Officials in Pittsylvania County, Va. are seeking proposals from firms to provide collections and billing services for the county's medical transport system.

A contract with MED3000 is up for renewal and the request for proposals is aimed at ensuring the county is getting the best service at the lowest cost, County Administrator Clarence Monday said.

The three-year contract can be renewed annually for two additional one-year periods. The county has paid MED3000 a service fee based on 5.9% of the agencies’ collections. The county’s contract with MED3000 began in 2011.

Pittsylvania County has 13 departments that provide ambulance services to the county’s residents. Seven have been under the county’s contracted billing system, while the rest billed on their own.  Along with the county’s 13 agencies, rescue squads in Halifax County, Altavista, Danville - and Regional One EMS - also provide ambulance transport in the county. They each have billing services separate from Pittsylvania County’s services.

Criteria used to evaluate the proposals will include the qualification of the contractor, qualifications of the staff assigned to the county’s account, the approach and methodology of the county’s needs and costs and fees, Monday said.

The county is specifically seeking proposals for provision of "software and licenses, supervision, labor, equipment, products and materials necessary to provide Pittsylvania County with a fully comprehensive and automated medical transport services billing and collection system," according to the county’s advertisement on its website.

The billing strategy used the past five years involves patients receiving up to three statements at 30-day intervals. At the end of each period, the county receives a list of accounts written off as uncollectable.

The deadline to submit proposals is April 29. Pittsylvania County has a population of approximately 63,000 and is located in the middle part of the state along the North Carolina border.

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