NEMT software for small fleets: one price per van, every feature included

What running a small fleet actually looks like

Picture a three-van company running 25 trips a day. The owner drives one van, answers the phone between pickups, and does billing after dinner. There is no dispatcher, no biller, and no office manager. Every hour spent on paperwork is an hour the third van sits in the lot.

That setup creates problems a large fleet never feels:

• One call-out breaks the day. When one of three drivers calls in sick, a third of the schedule needs a new home by 6 AM.
• The owner is the bottleneck. Every trip change, facility call, and driver question goes through the same person, often while that person is driving.
• Will-calls are hard to cover. Virginia Medicaid gives providers up to 45 minutes to arrive once a will-call is dispatched. With three vans, you can’t park one and wait.
• Paperwork piles up at night. Trip sheets come back crumpled, signatures are missing, and mileage gets reconstructed from memory.
• Cash flow is tight. A week of unbilled trips is a week of fuel and wages you have already paid for.
• Credentials slip. Nobody is watching the calendar when a driver’s license or a van’s registration is about to expire.

The rules don’t shrink with the fleet

A small company has to meet the same standards as a large one. Section 209 of the Consolidated Appropriations Act, 2021 requires states to hold every Medicaid NEMT provider and driver to the same minimums: no federal exclusion, a valid license for each driver, a process for drug-law violations, and a process to disclose driving history to the state.

The record keeping is the same too. New York requires documentation for every leg of every trip, including pickup and drop-off times, the vehicle plate, the driver’s license number, and the driver’s signature, kept for six years after payment. If a record is incomplete, the payment is recouped. A two-van company can’t afford a filing cabinet of trip sheets that may or may not hold up. Our guide to NEMT documentation requirements covers what brokers ask for.

What HealthRide costs at small-fleet size

HealthRide is priced per vehicle, with every core feature included, no setup fees, and month-to-month billing. Trips and dispatching are unlimited.

Adding a van adds $59. Adding trips adds nothing. See the full pricing page, or run your own numbers in the profit per vehicle calculator.

How HealthRide fits a small team

Planning that doesn’t eat the evening

One click and Ryder Go plans and assigns your whole day. It matches wheelchair, stretcher, and oxygen needs to the right van, honors appointment times, and respects the assignments you have locked. You review the plan and apply it. When a driver calls out, Ryder Go can suggest a new plan, and the dispatch board shows exactly what still needs a driver. See the route optimizer.

Standing orders that keep themselves

Regular riders keep a small fleet’s week predictable. Set a recurring trip once and HealthRide builds it about six weeks ahead, priced from the right payer’s rates. Change a single day without touching the rest. See recurring trips.

An app drivers learn in minutes

The driver app runs on iPhone and Android. It shows one clear next step at every point in a trip, captures signatures on screen, and keeps working without cell service. Clock-in, vehicle checks, and odometer readings take seconds at the start of a shift. Drivers and the office message each other in the app, so nobody’s personal phone holds company conversations.

Billing without a bookkeeper

Completed trips flow into invoices for the facilities you serve. Private-pay riders can keep a card on file that is charged after the trip, or pay through a payment link. When a broker or facility pays by check, record it and it lands in the same ledger. The past-due list shows exactly who to call. See invoicing and payments.

Reminders you would otherwise forget

Licenses, insurance, registrations, and certifications carry expiration dates, and HealthRide sends reminders before they lapse. The trip log exports as a spreadsheet or PDF when a broker asks for records.

The right access for each person

Give a part-time dispatcher or an outside biller their own account, and each role sees only what the job needs. Patient information is encrypted and protected, and HealthRide signs business associate agreements with its providers.

What to look for when you run one to ten vans

1. Per-vehicle pricing with everything included. Dispatch, the driver app, billing, and reports at one price.
2. No setup fees and no long contract. A small fleet should be able to start this month and leave next month if it doesn’t work.
3. Learnable in a day. You don’t have time for a week of training.
4. Planning help. Software that builds the day for you gives the owner hours back.
5. A phone app drivers actually use. Simple, offline-capable, and the same on iPhone and Android.
6. Billing in the same system. Trips, invoices, and payments in one place, so nothing is typed twice.
7. Credential reminders. One missed renewal can park a van.
8. Exports. Trip logs you can hand to a broker, and records you can take with you.

Keep learning

• Guides: how to start a NEMT business with one van, NEMT software vs spreadsheets, how to choose NEMT software, and how much a NEMT business makes.
• Tools: break-even calculator and trip price calculator.
• Templates: daily manifest template and driver file checklist.
• Pricing comparisons: NEMT software pricing compares what the major vendors charge.
• Related solutions: Medicaid transportation software and private pay medical transportation software.