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Home My WebLink About2026-03-16 I01F_01 EMS Billing ServicesAGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: March 16, 2026 AGENDA ITEM:Consideration of approval of a resolution approving Agreement with Professional Billing Services of Illinois, Inc., for EMS billing services FORMAT:Resolution SYNOPSIS INCLUDING PRO & CON: The Fire Department is requesting approval to enter into contract with Professional Billing Services of Illinois, located in Orion, Illinois, to provide EMS billing services for the City of Waukee. EMS billing services are currently provided by EMS MC following its acquisition of the City’s previously contracted vendor, Andres Medical Billing. At this time, there is no formal contract in place with EMS MC defining the term of services. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: The proposed contractual rate with Professional Billing Services is 4% of all payments received by the vendor. The current rate with EMS MC is 5% of all payments received by the vendor. COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: Staff recommends approval. RECOMMENDATION: Approve the resolution. ATTACHMENTS: I. Proposed Resolution & Agreement PREPARED BY: Fire Chief Clint Robinson REVIEWED BY: PUBLIC NOTICE INFORMATION – NAME OF PUBLICATION: DATE OF PUBLICATION: I1F1 THE CITY OF WAUKEE, IOWA RESOLUTION 2025- AUTHORIZING THE CONTRACT FOR EMS BILLING SERVICES WITH PROFESSIONAL BILLING SERVICES OF ILLINOIS, INC. [WAUKEE FIRE DEPARTMENT] IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA WHEREAS, the City of Waukee, Iowa is a duly organized municipality within Dallas County; AND, WHEREAS, the Fire Department provides emergency medical services to the community, and accurate, timely, and compliant billing is essential to the financial stability and operational effectiveness of the department; and AND, WHEREAS, the Fire Department has reviewed its current billing processes and determined that entering a contract with a new billing company will improve efficiency, enhance revenue recovery, ensure regulatory compliance, and provide better service to the city AND WHEREAS the Fire Department finds it to be in the best interest of the city to authorize the execution of a contract with Professional Billing Services of Illinois, Inc. for billing and revenue collection services. NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session this 16th day of March 2026, agrees to enter into contract with Professional Billing Services of Illinois, Inc for EMS billing services on July 1, 2026. ____________________________ Courtney Clarke, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN Kala Anderson Chris Crone Rob Grove Lori Lyon Anna Bergman Pierce 1 AGREEMENT This AGREEMENT is made between PROFESSIONAL BILLING SERVICES, herein referred to as "AGENT" and City of Waukee, hereinafter referred to as "CLIENT" for the purpose and services herein called for. 1. AGENT will provide CLIENT the following services: A. Preparation and mailing of Statements and Billings to Patients of CLIENT B. Preparation and filing of appropriate insurance forms, either as hard copies or by electronic means, as may be necessary and required in regard to said billing. C. Reviewing CLIENT documentation to support Medical Billing to verify that such documentation supports the level billed and meets all federal and state laws, rules, regulations and criteria for billing for ambulance services. D. Provide CLIENT’s patients with a toll-free number for live person telephone support staffed and operated by AGENT Monday through Friday excluding major holidays. E. Appropriate follow-up on billings for collection purposes, subject to the agreement of CLIENT. F. Preparation and mailing/transmission to CLIENT of Monthly Reports with information of New Billing, Income Activity, Aging of Accounts Receivable and related information. 2. CLIENT will provide AGENT on all files, the name, address and phone number of patient and guarantor, dates of service, service rendered, diagnosis and the appropriate billing rates as well as miscellaneous information required for carrying out billing procedures. 3. AGENT is an Independent Contractor and shall be solely responsible for purchase of equipment and employment of additional employees for carrying on of its business, and that the CLIENT shall not be responsible to AGENT for further payments except as provided in § 10. 4. Client shall employ and use AGENT exclusively for services herein set forth during the terms of this contract and shall not contract or use any other such service during the term of this contract. 5. Termination of AGREEMENT. AGENT can terminate this AGREEMENT after first having provided CLIENT with 6 (Six) months prior written notice. CLIENT can terminate this AGREEMENT after first having provided AGENT 6 (Six) months prior written notice. 6. Notification of all payments and insurance communications received by CLIENT will be given to AGENT. 7. AGENT will open a Bank Account with BankOrion in the name of the CLIENT and all funds received by the billing company as its designated payment address shall be deposited into a holding account maintained and operated by the billing company. 8. Any funds designated for direct deposit into the CLIENT’S account shall remain unaffected by this arrangement and will continue to be deposited directly into the client’s account as previously established. 9. Client will receive payment for services rendered via an ACH transaction after the monthly close of the books. Such payment will reflect deductions for AGENT’S commission, any refunds processed during the month and the GEMT amount invoiced to Waukee Fire Department by the state GEMT program. 10. AGENT will issue all refund checks when necessary. 11. AGENT'S commission is four percent (4%) of all payments received. 12. The Term of this Agreement shall be from July 1st, 2026 (7/1/2026) through June 30th, 2028 (6/30/28), at which time this AGREEMENT shall be automatically renew on an annual basis unless Notice has been given as per § 5. There shall be no change in the percentage amount paid to AGENT, nor in any of the Terms of this AGREEMENT without prior, written notice as per § 5. 2 13. If CLIENT does not agree to, or object to, any such changes in the AGREEMENT herein, CLIENT shall give notice to AGENT of their intent to terminate the AGREEMENT and no such changes shall take effect prior to termination. If no such objection or Notice of Intent to Terminate this AGREEMENT is received within thirty (30) days of the Notice to the CLIENT of a proposed change, the said proposed change shall take effect on the date and time stated on the Notice to the CLIENT. 14. Any information stored on AGENT'S electronic devices will remain the property of the AGENT even after Termination of this AGREEMENT. The CLIENT will receive a hard or electronic copy of this information in case of Termination as set forth in § 5. 15. Any extra mailings or other extra work will be done after agreeing on reimbursement in advance. 16. Agent shall be liable hereunder only for its own gross negligence, willful misconduct or bad faith. Agent agrees to indemnify the Client, its officers and directors, employees and its affiliates and their respective assigns, who controls against any claim, loss or liability including but not limited to attorney fees and/or defending any litigation and save it harmless against any and all liabilities, including judgments, costs and reasonable counsel fees, for anything done or omitted by the Agent in the execution of this Agreement, except as a result of the Client's gross negligence, willful misconduct, bad faith, false representations, breach of warranties, express or implied or failure by the undersigned to comply with any covenant or agreement made by the undersigned herein or in any other document furnished by the undersigned to any of the foregoing in connection with this transaction. 17. If any portion of this Agreement is held to be illegal, invalid or unenforceable under any applicable law, such illegality, invalidity or non-enforceability shall not affect any other provisions of this Agreement. 18. This Agreement contains the complete understanding between CLIENT and AGENT in relation to the AGENT’s agreement to provide Medical Billing services to CLIENT and supersedes any prior or contemporaneous agreements, promises and representations, whether written, oral or created through custom, usage or course of dealing. This Agreement may not be amended, modified or varied except by written agreement signed by a duly authorized officer of AGENT and by a duly authorized officer of CLIENT. No departure from this Agreement shall permit any subsequent departure, and no waiver by either party of any terms of this Agreement or of any breach shall obligate such party thereafter to waive the same terms or any subsequent similar breach. This Document has been executed in duplicate and signed by CLIENT and AGENT. DATE: _____/_____/_____ DATE: _____/_____/_____ AGENT For City of Waukee ____________________________ _________________________________________ Tim Moen Name & title of authorized person Owner