Guide to Choosing a NEMT Software

With multiple providers—like RouteGenie, TripMaster, NextBillion.ai and others—choosing a platform can feel overwhelming. Use this practical checklist and the deep-dive sections to compare options and select software that scales with your fleet and payers.

Quick checklist

• Routing capabilities: multi-pickup/drop-off, time windows, capacity, mobility devices, last-minute changes. See our AI routing.
• Real-time ops: live GPS, dynamic ETAs, auto re-optimization for no-shows and add-ons. Dispatch tools.
• Billing & claims: Medicaid formats (e.g., 837P), CMS-1500, payer rules, reconciliation. Learn more.
• Integrations & APIs: broker connectors, EHR/EMR, accounting, webhooks, sandbox. Integrations.
• Compliance: driver credentials, vehicle inspections, audit trails. Compliance tools.
• Pricing model: per-user vs usage-based; add-ons and onboarding. Use the ROI Calculator.

Pro tip: run a 1–2 week parallel test. Import real trips, compare ETAs, miles per trip, and denial rates before switching.

Routing & optimization

Look for capacity-aware routing that respects time windows and mobility needs (wheelchair, stretcher, oxygen). The engine should re-optimize during the day as conditions change and automatically match skills/equipment to the passenger.

Dispatch & scheduling

Must-haves: live map with vehicle status, quick manifest editing, will-call handling, and automated rider communications. New dispatcher onboarding should be measured in days—not weeks.

Billing & claims

Ensure support for Medicaid/Medicare formats, CMS-1500 generation, and payer validations. Clean trip structures reduce denials and speed reimbursement.

Integrations & APIs

Ask for documented REST APIs, webhook events, sandbox credentials, and prebuilt broker/EHR connectors. Integrations should remove double entry and keep partners updated in real time.

Compliance & safety

Track driver licenses, background checks, and training; manage vehicle inspections and insurance. Keep auditable logs of every trip event to simplify audits and incident reviews.

Pricing & total cost of ownership

• Model: per-user, per-vehicle, per-order/API call, or hybrid.
• Add-ons: driver/passenger app, SMS/voice, support tiers, SSO.
• Onboarding: data migration, training, custom integrations.
• Contract: minimums, annual uplifts, exit/migration assistance.

Estimate impact with our ROI Calculator.

Implementation plan

1. Connect broker feeds; import 2–4 weeks of trip history.
2. Configure vehicles, zones, service levels, mobility devices.
3. Run a 1-week parallel schedule; validate ETAs and mileage.
4. Train dispatchers and drivers; launch in phases by depot/area.
5. Review KPIs after week 2: on-time %, miles/trip, denials, utilization.

Questions to ask vendors

• How do you handle no-shows and add-on trips in real time?
• Do you support skills/equipment constraints and capacity limits?
• Which Medicaid formats and clearinghouses are supported?
• Can we export raw trip data and audit logs at any time?
• What’s included in onboarding—training hours, migration, custom mapping?