Project Information

Bid Title

Accounts Receivable (AR) Credit Balance Cleanup Services

Issuing Agency

Nassau University Medical Center

Location

New York

Published Date

Dec 17, 2025

Closing Date

Jan 9, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Solicitation:	Accounts Receivable (AR) Credit Balance Cleanup Services
Title:	12/16/25
Solicitation Type:	1/9/26
Status:

Attachment Preview

NASSAU HEALTH CARE CORPORATION

(a/k/a the NuHealth System)

REQUEST FOR PROPOSAL (RFP)

FOR

ACCOUNTS RECEIVABLE (AR) CREDIT BALANCE CLEANUP SERVICES

REQUEST FOR PROPOSAL #: 013-2025

Introduction

Nassau Health Care Corporation (“NHCC”), a New York public benefit corporation doing business as Nassau

University Medical Center (“NUMC”), is seeking proposals from qualified firms to provide Accounts Receivable

(AR) Credit Balance Cleanup Services for hospital/facility accounts.

The selected vendor will work with NHCC to:

• Identify, validate, and resolve existing facility AR credit balances;

• Support compliance with federal and state regulations governing credit balance reporting and refunding;

and

• Provide process recommendations to reduce future accumulation of inappropriate credit balances.

This RFP applies to facility (technical) billing only. Professional (physician) billing credit balances are out of scope

unless explicitly added by NHCC through a written amendment.

Any contract awarded under this RFP will supersede any prior contracts, bids, or Group Purchasing Organization

(GPO) agreements related to facility AR credit balance cleanup services.

Proposal Requirements

Proposals must comply with all instructions outlined in this RFP. Submissions that are incomplete or fail to

meet the specified requirements will be rejected without review. Any contract awarded as a result of this RFP

will supersede all prior contracts, bids, or Group Purchasing Organization (GPO) agreements related to the

specified services.

Communication Guidelines

All written communications regarding this RFP - including email correspondence - must clearly reference the

RFP title and number in the subject line to ensure proper handling.

Contacts and Submission

Email for Questions: VendorRFPQuestions@numc.edu

Email for Submissions: RFPSubmissions@numc.edu

Hard Copy Submission Address:

Nassau Health Care Corporation

Department of Legal Affairs, 19th Floor

2201 Hempstead Turnpike, East Meadow, NY 11554

All packages must reference RFP #013-2025 Accounts Receivable Services on the exterior.

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Anticipated Schedule*

• Issue RFP

• Deadline for Questions

• Proposals Due

• Interviews, if Required

December 16, 2025

December 29, 2025

January 9, 2026

To be Determined

* Dates indicated above are subject to change at the sole discretion of Nassau Health Care Corporation.

(Remainder of page intentionally left blank)

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SCHEDULE A

I. GENERAL INFORMATION

A. Background

Nassau Health Care Corporation (“NHCC”), also known as the NuHealth System, is a New York State public

benefit corporation established under the Public Authorities Law. NHCC operates:

• Nassau University Medical Center (NHCC): A 530-bed tertiary care teaching hospital.

• A. Holly Patterson Extended Care Facility (AHP): A 589-bed skilled nursing facility.

• Community Health Practices (CHP): Operated in partnership with Long Island FQHC, Inc., a non-profit,

consumer-driven organization serving the region’s most vulnerable populations.

NHCC is committed to delivering high-quality care, advancing medical education, and serving as the safety-net

health system for Nassau County residents.

Nassau University Medical Center (NHCC): Founded in 1935, NHCC is the County’s primary source of

advanced medical care. Its 19-story tower houses the region’s premier Level I Trauma Center and serves as a

hub for medical education through affiliations with the New York Institute of Technology College of

Osteopathic Medicine, the New York College of Pediatric Medicine, the American University of the Caribbean

School of Medicine, and the Donald and Barbara Zucker School of Medicine at Hofstra/Northwell.

A. Holly Patterson Extended Care Facility (AHP): Nationally recognized as a model for skilled nursing

services, AHP provides innovative, patient-centered care that addresses residents’ physical, emotional, and

social needs in a supportive, healing environment.

Community Health Practices: NHCC’s community-based centers deliver comprehensive, accessible, and

preventive care to underserved communities across Long Island, ensuring every resident has access to a trusted

“medical home.”

B. Proposal Overview

NHCC operates a large safety-net hospital and related facilities that serve a diverse patient population. Over

time, AR credit balances have accumulated on facility accounts across multiple payers and aging categories.

These credit balances must be:

• Accurately validated;

• Resolved through appropriate refunds, adjustments, transfers, or other compliant mechanisms; and

• Properly documented for audit and regulatory purposes.

NHCC seeks a vendor with demonstrated expertise in hospital revenue cycle operations, payer rules, and credit

balance resolution, including experience with Medicare, Medicaid, Medicaid Managed Care, Medicare

Advantage, commercial payers, workers’ compensation/no-fault, and self-pay accounts.

Proposals must align with the requirements set forth in this Request for Proposal (“RFP”). NHCC reserves the

right to reject any submission that is incomplete or fails to comply with the specifications of this RFP. All

communications and submissions must reference RFP #013-2025 / Accounts Receivable Management

Services to ensure proper handling.

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II. SPECIFICATIONS OF THE SERVICES

The vendor will provide a comprehensive credit balance cleanup project for facility AR. At a minimum, the

scope includes:

A. Project Planning and Onboarding

• Conduct a project kickoff with NHCC leadership and key stakeholders.

• Confirm in-scope systems, facilities, and account universe (e.g., inpatient, outpatient, emergency,

ancillary, etc.).

• Finalize data layout, file transfer protocols, and security requirements (HIPAA-compliant).

• Develop a detailed project plan with milestones, timelines, and responsibilities.

B. Inventory and Data Analysis

• Utilize NHCC-provided AR credit balance files (and/or vendor extracts if applicable) to create a

comprehensive inventory of facility credit balances.

• Stratify credit balances by:

o Payer type (e.g., Medicare, Medicare Advantage, Medicaid, Medicaid Managed Care,

commercial, workers’ comp/no-fault, self-pay);

o Aging (e.g., 0–90, 91–180, 181–365, >365 days);

o Balance amount ranges (e.g., <$25, $25–$250, >$250);

o Root cause categories (e.g., overpayment, duplicate payment, coordination-of-benefits,

contractual variance, posting error, etc.).

• Identify potential high-risk categories for compliance (e.g., Medicare/Medicaid reportable credit

balances).

C. Account-Level Research and Validation

For each selected credit balance in scope, the vendor will:

• Review billing and payment history, remittance advice, and posting/adjustment activity.

• Validate the legitimacy of the credit balance (true credit vs. system or posting error).

• Determine appropriate disposition:

o Refund to payer or patient;

o Internal adjustment (e.g., reversal of incorrect posting);

o Application or transfer to another valid liability where permitted;

o Removal of erroneous credit resulting from system or configuration issues (with

documentation).

• Document research steps and final disposition in an agreed format.

D. Resolution and Processing Support

• Prepare refund requests and/or adjustment transactions in accordance with NHCC policies and

system requirements.

• Work within NHCC’s defined approval workflows for refunds and adjustments.

• Provide files or transaction-level detail needed for NHCC to post or execute refunds/adjustments if

the vendor does not have direct system access.

• Support NHCC in meeting any applicable payer or regulatory timelines for credit balance resolution

and reporting.

E. Compliance and Regulatory Support

• Ensure methodologies align with:

o Medicare credit balance reporting rules;

o Medicaid and Medicaid Managed Care requirements;

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o State laws related to refunds, overpayments, and escheatment/unclaimed property, as

applicable.

• Assist in preparing summary documentation that may be used to respond to auditor, payer, or

regulatory inquiries.

F. Reporting and Analytics

Provide regular reporting (at least monthly, or as otherwise agreed) including:

• Inventory of credit balances at project start and periodic snapshots;

• Number and dollar value of credit balances reviewed;

• Number and dollar value resolved by disposition type (refund, adjustment, transfer, correction, etc.);

• Breakdown by payer, aging category, and root cause;

• Key trends and recommendations to prevent recurrence.

G. Process Improvement and Knowledge Transfer

• Identify root causes leading to recurrent credit balances (e.g., system configuration, contract load

issues, posting practices).

• Provide written recommendations for process and control improvements.

• Participate in debrief sessions with NHCC leadership and revenue cycle teams to review findings

and agree on sustainable process changes.

III. PROJECT TERM

NHCC anticipates an initial project term of twelve (12) months from the effective date of the agreement, with

options to:

• Extend the project for additional phases or additional facilities; and/or

• Transition to a smaller, ongoing engagement (e.g., periodic credit balance sweeps).

• Any extension or additional phase will be at NHCC’s sole discretion.

IV. MINIMUM VENDOR QUALIFICATIONS

Proposers must:

• Have at least five (5) years of experience performing credit balance analysis and resolution for

hospital/facility AR.

• Demonstrate experience with Medicare, Medicaid, Medicaid Managed Care, Medicare Advantage,

commercial payers, and self-pay credit balance resolution.

• Maintain appropriate HIPAA-compliant privacy and security safeguards for PHI and financial data.

• Maintain insurance coverage consistent with NHCC requirements (e.g., professional liability,

cyber/privacy, general liability).

IV. EVALUATION CRITERIA

NHCC will evaluate proposals using the following high-level criteria (no numeric scoring is required in the

proposal):

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Commodity Codes

• NAICS 561110Office Administrative Services
• NAICS 561720Janitorial Services

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