How it runs for NEMT and medical transportation companies
Each report ties to the bank, and the package includes a plain note on the changes that mattered and the two or three decisions the numbers point to.
What is outsourced financial reporting?
Outsourced financial reporting means a remote accounting team prepares your periodic financial statements and management reports instead of an in-house controller. The team works from your own accounting file, applies a consistent close and review process, and issues a report pack on a fixed date each month. You keep the data, the software and the decisions.
What we handle for NEMT and medical transportation companies
- Report revenue and gross margin by broker and by trip type each month
- Show fuel, maintenance and insurance cost per loaded mile for every vehicle
- Present driver cost per trip by pay model: hourly, per-trip and owner-operator
- Track revenue per vehicle per day and idle-vehicle cost
- Prepare debt-service coverage and fleet-replacement views for lenders
The KPI that matters here
Monthly package delivered with margin by broker and cost per loaded mile by vehicle, tied to reconciled books.
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
Which reports matter most for a NEMT company?
Margin by broker and trip type, cost per loaded mile by vehicle, revenue per vehicle per day, remittance variance by broker, and days sales outstanding by customer type. Those explain nearly every cash and profit question. A balance sheet, cash summary and debt-service view round out the package for lenders and for fleet-replacement decisions.
Can you report margin by broker?
Yes. Revenue is posted by broker from the completed-trip report, and direct costs such as driver pay, fuel and tolls are allocated to trips using dispatch data. The result is gross margin by broker and by trip type each month. It is the report that tells you whether a contract renewal is worth signing at the offered rate table.
How do you calculate cost per loaded mile?
Fuel, maintenance, tires, tolls, insurance, depreciation and driver pay for a vehicle, divided by the paid miles it ran in the month from dispatch. Deadhead miles are shown separately so you can see how much of the fleet's driving is unpaid. Reported by vehicle and fleet-wide, it is the number to compare against every broker's per-mile rate.
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