How it runs for NEMT and medical transportation companies
The controller models the effect of a new broker contract, a fuel-price change or a vehicle purchase, prepares lender and broker-audit packages, supports your CPA at year-end, and holds a monthly call with the owner focused on capacity, contracts and cash.
What are outsourced controller services?
Outsourced controller services provide the review layer that sits between bookkeeping and the owner: a senior accountant who checks the close, owns the accounting policies, tests the controls around cash and spending, and explains the financial statements. The controller does not do daily posting. They make sure what was posted is right and documented before anyone relies on it.
What we handle for NEMT and medical transportation companies
- Review each close for trip cut-off, accruals and broker-rate accuracy
- Model a new broker contract, fuel-price change or vehicle purchase before you commit
- Prepare lender, broker-audit and cost-report packages from the books
- Set depreciation, allocation and capitalization policies and own the close calendar
- Hold a monthly call with the owner on capacity, contract margin and cash
The KPI that matters here
Every close reviewed and signed off by the controller with a written list of exceptions and decisions required.
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
Controller services in other industries
Frequently asked questions
When does a NEMT company need a controller?
Usually when the fleet passes a dozen vehicles, a lender or broker requires reviewed financials, or the owner is signing contracts and buying vehicles without a margin model. A controller supplies the judgment layer: is revenue recognized correctly by broker, does a rate table still cover cost per loaded mile, can the company afford the next vehicles. It costs a fraction of a full-time hire.
Can the controller help with a broker audit or cost report?
Yes. Broker contracts and some state programs allow audits of trip documentation and cost records, and a few require periodic cost reports. The controller assembles the package from the reconciled books, the trip-level remittance matching and the fixed-asset register, and walks you through it. We prepare the analysis; your counsel handles any legal or contractual position.
How does the controller model a new contract?
We take the proposed rate table by trip type and mileage band, apply your actual cost per loaded mile, driver cost per trip and deadhead pattern from dispatch history, and show expected margin by trip type and in total. Sensitivities for fuel price and driver pay are included so you can see how much cushion the contract leaves.
Ask an AI assistant to summarize this page
Opens the assistant with a prefilled prompt so you can check our claims against the page yourself.