Transportation · Pediatric NEMT
Service orders that renew themselves, billing that reconciles itself, a fleet that flags its own risks.
A Florida non-emergency medical transport company moving children to PPEC and mental-health day programs was chasing service orders by email, reconciling commission statements by hand, and rebuilding routes from scratch every morning. We built the operations layer underneath all of it, so revenue stopped slipping through the cracks.
What was breaking
This provider runs daily routes carrying children to Prescribed Pediatric Extended Care (PPEC) and mental-health day programs across Florida. Every billable ride depends on a valid service order from the referring medical center, and keeping those orders straight had quietly become one of the most expensive jobs in the company.
- Service orders were chased by hand, over email and phone, with each medical center. They expire fast, ninety days at most, and some partner centers only accept orders pushed through their own internal system, so the team was constantly nudging just to get anything on file.
- When an order lapsed, that patient's rides became unbillable, and nobody always noticed. It could run on for weeks or months before anyone caught it.
- More children boarding a van than the manifest expected usually meant a new patient riding with no service order, an unbillable trip that surfaced late, if at all.
- Billing was reconciled by hand: someone cross-checking trip logs against incoming commission statements line by line, looking for the trips the insurers had quietly declined to pay.
- Route and driver assignment for the PPEC and mental-health programs was rebuilt manually every single day, by more than one person.
- Vehicle inspections and driver certifications lived in someone's head and a spreadsheet, so expirations got discovered after the fact.
What we built
A fourteen-week build with nine months of support, five connected systems running on top of the operation the team already knew.
Service-order management
The system continuously cross-references the current patient list at each of the 40-plus medical centers this company works with against the trips on the schedule and the service orders actually on file. The moment an order is about to lapse, it emails that medical center automatically and asks them to renew it, then keeps following up, persistently, until it is done. For the partner centers that only accept orders through their own internal portal, it alerts the team in time to push the order before the trip runs. Expired-order rides, and the months of unbillable trips they used to cause, effectively stop.
Automatic billing reconciliation
Insurers decline payment on trips for all kinds of reasons, and catching it used to mean someone reading commission statements against trip logs by hand. Now every trip is written to one master record and auto-matched against the incoming statements: paid trips turn green, unpaid stay red, and each one carries the reason it was declined so the team can dispute it instead of writing it off. That alone pulls back a six-figure amount each year that used to just disappear.
Camera boarding-verification
Onboard cameras count the children boarding at the start of each trip. If a medical center loads more kids into the van than the manifest says, patients who should not be on that route, the team gets an instant alert. Before, those extra riders were free trips the company quietly absorbed. Now every one is caught at the curb and either billed or stopped.
Automatic trip and route assignment
Building routes and assigning drivers for the PPEC and mental-health programs used to take a full day of work, every day, spread across several people. The system now does it algorithmically: it honors fixed-driver preferences, adjusts routes on the fly as demand and conditions shift, and turns a morning of dispatch into a few minutes of review. The people who used to run it by hand were freed up for higher-value work instead.
AI compliance monitor
It watches every vehicle-inspection date and driver certification in real time and raises a flag well before anything lapses, so the fleet stays compliant on paper. It also watches the road: it helps surface unsafe driving and catches drivers showing signs of drowsiness behind the wheel. That has headed off crashes before they happened, and kept the company clear of the tens of thousands of dollars in insurance-liability exposure a single accident can carry.
Included at no extra cost: a modern, brand-matched website and a cleaned-up, optimized Google Business profile.
Ninety days later
One quarter after go-live, with the new systems carrying the daily load, the leaks the team had lived with for years had mostly closed.
What shipped: service-order management across 40-plus medical centers, automatic billing reconciliation, camera boarding-verification, automatic trip and route assignment, an AI compliance monitor, plus a new website and an optimized Google Business profile.
Client identity and internal system IDs are withheld. Figures are drawn from this engagement and vary by deployment, scope, and how much of the roadmap actually gets shipped.
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