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Setting Up Transportation

How to enable and configure transportation tracking.

Updated yesterday

Step 1: enable the transportation feature

  1. Click the dropdown arrow in the top-left corner

  2. Click Feature Settings

  3. Select the Transportation tile

  4. Toggle it ON

Note: The transportation feature is OFF by default for new accounts

Step 2: create a transportation form template

Once the transportation feature is enabled:

  1. Click Documentation in the left menu

  2. Click Forms in the left menu

  3. Click Templates in the top left corner

  4. Click Create New Template

  5. Name your form (e.g., “Transportation - Mileage Based”)

  6. Toggle on Outside of Shift if desired (can be allowed for the Dashboard and/or App)

  7. Toggle on Transportation

  8. Select either:

    • Billing – available during a shift for clients with a transportation code budget

    • Caregiver Reimbursement – available outside of a shift for caregivers approved for Transportation Reimbursement

  9. Click Next

Note: Transportation forms will be available to staff with transportation reimbursement enabled or on shifts for clients with transportation budgets.

Step 3: customize your form

The Billing and Caregiver Reimbursement forms have default fields that cannot currently be removed. These include Odometer Start, Odometer End, and Clients Transported. You can add custom fields to the form through the Form Fields section on the right. To do so:

  1. Select the Type of Field in the dropdown

  2. Toggle Required if desired

  3. Add the Label or Prompt

  4. Click Add Prompt +

  5. Repeat for any additional fields you want to add. Additional fields that are commonly added are Date, Time, and Travel Notes (via a Long Text field). Each submitted form is timestamped, so a date/time field is not necessarily needed.

  6. Rearrange the fields on the form by clicking the up and down arrows on the left side of the field name.

Once the form is finished:

  1. Click Next to preview the form

  2. Click Save Form Template

Note: Odometer fields are currently required due to state requirements, but this will be updated in a future release.

Step 4: make the form available to staff

Once created, transportation forms will automatically be accessible to staff with the transportation reimbursement setting enabled. To check if a staff member has this enabled or to enable it:

  1. Click Personnel in the left menu

  2. Click Staff in the left menu

  3. Select the staff member

  4. Click Settings in the slide-out menu

  5. Check or toggle on Enable Caregiver Transportation Reimbursement (and set the Rate per Mile)

  6. Click Save Settings (if any changes were made)

Step 5: create a transportation budget for the client

Before a transportation budget can be created for a client, the transportation service code needs to be added into the system. To do so:

  1. Click Finance in the left menu

  2. Click Code Management in the left menu

  3. Click Create Billing Code

  4. Fill in the required information

    • Basic Info:

      • Code Name: enter the code name as listed in Medicaid or the billing entity (e.g., T2003)

      • Modifiers

      • Display Name: this is the name displayed for the DSPs (e.g., Transportation Band 2)

    • Code Details:

      • State

      • Place of Service

      • Description

    • Billing Configuration:

      • Unit Type: Distance

      • Calculation Rule: select Per Trip or Per Mile

      • Rate: e.g. $2.00

  5. Click Save Code

Now that the code is created, you can create the client budget:

  1. Click Clients in the left menu

  2. Search for the client and click Profile

  3. Click Budget in the slide-out menu

  4. Click Create Budget +

  5. Fill in the required fields:

    • Service Code

    • Payer

    • Available Units

    • Rate: default rate populates once Service Code is selected, but rate can be individually changed on the client level

    • Start Date and End Date

    • Reference ID (e.g., Authorization number, PCP number, or another state identifier)

    • Restrictions (if any)

  6. Click Save

For additional support:

Related Articles
Account Settings
Overview: Account Settings and Preferences
Overview: Client Profile
Overview: Caregiver Profile
Creating Missed or Backdated Shifts
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