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ADA Compliance for NEMT Vans

The Americans with Disabilities Act (ADA) is a civil rights law that addresses discrimination against people with disabilities. It covers all areas of life, from employment to public transport. President George Bush signed the ADA into law in 1990.   

In 2008, the Americans with Disabilities Act Amendments Act (ADAAA) changed how a disability was defined to be more inclusive.   

Do NEMT vehicles need to be ADA-compliant?   

The short answer is yes.   

On a federal level, the Department of Transportation’s ADA regulation applies only to public transportation.  

  • Any public entity that provides public transportation must comply with the ADA. 
  • Any private entity that provides public transit must use ADA-compliant vehicles.  
  • ADA regulations also cover private entities that operate a demand-responsive or fixed route system. 

Even though the ADA does not apply to private NEMT vehicles, states often have stand-alone regulations requiring NEMT vans to obey ADA regulations.   

Individual states can mandate NEMT fleet operators to use ADA-compliant vehicles, e.g., Virginia.  

ADA Guidelines for Handicap Accessible Vehicles 

New, used, or modified vans are required to comply with the standards set out in the ADA for wheelchair-accessible vans.   

Read the full text of the relevant section of the ADA: https://www.ecfr.gov/current/title-49/subtitle-A/part-38#subpart-B 

Here is a quick summary of the significant takeaways from this section. 

Lifts  

A lift should have handrails on two sides. Its design load should be at least 600 pounds and have a safety factor of 6 or higher for working parts that undergo wear and tear. For non-working parts, the safety factor should be three or higher.   

The lift must have a method for emergency deployment and should not rapidly deploy or fall if the power fails.   

Lifts should also have platform barriers to ensure that wheelchairs don’t accidentally slip or roll off them. 

Lift platforms 

Each lift platform should be slip resistant and have a barrier one-and-a-half inches high on either side. This barrier should not limit wheelchair access to the vehicle. 

The surface of the platform should be smooth and should not have any bumps or projections over 1⁄4 inch high.  

Each lift platform should have a clear width of 28-and-a-half inches.  

  • The platform should have a minimum clear width of 30 inches, measured from 2 inches above the platform to 30 inches above the platform.  
  • The platform should have a minimum clear length of 48 inches, measured from 2 inches above the surface of the platform to 30 inches above. 
Source: https://www.ecfr.gov/

Ramps 

Ramps longer than 30 inches should support 600 pounds; ramps shorter than 30 inches should support a load of 300 pounds. The maximum slope the ADA mandates varies according to the design of the ramp, but on average, it should be 1:4. 

Ramp surfaces should have a clear width of 30 inches, be slip resistant, and not have any bumps or projections over 1⁄4 inch high.  

Handrails on ramps aren’t mandated. However, if present, they should be continuous, between 30 to 38 inches above the ramp, comfortable, and sturdy.   

Securements

Each vehicle must have a device or attachment to secure the wheelchair or mobility aid against movement when in transit, in addition to a passenger seat belt and shoulder harness. The securement area should be as near the accessible entrance as possible.  

It must have a clear floor area of 30 by 48 inches (the clear space may overlap an access path). Up to 6 inches of this clear space can be a footrest under another seat. However, the overhang for this seat should be at least 9 inches above the floor. 

Slip-resistant surfaces 

The ADA guidelines mandate that all aisles, steps, floor areas in the vehicle, and floors in the securement areas, should have anti-slip surfaces 

Contrast 

To provide a visual aid, all steps, thresholds, and boarding edges in ramps and lifts should have a band of color running its entire width. This band should contrast clearly with the step or surface.   

Door height 

Regulations define the minimum clear height between the top of the door opening and the highest point of a ramp or lift platform.  

The mandated clear height of the door is: 

  • For vehicles more than 22 feet long, it should be a minimum of 68 inches. 
  • For vehicles up to 22 feet long, it should be a minimum of 56 inches.  

Interior handrails 

The doorways and entrances to the vehicles need to have handrails. Also, handrails are necessary if it’s unsafe to board, get off, move around, and sit down or stand up. 

Interior handrails or supports should allow turning or movement for wheelchairs or mobility aids to reach their securement areas.  

Lighting 

A stepwell or doorway, including one with a lift or ramp, should provide at least two foot-candles (21.5 lumens) of illumination. The doors also need shielded external lighting of one foot-candle (10.8 lumens) illumination on the street surface.   

Why Tobi Cloud is a One-Stop Solution for NEMT Companies? 

The Non-Emergency Medical Transportation (NEMT) market in the US is worth upwards of $15 billion. And this is projected to grow at a blazing rate of almost 8% yearly until 2028. Clearly, this is a growing market. 

If you’re thinking of starting an NEMT business, one of the first tools you’ll need is NEMT software. NEMT software delivers many business advantages that will help you outperform your competitors. 

However, determining if an NEMT solution meets the needs of your business can be difficult. That’s why we designed Tobi Cloud to be a one-stop NEMT software solution.  

What is Tobi Cloud? 

As the name implies, Tobi Cloud is a cloud-based NEMT solution. It brings together transport operations and business intelligence in one platform.  

NEMT providers used to need separate tools for dispatch, scheduling, billing, and reporting. Tobi Cloud gives you the power to do everything from a single software solution.  

one stop solution for nemt companies

Not only that, but all of those formerly disparate tools work together seamlessly. Tobi Cloud removes the hassle of maintaining multiple software platforms and integrating incompatible systems.    

How Tobi Cloud Works 

Traditional NEMT providers receive requests from patients or care providers (like hospitals or clinics). Providers log in these requests into their system to begin processing them.   

Providers then collect any necessary pre-authorizations, and then the trip is assigned to either a contractor or a vehicle in their fleet or network. The vehicle driver then must interact with the passenger directly. The driver then picks them up and drops them off according to a pre-arranged and fixed route. With traditional NEMT companies, these are all manual operations. 

traditional nemt companies

Tobi Cloud does all this and more through a single platform. We also have a driver’s app that simplifies live tracking, monitoring, and trip-end documentation.  

Tobi Cloud Addresses Common NEMT Business Challenges  

Tobi Cloud’s end-to-end feature set helps you address the common issues that come with running an NEMT business. 

  1. Customer experience – Late arrivals, no-shows, missed appointments, etc., can negatively impact your scheduling. Tobi Cloud enables you to mitigate that impact with highly responsive customer service and timely driver-passenger communication. With Tobi Cloud, you deliver the best possible customer experience every time.   
  1. Flexibility – With a fixed or rigid structure of operation, traditional NEMT providers cannot be responsive to time-sensitive requests or last-minute changes. Tobi Cloud gives you the flexibility to meet your customers’ needs without disrupting your scheduled rides. 
  1. Oversight – Our built-in data collection process is a crucial business advantage of Tobi Cloud. Providers can now access external data sources to analyze their performance and ensure transparency and compliance with state and federal laws. 
  1. Fraud prevention – Without sufficient data and transparency, abuse of the system could leave your business vulnerable to insurance fraud investigations. Tobi Cloud provides fraud prevention measures like automated trip attestation to keep your business safe. 
  1. Efficiency – Tobi Cloud enhances your operational efficiency with AI and machine learning. Our proprietary algorithm learns your company’s trip patterns, and our AI engine optimizes your dispatching. 

Top Features of Tobi Cloud 

We designed the Tobi Cloud Software platform to help fully automate and streamline the daily activities of NEMT operators. It includes all of the most popular NEMT software features. Here are the top features of Tobi Cloud. 

Multi-fleet Capability 

Often, NEMT companies need to engage multiple fleets to scale up demand. Or, if your transport company acts as a broker, you want to keep disparate fleets siloed because each of them will work independently.   
Using our unified platform, Tobi Cloud enables your business to manage several fleets or even different companies. 

Customized Price Modeling 

Not all rides cost the same. It makes sense to raise prices during rush hours or periods of high demand to reflect these variances. Sophisticated price models are essential for this. 
Tobi Cloud enables your business to set up specific pricing rules to make your job easier. Once the pricing rules are set, the system automates ride-pricing accurately. 

Real-time GPS Tracking 

Tobi Cloud gives you access to real-time GPS-based monitoring and tracking of vehicles. GPS ensures that customers receive real-time updates on drivers’ locations and simultaneously enables transparency and accountability of all drivers in your network. 

Automatic Trip Attestation 

Post-trip documentation can be a real problem for many organizations. Everybody likes to get paid quickly, without any hiccups. With Tobi Cloud, you can get your trips attested automatically once a ride ends so that your documentation is done and payments are received faster. 

In-built Accounting Software 

Bookkeeping is an essential part of any business. With Tobi Cloud, you get a one-stop NEMT software platform that can track accounts receivables, generate and track invoices, track insurance claims, and generate statements.  

Billing and Insurance Claims 

Tobi integrates invoicing and billing into the platform, so you don’t need to purchase separate NEMT billing software. Integration is also available with the most popular billing software platforms if you feel more comfortable sticking with the software you use. 

Customer-facing Portal 

Tobi Cloud has a sleek portal for customers – patients, clinics, hospitals, etc. – where they can seamlessly book rides, track vehicles, and pay. Plus, you can open up this portal for use by anyone you choose. 

Easy Integration 

These features cover almost every routine function that NEMT operators carry out daily. However, Tobi Cloud also includes an open ecosystem that can adapt to any platform. So, whenever you need to work with any software used by your partners, brokers, or contractors, Tobi Cloud has you covered. 

How Does Tobi Cloud Help NEMT Companies 

You have seen the many features of the Tobi platform, so how does Tobi Cloud help NEMT companies earn more?  

Tobi Cloud NEMT Software uses the latest technology innovations that deliver an edge to NEMT businesses over their competition.  

With Tobi Cloud, you can: 

  • Quickly scale your business  
  • Minimize the need for manual dispatchers  
  • Enable a wider reach for rapidly growing your business  
  • Offer on-demand services to customers 
  • Improve driver satisfaction and retention  
  • Enhance the customer experience  
  • Reduce instances of fraud  
  • Increase business efficiency   
  • Minimize human error 
  • Meet all compliance and regulatory requirements 

How does Tobi Cloud compare? 

Now that we have shown you how Tobi can help your business become more efficient using technology, let us compare the features we offer with other NEMT software providers in the market. 

 TobiCloud TripMaster RydeWizz RouteGenie TripSpark 
Variable pricing (small, midsized, and enterprise-level) ✔️ ❌ ❌ ❌ ❌ 
Dispatching (real-time and pre-scheduled) ✔️ ✔️ ✔️ ✔️ ✔️ 
Real-time status updates of trips ✔️ ✔️ ✔️ ✔️ ✔️ 
Mobile app for drivers with real-time updates ✔️ ✔️ ✔️ ✔️ ✔️ 
Advanced reporting ✔️ ✔️ ❌ ✔️ ✔️ 
Import trips via CSV or API ✔️ ❌ ❌ ✔️ ✔️ 
Automatic invoicing (daily, weekly, monthly) ✔️ ❌ ✔️ ❌ ❌ 
Billing via Medicaid service code or private pay ✔️ ❌ ❌ ❌ ✔️ 
Record payments against the payer ✔️ ❌ ❌ ✔️ ❌ 
Sophisticated pricing models and rules ✔️ ❌ ❌ ❌ ❌ 
Bookkeeping (account, patient, or trip-level reconciliation) ✔️ ❌ ❌ ❌ ❌ 
Automated claims submission ✔️ ❌ ❌ ❌ ❌ 
Automated attestations ✔️ ❌ ❌ ❌ ❌ 
24×7 email and phone support* ✔️ ❌ ❌ ❌ ❌ 
Customer onboarding support* ✔️ ❌ ❌ ❌ ❌ 
*Available with some subscription models only. Please get in touch with us to know more. 

As the features of Tobi Cloud show, it really is a one-stop solution for NEMT companies. From planning, dispatching, scheduling, and billing trips to attestation and filing insurance claims, Tobi Cloud is an end-to-end NEMT operations software for NEMT companies.  

Software solution that NEMT companies need

So, if you’re wondering whether to modernize your legacy NEM transport or paratransit operations, or if you want to upgrade your present software solution, reach out to us. We will be thrilled to demonstrate how Tobi Cloud can revolutionize your business. 

What are the Top Reasons NEMT Providers Should Go Digital?

Modern Non-Emergency Medical Transportation (NEMT) networks have many benefits over traditional NEMT networks. These benefits go beyond just adding to the bottom line of NEMT service providers.  

There are many benefits to adopting NEMT software. In addition to the ease and convenience of running the business day-to-day, NEMT software can decrease wait times and result in fewer missed rides for customers. It can also enable better time management for NEMT drivers.  

Let’s look at what NEMT is, how it works, and the operational benefits NEMT providers can gain by adopting a software solution tailored to their business. 

What Is NEMT? 

Non-Emergency Medical Transportation services help patients get to necessary medical appointments when they can’t drive themselves or use public transportation. These appointments can include routine checkups, follow-up diagnostics, and physical therapy sessions. NEMT is also used to transport patients between hospitals.    

Traditional NEMT service providers use manual scheduling, tracking, and dispatching to operate their service vehicle fleet. It’s time-consuming, costly work, and those costs are reflected in their price. As a result, NEMT providers using manual methods are often more expensive than modern providers that use NEMT software to automate such routine processes. 

NEMT Software’s Impact 

Technology has profoundly disrupted the evolution of the NEMT industry. Tailored NEMT software benefits the service provider, the driver of the vehicles, and the patients being transported.  

Service providers gain easier fleet management, automatic route optimization, granular analytics, electronic attestation for fraud prevention, higher customer satisfaction, and greater cost savings. 

Drivers and patients benefit from better communication before, during, and after the scheduled pick-up/drop-off. They also gain the convenience of GPS tracking and electronic billing for insurance payments. Best of all, on-demand services that use modern NEMT software are more affordable for the customer. 

Benefits for NEMT Providers  

Modern NEMT networks have the advantage of efficiency over their older, more traditional peers. According to a 2019 article in the American Journal of Public Health, using modern NEMT networks can reduce the cost of each ride up to 70%, saving patients an average of $268 per year. And they deliver a better patient experience at the same time.  

Providers using modern NEMT software can also automate their routine business processes and enhance fraud prevention. Plus, they can scale their business quickly and accommodate a more extensive vehicle fleet, ensuring minimum disruption to their business and customers.      

Other benefits to NEMT providers include: 

  • Better fleet management: NEMT software makes end-to-end business processes easy. Providers can receive and match transport requests more efficiently. Plus, they can enable effective navigation, attestation, and billing at the end of each trip.   
  • Real-time tracking: When dispatchers can track NEMT drivers in real-time, it’s easier to see driver availability. Plus, they can monitor drivers to ensure accountability.
     
  • Trip route optimization: Advanced GPS technology and real-time data simplify fleet planning, leading to improved fleet efficiency and a healthier bottom line. 
  • Personalization: With NEMT software that meets the latest compliance requirements, providers can retain passenger information for longer. Access to passenger information means NEMT businesses can add to a customer’s experience by delivering services that match their specific mobility needs. 

Benefits for Drivers 

The benefits to NEMT vehicle drivers are also important aspects of the business, since drivers are the backbone of any NEMT business. Well-designed NEMT software makes it easier for drivers to do their job and keep customers happy. 

  • Better communication: Using integrated communication tools, often built into the platform, drivers and passengers can seamlessly communicate. Smooth communication ensures there is less friction between the business and its customers. 
  • Efficient navigation: Many NEMT software platforms have automatic route optimization built into the software. It helps drivers avoid traffic snares, inaccessible entrances, and similar otherwise unpredictable situations. It’s a win-win for the passenger and the driver. 
  • Automated billing and payments: With integrated billing and post-ride attestation, drivers no longer have to worry about trip payments or endless paperwork. Less paperwork leaves more time for drivers to focus on what they do and leave out the ancillary work associated with each trip. 
  • Better time management: NEMT software platforms usually come with a companion driver app, making it easy for your drivers to clock in and out of work. As a result, they end up with a better work-life balance, increasing their job satisfaction.  

Making drivers’ jobs easier is a significant benefit of NEMT software. Happier drivers mean happier customers, and happier customers are better for the bottom line.    

Benefits to Passengers 

Delighted customers mean repeat customers. Businesses can only succeed if customers are happy with the service they receive.  

This is particularly true for NEMT providers. NEMT software can help providers address common pain points that patients usually experience when using NEMT services. 

  • Better patient experience: Easy communication with the vehicle operator and quick support on hand-held devices delivers an excellent customer experience. 
  • Lower cost: Service providers using NEMT software can often provide their services at a lower price. Technology-enabled services improve business scale, making it sensible for operators to charge lower costs per ride. 
  • Faster trips: Shorter wait times, automated route optimization, and real-time data-equipped navigation mean that passengers reach their essential medical appointments on time. 

The bottom line is that NEMT software helps providers deliver the kind of experience patients need when they call for non-emergency medical transportation. 

Summing Up 

There are several benefits for traditional non-emergency medical transportation service providers that modernize their processes with an NEMT software solution. It cuts the business’s operating costs, makes drivers’ jobs easier, and improves the customer experience.  

One such solution is Tobi Cloud—a single application that can handle all NEMT dispatching and scheduling needs. Not only is it easy to use, but it takes less than an hour from start to set up.  

Want to learn more? Click on “Contact Us” on the top menu and fill out your details to learn how Tobi Cloud can take your non-emergency medical transportation business to the next level. 

Seven Keys to becoming an In-Demand NEMT Provider

Non-emergency medical transportation providers are liaisons between patients and healthcare providers. NEMT plays a critical role because they bridge those who need care and those who help patients get care. NEMT is the foundation and glue for the whole healthcare continuum.

So, how does someone become a NEMT Provider? There are seven key steps: Building relationships, examining core responsibilities, complying with local regulations, finding a high-functioning NEMT solution, data tracking, developing unique selling points, and marketing. Now let’s explore these in more detail in this article.

Building Relationships

When you’re first starting out, like most things in life, building relationships is the key. Without great relationships, you won’t be able to run a successful business. 

It’s important for you to contact local, state, and federal agencies and discuss the possibility of getting requests for NEMT orders directly from them. You can also reach out to local hospitals and private practice doctors. Starting a bit smaller can be quite advantageous. By contacting these agencies and doctors, you will be able to set a great foundation to help patients and get your business off the ground.

Next, talk with local NEMT providers about transporting patients. You’ll want to discuss the NEMT cloud dispatching software they are using to facilitate cooperation and management of the orders and the logistics of transporting patients. The idea here is to cover your bases and lay the groundwork for your operation.

Examine Core Responsibilities

As a provider, it is key that you examine core responsibilities. Communication with patients and drivers is at the core of what a provider does. With advanced NEMT software, providers can give patients accurate estimates on wait times, re-route drivers to more advantageous routes, and a host of other vital details.

Plan for Your Expenses and Your Future

Make a five-year plan with goals. Try to visualize your future and what you want it to look like. What will your partners expect in the next five years? Create targets as well as quarterly goals, so you can measure your success as you progress.

Another key here is to understand what costs you will incur and where they will come from. Budgeting is an integral part of every business endeavor. You should know your expenses upfront and allocate for them.

Comply with Regulations

The key to compliance is research and comprehension. Make sure you understand local laws. Read up on regulations so that you know what you need to keep yourself in good standing. Ensure that all your providers are licensed and above reproach.

As a service provider, you are the conduit between drivers, patients, hospitals, and all the other parties involved. That means you need to understand the potential legal ramifications of any action you take. For example, it’s your responsibility to verify patients’ eligibility and coverage.

At the end of the day, the more you know about local regulations, the better you will be at your job. 

Track and Utilize Data

Data and reports are your best friends. They will show you what is working and what needs improvement. Use data to glean insights about your business. This will help you improve and stay innovative.

As a NEMT broker, you are responsible for, among other things, tracking interactions and reporting data to the insurers with whom you have contracts. These contracted relationships are another layer of communication in your jurisdiction. Trip details, vendor data, plan rules, billing information, services provided, call center data, and post-service claims information are all examples of the data needed to create reports.

Furthermore, you need to run regular analyses and reviews, implement fraud protection, and track credentialing. You are the focal point of a fast-moving industry. You need to be nimble and cover all your bases.

Great tools will help you highly in this regard. You need to pick tools that conglomerate key data and help you see the big picture.

Choose Effective NEMT Software

Part of being an effective provider is working with an effective NEMT solution. The more precise and reliable your solution is, the better the outcomes for providers, patients, and drivers. 

TobiCloud is an exceptional option because it pairs innovative technology with a human touch. It’s intuitive, easy to set up, includes real-time GPS tracking, and more. 

NEMT software should be a part of your business because it enables you to grow while simultaneously offering high-quality service. If you’re looking at long-term investments, the expense of implementing an automated scheduling system with integrated client management will be negligible. No company thrives without tools to help it scale and be more efficient. 

 The software offers advantages beyond added convenience. It can provide assurance and build your credibility. Your billing processes will be correct. Your reimbursements will come faster. You will build trust with your partners, and they will outsource more trips to you. Your complaints will decrease. Your incidence of no-shows and late cancellations will drop. 

Build and Market Your Brand

It’s vital to get your name into the minds of those that need your services. In the NEMT industry, word-of-mouth advertising is the ultimate form of marketing. 

You can start by researching your local senior centers, retirement and assisted living facilities, and health care providers. When they discover a NEMT broker that is dependable and efficient, they will want to work with you. 

Another great way to spread awareness and build relationships is by showing up at or joining community groups, senior activity centers, and health care provider groups. Ask questions about these resources and learn how to improve. If you want to be successful, you need to build trust and loyalty among the people your services impact.

Final Thoughts

At the end of the day, you want NEMT software that will give you an edge over the competition. You should invest in software that will help you streamline your dispatch efforts. You need software that can help you to improve your service by analyzing the data and allowing for the most reliable service possible. The best software will let you manage your fleet, dispatch, and clients while providing you with the best reporting and analytics possible. Investing in the best NEMT software will improve your profits in the long run, even if you’re spending more initially.

Tobi Cloud does all of this and more. Check us out today and see if we could be a long-term solution for your needs.

5 Challenges of Non-emergency Medical Transportation and Tips on Overcoming Them

According to a recent study, 40% of Americans faced various transportation barriers during the height of the pandemic. As a result, many are delayed in seeking medical care. It just shows how vital non-emergency medical transportation (NEMT) is to healthcare services.

Nonetheless, NEMT goes beyond basic transportation services. It has its challenges to overcome, including legal compliances, optimizing operations, and accommodating specific patients’ needs. As non-emergency medical transportation businessowners, you need the right tools and strategy to provide the best services to your customers.

Knowing the common challenges in the NEMT industry can help you prepare for overcoming them. So read on to find out how you can strengthen and improve your operations.

1.   Compliances and requirements

Although NEMT has no formal guidelines, each state has its own non-emergency medical transportation requirements and rules that companies must follow. Moreover, service providers are expected to report deficiencies proactively to state officials.

For example, certain states require certifications and licenses for your staff. After all, driving patients has its inherent risks. You need trained drivers who can handle basic medical emergencies and care. Failure to comply might result in penalties and liabilities.

Hence, the real challenge is monitoring your compliance adherence. You need to keep a record of all the contract requirements and appropriate regulations to operate without issues. Luckily, you can use software to help you manage your records and audits. It can automate tasks such as data collection, vehicle tracking, and driver evaluation to ensure that everything adheres to your state’s guidelines.

2.   Late arrivals or no-shows

A common concern among NEMT beneficiaries is customer service. According to FierceHealthare’s non-emergency medical transportation statistics, most complaints are related to late arrivals or no-shows. Some would even have to call for a NEMT the day before their actual medical appointment.

Most NEMT programs allow customers to have freedom of choice on their service provider. However, some states waived this choice due to cost-efficiencies. This makes it harder for NEMT businesses to foster better and lasting relationships with their customers.

To overcome this hurdle, consider creating a booking portal to provide self-service options for your customers. It will serve as a one-stop platform where they can avail of your services, track the status of their booking, and interact with your drivers.

3.   System responsiveness

The current NEMT programs work well with regularly scheduled and recurring services. But when it comes to time-sensitive transportations, some service providers fail to respond as quickly as their customers expect. It often ends up with late pickups, lack of available drivers, and overscheduling.

Prevent this from happening by automating your fleet management and scheduling. Various software solutions can help you with the task. There are programs designed specifically for NEMT services. So you have to conduct thorough research and invest in the right NEMT service.

For example, look for software that can automate your scheduling system to ensure there is no overbooking. Likewise, it should give you an overview of your fleet’s status so you know the availability and locations of your drivers or vehicles. Some software can even automate dispatch so that drivers can get to their destination as quickly as possible.

You may check out Tobi Cloud if you are looking for smart NEMT software to manage your dispatching and scheduling needs.

4.   Visibility and transparency

Most of the inefficiencies in NEMT operations can be traced back to its lack of visibility and transparency. Unfortunately, many NEMT providers are still stuck with using paper-based systems for record-keeping and managing operations. This makes it harder for them to keep track of their drivers and vehicles, billings, reimbursements, and customers.

One of the advantages of NEMT software is that it leverages various data to give you a comprehensive overview of your operations. It offers features such as fleet and GPS tracking, customer management, and automated billings. Having a single platform to manage your operations makes all your data easily accessible and available to you. It allows you to analyze your business’ performance and determine areas of improvement.

5.   Fraud and abuse

As part of healthcare, the NEMT industry is also a prime target for fraudsters and other criminals. It can come in the form of false calls, cyberattacks, and abuse of the system. In some cases, beneficiaries collude with your staff to sign off on non-existent rides in return for kickbacks on falsely paid claims and non-emergency medical transportation rates.

Protect your business by boosting transparency and data collection within your operations. Invest in the appropriate tools to combat frauds and other cyberattacks. For example, cyber security tools can help you monitor and evaluate activities within your digital systems. This will notify you of any suspicious access and incidents during your operations. NEMT solutions can also provide you with GPS tracking to check your drivers’ performance and activities while dispatched.

Overcoming the barriers

Patients have diverse needs depending on their conditions and status in life. Some need different types of doctors; some need time-sensitive treatments. Meanwhile, others need transportation services to help them get to their medical appointment in time.

Hence, NEMT plays a critical role in patient welfare. It would help if you guaranteed you could accommodate their specific demands and needs. To do that, you must first overcome the challenges that your business might face.

Go ahead and explore what tools you can use to optimize your processes. Consider trying out NEMT solutions like Tobi Cloud to find out more.

How Digital Transformation Can Change NEMT Industry

The term digital transformation can be confusing for some. Going over what digital transformation is in general and how it can impact the NEMT industry is worthwhile. It’s all about adding value to the customer’s interaction with a business, and as a very customer-centric business, NEMT’s can see value in this viewpoint. Let’s dive down into what may seem like a scary idea, but it is a valuable part of the growing NEMT industry. 

What Is Digital Transformation?

In general, a digital transformation is when a company uses digital technology available to them to change and modify the company thoroughly. This term encompasses the changes that occur with how the company handles its business processes and how the customer interacts and experiences the company. Finally, it can have a lasting impact on the culture of the company. In some cases, this digital transformation turns into a complete reimagining of the business. Digital transformation can be an action that changes the entire company in some instances, or it may just streamline the way things were already being done previously. Again, it depends on the company. With a digital transformation, the process often goes beyond the individual roles inside the business but looks at how the company and customers engage each other. It’s a way to create a better environment for its clients as the business moves from analog paper to more digital solutions, such as software and smart applications. Any type of change can be tricky, and to some companies, it can be stressful for employees, especially in instances where the differences are profound. 

How Can Digital Transformation Benefit NEMT Industry?

A digital transformation can be very beneficial to the NEMT industry. In some cases, you may find that your business was constructed with the idea of building bridges with your clients from the very beginning, and you may not have to do much to implement a digital transformation strategy. Digital transformations will allow your company to execute your ambitions and improve any gaps that your patients may be seeing in their transportation needs. Filling these gaps can help to boost your customers’ feedback positively, increase referrals, and often, can be good for morale while improving how your staff gets their job done.  

Significant Challenges During Transformation

There are a few challenges that can come up during a digital transformation. One of the biggest can often be how your staff perceives these changes. Often, the best way to handle a stressful transition, especially if you are implementing a lot of changes to improve your business, is to be upfront and honest about the changes. Letting your staff know how this is helping the company and how it can help do their jobs easier upfront can help even the most resistant to change. Another potential challenge comes when something in the plan looks great on paper, but it may not work exactly as planned. That can often be why it’s essential to ensure that the person creating the digital transformation gets feedback and input from all the different roles in the company. They may have a way of doing things for the patients that weren’t considered during the initial setup of the digital transformation. There may need to be tweaks involved in your overall plan as you put it into place.  

How To Build a Digital Transformation Strategy for NEMT Industry?

There is more to a digital transformation strategy for any business than just updating the software and applications used for the company. Instead, it’s about creating a change centered around the client and leveraging a change that will benefit them. In turn, starting a business with customer satisfaction as the cornerstone will help separate you from other NEMT companies in your area of service. Often, the first step to creating a digital transformation strategy for your NEMT service is to evaluate what you’re currently doing. The best way to handle this is to ask for feedback. Speak to all of the different stakeholders of your business. For example, talk to your staff, your patients, and the companies you do business with to see what you can learn about what is going right and what could be tweaked during the digital transformation. Some of the companies that can be excellent sources of information include your software provider, hospitals, and other care facilities that use you for transportation. 

Surveys are a great way to collect data. Creating a committee that can work together on creating the plan with people from throughout the business, especially for a larger company, can be an excellent way to have every department’s viewpoint represented. Once the data is gathered, it’s time to analyze it and put the generated ideas into a written plan. Once this plan is approved, then it’s time to implement it. Don’t worry if it doesn’t go well right away. Getting your strategy entirely right may take time, and changes may be necessary for the beginning stages. In addition, you may find that you outgrow your early design or new technology makes it essential to start this process again.  

Bottom Line

The bottom line is that there’s a good chance that if your company started out using technology and had a customer focus all along, any digital transformation strategies you put into play won’t be as scary as a company that needs to change dramatically. Although even if you’re still using paper maps and only phone calls for your NEMT service, you may find that going through a digital transformation won’t be overly jarring for those who use smartphones and computers. Honestly, if you’ve ever used an app to order a ride home after a night out or had dinner delivered after a long day of work, you will more than likely adapt well to an upcoming digital transformation.  The benefits available for the NEMT industry using specially designed NEMT software are astounding, and you’ll wonder why you waited so long for the change. Speak with one of our staff members to learn more about what our software offers and how it can be best implemented into your current processes. 

5 Ways to Take Your NEMT Business to the Next Level

You’ve gone through all the motions and now have your very own NEMT business. Congratulations on making it this far with your new endeavor. It’s not time to rest on your laurels, though. Instead, it’s time to consider the five ways that you can take your NEMT business to the next level and continue growing. 

Ensure ADA Compliance

One of the vital areas of your NEMT business relies on your vehicles. If you didn’t check to ensure that your cars are in ADA compliance before setting up your business, it’s time for you to evaluate them. Going through this step means that you care for the most comfortable transportation possible for your clients. ADA compliance may seem like something to skimp on, but your passengers will notice when your vehicles are just barely at the standards set. Going above and beyond will help get your company noticed above your competitors. Passengers will want to book with the company they feel takes their needs in mind when setting up vehicles for transport. 

Manage Your Expenses

Starting your business was expensive, and keeping it running always means managing your expenses. The expenses to ensure that you have enough money to put into the business, pay your employees while still profitable. A great way to keep your NEMT business growing is to evaluate where you are spending your money. It’s possible that there are ways for you to reduce your unnecessary spending while investing money into areas that will help your business be more successful. For instance, when you started your business, you may have handled some of the aspects on your own with DIY efforts, such as creating your website and marketing strategy. It may be time to evaluate your initial steps and invest in professional services reworking your initial efforts to give them polish they may lack.   

Rise Above Your Competition

Once you’ve established yourself, it’s time to look at ways that you can outperform your competition. There’s nothing wrong with checking out your competition and seeing what they offer. Look at their website to evaluate what you think they are doing right and what could be improved. What do their reviews say about their business compared to yours? Then, take what you’ve learned and implemented it into your operations. It may be hard to overcome your bias when trying to see what your business may be lacking. Once you’re honest with yourself, the sky is the limit when it comes to improvements.

Work With NEMT Brokers 

When you’re working on your own, you only have the clients that know about your business. Working with NEMT brokers can help you in growing your business. A broker has contacts with various medical companies, care homes, and other sources of clients that can help you fill your schedule and keep your drivers busy. Partnering with a NEMT broker can boost your business with minimal effort on your part. 

Use the Best NEMT Software 

The NEMT software you use for your business will dictate how well your business is performing. You want NEMT software that will give you an edge over the competition. You should invest in software that will help you streamline your dispatch efforts. You need software that can help you to improve your service by analyzing the data and allows for the most reliable service possible. The best software will let you manage your fleet, dispatch, and clients while providing you with the best reporting and analytics possible. Investing in the best NEMT software will improve your profits in the long run, even if you’re spending more initially.  Looking to improve your NEMT business by investing in our NEMT software solution to help grow your business? We’re ready to discuss how our software can make a difference in your business today.

The Benefits of AI in the NEMT Industry

The term artificial intelligence or AI has changed. In the past, the idea of AI was utterly science fiction, but now it’s becoming a science fact. There’s a good chance that you’ve used AI sometime recently. Saying Hey Google, Siri, or Alexa means that you activated the AI in the device you’re using, and they respond back to you as they were programmed to do. It may have been something as simple as finding out the forecast or answering a trivia question. AI has an even broader application when it comes to how a business can use it. Several benefits can come from employing AI in the NEMT industry

Make Smarter, Informed Decisions

One of the best benefits that come from AI is being able to make educated decisions. One of the features of artificial intelligence is that it can pick up on patterns in a business. So using AI for your NEMT industry means you can make the most informed decisions on moving your business forward. At first, it may seem that using AI with NEMT scheduling and dispatch software would only benefit large fleet businesses. Many small fleet NEMT services benefit from AI. By utilizing these tools from the beginning, they establish themselves a more extensive fleet.

Auto-Scheduling with Machine Learning and AI

Artificial intelligence and machine learning are valuable tools for many businesses, especially where discernible patterns are involved. For example, many doctor’s appointments, treatments, rehabilitation services, and other medically necessary trips are on particular schedules. You can use NEMT scheduling software to create an auto-scheduling feature that makes scheduling rides for regular visits easy. For instance, some rehabilitation appointments are set several times a week for several weeks as the patient goes through therapy. They keep this schedule to help with the healing process. Using AI-powered NEMT software, you can easily keep track of all of these appointments and have them scheduled in advance. Consider how long it would take a person to create this repeating several times a week appointment for several weeks. With auto-scheduling, this time is significantly cut down while allowing your staff to handle other patients.

Demand Prediction

Artificial intelligence can help you when it comes to staff schedules, along with when to perform maintenance on your fleet and other tasks. For example, demand prediction is where the AI can better identify times when your business is slower compared to when it’s busier. Often, the software can do this by analyzing all of the data that comes in over the weeks, months, and years that you use it. It can then extrapolate when you should have more staff on hand to handle the schedule and when things may be a little slower where you can focus on other aspects of your business. For instance, taking one vehicle off the road for regular maintenance on a quiet day is the best way to minimize the impact that a smaller fleet will have on your business.

Demand prediction is also a valuable tool when it comes to your individual patients. Some doctors run a much tighter ship than others when it comes to scheduling. You may find that some of your return trip patients are ready much quicker to be picked up than others. AI can evaluate the time between the drop-off and the return trip to help with coordinating the schedule. Demand prediction also helps you determine when to increase your staff, service area, or grow your business in other ways.

Route Optimization 

It’s hard to argue with the benefit of route optimization from artificial intelligence. AI can evaluate the different locations and quickly come up with a route. Avoids problem spots in the road, all while helping get all the drivers where and where they need to be. It can create the most optimum route to help maximize the driver’s day and reduce wasted time on the road. Not only can it start your day off right with the best routes available for scheduled stops. It also quickly update the route when there are canceled or added trips in the day. It can often be harder to handle this type of disruption when AI is not involved. These changes in the working schedule would otherwise be lost time. 

Autonomous Dispatch

In many cases, you may find that if you talk with your dispatch staff that most of the scheduling they handle are routine and relatively simple phone calls that take time but could be quickly done autonomously. You could be saving time and money when it comes to handling these more routine dispatch scheduling needs by using AI. NEMT dispatch software can make a huge difference in your daily schedule. Of course, there will always be situations where something more complex in play will require a human touch. By sending the more routine calls to AI, you free up your staff’s time to handle these more complicated calls. In addition, it helps to make their jobs more efficient while helping your clientele get scheduled as quickly as possible since phone lines aren’t tied up on the more basic scheduling needs.

Autonomous dispatch can not only make scheduling the initial call easier for more routine rides, but it can also improve the time it takes for a driver to be dispatched to pick up a patient after their appointment is over. One thing that never seems to change with healthcare is how quick appointments can often be much longer due to waiting times. It can be hard to keep track of when return trips need to be made for these patients. Autonomous dispatch through AI can help to streamline this process and work to reduce the amount of time that clients are left waiting for their return ride home.

Bottom Line

Artificial intelligence can be a powerful ally to have on your side to help your business grow and expand. Taking advantage of the AI’s knowledge and the way it views your business is a sure win. Your staff will enjoy the automation it provides, while your transportation clients will be pleased with your continuously improving service for scheduling and dispatch. When it comes to having the best NEMT dispatch software and NEMT scheduling software, you can’t go wrong with our product. Contact us today to learn more about how you can implement our cloud-based service into your NEMT business to capture the power of artificial intelligence.

The Evolution of Non-Emergency Medical Transportation -NEMT

One of the best ways to see where your business is going is by learning about the past. So let’s explore the evolution of non-emergency medical transportation and how it’s evolved into the necessary service that it is today. One common barrier to healthcare that has existed for many years is traveling to see a provider. That’s where NEMT comes into play.

NEMT History

While a person doesn’t have to be on Medicaid to take advantage of a NEMT service, the history of the NEMT industry is wrapped up with Medicaid. Medicaid, a part of the Social Security Act, was created to help protect individuals that traditionally wouldn’t be able to afford the best medical care. Medicaid is the health coverage available to seniors over the age of 65 and low-income individuals.

In 1965, Medicaid was authorized where states would be responsible for ensuring that their vulnerable populations that required care would have access to transportation to get it. Hence, the beginning of the NEMT industry in its infancy. 

A landmark court case, Smith vs. Vowell District Court Case, occurred in 1974. This particular case revolved around a patient with cerebral palsy. He was unable to use a private taxi service to go to his medically necessary rehabilitation appointments. Mr. Edward Smith’s class-action lawsuit against Texas stated that he could not afford the taxi service and wasn’t physically able to take a taxi even if he could afford it. The judge ruled in his favor and created a precedent for the state. To provide the right kind of transportation to and from medically necessary appointments. After NEMT services were recognized in this landmark case, there still wasn’t a set way for non-emergency medical transportation companies to run.

First NEMT Brokerage System

It wasn’t until 1997 when a NEMT brokerage system was created in Georgia. This NEMT broker, LogistiCare, helped reduce the state’s Medicaid account costs while helping more residents gain more accessible access to NEMT services. That was only the beginning as more and more states started to have brokerage companies created and more providers opened up businesses. The need for non-emergency medical transportation has not gone away as time has passed. On the contrary, as our population ages, life expectancy rises, and more individuals are on Medicaid, the need for these services has increased.  

Working of NEMT Software

When it comes to technology, innovations have not passed the non-emergency medical transportation industry by as these companies are taking full advantage of it. As the brokerage system in 1997 helped create a more formal process for the ride requesting process for clients, technology has been keeping up. The same technology that rideshare companies, like Uber and Lyft, use for private transportation services is also being put into good use for NEMT businesses. 

Impact of Technology on NEMT

Phone calls were the way that the majority of clients were able to have their transportation appointments made for them when they had medical appointments and treatments to get to in the past. Call centers were put into place by brokerages where the patient would have to call in with their information, and the operator would then set up an appointment for the driver. Today, much is still the same, but technology has created a more user-friendly way for setting up the same ride appointments.

Tech-savvy individuals can use apps and computer programs to schedule their rides. Not only does technology make scheduling NEMT services easier on clients, but it’s also a huge benefit for companies. It’s a great way to create transparency for services, billing, patient privacy, and keeping track of the company’s overall data. This help us to find even better ways to serve their clients. In fact, this technology is continually changing and looking for ways to evolve to better serve the clients and the businesses that use them.

Endless Opportunities With NEMT Solution

Automating the process of a NEMT business through a NEMT software solution has created the optimum grounds for growth. One of the keys to growing any business is improving the service offered to customers. Your clients will always notice when things are getting better as it helps to make their life easier. There are endless opportunities for improvement when it comes to implementing a NEMT solution. For example, you can better schedule and track trips to optimize your driver’s time. Improve the amount of time that patients are waiting on their rides to and from their medically necessary trip.

NEMT solutions also help to eliminate any issues that can come from billing. For example, by automating your scheduling, keeping exact track of mileage thanks to GPS tracking and other features. It’s easy to know exactly what to bill to Medicare, self-pay clients, and other insurance companies. NEMT solutions will check for errors with billing, help eliminate fraud, waste, and abuse, and improve payment turnaround time. 

Future of NEMT

The future of the non-emergency medical transportation industry has never been better. There is a growing need that won’t be going away anytime soon for quality transportation services. As more individuals are eligible for Medicaid and there is a barrier for transportation services for many low-income individuals, seniors, and other potential clients, NEMT services are necessary. Now is an excellent time to get started in this industry as it’s continually growing, and there is always a need for transportation services. If you have a NEMT service, it’s a great time to look for ways to level up your business, and the right NEMT solution can be the first place to start making improvements to beat the competition.

The history of NEMT shows that the barriers to better care can be eliminated when solutions are implemented. Therefore, NEMT industry not only a tremendously reliable business, but also helps in eliminating barriers to care for individuals in need.

Ready to see how your NEMT company can improve and grow through the use of our NEMT solution? Our staff is prepared to go over our cloud-based and ever-evolving solution for your business. 

Guide: Understanding How Technology Shapes NEMT Industry

The NEMT industry has become a powerhouse when it comes to growth and stability. Understanding the technology that shapes the NEMT sector can give you a firmer grasp of how a great NEMT software solution can help to improve your company. Let’s go over the benefits that come from embracing this technology in the NEMT industry, along with what you can expect to get out of utilizing it for your business.

Need of Technology for NEMT Industry

You don’t even have to be familiar with the NEMT industry to see how technology has changed transportation for the better. Remember the old days of paper maps or printing up directions for a family road trip? There would always be a problem with the paper version. Sometimes it would be because the directions were confusing, and sometimes, it would be because something changed, such as construction, accidents, or road closures. Modern technology helps to take the surprise out of any trip. You can be notified in advance that there’s a problem with your route and rerouted quickly without letting the issue destroy your timeliness. The technology available today for NEMT services takes all of the guesswork out of time-sensitive transportation that makes it better for your clients. It also makes it better for your company. NEMT solutions offer various vital features that save your company time and money while keeping your schedule as complete as possible to improve profitability while cutting out waste.  

Key Features of NEMT Solutions 

While not all NEMT solution software is created equally, you should be looking at a minimum of these four features to help your NEMT business keep up with your competitors and continue to grow. These features include ride digitization, GPS-enabled tracking, HIPPA compliance, and comprehensive trip management.

Ride Digitization 

Ride digitization works hand in hand with GPS-enable tracking. Eventually, all NEMT rides will become digitalized where nothing is left on paper but servers and in the cloud. Ride digitization works wonders for patients in improving the quality of service they receive on every aspect of their trip, starting with scheduling and ending with billing. It also has the benefit of creating transparency for all aspects of your NEMT business. This transparency means that it’ll help you to eliminate the possibility of fraud, waste, and abuse that can occur when close monitoring isn’t involved. It can also act as a quality control monitor as it will keep track of crucial ride quality metrics for all of your drivers. You’ll have all of the information regarding each driver personally at your fingertips, such as rider feedback, driving performance, and more. When it comes to rewarding great drivers and eliminating problem ones, you don’t have to look any further for the fairest way possible to handle it. As firing problem drivers can sometimes be tricky, this NEMT software solution can help you provide hard data on why the firing was based on their performance and not discrimination. 

GPS-Enabled Tracking

The advent of GPS has changed the world and travel for everyone, but for the NEMT industry, it has been an even more significant game-changer. Employing a NEMT solution that features real-time GPS can create a more efficient system when it comes to routing drivers for pickups. Drivers can rely on the GPS to help them find where they need to be, especially if they are picking up from neighborhoods that they aren’t familiar with, and let your dispatch keep an eye on their route to ensure that they can arrive on time for your clients. This feature can also be great for your clientele. As technology comes down in price and becomes even more user-friendly, more seniors are using it. Allowing patients to see their ride coming for them in real-time can help to put them at ease for making it on time to their healthcare provider. Often, the procedures and appointments they are setting NEMT rides up for are stressful enough on them, so helping to reduce their stress about getting to where they need to be can be beneficial. In addition, it can be a great way to separate yourself out from the crowd. 

HIPPA Compliant 

As you know, being a NEMT business compared to regular private transportation means that you need to stay compliant when it comes to HIPPA regulations. The medical information that you collect on your patients to transport them safely and securely to their healthcare appointments has to be stored securely when accessed and stored digitally. A NEMT solution offers an easy way to keep track of this data in one secure platform. This software allows you to create, edit, and utilize the information safely without compromising the sensitive information. 

Comprehensive Trip Management

Putting NEMT software into place for your business means that you’ll have comprehensive trip management that goes beyond just real-time GPS tracking. You’ll be able to manage your entire NEMT business using software that was engineered specifically for the NEMT industry all in one place. The software will offer trip management capabilities, including routing and scheduling while monitoring and tracking your fleet with real-time data. Not only does this data help you in the moment, such as rerouting trips for canceled appointments without wasting your driver’s time, but it can also be used for the big picture to identify areas where you could be doing better. The beautiful thing about NEMT software is that it’s scalable for your business, meaning that it can be just as beneficial for a small start-up NEMT business as it is for a more significant business. 

Key Takeaways

When it comes to the NEMT industry, technology has changed the game for the better. In many industries, there is the fear of technology in that it will replace staff and make a company seem inhuman to the public, but that’s not the case with the NEMT industry. You don’t have to worry about losing the human touch as your staff relies on this technology solution as it only helps them do their jobs better and more efficiently. Patients will still get the same excellent customer service your company is known for while seeing an improvement thanks to the software. Do you have questions about how our NEMT software will work for your company? Are you interested in getting started? Contact our staff today to learn more. We can walk you through our user-friendly interface and help you get the most out of your NEMT business.