How it runs for NEMT and medical transportation companies
You release every payment. Fuel-card statements are reconciled by vehicle and by driver so a card used on the wrong unit or off-route is caught in the same month.
What is accounts payable outsourcing?
Accounts payable outsourcing means a remote specialist runs the process from vendor invoice to approved payment run: capturing bills, coding them to the ledger, matching them to purchase orders and receipts, chasing approvals and preparing payments for release. The business keeps control of the bank account and the final release. The provider works in the company's own software.
What we handle for NEMT and medical transportation companies
- Capture and code fleet bills by vehicle: fuel, repairs, tires, tolls and insurance
- Reconcile fuel-card statements by vehicle and driver and flag off-pattern purchases
- Match repair invoices to the maintenance log before they are approved
- Prepare owner-operator settlement statements from completed trips for your approval
- Track loan, lease, insurance and inspection due dates on a renewal calendar
The KPI that matters here
All fleet bills coded by vehicle and awaiting approval within two business days, with fuel cards reconciled monthly.
NEMT compliance notes
Broker contracts (Modivcare, MTM and regional brokers)
Each broker contract defines rate tables by trip type and mileage band, documentation required for payment, the dispute window and audit rights. We keep the current rate table in the billing workflow, check remittances against it, and log every dispute with its deadline so revenue is not lost to a missed date.
HIPAA
Trip records identify riders, pickup addresses and often the treating facility, which makes them protected health information. We sign a BAA, staff are HIPAA-trained, portal access is role-limited with MFA, and ledger entries reference trip or invoice numbers rather than rider names.
State Medicaid NEMT rules
States set driver background-check, vehicle inspection, trip-log and record-retention requirements for Medicaid transportation, and brokers pass those obligations through their contracts. We file supporting cost records so a state or broker audit can be answered from the books, and we flag lapses in insurance or inspection renewals that would suspend billing.
Worker classification
How drivers are paid and controlled determines whether they are employees or contractors under IRS and state tests. We book pay according to the classification you and your counsel have chosen, track 1099 settlements separately from W-2 payroll, and prepare the year-end 1099-NEC data for owner-operators.
NEMT software we work in
- QuickBooks Online
- Gusto
- ADP
- Bill.com
- TripMaster
- RouteGenie
- Modivcare provider portal
- MTM provider portal
- All 50 platforms
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Frequently asked questions
How do you reconcile a fuel-card statement?
Each transaction on the WEX or Fleetcor statement carries a card, a driver and usually a vehicle. We code every line to the vehicle, compare gallons to the miles that vehicle ran in dispatch, and flag purchases that are out of pattern, such as fuel on a day the vehicle was idle. The statement total is then matched to the bank payment.
Do you prepare owner-operator settlements?
Yes. We calculate each owner-operator's settlement from completed trips at the agreed split, deduct any agreed charges such as insurance or dispatch fees, and prepare the statement for your approval. Settlements are tracked separately from W-2 payroll, and the totals feed the year-end 1099-NEC data. You approve and release the payment; we never move money.
Can you keep vehicle insurance and inspections from lapsing?
We maintain a calendar with each vehicle's insurance renewal, registration, state inspection and any broker-required credential, and we expect the related bills ahead of time. You get a note 30 days before each date. A lapsed policy or inspection can suspend a vehicle from broker trips, so the calendar protects revenue as much as it organizes bills.
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