Billing

Volusia County EMS recognizes the sudden onset of an illness or injury is something many of us do not plan on. And with the sudden onset of an illness or injury, the financial burden on the average individual can be overwhelming. VCEMS strives to assist the client in the filing of their insurance claims or making arrangements for the payment of the invoice.

​Ambulance Billing / Fee Information / Disclosures:

Volusia County EMS Billing & Financial Services administers the billing operations for Volusia County ambulance transports. Our staff is knowledgeable in the requirements associated with billing Medicare, Medicaid and private insurance companies. We pride ourselves in providing the ultimate in customer service.

Payment Options:

For your convenience, Volusia County EMS Billing and Financial Services accepts a variety of payment options, including, checks, money orders, cash, and credit cards (Visa, MasterCard, Discover and American Express). If you are unable to pay the account balance in full, a monthly payment plan can be arranged by contacting our billing office at (386) 252-4900 option 1.  

Billing Disclosures:

• Patient Invoicing:  If we were unable to obtain the necessary insurance information required to submit a claim with your insurance carrier, an invoice will be sent directly to you.  You can provide additional insurance information to our billing office either by phone or mail.  The billing office will submit a claim on your behalf upon receipt of additional information.
• Insurance Billing: As a courtesy, Volusia County EMS Billing and Patient Financial Services will bill your insurance carrier; however, it is the responsibility of the patient to follow up with their insurance company to resolve issues related to denied claims. Insurance companies have specific criteria for payment of claims, and not all ambulance transports meet their criteria, which may result in a denied claim.

Volusia County must follow federal government guidelines for the billing and coding (categorizing medical conditions) of ambulance patients. Our billing staff utilizes the information documented on the Patient Care Report completed by the attending paramedic or EMT to determine the appropriate diagnosis and procedure codes that apply to your ambulance transport.

• Medical Necessity: Many insurance carriers require that a patient’s medical condition warrant the use of an ambulance in order to pay the claim. In making this determination, other forms of safe transportation must be excluded. Additionally, determining Medical Necessity is complex and is uniquely defined by each provider. Volusia County EMS, in its capacity as the 9-1-1 ambulance provider, is not responsible for situations where an insurance provider determines that an ambulance transport does not meet their Medical Necessity requirements. In such cases, the patient will be billed for the full charge.
• Insurance Contracting: Volusia County does not contract with any insurance company other than those required by law. Therefore, depending on the nature of a patient’s insurance coverage, the patient may be required to pay any amount that exceeds the “customary” allowable recognized by the insurance company. 
• Auto Accidents: If your transport was the result of a motor vehicle accident, please contact our billing to provide your automobile insurance information. Once we are in receipt of the required information, we will submit a claim to your auto insurance carrier on your behalf.
• Ambulance Transport Records:  Attending Volusia County paramedics and EMTs are required to complete a Patient Care Report, also referred to as a “run report” during the transport. The Patient Care Report documents the patient's condition at the scene and during transport and specifies the action taken to render care during the event.  You can request a copy of your Patient Care Report.

Medical Records Requests:

• Patients:  Patients who would like to request access to their Protected Health Information/Medical Records may contact Volusia County EMS Billing and Patient Financial Services at (386) 252-4900 option 1.
• Attorneys:  Attorneys who would like to request Protected Health Information/Medical Records may contact Volusia County EMS Division’s Medical Records Department at (386) 252-4900 option 2, or email lkayler@volusia.org, or fax to (386) 252-4986.