EMS Ambulance Billing Software in the Cloud

AngelTrack’s billing system is perfectly integrated with its dispatch system, its PCR, its QA review process, and its electronic document system. Your receivables flow smoothly through these systems, forward or back as necessary, until paid in full.

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 the dispatch system, 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: Gaps in the information from dispatch and crews requires requires your billers to send questions back and then wait for answers.

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.

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.

AngelTrack knows all the service codes and modifiers you might use, point-and-click so that mistakes are avoid. It also knows the entire ICD-10 code list, and provides autocomplete (type-ahead) helpers to guide billers in selecting the correct codes. It even has the Novitas suggested code list available in a handy dive-down picker.

Everything is outsourceable

AngelTrack 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, granting them logins to your AngelTrack server (at no charge) so that they can login from their own office to perform their assigned tasks.

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.

There is also a billing API that an outside biller can use to automatically pull trip data from AngelTrack just as soon as the trips pass QA review.

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 are automatically 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.

Electronic PCS and Medicaid-PAN forms

At 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.

Also built-in to AngelTrack is a comparable electronic form for Medicaid, with similar automation to ensure that the crew will complete the form when necessary.

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 auths

Finally 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

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.

ET3 integration

AngelTrack participates in the Emergency Triage, Treat, and Transport [ET3] program run by CMS. If your agency joins the program too, then using AngelTrack you will be able to bill Medicare for treatment-in-place and telehealth services provided via your ambulances, as well as for transports to alternate destinations not normally covered by Part B.

The ET3 program’s data upload requirement will automatically be fulfilled by AngelTrack. You can simply run your calls and file your claims as normal.

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

AngelTrack 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
  • 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

One-click access to NSure

The billing and dispatch areas of AngelTrack offer one-click access to NSure, which provides live queries for eligibility, insurance discovery, and demographic verification. (An NSure account is required for this feature.) These queries can find insurance policies that patients have forgotten to tell you they have, and therefore can dramatically increase your insurance collections and decrease your chargeoffs.