How it runs for NEMT and medical transportation companies
We submit broker trips on a fixed cycle, usually daily or every other day, and issue facility invoices weekly or monthly per the contract. Every submission and invoice is posted to the ledger the same day.
What are outsourced invoicing services?
Outsourced invoicing services mean a remote billing team prepares, checks and sends your customer invoices instead of your office staff doing it between other tasks. The team works inside your accounting or billing software, follows your rate cards and contract terms, and issues credit notes and corrections. You keep control of pricing, approvals and the customer relationship.
What we handle for NEMT and medical transportation companies
- Submit broker trips daily with times, mileage, signatures and modifiers attached
- Invoice dialysis centers, hospitals and nursing facilities per contract terms with trip detail
- Bill private-pay riders and family accounts with itemized trip statements
- Apply no-show, wait-time and after-hours charges only where the contract allows
- Post every broker submission and invoice to the ledger on the day issued
The KPI that matters here
Completed trips submitted to the broker or invoiced within 72 hours, with documentation attached on first submission.
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
Invoicing and billing in other industries
Frequently asked questions
Why submit broker trips daily instead of in batches?
Because the broker's payment clock starts at submission and the dispute window is measured from the remittance date. Daily submission shortens the gap between completing a trip and being paid, and it surfaces documentation problems while the driver still remembers the ride. Batching every two weeks quietly adds two weeks of float to every trip.
What documentation do brokers require before they pay a trip?
It varies by contract, but typically pickup and drop-off times, odometer or GPS mileage, rider signature or attestation, the trip type and any modifiers such as wheelchair, stretcher, attendant or wait time. We check the completed-trip record against the contract's list before submission so the trip is not rejected for a missing field and resubmitted weeks later.
How are facility contracts invoiced?
From the same completed-trip data, in the format the facility's accounts-payable team expects: rider, date, leg, trip type and rate, usually weekly or monthly. Some facilities require a purchase-order number or a portal upload, and we follow that. The invoice is posted to the ledger when issued and followed up through our DunningDesk cadence if it ages.
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