EMS Billing and Patient Care Report Records Requests

 

Beginning March 1, 2024

We are now fulfilling billing and patient care report record requests electronically via ChartSwap.

ChartSwap is a HIPAA-compliant platform designed to facilitate the exchange of electronic medical and billing records between medical providers, law firms, and other requesting parties. It’s free to register and requestor’s can use ChartSwap to request, track, pay for, and download records.

Submit the request via ChartSwap.com using the following steps:

    1. Register at chartswap.com as a Record Requestor
    2. Sign in and search for Provider, Delaware County EMS, Enter Request Details, then Upload Supporting Documents
    3. Once your request has been reviewed and the records are available, you will receive a notification and an invoice, which you can pay with a check, credit card, or debit card.

Please contact ChartSwap directly at 855-879-7927 if your firm needs to register more than one user or if you would like to schedule training for your employees.

 

Prior to March 1, 2024

Record requests for EMS bills are located with our former billing vendor, who can be contacted at CETeam CETeam@changehealthcare.com

 

 

Delaware County EMS Billing Practices.

1. Billing Procedures

A. Patient Information Collection:

    • DCEMS personnel must make every effort to collect all necessary patient information at the time of service, including accurate first and last names, birthdate, and social security
    • Patient consent for billing and the release of information for insurance purposes must be obtained in compliance with HIPAA

 

B. Billing Rates:

    • DCEMS will maintain a fee schedule that is reviewed and approved annually by the Delaware County Board of
    • The fee schedule will include rates for basic life support (BLS), advanced life support (ALS), mileage, and other billable
    • Rates will be applied uniformly to all patients, regardless of residency status.

 

C. Insurance-Only Billing:

    • DCEMS will bill a patient’s primary insurance first. Secondary insurance, if applicable, will be billed after the primary insurance payments have been
    • Only the patient’s insurer(s) will be billed for services, and any patient copayments, coinsurance, and deductibles will be
    • DCEMS billing will comply at all times with the federal anti-kickback safe harbor for the waiver of EMS cost-sharing amounts, 42 CFR 1001.952(k)(4), as may be amended.
      • DCEMS is and will continue to be owned and operated by Delaware County
      • Insurance only billing applies only to transports responding immediately at the BLS or ALS1 level of service to a 911 call
      • Insurance-only billing applies uniformly to all individuals transported
      • The amount of any charges waived will not be claimed as a bad debt or other cost which is shifted onto federal or state government health care programs, other payers, or individuals

D. Third-Party Billing Services:

    • DCEMS contracts with a third-party billing service to manage invoicing and payment
    • The third-party service must comply with all federal and state laws, rules, and regulations governing EMS billing

E. Payment Terms:

    • Payments are due within 30 days of the invoice date unless a payment plan has been
    • Payments can be made via check, credit card, or other methods specified on the

F. Delinquent Accounts:

    • Delinquent accounts are administered by the third-party billing service and not submitted to a separate collections
    • Delaware County EMS does not engage in hard billing or collection practices.

G. Refunds:

    • Overpayments will be refunded to the patient or payer within 30 days of identification of the
    • Refunds will not be processed until all insurance claims have been settled.

H. Write-Offs and Adjustments:

    • DCEMS reserves the right to adjust or write off charges for uncollectible accounts, consistent with county policies on bad debt and charity
    • Settlement of any bills will require approval by the Delaware County Board of Commissioners or the County Administrator.

I. Exemptions from Billing

    • Delaware County Sheriff’s Office: DCEMS will not bill the Delaware County Sheriff’s Office for inmates transported who are in the custody of the Sheriff’s
    • Delaware County Self-Funded Workers’ Compensation Fund: DCEMS will not bill the Delaware County self-funded workers’ compensation fund for covered

2. Patient Rights and Responsibilities

  • Patients have the right to receive a clear and accurate
  • Patients have the right to request an itemized statement of
  • Patients have the right to dispute any charges they believe are

3.  Compliance and Audit

  • DCEMS will comply with all applicable federal, state, and local laws, rules, and regulations regarding EMS