It is our
feeling that the time has come for someone to "get what they pay
for! "
MANAGEMENT AND STAFF QUALIFICATIONS•
We are relatively "new" as far as the establishment of our business
but make up for the "newness" with our capabilities and experience .
�-:e have 40 years of combined experience in the medical field which
makes us a special team. Our experience includes the following:
Patricia Scott was Director of Operations for a full service
billing center for 12 years. During this period she did
practice management consulting and also provided software
support to other users nationwide. Prior to that , she was
employed at San Bernardino County Medical Center for 4 years
doing Emergency Room billing and also worked in Medical
Records.
Joyce Bayus was an office manager 18 years for Dr . Rosso-
Llopart, OB-Gyn) , 3 years for Dr . Carl Coolbaugh
(Orthopedics ) , and she also worked 2 years for Dr. Arthur
Weissbein ( Internist ) .
Susan Butz worked for a local billing center for 5 years and
has 15 years computer experience.
All of us have done billing for every medical specialty as
well as Chiropractic Care.
P.O. Bax 2310 • San Bernardino. CA 92406 • (909) 882-1810
City of San Bernardino
Page 2
We all have vast experience in CPT and ICD-9 coding and we are
all very knowledgeable in medical terminology.
The regulations and requirements for medical billing are constantly
changing. STAT stays informed on all current billing procedures .
We attend every seminar offered in our area. We are on the mailing
list of Medicare, Medi-Cal and Blue Shield and receive all of their
bulletins and updates automatically. Continuous education is
critical to our business and we stay educated.
STAT has a policy that demands flexibility and we do everything we
can to gear our services to your specific needs . Should STAT be
chosen as your full service billing center , we would be willing to
help all Fire Station personnel during the transition.
COMPUTER CAPABILITIES:
1 . Our computer is a multi-user Novell network. We have the
ability to easily handle over 1200 transactions each month.
We will upgrade our system according to our needs . We are on
a maintenance program to keep our equipment maintained and
upgraded. We are also on a service contract for software
support and updates .
2 . We will be able to begin all transactions August 1 , 1994, and
will pick up data necessary for billing on a daily basis . You
will save many man-hours in that STAT will assume responsi-
bility for correlating paper work now being done by Fire
Station personnel - for example matching hospital face sheets
to encounter forms. In a case where additional information is
required, STAT will contact patient or insurance company
directly. We are sure there are other areas in which we can
assist in reducing the number of man-hours spent doing "paper
work. "
3. We have the capacity to bill the patient within 3 working days
after receiving account.
4. We can generate invoices and statements that would contain
separated charge items or we can run statements that would
contain complete charges .
5. On our statement form, we have the space available to give
specific messages pertinent to the City of San Bernardino
(four lines ) .
6. We can bill patients ' insurance companies and handle all third
party claims and inquiries. We will not only generate and
mail claims, but we will also put forth every effort to
collect the account.
City of San Bernardino
Page 3
7 . Medicare and Medi-Cal claims will be submitted electronically.
8 . All monies will be posted to the patient account, noting date ,
amount of payment and source of payment .
9 . Input information will include date of claim submission, date
of payment , source of payment , all patient data (name , gender,
address, phone number , birthdate, social security number ,
insurance coverage and subscriber , CPT and ICD-9 codes and
incident description. ) Each time we are in telephone contact
or correspondence with a patient or insurance company, it will
be recorded. Also any change of address, phone number , etc. ,
will also be recorded. Accurate records will be maintained at
all times .
10 . We can cross reference patient files by last name , assigned
patient number, social security number, drivers license
number, zip code, date of service and paramedic membership
number.
11 . We can receive and transmit data by diskette and computer
phone modem. We also have a fax machine. At the end of every
work day, we do a complete back-up and this is taken off the
premises for protection of data in-put that day, plus complete
files up to that point .
12. We will be able to charge delinquent fees and add interest at
particular intervals when informed by the City the amount of
interest and length of interval , etc.
13 . Our software has the capability of creating and maintaining
any directory and we will keep a roster for the Paramedic
Membership Program, both current members and new ones as they
are added.
REPORTING CAPABILITIES:
1 . From the onset of the contract (August 1, 1994 ) we will be
able to provide weekly, month-to-date and year-to-date
accounts receivable reports. A detailed accounts receivable
report will show a clear audit trail .
2 . Summary accounts receivable reports will be categorized by
classes such as Financial Class (Medicare, Medi-Cal, private
insurance, cash, etc. ) We will also provide a report which
will categorize totals of each kind of service and the Unit or
Fire Station providing the service .
,
City of San Bernardino
Page 4
3 . Month-to-date and year-to-date reports will include a complete
summary of the month' s or year ' s activities . The reports for
a particular period will include , but not be limited to:
total transactions billed, total amount billed, total trans-
actions written off , total refunds , total payments received,
and a breakdown of payments by source, and will be in
accordance with generally accepted accounting practices .
4 . STAT will provide monthly reports regarding aging of accounts
receivable and aging of receipts .
5 . From the onset of our contract , August 1, 1994, we will be
able to provide weekly, month-to-date statistical reports
including but not limited to:
a) Dry runs i ) Runs by mechanism of injury
b) Runs by paramedic j ) Average number of calls by
c ) Miles per run date , day and time
d) Runs by destination k) Average number of calls using
e ) Runs by service type EMD (pre-arrival instruc-
f ) Average time per run tions ) by date, day & time
g) Average response time 1 ) Exact number of transports
h) Average dispatch time (ALS/BLS) to each hospital
BILLING SCHEDULE:
Initial invoices will be mailed out within 3 days of receipt of
paramedic run tickets . The following billing schedule will be
followed:
Initial Invoice Immediately
Second Notice 30 days
Past Due Notice 45 days
Collection 60 days
Final Demand 75 days
All follow-up work required in order to collect insurance payments,
including additional correspondence and telephone calls, shall be
performed by STAT.
DELINQUENT ACCOUNT HANDLING:
STAT will submit to the City proof of each time we work a
delinquent account, whether it be a phone call or correspondence
with the patient or insurance company. A notation will be made on
the patient ' s record of the date and information learned from our
contact person. Also information such as mail returned or phone
disconnected, etc. , will also be recorded. We have a message box
on our statements where the patient will be informed he is
delinquent, and if no response, a deadline before collection and
then a final demand all in the time frame the City prefers (up to
75 days) .
City of San Bernardino
Page 5
Over 90 day cash accounts will be referred to the City along with
above proof of contact and recommendation made for turnover to
collection agency or recommendation for write-off . This will be
accomplished in two separate reports to the City; one for those
recommended for collection and the other for recommended write-
offs . These reports will be generated at least twice a month, but
no more than once a week. Both reports will include all informa-
tion regarding the patient: name, date of service , employer ,
reason why account is uncollectible , and of course proof and dates
of our attempts to collect on the account . At that point , we will
either use a collection agency we are familiar with or we will use
an agency the City prefers . We feel if the account is deemed non-
collectible , the collection agency would be in a better position to
give notification of the assets of the patient . This is not the
kind of information we would secure . Our patient information will
be gathered from the data sheets we will receive from the para-
medic.
HANDLING OF CASH RECEIPTS:
STAT will deposit all funds received as a result of our billing in
a Trust Account . Deposits will be made within two days of receipt .
A weekly report detailing all payments , refunds , adjustments and
balances will be forwarded to the City. This report will also
include the amount of commission due STAT which will be deducted
from the deposit .
PERFORMANCE MONITORING:
STAT agrees to allow an agent or consultant representing the City
of San Bernardino to review and examine our methods and procedures
at any time . We would be very proud to show you reports of some of
our current clients (with the names blocked) which would demon-
strate the results of our billing. At the same time, they could
see our facility, meet the staff and see our software in action.
TERM OF CONTRACT:
We would be very pleased to accept an agreement of three years with
a renewal option of up to two years. August 1, 1994, is favorable
for the commencement date .
We agree with the City' s right to cancel the contract within 30
days of the commencement date of the contract if service is un-
satisfactory.
City of San Bernardino
Page 6
PROCEDURE
I . DATA PROCESSING
A. Upon receipt of data, it is immediately date stamped,
sorted and correlated. This prepares the data for entry
into the computer .
B. Charge data is keyed into computer.
1 . Patient account is constructed (patient name ,
address, phone , D.O. B. , SS#, employer, insurance
information, etc. )
2 . All charges are posted by batch by date of service .
This is done no later than the day after receiving
data.
3 . Upon posting of all charges, Medicare and Medi-Cal
claims are submitted by electronic transmission.
Group insurance and Workman ' s Comp. claims are
printed and mailed . Patient statements are printed
and mailed. This step is accomplished no later
than three days after receiving data.
II . PAYMENT PROCESSING
A. Checks are sorted and stamped the same day received.
B. Deposit is made no later than the next day. A hard copy
of all deposits are kept on file .
C. Payments and adjustments are posted in computer no later
than two days after receiving. Every batch is balanced
with deposit before posting.
D. At the end of the week, a report reflecting all payments ,
adjustments and write-off ' s is generated. This report
and a check (minus our commission) will be mailed/
delivered.
III . REPORTS
A. All reports are done on a timely, routine basis . They
are generated according to the individual client needs .
A schedule for the various reports is created once we
know what the client wants and when.
City of San Bernardino
Page 7
IV. FOLLOW-UP
A. A collection worksheet is computer generated on a routine
basis .
B. Once a group insurance claim is 30 days old, a telephone
inquiry is made to the insurance company.
C. A telephone call is placed to the patient once their
account is 30 days old.
D. STAT will handle all inquiries pertaining to patient
accounts and procure and provide any additional
information requested by insurance companies .
Because STAT is still a relatively "small" business, we stand
ready, willing and able to provide man-power and hours needed to
accomplish the goals of the City of San Bernardino.
We have strived to create a business that will be known for the
kind of service that is so rare today - one that delivers what is
promised and remains honest at all levels . Honesty and hard work
are a formula for success and we hope to prove that . We believe
that with STAT providing your services , there will be that sense of
a community pulling together in order to work and prosper .
We look forward to hearing from you and thank you in advance for
considering STAT PHYSICIANS' SERVICES as your full service billing
center .
Sincerely,
__�a -
Patricia Scott, Manager/Co-Owner
Enclosures : Proposal and Submission form
Addendum to Proposal and Submission form
6 letters of recommendation
PR' 'OSAL AND SUBM13SION FORM
FOR PARAMEL ; BILLING AND COLLECTION S—VICES
The undersigned certifies that he has carefully examined the entire
Request for Proposal and proposes the following:
I. Proposal Costs per Specification:
8 °
of Collections
(Commission)
II. Attach a complete proposal for handling the billing service
which outlines the process you will use. If you have any
deviations from the specifications, explain them in detail
providing justifications for each deviation.
III. Please list the total number of personnel you will commit to
maintain all accounts:
3 Full Time Employees (see attached)
2 Part Time Employees (as needed)
IV. Please list below a list of customers you currently serve
whose scope of service would be similar to the City of San
Bernardino:
Length of
Customer Name Contact Person Telephone No. Service
Jeffrey Phillips, D.C. Dr. Phillips (909) 792-4434 9 mo. (see attache
T4erschel Whi e, n_('. Dr. White (909) 792-4434 9 mo. It "
Bruce Humphries, D.C. Dr. Humphries (909) 793-9787 9 mo.
Tni, Ru2]er. Jr. , D.C. Dr. Bueler (909) 882-0575 2 mo.
Tim Wallace, D.C. Dr. Wallace (909) 882-0575 2 mo.
Carl Melville, II, D.C. Dr. Melville _(909) 338-6477 2 mo.
* Paul Whiteside, M.D. Dr. Whiteside (909) 862-1191 Aug. '92 to March 19
* Susan Salazar, M.D. Dr. Salazar (909) 862-1191 if
* Doctors closed private offices to join Beaver Clinic (see attached)
Please Print:
Authorized
Off-icizZ_ Patricia Scott Titie—: anaaer/Co-Owner
Firm _
Name STAT Physicians' Services Telephone (909) 882-1810
Address 2220 Golden Ave. , St. B, San Bernardino, CA 92404
signature Date
RETURN PROPOSAL TO: Rita Shirley-West
Finance Department
City of San Bernardino
300 N. "D" Street
San Bernardino, CA 92418
LOWER LEFT SIDE OF ENVELOPE MUST BE MARRED: " PARAMEDIC BILLING"
PROPOSAL MUST BE RECEIVED BY 4:OOPM JUNE 30TH, 1994.
City of San Bernardino
Attachment to PROPOSAL AND SUBMISSION FORM
III . TOTAL NUMBER OF PERSONNEL . . . . .
When awarded the contract we will employ additional full time
staff members as needed. We have immediate access to experi-
enced and capable personnel . We will use two part time people
as needed.
IV. The six chiropractic doctors we have as clients have at least
1200 transactions a month which include private insurances,
Medicare, Medi-Cal , HMO ' s and private cash patients . We
record charges , payments and adjustments, we do re-billing or
follow-up on accounts over 30 days old. We send claims within
3 days of receipt of data and bill all cash patients on a
routine, timely basis . We also provide them a wide range of
reports. We consider this to be over and above the scope of
the City of San Bernardino .
16ged�
FIRST
Chiropractic
6-1-94
To Whom It May concern:
I have been using the services of STAT Physicians Services for 9
months. I am extremely pleased with their service. My
collections have increased and my billing overhead has
decreased. Pat, Sue, and Joyce are honest, and hard working.
The use of their service has allowed me to concentrate on other
areas of my practice and has helped my office to run much
smoother.
I highly recommend Stat Physicians ' Services. If you have any
questions please feel free to call me personally.
Sincerely,
Jeffrey Wade Phillips D.C.
I-nn A I-L_.Y- C%4---.L r1-JI-__ - /1 A r%r%n-7 /nnn\ -Vnn w In A r-___ /r�r% r1%nr d J r%r%
gedl�
FIRST
Chiropractic
To Whom it May Concern,
STAT Physicians ' Services has provided excellent service
throughout the time I have contracted with them. Their
effectiveness increased my collections almost immediately. They
are courteous and accessible, but tenacious when collecting
payment. I have yet to call them with a problem that has not
been immediately dealt with. They have very competitive rates,
and their service has always been beyond comparison. I
recommend them highly and without reservation.
Sincerely, j
=gc
Herschel White, D.C.
FIRST
Chiropractic
To Whom it May Concern:
I have used STAT Physician Service for 9 months. STAT has
proven to be a great move for my practice. The mistakes and
headaches of in house billing are gone. My billings are handled
correctly the 1st time and in a timely manner. Additionally my
collections have increased, and my cost have decreased.
- -`
Bruce Hump ties D.C.
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PAUL M. WHITESIDE , M.D.
7223 CHURCH STREET
HIGHLAND, CA. 92346
909-862- 1161
6-22-94
To whom --t may concern:
I have kmown Pat Scot-t don, approx,i.matety ten, year .
In.itia.E y when .6he wonh,ed don Intan.d Med.-ca.2. Management
Se, v-i.ce and then wZtA PhyData.. Du,r i,ng to Lz �i,me Pat was my
conta,c t pen,6on don b.i..Q.2 Lmg , cottecti.on--S a-nd &ep one . Dwii.Mg
the ta-.&;t one and a hatd to -two yeas od my pact i.c e Pat
zta, ted Shat Phy-&,Lc�i_a.rvs Sen.vZce6 . I gave my account to Pat
a,6 soon a.e -she -6tcwted the bu-�&.i mew-6. Hen, new company wad in
change od my b.i.22.i .g , accounts &ece LvmbZe, co.?,Q,ec t -o►vs and
appn,opn,i.ate &epont,S . Duni,n.g #,hZA tine the zen,v�-ce I n,ece.i.ved
4&om the company and Pat wa-s ex.cePtent. They wen e p&ompt
wi th the b.itQ.i,ng , tJLe ice, cott-ec -Lon ed d one wen e good, and
the, &epoAA-6 were ve,Ly appnopn.i.ate. They were very ava,c, bte
to me and we,, a w-i, U-ing to c"tom-i.z e the L4 wonk to my n.ee" .
The only neazon that I had to quit uJ&Zmg th.e:in -6env Lc e way
that I j oZmed the Sea.ve& Med Lcat Ct Ln i.c.
I Beet that you would be, ve,Ly sati-sd.i.ed with the-i& wo&k and
n,ecommend them v en y h Lghty to you..
id you have dunthen, que6tLoru6 , pkea.6e contact me.
S-i,n,cen,e.2
Pau-t M. wh,ite.ea.de, M.D.
N
PDI
. .
PHY DATA INC. (714) 885-5150
Fairway Commerce Center FAX (714) 885-5976
1535 South D Street
San Bernardino,CA 92408
June 22 , 1994
To Whom It May Concern:
RE: Patricia A. Scott Social Security Number 460-04-3278
This letter of refernce is in regards to Patricia A. Scott who
was employed by PHY DATA, INC. from September 1 , 1985 to September
14, 1992 .
Pat was originally employed by Inland Medical Management Services
in 1982 , starting out as a billing clerk. She ha.d a very extensive
background in the Emergency Room Registration process and a good
fundamental background in physician billing and collections .
In 1985, PHY DATA, INC. was incorporated and I purchased the
billing operation of Inland Medical Management Services . The first
employee that I hired was Pat. Over the course of time, Pat pro-
gressed from a data entry operator on an IBM system 34 to handling
a group of accounts on an IBM System 36 to Office Manager and having
operational control of an IBM RS/6000. Her level of knowledge in
terms of computer system operation, medical accounts billing and
collection, and staff management and control are all excellent.
In the ten years that Pat and I worked together ( although she
was my employee for the last eight years, I considered her my equal ) ,
I found her to be a very honest and trustworthy individual. She has
always been highly motivated and a very strong work ethic.
It is without reservation that I recommend Pat Scott. Should
you have any questions, please feel free to give me a call at- ( 909)
885-5150.
Sin rely
Richard F. Conway
President
CALIFORNIA STATE UNIVERSITY TheCaiil"wyira
SAN BERNARDINO Stale U, rersitr
June 15 , 1994
TO WHOM IT MAY CONCERN:
I have known Joyce Bayus since 1959 when she first started working
for me in my office . She left in 1961 when her last baby was born
and stayed home with her family. She did medical dictation from
her home and filled in on several occasions for me when members of
my staff were on vacation or maternity leave . She also worked for
several other doctors between 1966 and 1973 , when she came back to
work for me full time . She remained with me until July 1989 , when
I closed my office to start working at Cal State University.
Joyce was my office manager and was responsible for all the b=fling
of insurance companies as well as my cash patients . She was very
consistent and thorough in her billing as well as the follow-up-
required for collection and payment . Due to her persistence , my
cash flow never faltered and when she returned full time , my income
increased immediately. She was very tactful whenever it became
necessary to speak with one of my patients regarding a delinquent
account . All my patients were very fond of Joyce as well as her
co-workers .
In addition to my billing, she was also responsible for all my
correspondence, oversaw my office staff and kept all phases running
in a smooth manner . She has always been an extremely competen- and
very hard worker .
Her loyalty and confidentiality were impeccable as well as her
being honest and conscientious at all levels . I could always
depend on her in any situation. I hold her in my highest esteem
and I couldn' t recommend anyone else as highly as I do Mrs . Bayus
for any endeavor she may pursue .
E . ROSSO-LLOPART, M.D.
Cal State University of San Bernardino
Student Health Clinic (closed July and August )
Telephone : ( 909 ) 880-5241
Home telephone : ( 909 ) 882-2144
5500 University Parkway,San Bernardino,CA 92407-2397