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social dependent situations. Patients with claims aging over 45 days will be contacted by telephone <br />for payment arrangements. Telephone follow up will continue until payment in full is received or <br />account is dismissed by the City to an outside collection agency. Consultant will utilize installment <br />billing as allowed by the City in cases of financial hardship. <br />RECEIPTS PROCESSING <br />Consultant will receive copies of payments deposited by City and post those payments to the correct <br />patient account within one (1) day of receipt. Consultant will forward to City any payments made <br />directly to Consultant. <br />REPORTS <br />Consultant shall perform accurate month end close procedures that will result in the following <br />reports: <br />a. Monthly Ticket Survey <br />b. Monthly Sales Journal <br />c. Monthly Cash Receipts Journal <br />d. Monthly Receivables Aging <br />e. Management Accounts Receivable Analysis <br />f. Statistical Reports <br />B. RECORDS <br />Consultant shall maintain records in accordance with generally accepted bookkeeping and <br />accounting practices. Consultant must keep claim submission date, follow-up payments made on <br />account, source of payment and automatic audit trail to assignment for collection. <br />Consultant agrees that all account files remain the property of the City and will be returned to City at <br />termination of this Agreement. <br />Account file information including patient name, address, age, diagnosis, contact information, billing <br />and payment information shall be updated as necessary to maintain accurate records. Patient records <br />shall be cross referenced by name, Social Security number, address, date of birth, date of service and <br />Paramedic Subscription program membership number. <br />RECORDS RETENTION <br />Consultant agrees to retain all source documents including attachments for seven (7) years. All <br />Medicare and Medi-Cal audits for periods during which this contract is in effect shall be referred to <br />Consultant.. <br />Consultant shall comply with City established policies, standards and security procedures and <br />procedures relating to the release of information concerning injured or treated parties. <br />C. CITY RESPONSIBILITIES <br />• Submit necessary transport information, including pay source information and patient <br />condition to Consultant for billing purposes <br />