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4. DELINQUENT CLAIMS <br />Consultant shall track accounts requiring special handling and follow -up. Consultant will honor City <br />requests for special handling of accounts including but not limited to elderly, handicapped and social <br />dependent situations. Patients with claims aging over 45 days will be contacted by telephone for payment <br />arrangements. Telephone follow up will continue until payment in full is received or account is dismissed <br />by the City to an outside collection agency. Consultant will utilize installment billing as allowed by the <br />City in cases of financial hardship. Accounts will be reviewed monthly so that accounts that have been <br />deemed uncollectable are sent to the City's designated collection agency between 180 and 210 days. <br />5. 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 />6. 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 />Reports shall be provided monthly and shall be transmitted electronically in Portable Document <br />Format (PDF) and shall display in portrait page orientation. As deemed desirable by City, alternative <br />reporting content or format may be adopted by mutual agreement of City and Consultant. <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 />25F -13 <br />