NEMT driver and vehicle roster: the list brokers ask for at credentialing and every change
Overview
A NEMT driver and vehicle roster is the current list of every driver, attendant, and vehicle you use on a broker's trips, with the details the broker credentials: license numbers and expirations, screening and training dates, and each vehicle's VIN, plate, type, seating, inspection, and insurance dates. Brokers collect it at credentialing and expect an update before any new driver or vehicle runs a trip.
On this page
Why brokers keep asking for the roster
Many brokers pay only for trips run by drivers and vehicles they have approved, and the roster is how they know which ones those are. MTM’s standard agreement keeps drivers and attendants off its trips until they are fully credentialed. In Louisiana, Medi Trans reimburses only drivers and vehicles it approved in writing, and in Indiana WellTrans does not pay for a trip run by a driver or vehicle it had not pre-approved.
The roster is first sent with the application, as the broker credentialing checklist shows. It is also the document that keeps coming back after approval. MTM’s Virginia handbook lists what happens when those records go stale: fewer trips, a performance improvement plan, no payment for trips run by drivers whose documents expired, or a provider contract that is not renewed. Our guide to NEMT broker credentialing covers the full review.
Keep one master roster with the columns below, then copy from it into each broker’s form or portal.
The template
Part A: Drivers and attendants
| Name (as on license) | Role (driver, attendant, owner-driver) | License number and state | License class and expiration | Hire date | Approved by (broker and date) | Status (active, inactive, removed and date) |
|---|---|---|---|---|---|---|
Part B: Driver checks and training dates
| Name | Background check | Driving record | Drug test | Exclusion check (month) | Training completed (course and date) |
|---|---|---|---|---|---|
Part C: Vehicles
| Vehicle number | Year, make, model | VIN | Plate and state | Type (sedan, minivan, wheelchair van, stretcher van) | Seats, wheelchair positions, stretcher | Lift or ramp (make, model, rated capacity) | Registration expires |
|---|---|---|---|---|---|---|---|
Part D: Vehicle compliance
| Vehicle number | On the insurance schedule (yes or no) and policy expiration | State inspection date | Broker inspection date and next due | Approved by (broker and date) | Status (in service, out of service, sold and date) |
|---|---|---|---|---|---|
Part E: Change log
| Date | Change (added, removed, renewed, out of service) | Driver or vehicle | Sent to (broker or insurer) | Sent how (portal, email) | Approved on | Notes |
|---|---|---|---|---|---|---|
Part F: Monthly check
| Item | Entry |
|---|---|
| Drivers who ran trips this month, all on the roster and approved | |
| Vehicles on the roster that match the policy schedule | |
| Licenses, inspections, and insurance expiring in the next 60 days | |
| Each broker’s copy matches the master roster (date checked) | |
| Checked by and date |
What brokers ask for on each roster
Brokers ask for a driver list and a vehicle list, but the fields differ, so build the master roster to cover the longest version you face. Three current examples:
| Broker or program | Driver roster | Vehicle roster |
|---|---|---|
| MTM, Virginia Medicaid | Name, birth date, SSN or ID, contact details, training dates, license expiration, last background check, drug screen, and record review | Type; inspection, license, and insurance expirations; last broker inspection; plate and registration copies; capacity; vehicle ID |
| Georgia Medicaid, broker report to the state | Name, Georgia license number, and SSN, listed under each provider | Provider, make and model, model year, VIN, and type (minibus, wheelchair van, or stretcher van) |
| Medi Trans, Louisiana Healthcare Connections | Full list of active drivers, plus license, Social Security card, record checks, and training certificates for each new one | Full list of active vehicles, plus registration in the business name with for-hire plates and the insurance card |
Wheelchair vans carry extra lines. MTM’s Virginia handbook asks providers to document each lift’s manufacturer, model, age, and rated capacity, which is why Part C has a column for it. The training MTM’s roster tracks in Virginia includes PASS, HIPAA, defensive driving, first aid, and wheelchair securement; Medi Trans adds CPR and child seat safety for new drivers.
When the roster has to change
Send an update the day something changes, and before the first trip whenever the change adds a driver or vehicle.
- A new driver or attendant. Approval comes before the first trip. Medi Trans accepts background checks, driving records, and drug screens only when they were done within the last 3 months, so order them close to the start date.
- A new vehicle. Most brokers inspect it first. Georgia’s Medicaid broker must inspect every vehicle before it enters service, and no earlier than 60 days before, then again within six months of the last inspection. WellTrans in Indiana wants a revised Vehicle Update Form any time a vehicle is added or removed, listing make, model, year, VIN, color, and plate. Medi Trans approves a new vehicle in writing only after it passes. The title, insurance, and permit steps that come before that are in our guide to adding a vehicle to your fleet.
- A driver leaves or a vehicle is sold. Medi Trans wants to hear immediately when any employee leaves or a vehicle stops being used, and MTM wants notice right away when an insured vehicle is added to or dropped from a scheduled auto policy. The driver offboarding checklist covers everything else that happens when a driver leaves.
- A renewal. New license expirations, inspection dates, and insurance terms go on the roster the day they arrive. Each driver’s renewal dates are tracked in the driver file checklist.
- A driver arrested, charged, or convicted. Under MTM’s agreement, the provider must report any criminal investigation, charge, or proceeding against a driver without delay. In Verida’s Tennessee network the driver tells the provider at once, and the provider tells Verida at once, when an arrest, charge, or conviction would disqualify the driver. Mark the driver inactive in Part A until the broker answers.
- The regular cycle. Verida’s Tennessee network expects a monthly driver roster and vehicle listing. Georgia’s broker sends the state updated rosters each quarter, due by the 30th of the month after the quarter ends, so your additions and removals need to reach the broker before then.
One roster, several brokers
An approval from one broker does not carry over to another, so the “Approved by” columns in Parts A and D need a line for each broker you work with. A driver approved by one broker and pending with another can run only the first broker’s trips.
Your insurer keeps its own list. Compare Part D with the policy’s schedule of covered vehicles every month; the glossary entry on scheduled auto explains why a van missing from that schedule can leave a trip without coverage. Drivers work the same way, since the insurer decides whom the policy covers, as our guide to insurer approval for drivers explains.
Treat the roster as sensitive. Birth dates, license numbers, and identification numbers belong on the copy a broker requests, sent through the portal or address it names, and not on a sheet that circulates in the office.
Keeping the roster current in HealthRide
The roster is easiest to keep when expiration dates live in one place. HealthRide holds every vehicle with its wheelchair or stretcher capacity and its registration and insurance dates, and tracks license and certification dates for drivers and vehicles. Reminders go out before anything expires, and an expired driver or vehicle is flagged at assignment, so the dates you copy into each broker’s roster are the ones on file. See fleet and credentials.
Frequently asked questions
- How often do brokers want an updated roster?
- It depends on the contract. Verida's Tennessee network lists a monthly driver roster and a monthly vehicle listing among the documents a provider must keep supplying, and missing them can suspend trip authorizations. Medi Trans in Louisiana wants an updated list each time a driver or vehicle is added, and to hear right away when one leaves. In Georgia, the Medicaid broker sends the state every provider's drivers and vehicles each quarter.
- Can a new driver run trips before the broker approves them?
- No. MTM's standard agreement keeps drivers and attendants off its trips until they are fully credentialed, and Medi Trans will reimburse only drivers and vehicles it approved in writing first. WellTrans's Indiana agreement pays nothing for a driver or vehicle it did not pre-approve, and charges $100 a day for each driver who is not registered or breaks its terms, up to $2,500 a month for each occurrence.
- Do attendants and owners who drive belong on the roster?
- Yes. MTM's Virginia handbook collects a combined driver and attendant roster, and MTM's standard agreement has the provider keep updated records on each driver and attendant, owner-drivers included. List anyone who rides with members as part of your staff, with the same screening and training dates you keep for drivers.
- What if a vehicle on the roster is missing from the insurance policy?
- Keep it off broker trips until the policy and the certificate are fixed. WellTrans can charge $100 a day for each vehicle run outside its insurance terms, which include being covered under your policy and naming WellTrans as additional insured. MTM's agreement requires a scheduled auto policy to list each insured vehicle, and MTM wants to hear at once when a vehicle is added to the policy or taken off it.
- Should the roster list Social Security numbers?
- Only on the copy a broker or state asks for, sent through the channel it names. Georgia's state report lists each driver's Social Security number, and MTM's Virginia roster asks for an SSN or other ID. Keep full numbers in the personnel file and off the working roster that dispatchers and managers open every day.
