EMS Ambulance Billing Software

EMS Ambulance Billing Software


End-to-end automated workflow

After call completion, AngelTrack’s automated workflow follows the dispatch every step of the way until all monies are collected:


Every call has its own bill-to and payor fields, partially automated, so that even complex payment arrangements can be selected. Bill it to insurance, to your contracted facilities, to the affiliates who roll you calls, and to the patients… all controlled and automated in AngelTrack.

Meanwhile there are robust statistics analyzing the workload and performance of each role, so that you can identify bottlenecks and low-performers.


Tight integration with dispatch

Billing information is integrated with call-taking and dispatch, allowing dispatchers to capture information that will be needed during billing and invoicing. AngelTrack’s call-taking UI is loaded with smarts, automatically selecting the correct billing settings based on the dispatch settings and on your facility contracts:


The billing information is used to automate AngelTrack’s workflow. The stream of closed dispatches passes through (or skips over) QA and then divides itself into billing queues: one queue for dispatches waiting for patient invoicing, another for facility invoicing, another for insurance filing, and so on. Each queue can be serviced by a different person, or outsourced, as you see fit.


Solves the #1 pain point

The number one pain point in the billing office, hands down, is this simple question: “What happened on this call? Do we bill it to the facility, or what?”

Spend a day in the billing office and you’ll see it happen over, and over, and over. Every time a biller picks up a run report, the question rears its ugly head. The problem is the lack of a reliable information flow from call-takers and dispatchers to the PCR (or paper PCR forms) and then to the billing office. Therefore billers work in the dark, grateful for any hint about how to bill a call.

Old-fashioned EMS software systems — with separate dispatch, PCR, and billing modules — also fail to solve the problem. The billing module may be able to import data from the PCR, but too much information is lost during the imports/exports from dispatch to PCR to billing. Billers must still guess about how the call is to be billed.

AngelTrack solves this pain point using its end-to-end workflow, which gathers more and more information as each call moves from call-taking to dispatch to PCR to billing office. Layers of software intelligence use the accumulated information to answer the question automatically, sorting all runs into queues according to how the calls should be billed.


ICD-10 and 837P/5010

AngelTrack’s coding system is all ICD-10. It features very elegant dive-down code pickers to make it fast and easy to code a call, even for inexperienced billers.

Dispatch and PCR data are vertically integrated with billing, drastically reducing the biller’s workload: most of the coding information is automatically drawn from the dispatch and PCR records. Coding a call finally means “coding a call”, instead of “fill out thirty different datafields and also choose the codes”.

Once coded, AngelTrack generates your 837P files in ANSI 5010 format (the latest version). It can upload them to its clearinghouse, or zip them up for you to send anywhere you wish.


Easy coding designed just for EMS

AngelTrack is coding is only for EMS. And so the coding process is massively simplified, compared to general medical coding applications.

Most of the information in your claim is automatically filled-in, using the dispatch, PCR, and QA records collected by the system. Billers are no longer asked to re-input, re-create, or re-type anything.

It also knows all the service codes and modifiers you might use, point-and-click so that mistakes are impossible. Likewise its quick and easy code-pickers, which know a thousand EMS-related ICD-10 diagnosis codes, including the new suggested code list (346 codes) from Novitas.


Everything is outsourceable

PostprocessWorkflow.InitialQueuesAngelTrack divides the many aspects of EMS billing into queues. Each queue represents a certain billing task. The queue fills with dispatches that are awaiting that task.

Queues makes it easy for multiple billers to work together without conflicts, and without anything slipping through the cracks. AngelTrack follows every single dispatch from call-taking to payment in full.

In smaller operations, one person can do them all. In larger operations, the more experienced billers can tackle the challenging queues (for example the insurance appeals queue), while novice billers are assigned the simpler tasks (like the insurance filing queue).

Or outsource. Any queue can be outsourced to a billing subcontractor. You can even outsource all of them.




 Works with any billing subcontractor

AngelTrack can work with any billing subcontractor. The subcontractor can remain detached from your organization (as your current billing subcontractor is today)… or they can integrate, remotely accessing your AngelTrack cloud server and perform billing and bookkeeping on your behalf.

Detached Biller Integrated Biller

Once a week you export all the runs that are waiting in the Insurance Filing Queue, and transfer them to your billing subcontractor. AngelTrack can export its runs as .PDFs, as NEMSIS 3 .XMLS (for direct import into billing software), or as ANSI 5010s/837P (for direct upload to a clearinghouse).

When the billing subcontractor sends back EOBs and payments, you input the payment and denial information so that AngelTrack can then figure out what’s still owing.

Calls with a balance remaining will then move to one of the invoicing queues, to be included in your next batch of invoices.

Logs right in to your AngelTrack cloud server and services whichever queues you’ve assigned.

Typically, your billing subcontractor will process these queues:

  • Insurance Filing
  • Insurance Appeal
  • Insurance Exception

…but they could easily perform QA Review and Insurance Review too. Perhaps even PCS collection and PAN followup.


Lazy price quoting

AngelTrack uses lazy price quoting, where the official cost of a dispatch is not calculated until graduation from QA, during invoicing or insurance filing.

Of course dispatchers always have the option to quote a price up front, with some help from AngelTrack’s electronic maps and route calculator. Cash-pay is supported too. But most of the time, price quoting should occur late in the game, after the odometer readings are in, and after QA has checked the mileage and services.

When the time finally comes to calculate the price quote, AngelTrack’s clever automatic price quoter supports all popular pricing combinations:



Automatic invoicing system

AngelTrack has built-in invoice generators for facilities, for affiliates (who roll you calls), and for patients. The invoice generators are built into AngelTrack’s workflow, so they know which items are ready for invoicing versus which are still busy in QA or waiting on insurance. Your facility and patient invoices areautomatically assembled from your receivables.

Create differential, complete, or custom invoices as you see fit. Easily re-invoice past-due items, fully protected against overpayment and duplication. Create invoices for any combination of dates and services, and tweak them afterward, to meet any customer need. Send them out electronically (as .PDFs or Excel documents) or print them for mailing.

Each contracted facility can have its own custom pricing schedule, as can your affiliated EMS companies who roll calls to you. Sub-retail patient rates too. And there is a retail price schedule for everyone else.

Full payments, partial payments, partial refunds, and full refunds are all handled. And facilities can run a ledger balance, carried forward to future invoices.


Mileage statistical system smooths out odometer mistakes and double-loads

A common problem in EMS billing is typographical errors that crew members make when entering their vehicle’s odometer readings. Sometimes the actual mileage is underreported, but usually the actual mileage is overreported, by tens or hundreds of miles. When one of these mistakes slips through QA and shows up on a customer invoice, it causes loss of customer trust.

AngelTrack solves this problem by maintaining a statistical database of transport distances from all points A to B. Each trip’s mileage (A to B, and separately B back to A) is integrated in a moving average that grows ever more accurate over time. The moving average’s calculation window is large enough to iron out small typographical mistakes, as well as the occasional elongated trip due to double-loading or traffic detours. All of that real-life messiness is mathematically ironed out to produce an invoice that shows the effective real mileage from point A to B.


Electronic PCS forms

PCSForm.Completed.thumbAt long last… Medicare-compliant electronic PCS forms!

When a PCS is needed and not yet on-file, crews are prompted on-scene to collect one using their mobile devices. Any mobile device with a touchscreen and GPS can collect the PCS form while meeting Medicare requirements.

The form only takes a minute or two to fill out. It can be easily collected by one crew member while the other is prepping the patient for transfer. Here is an actual screenshot of the form on an iPad Mini.

One-shot authorizations can be signed by a nurse, LVN, discharge planner, or the like. Multi-day authorizations can be signed by a physician. The completed PCS forms then automatically appear in all applicable run reports across the range of authorized dates.


Automatic service charges for labs, medications, and oxygen

If you charge for on-scene labs performed, for medications administered, and for oxygen given, AngelTrack automatically levies the appropriate service charges. The service charges appear as line items in any subsequent invoice.

During the QA review process, your QA reviewer can easily add additional service charges for other items and services, which are then automated during the billing process.


Automatic paperless organization of PCS and prior authorizations

PriorAuthorizations.thumbFinally you can tame the paperwork tornado required to maintain prior authorizations and PCS documents for your stretcher calls. Because patient (PCR) data, billing data, and dispatch data are united, AngelTrack knows which upcoming dispatches require prior authorization, as well as PCS documents… and it keeps track of when your dispatchers or billers notified the patient, nurse, or facility that a form must be filled out and faxed in.

Of course AngelTrack can optionally store images of those documents… or it can simply remember for you that a prior authorization was filed, along with the resulting authorization number.

When the day of transport arrives, if the PCS document is still missing, AngelTrack prompts the crew (via their tablet computer or other mobile device) to get one while on-scene, using the touchscreen to collect the signature.

Later, at billing time, AngelTrack seamlessly includes all appropriate documents in the final run report… including dispatch-level documents scanned in by crews, patient-level documents (like multi-day prior authorizations) scanned in by dispatchers and billers, and any other relevant documents attached to the dispatch or to the patient. It is even smart enough to share documents between both legs of a round-trip, so that papers need be scanned in only once.


Keep the same clearinghouse, or switch with our help

You can keep the same clearinghouse after switching to AngelTrack. We will review your clearinghouse’s 837P Companion Guide and work with you on trial submissions until AngelTrack’s 837P output is compatible. Every clearinghouse has their own fiddly requirements, but the adjustments are usually very minor and can be completed by the next AngelTrack update (i.e. within two weeks).

We recommend OfficeAlly and we are guaranteed compatible with them out-of-the-box. If you wish to switch your clearinghouse to OfficeAlly, we will walk you through it and stay with you until it’s all running smoothly.

We also guarantee compatibility with Noridian, the west-coast MAC, for those customers who upload claims directly instead of using a clearinghouse.


Your data forever

Data is never deleted from an AngelTrack cloud server. Nor is data ever taken offline or archived. All of your data remains instantly accessible, from anywhere, from any device, for as long as you maintain your subscription.

Ten years down the road, you will still have immediate access to all ten years’ worth of data. You will be always prepared for an audit no matter how far back the auditors choose to look.


Absolutely everything is tracked

Everything anybody does in AngelTrack is tracked and timestamped. Every record in AngelTrack — be it dispatches, patients, vehicles, stations, employees, timeclock punches, QA objections, or anything else — remembers who created it, when it was created, who last modified it, and when it was last modified.

Dispatch records and invoice records are tracked in even finer detail. Each record is fully journalled, showing a detailed log of every change, along with who changed it and when they changed it. If there is a mistake, you will always know who needs retraining.


Manage your billing operation by the numbers


ReportWeeklyCallVolume.thumbAngelTrack gathers mountains of data, and offers a variety of useful reports showing different aspects of your organization’s performance. All reports are instantly available and all make use of live data. Available reports include:

Postprocess status of all calls at all stages, from dispatch through QA through billing through payment, grouped by age

Postprocess delays (QA, billing, collections)

Revenues by zone and payor type, over any date range, segmented by any interval

Bill-to mix (insurance, facility, affiliate, and/or patient) by facility, service level and date range

Payor mix (percent Medicare, Medicaid, private, etc.) by facility, optionally weighted by call volume

Report.CallPayorVisualizer.thumb       Medicare CARC and RARC incidence rates

PCS document coverage by date range and by responsible facility

Write-offs by facility and date range

Non-billable call rates by zone, facility, and date range

Balances owing by facilities, affiliates, and patients

Ages of outstanding receivables

Ages of open invoices

Pricing combinations explorer (adjust cost per pickup, cost per mile, and first miles free) for any facility’s billing history

Call volume heatmap, filterable by service level, date range, and priority

Revenue analyzer, calculates each contract’s month-over-month revenues by service level, including average revenue per call

Commission calculator, for salespeople who earn commissions based on call volume originating at a facility


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Once you’ve used AngelTrack, you’ll wonder why you ever put up with old-fashioned software applications. Click to get started now.