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Top 5 Benefits of NEMT Software for Brokers

The NEMT industry is undergoing a digital transformation as technology quickly enables businesses to improve efficiency.

There are 68 million Medicaid beneficiaries in the US that NEMT businesses can potentially serve. This potential market size presents a considerable opportunity, albeit with significant operational challenges.  

Non-emergency medical transport (NEMT) brokerages or Medicaid transport brokers of all sizes can use NEMT software, like Tobi Cloud, to increase operating efficiency and reduce costs. NEMT software also lets brokers quickly scale their business as they expand.   

NEMT Brokers 

State Medicaid Authorities (SMA) are mandated to offer transportation for beneficiaries to and from healthcare providers. The SMA contracts a broker to manage these transportation services. Brokers act as liaisons between beneficiaries of the Medicaid program and vendor networks of NEMT vehicles and drivers.    

Brokers need to verify that customers are eligible for Medicaid transport. Once beneficiary authorization for NEMT services is verified, brokers dispatch vehicles that belong to NEMT provider networks to pick up the customers and drop them back at their residences.   

Brokers must also verify that all vehicles, personnel, and dispatching software they use match national standards and state compliance mandates. A one-page CMS newsletter covers the basics of compliance for NEMT brokerages. 

This article looks at the top 5 benefits of NEMT software for brokers: 

  1. It simplifies day-to-day operations. 
  1. It streamlines trip management. 
  1. It provides a single source of data. 
  1. It fulfills compliance requirements. 
  1. It enables business insights. 
5 Benefits of NEMT Software for Brokers

Simplify Operations 

Brokers connect a vast number of beneficiaries to transport providers spread across the state. The matching and scheduling of rides is a highly complex process. Additionally, the volume of requests is not predictable, and a broker may experience a rush of orders that can be difficult to manage. NEMT software can help brokers simplify complex day-to-day business operations.   

Automating workflows 

NEMT software for brokers can reduce manual work and save costs. It can also provide real-time updates for better coordination while using fewer human resources.   

Scheduling automation saves time and resources by automatically matching drivers to NEMT transport members and assigning trips. With the right NEMT software, brokers can easily manage multiple transport providers across different states and quickly select among them for the journey. 

Dispatching and Filing 

Dispatching tasks comprise a significant portion of the day-to-day workflow that NEMT brokers handle. Manual dispatching is human resource intensive and consumes a considerable part of NEMT brokers’ workforce.   

Automating NEMT dispatching is thus a significant advantage that NEMT software provides.  

Filing and documentation is another recurring yet critical task that NEMT software streamlines. With electronic records, tracking and filing historical data becomes more manageable. 

Driver credentialing and patient eligibility 

Before assigning the trip, NEMT brokers must verify compliance information for patients and drivers that they match.   

Driver credentialing includes criteria like: 

  • Valid driving licenses 
  • Other appropriate licenses (like a chauffeur’s license, required in some states) 
  • Medical fitness certificates  
  • Liability insurance 
  • Clean driving records 
  • Criminal background checks 

NEMT software with an open API can communicate with central databases. It can continuously monitor these criteria in the background and flag any NEMT driver that does not meet them.  

Before booking the trip, brokers must verify if Medicaid covers the customer for these services. Verifying patient eligibility ensures NEMT brokers don’t face difficulties later in claiming the trip cost from insurance companies. 

Billing and claims 

Digitized manifests make tracking trip info easier for compliance and historical data needs. Plus, with digital billing and trip attestation, filing claims and receiving payments from insurance companies becomes more straightforward. 

Streamline Trip Management 

Besides optimizing a broker’s overall business processes, NEMT broker software can also help improve the grassroots experience of the business. With built-in tools to monitor different aspects of each trip, NEMT software makes it easy to improve customer satisfaction. 

Driver monitoring 

NEMT software can help brokers track and monitor drivers in real time. The efficiency of drivers, the wait time, distance traveled with the customer, and trip attestation all give a picture of the driver’s interaction with the customer. 

NEMT provider information 

Different NEMT providers have different ways of working. Tracking and monitoring the NEMT providers with sizable fleets can help NEMT brokers quickly select the most suitable provider network.   

Patient and vehicle information 

Tracking the patient and vehicle information is also helpful in improving the customer experience. Being unable to match available vehicles to a patient’s specific accessibility needs when dispatching can result in trip delays or the patient’s inability to get into the vehicle.  

Trip details 

Traditional NEMT brokers rely on self-reporting by NEMT drivers or transportation providers to track and verify trip data like drop-off locations, the route the driver took, on-time pick-up, or trip completion.   

But NEMT software provides easy access to real-time trip data, which enables brokers to monitor drivers during the trip and ensure that customers accessing NEMT services receive the best experience possible.   

Provide a Single Source of Data 

For all modern businesses, data plays a critical role. Collecting, organizing, and accessing information is the first step modern digitized companies take to improve their processes. 

Ensuring data availability is especially true in the healthcare industry because electronic healthcare data is usually proprietary or masked by compliance requirements. Brokers using HIPAA-compliant NEMT software can store and use patient data, which can be an invaluable resource. 

Patient data 

To ensure exceptional customer service, storing patient data is critical for all NEMT businesses. Ensuring high customer satisfaction standards is part of the NEMT broker’s mandate.   

Some patients accessing NEMT services have unique transportation needs that standard vehicles do not support. For example, brokers must provide wheelchair-accessible transport for customers with limited mobility. Knowing more about the customer’s needs can help brokers deliver better service.   

Driver data 

Storing data about the driver can help NEMT brokers retain and monitor driver credentials. Verifying and updating driver credentials helps brokers meet federal, state, and corporate compliance requirements.   

Retaining credentialing data allows brokers to assign drivers to each trip that matches the state’s compliance requirements. 

NEMT provider data 

Retaining NEMT provider data allows brokers to identify effective transportation partners.   

Service history, vehicle data, and fleet quality of NEMT providers allow brokers to quickly identify the most suitable providers as soon as a customer initiates a booking.   

The number of vehicles a provider can supply helps schedule and plan services, especially during peak demand intervals. 

Insurance vendor data 

Brokers deal with various insurers while delivering their services. These can be state-mandated insurance providers like Medicaid or commercial partners.  

Each insurer may have specific rules and requirements for making claims. Keeping track of any unusual data or the attestation specific insurers require can help brokers ensure a smooth claims and payments process.   

Fulfill Compliance Requirements 

Brokers are contractors for a state’s Medicaid program. Brokers bid for this business in a competitive process. This contractual structure means the state will only use a specific broker to service a particular area.   

Like any insurance provider, Medicaid has strict compliance norms, and brokers must stick to them. In addition, brokers must retain their NEMT transport data and be open to audits from the state when requested. NEMT software can automate this regulatory data collection and retention to make a broker’s job easier. 

Driver credentialing 

Ensuring that the credentials of transport staff are valid is explicitly stated as a compliance requirement by the state. Storing and monitoring the credentials of NEMT transport staff ensures compliance.  

Verifying that drivers have a valid driving license and maintain a clean driving record is something that NEMT software with an open API can automate. NEMT software can also collect and store customer feedback after the ride, which can help brokers track how courteous drivers are.   

Patient data  

Being able to store and utilize patient data to deliver better services is invaluable for NEMT brokers. However, there are compliance requirements that brokers must ensure before legally storing and accessing this data.   

Compliance with the Health Insurance Portability and Accountability Act (HIPAA) is essential to carry out electronic transactions and store and access patient data. Thus, brokers must ensure that they only use HIPPA-compliant NEMT software.  

Also, brokers must have procedures and processes to screen customer eligibility for state-backed Medicaid.   

State-mandated reports 

Brokers must maintain documentation of trips and services. States can request access to this data at any time for audits. Not documenting or providing this data when asked can incur hefty fines or even lead to the state barring the broker from providing NEMT services.  

NEMT software can automate the reporting process. With electronic attestation, the software tracks the mandated forms to be filled in and captures all required documents and data once the trip is complete. 

The standard documentation for trips should include: 

  • Beneficiary name 
  • Medicaid identifier  
  • Pick-up and drop-off locations 
  • Date and time of the services 
  • Distance traveled with the beneficiary 
  • Signature of the beneficiary 

Enable Business Insights 

One of the most significant impacts of using NEMT software is the insights brokers can gain into improving their business efficiency and saving money.  

Leading NEMT software can help regularly produce high-quality reports for brokers to measure indicators of business efficiencies. These indicators can include the total number of trips, growth in revenue, operational expenses, etc. 

Driver reports 

NEMT software makes it easy to track and monitor the overall performance of drivers. Brokers can analyze a driver’s work efficiency patterns to determine if a driver is an asset to the business or causes the broker to lose money.    

Standard metrics that measure NEMT driver efficiency are: 

  • Average trip time 
  • Beneficiary wait times 
  • Customer satisfaction scores 
  • Clean driving history 
  • Deviation from pre-set routes 

Patient and insurance vendor reports 

Knowing which patients tend to cancel appointments can help brokers assign trips better. Tracking patients no longer eligible for Medicaid is another way NEMT software can help improve business efficiency.  

Similarly, tracking the behavior of private insurance vendors can help brokers expedite the claims process. Knowing the specific mandated forms and compliance requirements that insurers have can reduce the paperwork and follow-up required to collect payments. 

Vehicle feedback 

NEMT software can also help track the condition of vehicles used for NEMT trips. Ensuring that the quality of automobiles NEMT providers use meets the customer’s requirements can help NEMT brokers comply with state regulations and ensure exceptional levels of customer satisfaction. 

NEMT Software is an Essential Tool 

For NEMT brokers, any tool that can automate routine processes and improve regulatory compliance is essential. Modern NEMT software can do even more.  

Choosing Tobi Cloud NEMT software can save costs and reduce the compliance burden for brokers, and at the same time, help manage daily operations better. 

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How much does NEMT Dispatch and Scheduling Software Cost?

Pricing is one of the most critical factors in choosing non-emergency medical transportation (NEMT) software. When you’re setting up a business, every dollar counts, and it’s essential to save money wherever you can while also getting the most out of every purchase.

The US Medicaid program first offered NEMT as a benefit in 1966. Under this benefit, the federal and state governments cover rides for eligible individuals to and from doctor’s offices, hospitals, and other medical facilities for Medicaid-approved care.

At first, the benefit was just for low-income beneficiaries who didn’t have reliable, affordable methods of transportation to healthcare appointments, had extensive travel times in rural areas, lacked public transit alternatives, or had disabilities.

These days, states have different rules about who is eligible to receive rides, which rides are covered, and if trips need to be pre-authorized.

In this article, though, we will focus on pricing for NEMT software. We’re going to look at average costs, what you should charge for your services, and what your options are when it comes to the distinct kinds of NEMT software.

Initial Costs

Let’s start by talking about the initial costs associated with establishing an NEMT business. Here is a detailed breakdown of approximate expenditures:

  • The fee for registering an NEMT business in the United States is $725.
  • The legal fees, insurance, permits, and license will cost around $5,000.
  • The cost of leasing a facility may land around $100,000.
  • The amount needed to renovate a facility for operations (electrical, furnishings, plumbing, painting, and landscaping) will cost approximately $10,000.
  • The cost of furniture and equipment (flat-screen TVs, computers, printers, desks, etc.) may cost from $7,000 to $9,000.
  • Other start-up expenses (i.e., stationery, etc.) will probably come in around $1,000.
  • The cost of setting up a website should come to around $600.
  • Phone and utility deposits will require about $3,500.
  • The cost for ambulances will be around $150,000.
  • Salaries for the first three months of operations will be approximately $50,000.
  • Additional expenditures (i.e., business cards, signage, advertising, and promotions, etc.) may cost around $5,000.

You will need to consider all of this as you start your business. Create a budget and make it exhaustive. Get granular about what you need and what you can live without. The idea isn’t to go bare-bones; however, you want to save money while getting the best bang for your buck.

It costs an average of $350,000 to start a standard, somewhat smaller NEMT business in the United States, so it’s a hefty investment. But don’t despair; the average NEMT business takes in between $36,000 and $55,000 per year in profit. You can make money back quickly with the right strategy.

What You Should Charge

Now that we’ve discussed some expenditures let’s look at what you should charge.

This table shows the average rates for NEMT services across the US. Prices vary from area to area.

Types of ChargeWeekday Business HoursWeekends & Off Hours
Ambulatory – Base Rate$25 – $30$30 – $40
Wheelchair – Base Rate$45 – $50$75 – $90
Stretcher – Base Rate$100 – $200$125 – $225
Additional Mileage Fees$3 – $5 per mile$5 – $7 per mile

The idea here is to have some guideposts in place as you begin. You may adjust pricing as you evolve and gain new insights into your business from experience. Be sure to monitor other NEMT providers in your area to keep your rates competitive.

NEMT Software Alternatives and Pricing

There are four main NEMT software options: Tobi Cloud, NEMT Cloud Dispatch, Mobisoft Infotech, and TripSpark. They all have different price points and models.

Tobi Cloud offers three different packages for small, mid-sized, and large fleets.

The small-fleet package costs a monthly charge of $50 per vehicle for up to 15 vehicles. That averages out to a 50-cent cost per trip.

The mid-sized package is $40 per vehicle each month for 16 to 49 vehicles, making the average per-trip cost 25 cents.

Tobi Cloud offers customized plans for fleets of 50 vehicles or more.  

Tobi Cloud packages offer a ton of exceptional features like advanced reporting, automated claims, real-time status updates with trips, and much more.

NEMT Cloud Dispatch offers three packages: Essential, Advanced, and Premium.

Essential is for no more than five vehicles. It costs $79.99 per month.

The Advanced package is for up to ten vehicles. It costs $149.99 per month. It also comes with some extra features not included with the Essential package.

NEMT Cloud Dispatch lists 20 plus as the vehicle limit for the Premium package. You should call to inquire further about pricing specifics for this package. The amount listed is $249.99 per month.

Mobisoft Infotech does not provide pricing details. You will need to submit a business inquiry to learn more.

TripSpark also doesn’t disclose specific pricing information. Instead, they have a blog post about their discovery process and the importance of customizing each customer’s experience.

Do your research about the different features of each software solution. The price points are different for each provider. The key is to balance the software cost with the features you need.

Conclusion

While choosing the wrong NEMT software won’t ruin your business, it can have a significant impact on your bottom line—and cause you needless headaches. As with any major investment, it’s critical to do your research. Separate the features you absolutely need from the “nice to have” features, and then figure out what you can afford without straining your budget.

If you’re still planning your NEMT business, know what starting the business costs, what other NEMTs in your area charge, and what profit you can expect to make if you set your rates competitively. Again, knowing the numbers can help determine which software solution makes the most sense for your business.

And if you’ve done your homework and are already looking for the right software for your non-emergency medical transportation business, we’d love to be on your list. Check out Tobi Cloud today to learn more about our NEMT software’s exceptional features. Tobi Cloud can help take your business to the next level.

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SaaS vs Traditional NEMT Software

In the past, non-emergency medical transportation software (NEMT) was complex and expensive. The effort required to maintain infrastructure for software on the premises was large to put it mildly.

Nowadays, with the evolution of software as a service (SaaS), the burdens of traditional NEMT software can be avoided. SaaS helps users maximize productivity in working environments by providing a diverse range of remotely maintained applications over the Internet. And because of its foundations on the internet, it is more flexible and cost-effective than traditional software. You no longer have to worry about cumbersome hardware and complex software.

Now that we know a little more about SaaS, let’s dive into the key differences between SaaS and traditional NEMT software. There are nine main distinguishing features that we’re going to discuss: Quick Deployment, flexible monitoring, updates, security, installation and maintenance, data accessibility, cost-effectiveness, integration, and scalability.

Quick Deployment

Traditional NEMT software has a fairly steep learning curve. It also requires a complex set-up process. You must get all the hardware put together correctly and most likely go through training before you can utilize it.

SaaS, on the other hand, is simple. The learning curve is quite manageable. The deployment is quick and painless. All you need is an internet connection and you’re good to go.

Flexible Monitoring and Accessibility

You’re a busy professional on the move. You can’t have software that ties you to a specific location. Saas can be accessed from any device at any time as long as you are connected to the internet. This, of course, is advantageous because it allows you to travel while taking care of business.

Whether you need to use your phone, tablet, or laptop, or some other device, SaaS makes it possible. And that’s something we know you need.

Updates

Tired of manually installing updates? Well, you’re definitely not alone.

With SaaS, it’s easier to install updates to the software since it’s hosted in a cloud environment. This means you can dispatch updates remotely without disrupting your user base.

Traditional NEMT software requires you to play a waiting game as you try to get a hold of the latest features and upgrades. Then, you have to manually install those while potentially disrupting users.

Security

Security is a critical part of today’s world, particularly with everything moving online. When it comes to SaaS, you get expert levels of service and performance. This model also provides automatic data backups and recovery.

On the other end of the spectrum, traditional Software Licensing Model users have to go through a meticulous process regarding data backup and recovery.

By using SaaS data centers to ensure automatic recovery and backup of information, securing your data is an ingrained part of the process.

Installation and Maintenance

We’ve already touched on this a bit, but traditional NEMT software is a pain to set up. Not only is there a process, but the initial fees will hurt your wallet.

Meanwhile, SaaS is free of installation and maintenance costs. However, it does require a fixed monthly subscription that charges per user per month. This could be looked at as an advantage of traditional software because once you get past the initial set-up costs, you don’t need to pay a monthly subscription for the services.

SaaS is simpler to maintain, though, because maintenance isn’t the same burden. With traditional software, management of IT infrastructure and hardware is a constant. SaaS offers freedom from these considerations because it’s founded on using services and software via the internet (e.g., no infrastructure needed).

Data Accessibility

Many SaaS providers deliver intuitive, self-serve data accessibility that is easy for users to glean insights from. Users can find information they need quickly without a frustrating amount of effort.

Another way to think about it is that SaaS gives increased access to entire teams, so that team members can procure data within the software when they need it. Because SaaS is hosted on cloud-based servers instead of locally on a specific computer, your team can access the software from home or while working remotely anywhere.

Cost Effectiveness

As we’ve mentioned, the initial cost of traditional software can be quite high. Tens of thousands of dollars in many cases. SaaS does require a monthly subscription but there isn’t the same barrier to entry.

SaaS typically costs less per license than traditional software’s maintenance and set-up costs. And, since there aren’t licensing and physical copies of the software to maintain, there is also a lower cost of ownership.

Integration

SaaS allows you to easily maximize productivity on multiple systems inside and outside of your organization via streamlined integration platforms. This means that you can connect marketing, sales, support and other services to help you streamline your business.

For example, Tobi Cloud’s fully documented and open API allows us to work with any partner, provider, collaborator, customer, client, vendor, or system out there. And that’s a game-changer.

Scalability

Scalability is one of SaaS’ greatest strengths. It can adapt to accommodate the needs of your business. It scales quickly as your organization evolves and changes. If you need to add more users, you can take care of it with a couple of clicks. And you don’t need to worry about downloading the software onto every new hire’s computer.

The chance to increase resources to accommodate growth is still one of the best long-term benefits of scalability in SaaS. Instead of changing infrastructure and retraining staff, a business can easily enlarge its cloud resources to meet demand. This has the bonus benefit of diminishing downtime and lessening the chances of clients looking to competitors.

The ability to scale is a make-or-break factor in today’s business world. And that might be a good enough reason to choose SaaS.

Conclusion

SaaS is the way of the future. Its strengths when it comes to cost and scalability make it a great option for your NEMT business. It’s only going to grow in capability in the coming years.

Traditional NEMT software doesn’t have the same flexibility. It will hold your business back from reaching its full potential.

If you want to save money, work smarter, and grow your business, SaaS is the better choice.

Are you ready to adopt a new platform for your NEMT business? Check us out at Tobi Cloud today and learn more about our NEMT software’s features. We would love to start a conversation.

How NEMT Software Benefits Your Drivers

Non-emergency medical transportation (NEMT) drivers are in high demand because of an aging population and the constant need for non-emergency medical transportation. This demand means that retaining drivers is a crucial part of your business. Technology plays a central role in retaining drivers and enhancing business operations. NEMT software bridges the communication gap that can exist between dispatcher and driver, and driver and passenger, removing many of the frustrations drivers face.

The key benefits drivers gain from NEMT software are reporting and optimization, automated billing, NEMT driver applications, enhanced GPS technology, and streamlined communication with passengers.

Reporting and Optimization

NEMT software allows you to run reports that provide invaluable insight for optimizing your business. The more you know about routes and rides, the more informed your decisions will be. This data-informed approach benefits your drivers, too, because improved strategies help them get better rides and increase efficiency.

For example, if your reports signal that one of your drivers drove twice the distance of any other driver, you’ll want to dig into that statistic. Why is that? You might discover that the driver’s rides weren’t optimized for their location, giving you a chance to make adjustments that benefit you both.

The best businesses constantly refine and evolve their processes. Drivers want to work for organizations that innovate to make their work simpler and more efficient. When you use metrics and key insights, you help everyone that works for you reap the benefits.

How Does NEMT Software Operate?

Automated Billing

In the not-so-distant past, collecting payment for rides could be a time-consuming and headache-inducing process. Drivers and riders handled transactions manually, with paper records and cash exchanges that often resulted in errors. These manual transactions created an unnecessary burden on transportation businesses, not to mention the additional liabilities for drivers with large sums of cash in their vehicles.

NEMT software gets rid of this cumbersome, disorganized process. Digital automated billing takes the pressure off drivers to figure out fares and creates a trail of payment histories. Drivers don’t have to demand payment at the end of every ride.

Automated billing also makes it easy for drivers to get paid quickly. The money for rides goes straight to them and doesn’t require cash to exchange hands. Digital payments mean quicker paydays with less hassle.

NEMT Driver Apps

Driver apps are the main benefit of NEMT software for drivers. A driver app can be accessed through mobile and connected to modern car’s Bluetooth systems, if desired. The app is a feature of NEMT software feature that makes it easy for drivers to view their daily trips, schedule new rides, and make any necessary adjustments throughout the day. The app is also a direct communication tool between dispatcher and driver, and driver and passenger. 

NEMT drivers work in a fast-paced environment, so the importance of driver apps cannot be overstated. Driver apps verify the location in real-time and help drivers make informed decisions about routes to get passengers to their destinations on time. They help drivers deal with issues because the fleet and dispatchers are only a message away.

Driver apps collect timestamps, odometer readings, and GPS location data for every trip, which leads to better routes and more efficient decisions in the future. They also notify passengers when their ride is arriving and provide a place for passengers to get real-time updates. This helps ensure drivers stay on schedule and assist the most people they can each day with rides.

Enhanced GPS Technology

Nothing is more frustrating for a driver than a slow route or wrong turns. With NEMT software, drivers avoid these pitfalls. Drivers simply plug a passenger’s address into the GPS feature and follow the in-app navigation turn by turn. GPS is designed to find the quickest, most efficient routes for every trip to avoid traffic jams, accidents, poor road conditions, and more.

GPS tracking also allows you to monitor your fleet of drivers. This benefits drivers as well because GPS tracking helps dispatchers be proactive when they discover a route is not on a schedule. Once dispatchers know the root cause of the issue, they communicate internally with your team and externally to your customers to develop a solution. This can help prevent further delays for passengers who may be scheduled for routes later in the day.

The real-time information flowing between dispatchers and drivers makes everyone’s lives easier and more efficient. When drivers and dispatchers work together to glean insights from updates on traffic and scheduling, it leads to better decisions. By making route adjustments and communicating with your riders, your team enhances customer satisfaction and keeps your vehicles and drivers prompt and reliable.

Streamlined Communication with Passengers

Every driver needs a feature that makes communicating with passengers easy. Speed of communication is crucial in the NEMT business. Drivers and patients feel better when communication is readily available and simple.

NEMT software allows for phone calls, alerts, and instant messaging to happen in real-time, while maintaining privacy. Because all communication happens through the mobile app, though, neither your drivers nor your riders have their private phone numbers exposed.

The availability of this feature acts as a reliable safeguard in case drivers need to communicate with passengers before or after the ride. In this way, NEMT software increases the effectiveness and efficiency of communication between drivers and riders, improving the experience for both sides.

The Bottom Line

NEMT software benefits drivers because it streamlines parts of the job that used to be cumbersome and possesses features that make the job easier than ever. Drivers can focus on getting passengers from their pickup spot to their drop-off location efficiently. They don’t need to worry about collecting cash payments or figuring out how to avoid an unexpected delay on their route.

NEMT software can play a major role in increasing your drivers’ satisfaction and motivation, as well as improving the experience of your riders—ultimately helping you improve your retention rates for both.

Software solutions like Tobi Cloud make it easier to enhance your NEMT business and provide superior service to clients. Contact us today to learn more about how Tobi Cloud can help take your business to the next level.

Ten Must Have Features in NEMT Software

The services provided by non-emergency medical transportation providers are vital to the community. Many families rely on NEMT services to ensure that their family members can get to essential appointments. To be able to provide the best NEMT service to your customers and community, it’s crucial to have these features in NEMT software to run your business effectively, efficiently, and maximize the potential of your business.

1. Multi Fleet Capability

No matter the size of your current fleet, you’ll want to find NEMT software that offers the capability of handling multiple fleets. While your business may be smaller today, implementing this software now means you’ll be able to easily add to your fleet. Without having to implement new software or processes to be able to handle multiple vehicles. In addition, with the right software, you can manage one fleet and even multiple fleets for different companies utilizing the same platform.

2. Real-Time GPS Vehicle Monitoring

There are a lot of benefits that come from real-time GPS vehicle monitoring on a variety of fronts:

  • You can best keep track of your vehicles and drivers when using real-time GPS.
  • It can protect your staff, protect you regarding proper reporting, and help your business identify problem drivers.
  • It’s also great for your clients who need to be picked up and dropped off to help them be ready for their driver’s arrival.
  • It offers peace of mind for all stakeholders.
  • 3. Auto-Scheduling

    Scheduling your drivers and their routes can be complicated. Utilizing auto-scheduling with machine learning and AI helps to reduce the complexity of this job. Dispatch can rely on the auto-scheduling feature to handle many of your routes. Using this feature helps to free up your dispatchers to deal with more complex customer needs.  

    4. Auto Trip Attestation

    One thing that every business owner wishes to have is to streamline how they get paid. Therefore, a NEMT feature that is a must for your software is auto trip attestation. Thanks to how the software is designed, your trips are attested automatically and instantaneously as they are finished. That means that not only will your billing and payment be more accurate, but you’ll often get paid much faster.

    5. Billing and Claims

    Any software that you choose for your NEMT business should offer billing and claims features. Billing is one of the most critical factors of your business. It ensures that you get paid for the rides that your non-emergency medical transportation company is providing. Therefore, good NEMT software should have an option to use their billing and claims feature. Where it can be automatically updated with the data in the system after a ride occurs.

    6. Integration

    Are you worried about what you’ll do with your current billing company that you are used to working with for all of your billing and claims needs? The good news is that with the right NEMT software, you can use your own billing company so that you don’t have to learn a new system or try out a new company. You can stick with a company that you know and trust when billing and claims from your company can be integrated with your new software.

    7. Price Modeling

    Not every ride you provide costs the same, right? So why not have an easy way to handle how your rides are priced. Price modeling is a great feature to have for your new NEMT software. You can customize the different pricing rules to help make it easier to create costs for the various factors that go into your prices. For example, time of day, type of vehicle, services, and more can be used to determine the right price for a specific trip. NEMT software that doesn’t offer this feature can limit you to creating more specific pricing guides.

    8. Bookkeeping

    NEMT software that offers bookkeeping on top of all of the other features is a keeper. Bookkeeping can be complicated for any business, but with NEMT software that has it built-in, it can access all of the data in the system to calculate everything you need to run your business. You’ll be able to access accounts receivable, claims, statements, and even create invoices for your clients all in one place.

    9. Reporting

    A crucial feature that you need with your new NEMT software is the ability to create reports. Your software should provide you with insight into your business by crunching the data available to create a variety of reports. These reports can be used to develop future forecasts and help answer questions you may have about your company’s potential growth. They can be used to create a bigger picture of your company, from how your drivers perform to how you can grow your business by adding more clients. In addition, these reports can help to keep you compliant with the insurance companies, the state, and other agencies you have to report to as a non-emergency medical transportation provider.

    10. Booking Portal

    A final feature that can be very helpful for your business is the booking portal. You want NEMT software that makes it easy for anyone to be able to use your booking portal. For example, do you let patients book their own trips? Do you require facilities to handle the booking? Any software that you choose should allow you to create a booking portal that gives your selected individuals a user-friendly interface that they can use to create trips, make payments, and confirm transportation appointments. The more accessible these processes are for your clients, facilities, and other stakeholders, the less of a load your dispatchers have to handle when it comes to booking easy trips.

    Why Is It Important To Choose the Right NEMT Software?

    While choosing the wrong NEMT software won’t destroy your business, it can certainly impact your business negatively as you may be missing out on features that could help improve your business. Therefore, you’ll want to find at least these ten features in your next NEMT software to maximize your company’s potential.

    Are you looking for the right NEMT software for your non-emergency medical transportation business? Check us out at Tobi Cloud today to learn more about our NEMT software’s features. Then, ask yourself what Tobi can do for your business.

    How to Start a NEMT Business? Things Every NEMT Owner Needs to Know

    The booming NEMT business is a very lucrative business opportunity. What may stop some from starting their own NEMT business is knowing what they need to do to get started. Learning how to start a NEMT business not only offers the opportunity for a better financial future, but you’ll be creating a service that helps your community’s often forgotten citizens: seniors and individuals with disabilities and medical conditions. Following these tips can help start you on your path to being your own boss by owning a NEMT business.

    Difference between NEMT and Private Transportation 

    The critical difference that separates a NEMT service and private transportation is often the transportation service’s clientele and destination. Individuals that use non-emergency medical transportation often require assistance that goes above and beyond. What can be given when using private transportation, such as taxi and rideshare services. For example, they may have medical conditions that make it complicated to ride in a regular private vehicle, such as being in a wheelchair. They may also require monitoring during the transportation, which a typical private transport doesn’t offer. In addition, they may have significant medical equipment, like a ventilator, that needs to be transported with them. Also, the typical destination for these clients is medical centers, hospitals, and other healthcare provider locations rather than any destination. 

    Points To Keep In Mind Before Starting A NEMT Business

    As this type of transportation involves medical transportation, several things need to be considered before starting your own business. HIPPA privacy laws are one thing that most private transportation services don’t have to consider. Still, when you’re working with non-emergency medical transportation, it’s something you need to keep in mind. Remember, the majority of the population that your clientele comes from will often need a TLC approach to their transportation. 

    Establish a Business Entity

    Setting up a business of any kind can be complicated, especially if you’ve never done it before. A lawyer, tax adviser, and small business expert can be great to have in your corner when you’re getting started. But, first, you’ll need to determine what legal status you want to use, such as LLC, partnership, or sole proprietorship. The status you choose can have ramifications on your business down the road. So it’s essential to understand what each means for your company, how you do business, security, and taxes going forward.

    Once you’ve created your business, you’ll have to file all of the necessary legal documents. Some of the documents you’ll need to handle include any certificates, permits, and licenses required by your location, as every area is different when it comes to a NEMT company. You’ll also have to sign up for an insurance policy for your business. You’ll need to have insurance for your vehicles, your company, and your drivers. 

    Make Sure You Have Enough Money

    Securing funding for your new NEMT business venture is probably one of the most crucial and scary steps in starting this type of business. It can be expensive to create a transportation business of any kind, but there are added costs involved in a NEMT business. Some of the expenses you’ll have with your new business include insurance, vehicles, necessary medical supplies, rent, software, and marketing expenses. Suppose you plan on hiring employees from the beginning. You’ll also have to budget for hiring costs, salaries, benefits, and other expenses from having employees.

    There are several options available to you when it comes to funding your new NEMT business. Examples include crowdfunding, finding investors, getting a traditional loan, dipping into your savings, small business grants, and other out-of-the-box options. It’s estimated on the high-end that it could cost over $300,000 to start your NEMT company, but there are ways to reduce that initial cost, such as renting your vehicles, working out of your home, or starting with only one van.     

    Choose the Right Location 

    The phrase location, location, location is cliche, but it’s a cliche for an excellent reason. To start a NEMT business, your location can be significant. You’ll want to find a location that’s centrally located in the area you’re planning on servicing if you’re planning on having an office and a depot. If you haven’t decided on your service area, it can be beneficial to determine it before you put down a deposit on your location. 

    Set Up Your Fleet

    As a NEMT business, one of your most significant expenses, especially when starting out, will be your fleet. First, you’ll need to invest in quality vehicles that can handle your clients. Then, once you’ve created your business, secured funding, and found a location, it’s time for your fleet. Some companies start with one vehicle and, as they build a client base, invest in more cars as the business grows, while others purchase several. However, no matter how many vehicles you start with, you must find reliable and safe cars. Supply with everything needed to successfully transport your clients, such as wheelchairs, oxygen tanks, stretchers, and more. In addition, it can be helpful to learn about the Americans with Disabilities Act to know about vehicle requirements to ensure that you’re compliant.  

    Pick the Best NEMT Software

    When it comes to your NEMT software, many business owners consider the price before thinking about anything else. The problem with that viewpoint is often that you’re getting what you pay for, and that could be limiting to your business. Rather than focusing solely on the cheapest NEMT software for your fledgling company, look at the different features that each software offers. You may find that it’s worth the extra money for a NEMT software solution. It helps you to streamline your business by maximizing your efficiency and minimizing downtime.  

    Benefits of Technology-Driven NEMT Solutions

    Non-emergency medical transport is experiencing a great deal of growth for a variety of reasons. Several of the reasons why include:

    • An aging population that wants to remain at home.
    • Medical conditions that prohibit driving.
    • The expense of keeping a vehicle when on a fixed budget.

    As the need for NEMT solutions continues to surge, many NEMT companies realize how important having the right system in place is for their success. So let’s dive into the benefits that come from implementing a technology-driven NEMT solution.

    Technology Evolution 

    Imagine how things were run before computers, smartphones, and many modern conveniences that we take for granted today. Technology has changed how most businesses operate, and NEMT businesses can take advantage of several benefits that come from NEMT software solutions available today that streamline the way these businesses operate. NEMT technology has evolved to make it possible for you to analyze your business, ensure that fraud is not occurring with your passengers and drivers, as well as improve communication among all the different parties involved in every step of the process. 

    NEMT Analytics

    Analytics has become a buzzword for many businesses, but that doesn’t mean that it’s something that will fall out of style any time soon. NEMT analytics provided by a software solution can be a powerful tool to have for your NEMT business. The reports and analytics created by your software can help you identify areas where your company is doing well and areas where improvements need to be made.
    For example, using analytics for your NEMT business can help you reduce wasteful spending and activities and identify areas of abuse by your employees. Analytics can also help you pinpoint what services are more popular with your members, what areas you are busier in, and so on. The data provided by your real-time analytics can make a huge difference in strengthening your NEMT solution run. 

    Fraud Prevention

    When it comes to your NEMT business, there are several areas where fraud can occur. You can have drivers that are committing fraud when it comes to them handling their duties. NEMT analytics can help you to pinpoint problem drivers and help you to address the issue straight on. For instance, you may have a driver that’s habitually late with pickups and drop-offs. The right NEMT software technology will help you to identify these issues.

    Another area where fraud is possible is when it comes to handling insurance payments for your clients that have rides that are covered by their insurance rather than self-pay. Insurance fraud can be a big problem for your business if there’s any potential evidence against your company. Using NEMT software can help you correctly identify which rides should be billed to an insurance company and give you peace of mind that all of your i’s are dotted and t’s are crossed. Utilizing the NEMT solutions means that your drivers will be tracked, and accurate mileage charges will be billed to the insurance. If your driver had to take a different route due to an accident, road closure, or other reason, the software could help to provide data that shows this reason for the increased mileage to protect you and your company. 

    Reducing Communication Gaps 

    More and more seniors and individuals that require non-emergency medical transportation are becoming tech-savvy. They want to be able to make trip appointments easily using a mobile interface. NEMT software solutions make this a reality. However, you can still book appointments for seniors and individuals who don’t have a computer or smartphone while allowing those familiar with technology to have the option and freedom to handle it over a device they are comfortable using.Your communication gaps are also closed when it comes to your staff. Your dispatch and drivers can closely communicate with each other thanks to NEMT software. Thanks to this software, there won’t be a missed pickup or other scheduling issues due to your staff not communicating well. 

    NEMT Solutions have changed the way that most NEMT services function for the better. It’s improved the way that clients can interact with your service, and their experience is better. NEMT services also see more straightforward ways to handle their scheduling, dispatch, and other benefits from investing in the right NEMT solution for their company. Ready to learn more about our NEMT services and how they can make a difference for your NEMT transportation services? Contact our staff for more details on how you can get started.

    Why You Should Choose Tobi Cloud For Your NEMT Software Needs?

    Software development should bring smiles to faces. When you have a genuinely remarkable piece of software, it just feels natural, good, easy. The team at Tobi Cloud set out to accomplish unique NEMT software transport in the non-emergency medical transport industry. Their accomplishment is now in the hands of many transport service providers. It makes it easier to grow their businesses, connect with clients, brokers, and deliver on their mission statement. Let us look at why you would choose Tobi for your non-emergency medical transport software needs.

    Focused Development Team

    Great software is the product of a development team with a focus on the wow factor. The customer priorities, what they find valuable, are what need attention for software to succeed. You need to build for your customer needs, create a partnership you grow over time. Tobi Cloud software development team utilizes their deep industry expertise to collaborate and co-create with customers daily.

    The features provided and addons with the agile development model bring competitive advantages. Tobi Cloud NEMT software will disrupt industries like non-emergency medical transport. It is these disruptions when you adopt them that can make a huge difference.

    Features That Set Tobi Cloud Apart from the Competition

    What are some of the features that set Tobi Cloud apart from the competition? The team is here to disrupt the non-emergency medical transport industry, and we do this with an all-inclusive solution. The solution brings together fleet management with real-time monitoring, a driver interface, price modeling, manual scheduling, and more. Let’s dig deeper into some of these vital differentiating features.

    Fleet Management, Including Multi-Fleet

    One significant advantage of the Tobi Cloud NEMT software is that you can manage one or multiple fleets of vehicles on the same platform. If you are a small non-emergency medical transport company with one fleet of vehicles, you can control the dispatching and everything right through the software. If you have multiple fleets or even multiple companies, you can manage that here as well. The software even enables subcontracting as well as the ability to set permissions in dispatching across fleets.

     

    Tobi Cloud Price Modeling for Immediate Quoting

    The sophisticated price modeling platform from Tobi Cloud helps you price faster and more accurately for each job. You can get to a granular level with a series of customization rules. These include the type of vehicle, day of the week, even time of the day.

    Pricing needs to be transparent and consistent. The software price modeling allows creating custom formulas unique to your company, your fleet of vehicles. When a customer wants a quote, you will use the price modeling to get them an accurate one on the spot.

    Making Use of GPS Technology

    Global positioning system or GPS technology can give you an accurate line of sight into where your fleet vehicles are at all times. When you want to know the location of your vehicles, you can see where they are on the current job, when the job began, when you expect it to end, etc.

    Drivers can make use of the GPS technology as well with the driver interface within Tobi Cloud. It enables them to understand traffic ahead and get information to get to the end-point fastest. If you need to make decisions on the fly as dispatch or as a driver, the GPS vehicle monitoring features of Tobi Cloud allow you to do so.

    Let Scheduling Happen Automatically

    Machine learning and artificial intelligence are at play with Tobi Cloud when it comes to scheduling. The Tobi Cloud software has a proprietary algorithm. With the algorithm, it will learn about the trip patterns of your fleet over time. The software will understand the average distance for a trip, length of trip, etc. Through this, it will begin to schedule transport jobs for you automatically. The software and its features allow for schedule optimization. Tobi Cloud lets you get the most out of the fleet and be prompt with each of your customer pick-ups and drop-offs.

    Filing Your Trip Attestation

    When you drive all day, it can be challenging to go back to the office and do paperwork so your broker will pay you. It would help if you attested to your trips to get payments. With the Tobi Cloud software, you as the driver and your patient can sign electronically when the job is complete. With this electronic signature complete, you can then transmit it directly to a broker. It will mean instant verification, attestation of a complete job. It helps you get paid faster and more accurately.

    Keep the Books Accurate

    The accounting side of the house can be a challenge for a non-emergency medical transport professional. You want bookkeeping to be simple, efficient. With the Tobi Cloud software, you have bookkeeping built in. When you finish a job, invoice generation happens automatically and sees transmission electronically. Claims filing gets done through integrations, as well as statements.

    All this gets handling with automation of accounts receivable and an insight into the aging of those receivables.

    All these tasks are administrative in practice and carry overhead costs. To increase your margins, you need to automate claims filings, bookkeeping needs. Trust the software and let it work for you. When you do, the results can be breathtaking.

    Open API For Easy Integrations

    Tobi Cloud has an open API that is easy to work with. If you have your own billing company, for example, you can work with that company. It can allow for integration between Tobi Cloud and the existing billing company. If you want to use what Tobi Cloud has to offer, that is fine as well. The idea is the power is in your hands as a customer. The open API setup allows Tobi Cloud to work with any provider, customer, client, system, vendor, etc.

    A non-emergency medical transport service provider needs technology to beat the competition. The days of being good with manual scheduling and organization are over. Even if you are great at those things, the administration time and overhead costs can be anchors holding back your company from growth. It is time to seek out a non-emergency medical transport software package, and Tobi Cloud is the front-runner getting your attention.

    Are You Investing in the Right NEMT Software? Check Now!

    As a non-emergency medical transport(NEMT) service provider, it can be tempting to get the first piece of decent software you see. Almost any software is likely better than manual tracking, scheduling of transport services.

    Your capital is valuable. It would be best if you had the certainty that the money you invest in the software will give you the return you expect. Are you sure you are investing in the right NEMT software? Let us dig deeper to have a look.

    What Makes for a Good NEMT Software Solutions?

    How do you measure “good” when it comes to non-emergency medical software solutions? There are a lot of options in the marketplace. It all boils down to the feature offering made available and the track record for improvements over time.

    A vendor may come out with a top-tier NEMT software but never update it. If they are not reinvesting in that product, the extensive feature set it came out with initially will run dry over time. It will become stale, and you will end up with an out-of-date solution. You want a solution full of features now and a commitment to add on components over time.

    Features You Should Be Seeking In NEMT Software

    What are some of the features you should seek out as part of your software solution? These features should help you complete the cycle of integration with the broker, scheduling, managing the trips, handling claims, billing, and more.

    Looking for software with an open API allowing for easy broker integration is critical. You want your broker to be able to connect with you to assign you jobs to execute. With software having an open API, integration is easy, allowing them to shift jobs your way automatically.

    Scheduling features must be plentiful as this allows you to see and manage drivers, as well as your fleet of vehicles. Having a line of sight into how open or full your schedule is over the weeks ahead can give you better planning capabilities.

    Once the schedule begins execution, trip management is also crucial. With trip management features, you can give drivers the most efficient way to get from one destination to the next. If traffic is ahead or accidents, trip management allows for a seamless diversion.

    The next step is billing. The cycle needs to conclude with the filing of claims with automation and the invoicing to patients using your services. When you have features allowing for automatic billing and receipt of payments, that can set you up to cut down on administrative costs of doing all this manually.

    Never Settle for Anything Less Than Ideal

    You never want to settle for anything less than ideal. If you are signing on with a software provider that does not help you automate your entire life cycle of a trip, from getting the job to scheduling to execution and billing, you are missing out on potential value.

    Take your time when searching for a software provider. Be sure that they have a suite of features and software as a service solution that allows for automation helps you net gains that outweigh the initial cost of acquisition. On top of that, have a vendor committed to adding on features over time utilizing the public cloud for delivery.

    Differentiators to Help You Beat the Competition

    What can help make NEMT software stand out in the market? Are there differentiators to allow you to beat the competition? The NEMT industry is full of competitors. You need to use technology to find ways to innovate, to stay a step ahead. Some software solutions, like Tobi, have features you may not know to ask for but can be a real differentiator.

    One such feature is the automation of rate delivery. How much time do you spend pricing out transportation jobs? It differs with all the variables coming into play. It will depend on the distance you need to travel for the job, the type of vehicle necessary, time of day, and more. Software that allows you to formulate rates, letting it do the pricing for you, can be valuable. Auto-rates is a feature you may not think about but should ask for, as it can allow you to price jobs on the spot and secure bookings with brokers easier.

    Do you have trip data, jobs complete, you want to import into your data hub? A lot of this happens manually. You may get jobs outside of the software requiring entry one at a time. It can be tiresome and opens the door up to mistakes. Audit-readiness import validations is a feature that can eliminate all of this.

    Reports can be powerful tools to give you data insights. Data drives performance, adaptation, alternations in what you do. When you can generate reports with pivots on data you care about, it can give you information to succeed. Data on the average distance of travel, timeliness of pick-ups, costs of fleet management all can be combining via report generation features.

    Help your patients, help your business grow, and choose a right NEMT software provider you trust today and into the future.

    Advantages of NEMT Software You Cannot Ignore

    Technology continues to change the landscape of every industry. The non-emergency medical transport industry is no strange to technological advantages. The most prominent players in the industry are using technology and software as competitive advantages. NEMT software gives non-emergency medical transport providers the ability to optimize their fleet, manage schedules, invoice, and more.

    All this automation creates efficiency, freeing up resources to focus on expanding your business rather than keeping the boat afloat. With that said, let us focus on some significant advantages of NEMT software advantages you cannot ignore.

    Getting from Point-to-Point Faster

    One significant advantage of NEMT software is helping optimize the trip from point to point. When your driver gets behind the vehicle to transport a patient, they may know the destination, but do they know the fastest way? Do they have a line of sight into the traffic situation? The software enables all this and more.

    With NEMT software, it will tell the driver the fastest way. When there is an accident on the highway ahead, it may divert the driver to backroads, paths he or she may not know, to get to the destination on time despite the obstacle. It is this type of real-time alteration that only NEMT software can assist.

    Tracking the Vehicle Fleet

    Do you know where your fleet is always? If someone is running behind to pick up a patient, can you give that patient an accurate estimate of the arrival time? All this gets enablement via NEMT software. The software always provides you global positioning of your entire fleet. It will help detect potential issues before they end up a problem.

    A scenario of vehicle tracking benefits is having a person with a schedule to pick up a patient at a particular time. Based on the tracking, you know that he or she is not going to make it to the pick-up on time. The software may alert you of their estimate of arrival. Knowing this, you can then instantly communicate with another driver in the area, perhaps diverting that person to make the pickup on time rather than late. Without real-time tracking and automation, this is not possible.

    Staying in Contact with Drivers and Brokers

    Speed of communication is crucial in the non-emergency medical transport industry. The more you can communicate in real-time, the better the results across the board. Drivers will feel more confident in what they are doing, and brokers will be more efficient in delivering jobs for the fleet.

    The software allows for phone calls, alerts, instant messaging, all to happen in real-time. You can have a fleet out on the road and have a broker, via the software, deliver a job to a driver you have in an area of a pick-up.

    This type of on-demand request, which you see from other companies like Uber with shuttle service offerings, is very effective. Adaptation of NEMT software delivery and technology can enable non-emergency medical transport professionals to deliver in real-time. Without software driving communication, it requires old-school phone calls and delays.

    Managing the Patient Portal

    Patients want the ease of use when setting up an account and scheduling a pick-up for a drive to their appointment. A patient portal allows for all this to happen without the need for a phone call or manual work.

    NEMT software allows patients to set up an account with you directly or with your broker partner. They can enter their insurance information for Medicaid and other solutions, contact info, disability needs, and more.

    From there, the patient can schedule, reschedule, and cancel appointments at will.

    When a ride is over, the software can allow patients to have their claim submission done automatically. The claim will go to Medicaid or whoever holds the insurance for payment. If there is any patient responsibility, invoice generation and payment processing again are all software-driven and secure. This is one of the major advantages of NEMT software.

    Understanding Your Driver Availability

    Do you know when you have drivers available to manage your fleet? You could have a whole fleet of vans but no one to drive them. Drivers can input their availability into non-emergency medical transport software to help with scheduling. That way, you are scheduling when you know you have vehicles and drivers as a tandem. Allowing the power to let drivers dictate their availability keeps things open and transparent.

    Keeping Up with Fleet Maintenance and Management

    Managing your fleet is crucial, and that includes maintenance of the vehicles. Do you know when you need to change the oil of a specific vehicle? When was the last time you did a tire rotation? All this information needs management and using software to drive these needs is critical. It is too difficult to go by gut feel, and the last thing you want is a patient broken down on the road.

    Reporting to Drive Business Gains

    Do you know how many rides you did last month? What is your trajectory or growth over a set period? What is the average distance of each non-emergency medical transport ride? All this is information you can get through NEMT software with built-in reporting. Having a dashboard of data to customize to conclude from can help you strategically grow your transport business over time. It gives you a line of sight into where your business is coming from and what to target next.

    There is a lot of potential when it comes to NEMT software and the non-emergency medical transport industry. The potential impacts every piece of your business, from receiving your request for a means of transport, managing the drivers, fleet, patient, billing, and everything in-between.

    Software like Tobi Cloud allows automation of all this and more. The advantages of NEMT software are overwhelming and the ones who take advantage will persevere in a technologically driven market.