Belgium – Business services: law, marketing, consulting, recruitment, printing and security – Raamovereenkomst voor het verwerken van patiëntenfacturen

Vitaz vzw and O.L.Vrouw Van Troost wish to appoint an external partner for a period of 1 year, with 3 possible extensions of 1 year, for the printing, preparation for posting and sending of patient invoices with possible Model D documents and reminders. Services to be provided

1. Processing & creation of PDFs of invoices

• Delivery by the contracting authority of GRI and/or CSV files.

• Creation of PDF invoices.

• Printing of invoices and reminders in colour print.

• Printing of Model D collection certificates.

2. Sending of documents

• Electronic sending of invoices and reminders to patients.

• Postal sending of invoices with accompanying letter and possible Model D documents and reminders.

• The various documents must be grouped, sorted and enveloped per patient.

• Sending method is directed according to the workflow determined by the contracting authority.

• Possibility to send or keep separately in the user interface for further processing hard copy invoices and Model D collection certificates specified by the contracting authority.

• Opt-in option to switch to email sending upon payment.

3. Payment (electronic and manual)

• Provide the possibility to make payments both electronically (QR code or via secure URL) and by classical bank transfer.

4. Archiving & provision

• Digital archiving of patient invoices.

Reporting, tracking & interface

1. Digital reporting

• Number of sent emails and letters.

• Patient number, invoice number and sending method.

• Timestamping of all sent documents.

2. User interface

• Search for invoices and payment data based on:

o Patient name

o Patient number

o National register number

o Invoice number

• Insight into sent documents and status.

• Processing of email bounces and return mail.

3. Payment follow-up

• Integration via API link for payment tracking.

Volumes Vitaz vzw (indicative)

• 600,000 invoices/year

• 120,000 reminders/year

• 1/3 to 1/2 of the sending is done via email

• 8,500 Model D forms/year

Volumes O.L. Vrouw Van Troost (indicative)

• 435,000 invoices/year

• 77,200 reminders/year

• > 50% of the sending is done via email

• 7,900 Model-D forms