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Setting Up Transportation

How to enable and configure transportation tracking in the Dashboard.

Step 1: Enable the Transportation Feature

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

  2. Click Feature Settings

  3. Select the Transportation card

  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 and decide if the form will be available on the App and/or Dashboard

  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 the 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 (e.g., "Name", "Did you transport the client?", etc)

  4. Click Add Prompt + to add the prompt to the form

  5. Repeat steps 1-4 for any additional fields you want to add.

    • Additional fields that are commonly added are Date, Time, or 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: Add a Transportation Code (if needed)

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 Codes in the left menu

  3. Click Create New + (make sure to be in the Billable Codes tab)

  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: Add any modifiers as listed in Medicaid, the ISP, or the billing entity. List each modifier on its own line (e.g., U3SC)

      • Display Name: Enter the DSP-friendly name to make the service easy to identify in the mobile app (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: Enter the rate approved by the payer. This will auto-fill when creating a budget, but can be adjusted for individual clients.

  5. Click Save Code

Step 6: Create a Transportation Budget for the Client

Once the transportation code is set up, 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: Choose the service or billing code from the dropdown

    • Payer: Select the payer from the dropdown (the entity responsible for billing)

    • Available Units: Enter the total number of authorized units for the service period

    • Rate: If it differs from the default rate tied to the service code, enter the appropriate rate

    • Start Date and End Date: Enter the service start and end date. The end date may be set up to one year in the future

    • Reference ID: Enter any relevant identifier, such as authorization number, PCP number, or other state-provided reference

    • Restrictions: Apply monthly, weekly, or daily unit limits to help control and prevent overspending

  6. Click Save

Caregivers can now track their transportation for reimbursement. See Reports: Reimbursements for information on how to view reimbursements in the Dashboard.

For questions about setting up transportation:

Related Articles
Overview: Client Profile
Overview: Caregiver Profile
Creating Past or Backdated Shifts
Submitting Transportation Forms
Overview: Reports (Incidents, Reimbursements, Activity Logs)
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