How it runs for NEMT and medical transportation companies
In-vehicle card readers used by drivers are reconciled to the trips they were used on, so a tip or a fare collected on the road is recorded against the right trip and driver.
What is payment processor reconciliation?
Payment processor reconciliation is the work of proving that the money a processor or marketplace deposits equals your gross sales less its fees, refunds, chargebacks, reserves and adjustments for the same settlement period. Each payout is broken into its parts and posted so revenue, fees and sales tax are correct and the bank deposit matches to the cent.
What we handle for NEMT and medical transportation companies
- Match each Stripe, Square or PayPal payout to a bank deposit and the invoices it settles
- Reconcile in-vehicle card-reader payments to the trips and drivers that collected them
- Post processor fees, refunds and chargebacks to separate accounts every month
- Flag held or delayed payouts before they distort the private-pay aging
- Reconcile the processor balance to the ledger clearing account at each close
The KPI that matters here
All processor payouts matched to deposits and invoices within two business days, with fees posted separately each month.
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
Payment processor reconciliation in other industries
Frequently asked questions
Why are card payouts smaller than the fares we collected?
The processor deducts its fee from each transaction and deposits the net, usually in a batch that combines several days, minus any refunds or disputed charges from earlier. The gross fare, the fee and the net deposit therefore need to be recorded separately. We post the fare to the trip, the fee to merchant expense, and match the net to the bank.
Can you tie in-vehicle card payments to specific trips?
Yes, using the reader's transaction time, the vehicle or driver the reader is assigned to, and the trip record in dispatch for that window. Each payment is applied to the rider's trip so revenue by driver and by trip type is accurate, and any cash or card discrepancy shows up by driver rather than as a company-wide mystery.
How do you handle chargebacks on private-pay fares?
The disputed amount is recorded against the trip, the dispute fee is posted, and we assemble the trip record, signature and time stamps you would need to respond. Responding is your decision. If the dispute is lost, the balance returns to the rider's aging with a note; if it is won, the reversal is matched when the processor returns the funds.
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