NSW Ambulance Revenue Operations generate customer invoices from the PBRC (Power Billing & Revenue Collection) system in a PDF zip file which is uploaded via the secure portal of the current supplier. The invoices are then printed and mailed via Australia Post to NSWA customers. 

The contract term proposed is for a maximum of five (5) years, 3 years initial term  plus optional 2 x 1 year extensions (3+1+1), to ensure continuation of service. 

NSW Ambulance, namely its Revenue Operations Services, are exploring options to send invoices to their patients/customers direct mail via Australia Post and electronically (via email or SMS).

Under the current arrangement, the supplier is providing the following goods and services:

•Provide paper and envelope stock and replenish stock when stock is low or when necessary

•Printing outer envelopes

•Printing patient invoices

•Inserting invoices into envelopes, folding invoices and sealing the envelopes

•Lodgement and mailing services of those printed patient invoices via Australia Post.

Current process of secure invoice bulk printing and mailing

Currently, up to 5,000 invoices are received, processed, printed, and mailed per business day as per the following process:

•Each day a scheduled task is run in PBRC (Power Billing & Revenue Collection) to generate a batch of invoices in pdf format.

•A second scheduled task is then run to package the invoices into a zip file to send to the supplier.

•The zip file is then securely uploaded to the supplier server using SFTP (Secure File Transfer Protocol). 

•Following receipt of the invoices, the supplier runs a validation script to ensure that there are no duplicate invoices.

•Once validated, the pdfs are placed into a print queue and printed onto blank paper (the pdf contains all the formatting of the invoice).

•Following printing, the invoices are folded and inserted into window envelopes, the envelopes then sealed.

•The invoices are then lodged for posting with Australia Post. 

•The supplier is also providing the stock for paper and envelopes and printing the envelopes. NSWA is involved in the design of the envelopes to ensure they meet NSWA’s requirements and are also responsible for approving the artwork prior to reordering the stock. 

•The supplier is responsible for envelopes stock keeping and reordering printing of envelopes in agreement with NSWA when the stock is at a minimum level.