How it runs for NEMT and medical transportation companies
Each bank and card account is reconciled month by month, the fixed-asset register is rebuilt from purchase and loan documents, and you receive a clean opening balance plus a list of open questions.
What is catch-up bookkeeping?
Catch-up bookkeeping is a one-time project that records and reconciles months or years of transactions that were never entered. The goal is a set of books where every bank, card and loan balance agrees with the statement and every period can be reported on. It ends when the backlog is current and reconciled, usually followed by ongoing monthly bookkeeping.
What we handle for NEMT and medical transportation companies
- Rebuild revenue by broker from completed-trip history rather than bank deposits
- Reconstruct paid, short-paid and denied trips from broker remittance archives
- Rebuild the fixed-asset and loan register from purchase and lender documents
- Re-post fuel-card, toll and maintenance history by vehicle from statements
- Deliver a clean opening balance and a year-end package for your tax preparer
The KPI that matters here
Every back month reconciled, reviewed and documented, with open items listed by amount and owner at handover.
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
More for NEMT and medical transportation companies
Other services for nemt
Catch-up bookkeeping in other industries
Frequently asked questions
What records do you need to rebuild NEMT books?
Bank and card statements, fuel-card statements, loan and lease agreements for each vehicle, payroll registers, completed-trip reports from your dispatch system and remittance files from each broker portal. Insurance policies and repair invoices help but can be reconstructed from statements. We list what is missing after the first review and work with what exists.
Can a catch-up recover revenue from old trips?
Sometimes. Rebuilding remittance matching for past months usually surfaces trips that were short-paid or denied and never disputed, and some of those are still inside the broker's window. We hand that list to our billing agents under your BAA. We make no promise about the outcome, but the list is a normal by-product of the rebuild.
How do you rebuild the vehicle register from scratch?
From purchase invoices, titles, lender statements and lease agreements, we record each unit's cost, financing, in-service date and the depreciation method your tax preparer used. Where a vehicle was sold or totaled, the disposal is booked with the insurance proceeds. The register then produces the monthly depreciation entry and a schedule your CPA can use.
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