# How to Bill NEMT Brokers in 2027: Trip Records, Claims, and Payment Cycles

Canonical URL: https://nemtguide.com/guides/how-to-bill-nemt-brokers/ · Updated 2026-09-28

To bill a NEMT broker, run only trips it assigned with a trip ID, using drivers and vans it approved. Record the times, miles, and signatures your contract asks for. Then submit the claim in the broker's portal before its deadline, which runs from 60 days to a year. MTM Health, Verida, and WellTrans pay clean claims within 30 days. In New York you bill the state.

- Run only trips with the broker's trip ID, and only with drivers and vans the broker has approved, or the trip is not paid.
- Your trip record is your claim: times, miles, driver, vehicle, and signatures must match what the contract asks for.
- Filing deadlines run from 60 days to 365 days after the ride, so submit daily or weekly, not monthly.
- Read every remittance, because brokers take penalties and overpayments out of future payments.
- When a program changes brokers, bill the old broker for every ride before the switch date and watch its remittances for months.

Billing a broker is not billing Medicaid. For most broker trips you never send the state a claim. You send the broker proof that you ran the exact trip it assigned, with the driver and van it approved, and it pays you under your contract. Get the proof right and broker money arrives on a schedule. Get it wrong and the claim waits, gets denied, or gets taken back later.

## How billing a broker differs from billing Medicaid

In a broker state, the state or a Medicaid health plan pays the broker, and the broker pays you. Georgia, for example, pays its broker a monthly capitated rate based on the number of eligible members in each region. The broker then pays transportation companies from its own rate sheet. That sheet may track the state fee schedule or not: Indiana says Verida's rate schedule is based on the state's, and each provider signs a Verida rate agreement. See [what a NEMT broker is](https://nemtguide.com/glossary/nemt-broker/) for how the model works.

| | Billing Medicaid directly | Billing a broker |
|---|---|---|
| Who pays you | The state Medicaid agency or its claims contractor | The broker, under your contract |
| What you need before the ride | Medicaid enrollment and any prior authorization the state requires | A broker contract, approved drivers and vans, and a trip ID for the ride |
| Where the claim goes | The state claims system, on an 837P or CMS-1500 | The broker's portal, or trip data sent from your dispatch system |
| The rate | The state fee schedule | Your contract's rate sheet |
| Filing deadline | Up to 12 months after the ride under 42 CFR 447.45, often shorter by state rule | Set by your contract, from 60 days to a year |
| Disputes | The state's appeal process | The broker's review and appeal process |

Broker billing comes in three setups. Know which one each of your trips falls under.

- **The broker pays you.** This is the usual setup with MTM Health, Modivcare, Verida, WellTrans, MediTrans, and SafeRide Health.
- **The broker authorizes and the state pays.** In New York, Medical Answering Services (MAS) assigns the trip and you confirm it in the MAS system. That confirmation earns a prior authorization number, and you bill eMedNY with it.
- **It depends on the service or the plan.** Indiana's fee-for-service members ride through Verida, and you bill Verida. Since July 1, 2023, fee-for-service trips that need an ambulance crew or a stretcher skip the broker: they are scheduled directly with an enrolled ambulance provider, which bills the state's claims contractor. Healthy Indiana Plan and Hoosier Healthwise members of Anthem, CareSource, and MHS ride through WellTrans since January 1, 2026.

If you bill the state for some trips, [how to bill Medicaid for NEMT](https://nemtguide.com/guides/how-to-bill-medicaid-for-nemt/) covers that side.

## Before the ride: trip ID, approved drivers, and confirmation

Most broker denials trace back to something that happened before the van left.

### Run only trips with a trip ID

Every broker pays only for trips it assigned. MTM Health's Virginia handbook, approved August 10, 2026 for the fee-for-service rides MTM runs from October 1, 2026, says never to transport a member without MTM's unique trip ID. MTM will not guarantee payment for trips run without its prior authorization. WellTrans pays only for services it pre-authorized and gave you a job number for. In Indiana, a brokered trip for a member with both Medicare and Medicaid goes straight to Verida with the Trip Leg ID from scheduling, not to Medicare.

If a facility or member calls you directly, send them to the broker to book. A ride you run as a favor is a ride nobody pays for.

### Use only approved drivers and vans

A trip run by the wrong driver is not paid, even if everything else is perfect. MTM Health's standard agreement, in the January 1, 2023 version Pennsylvania posts, says no payment is made for uncredentialed drivers, attendants, or vehicles. The Virginia handbook adds that trips run by drivers with expired documents can lose payment. WellTrans refuses payment for drivers or vehicles not registered and approved before the trip.

Check expiration dates in each broker's system every week. A license, background check, or insurance card that lapses on a Tuesday can void every trip that driver runs after it.

### Check the miles, the mode, and the wait before you accept

The trip offer sets what you can bill, so read it before you take it.

- **Miles.** WellTrans's agreement measures the shortest route from pickup to drop-off with mapping software and rounds to the nearest mile. Its mileage decision is final, and running the trip counts as accepting it. If a trip's miles look wrong, raise it before the ride, or turn the trip back.
- **Level of service.** WellTrans charges $200 each time you run a trip in a lower class of vehicle than it requested, such as a sedan for a wheelchair trip.
- **Wait time.** WellTrans pays only wait time it authorized in advance, generally only on trips over 50 miles.
- **Shared rides.** WellTrans pays its shared-ride rate on any trips that fit its shared-ride definition, even if you ran them in separate vehicles. MTM's Virginia pay reflects miles driven, mode, and multiloading.

### Confirm the ride and cancel early

MTM Health does not pay for no-shows in Wisconsin, Missouri, Nevada, or Iowa. Its Wisconsin page tells providers to confirm each ride with the member the day before. If the member will not go, the member cancels with MTM. If nobody cancels by pickup time, you cancel in the MTM Link portal. Hand back trips you cannot run early too: the Virginia handbook asks for turnbacks at least 24 hours before pickup.

## During the ride: the record that becomes your claim

The trip record is the claim. Brokers compare what you submit with what they assigned and with your GPS data, and they deny what does not match.

| What to record | MTM Health, Virginia (from October 1, 2026) | MediTrans, Louisiana (claims policy, February 2025) | New York Medicaid (August 2023) |
|---|---|---|---|
| Trip ID | Yes | Yes | The prior authorization number from the roster goes on the claim |
| Pickup | Scheduled and actual pickup time, plus departure time | Pickup time | Origin and pickup time |
| Drop-off | Arrival time | Drop-off time | Destination and drop-off time |
| Member | Member's signature | Name, Medicaid ID, and signature | Name and Medicaid ID |
| Driver | Not in the claim rule | Name and signature | Printed name, signature, license number, and a statement that the trip was completed |
| Vehicle | Not in the claim rule | Last four digits of the VIN | License plate number |
| Trip status | Must show completed | Not in the claim rule. Its hub (September 2026) says to mark it completed in the portal at drop-off. | No-show noted if the trip did not happen |

### Keep GPS on for the whole ride

MTM Health's Virginia handbook requires vehicle location tracking on every trip, from arrival through drop-off. You can use MTM's free driver app or compatible dispatch software connected to MTM Link. Its standards call for GPS tracking on more than 90 percent of trips. It also flags trips where the miles do not fit the minutes. It also flags one driver in two vehicles, or two drivers in one vehicle, at the same time.

New York accepts an electronic trip confirmation instead of a written driver signature. The record must capture pickup and drop-off coordinates with a date and time stamp that cannot be changed, and you must keep it for six years. Since April 3, 2023, New York also requires the GPS points along each trip to reach the broker.

### Get signatures the way the contract says

WellTrans's agreement is strict, and many contracts read the same way. A driver or attendant may never sign the member's name. If the member cannot sign, a household member, caretaker, or facility staff member signs in their own name and writes their relationship. Initials, or a note that the member could not sign, make the trip incomplete. Correct a paper log with a single line through the error, dated and initialed by the driver, never with correction fluid.

The [trip log template](https://nemtguide.com/templates/nemt-trip-log-template/) has columns for these fields, and [NEMT trip documentation requirements](https://nemtguide.com/guides/nemt-trip-documentation/) covers what auditors look for.

## After the ride: submit the claim

Each broker takes claims in its own system. Many also accept trip data straight from your dispatch software, so the claim builds itself as drivers close trips.

| Broker and program | Where the claim goes | Billing questions |
|---|---|---|
| MTM Health, Virginia (from October 1, 2026) | MTM Link, which has a claims and appeals section | The 24/7 provider hotline, 866-810-8302, or your field monitor |
| Modivcare | Its Transportation Portal, for web-based billing | The same portal handles billing and claims questions |
| Modivcare, Virginia fee-for-service (trips through September 30, 2026) | Mail the original trip logs with the billing invoice form to its claims center in Norton, Virginia, to arrive by 5 p.m. Eastern on the due date. Fax and email are not accepted. | The claims center, 866-907-1502 |
| Verida, Indiana | Online, and Verida trains new providers on online claim submission | The claims line, 678-510-4600 (press 2), or an administrative review in the Verida Provider Portal at provider.verida.com |
| WellTrans, Indiana | Its online trip portal, or a signed Indiana Provider Daily Trip Log by fax | claims@welltransnemt.com (billing guide, May 2023) |
| MediTrans, Louisiana | Electronic submission, which MediTrans recommends, through its provider systems at providers.meditrans.com, or paper | billing@meditrans.com |
| MAS, New York | Confirm the trip in the MAS system, then bill eMedNY | eMedNY for the claim, MAS for the trip |

Paper still works in some places, but slowly: MediTrans says paper claims take 5 business days to process.

Submit fast. SafeRide Health's June 2023 guide for providers asks that trips be billed daily, with time stamps and driver and vehicle details. MediTrans wants trip documentation within 24 hours of the ride. WellTrans asks for paper trip logs on the same business day as the trips. Daily billing also means a denial reaches you while the driver still remembers the ride.

### Filing deadlines

| Broker and program | Deadline to submit |
|---|---|
| WellTrans, Indiana (agreement revised October 16, 2025) | 60 days after the ride. Invoices over 90 days old are refused in full. |
| MTM Health, standard agreement (January 1, 2023 version Pennsylvania posts) | 90 days after the ride, or the limit MTM's client sets |
| MTM Health, Virginia fee-for-service (handbook approved August 10, 2026) | 6 months after the ride |
| MediTrans, Louisiana (claims policy revised February 24, 2025) | 365 days after the ride |
| New York Medicaid through MAS (policy manual effective August 25, 2023) | Confirm the trip in the MAS system within 30 days, then bill eMedNY within 90 days |

### Members with Medicare

If Medicare must be billed first, some brokers start the clock at the Medicare denial. MTM Health's Virginia 6-month deadline begins when Medicare denies the claim. WellTrans's deadlines also start on the Medicare denial date, and it wants a copy of the denial with your invoice. Rules differ, so check before you send anything to Medicare. Indiana tells providers not to bill Medicare at all for brokered trips.

## When brokers pay you

Your contract or the broker's manual sets the payment schedule. Here is what each one says.

| Broker and program | When it pays | How it pays |
|---|---|---|
| MTM Health, Wisconsin (as of September 2026) | Weekly | Direct deposit |
| MTM Health, standard agreement (January 1, 2023) | Within 30 days of online submission, for uncontested invoices | Ask your account manager |
| Modivcare, Virginia fee-for-service (2026 schedule) | Weekly. Invoices due each Wednesday go into a check run the Thursday of the next week. | Check, or direct deposit once its EFT form is processed |
| Verida, Indiana fee-for-service (module published August 19, 2025) | Clean claims received by Wednesday are paid within 14 days | Check or electronic funds transfer, with a remittance advice each cycle |
| WellTrans, Indiana (October 16, 2025) | Twice a month, within 30 days of submission | Check or electronic transfer |
| MediTrans, Louisiana | Its provider hub (September 2026) lists a payment cycle every other Friday and clean claims processed in 7 to 14 business days. Its claims policy (revised February 24, 2025) calls for at least one payment cycle a week. | Check or electronic payment |
| SafeRide Health (June 2023) | Within 30 days of a properly completed ride | Ask your network vendor manager |

Before your first payment, most brokers need a W-9 and a direct deposit form. WellTrans, for example, will not pay without a current W-9 on file, and it pays by electronic transfer only after you sign its authorization form.

Watch for a pay-when-paid clause. WellTrans's agreement lets it delay your payments if its client, the state or health plan, does not pay WellTrans what it owes. Some contracts help you instead. MediTrans's claims policy, revised February 24, 2025, says it pays 12 percent a year in interest on clean claims left unpaid past its 30-day processing deadline.

Some programs pay bonuses too. MTM's Virginia program shares a quarterly pool, funded by the liquidated damages it collects across its network, among providers with 95 percent or better on-time performance. Higher on-time rates and more trips earn a bigger share.

Plan cash around these cycles. If you bill weekly and a broker pays within 30 days of each submission, five weeks can pass between a ride and the money. See NEMT cash flow and [NEMT accounts receivable](https://nemtguide.com/guides/nemt-accounts-receivable/) for how to track it.

## Denials, appeals, and money taken back

### Fix and appeal denials

| Broker and program | How to dispute a denial |
|---|---|
| MTM Health, Virginia | Appeal within 365 calendar days in MTM's online claims portal, with the corrected information |
| Verida, Indiana | Ask for an administrative review through the Verida Provider Portal. If that fails, file a written appeal with Verida Claims, 843 Dallas Highway, Villa Rica, GA 30180. |
| WellTrans, Indiana | Resubmit a claim returned for missing information with the missing details. If that fails, send a written dispute within 60 days of the decision, and WellTrans answers within 30 calendar days. Only then can you appeal, in writing within 60 days. WellTrans decides appeals within 10 business days (billing guide, May 2023). |
| MediTrans, Louisiana | Dispute within 180 calendar days of the denial. MediTrans decides disputes within 30 business days. |

If you billed a trip by mistake, report it right away. MTM Health's Virginia handbook tells providers to call their field monitor so MTM can void the claim. Brokers watch your error rate too. The same handbook sets standards of under 0.29 percent of claims denied and under 0.99 percent submitted with missing or wrong information.

### Offsets, penalties, and audits

Brokers rarely send you a bill. They subtract what they say you owe from your next payment, so read every remittance line by line.

- **Overpayments.** MTM Health's standard agreement lets it recover overpayments by offsetting future payments. MediTrans sends overpayment notices by certified mail and gives 30 days to ask for reconsideration. It can then take repayment from your payments in parts.
- **Liquidated damages.** These are fixed penalties written into the contract. WellTrans's schedule includes $50 for each trip billed but not run, $100 for each trip where your van never showed, and $150 for each late arrival at a dialysis appointment. It must give written notice at least 10 days before it charges one, and you may contest it.
- **Attendance checks.** WellTrans pays only when the member attended a covered medical visit, and it checks with clinics. If a clinic says a member never came, you have 30 days to answer in writing. Silence counts as agreement that the trip did not happen, and WellTrans takes the payment back.

Keep your records long enough to win those arguments. MTM Health's standard agreement requires 10 years, and New York requires six years for electronic trip records.

## A weekly billing routine that keeps money coming

1. **Every morning,** check each broker portal for new trips, changes, and cancellations. Turn back what you cannot run as early as possible.
2. **Before dispatch,** confirm every driver and van on the schedule is current in each broker's system.
3. **The day before each ride,** confirm with the member and cancel through the broker when the member will not go.
4. **During each ride,** keep GPS on from pickup to drop-off and collect signatures the way your contract requires.
5. **Every evening,** close every trip: mark it completed or a no-show, and check the times and miles.
6. **Submit claims daily,** or at least weekly, well inside your shortest deadline.
7. **When each payment lands,** match the remittance to your trip list. Mark every line paid, denied, reduced, or offset.
8. **Fix denials that week.** Resubmit what was missing and appeal the rest inside the window.
9. **Every Friday,** list unpaid claims by broker and age: under 30 days, 31 to 60, and over 60.
10. **Every month,** compare each broker's payments with your trip counts, and call provider relations about any gap.

## When your state or health plan changes brokers

Brokers change often, and each change moves your billing. Recent examples:

- **Virginia.** Fee-for-service trips on or after October 1, 2026 go to MTM Health instead of Modivcare. Bill Modivcare for every earlier trip, by mail, on its weekly schedule.
- **Texas.** Blue Cross and Blue Shield of Texas moves its Medicaid members from Modivcare to MTM Health on October 1, 2026, and MTM Health runs their recurring trips after that date.
- **Montana.** A July 9, 2026 state notice says Modivcare takes over NEMT enrollment and all NEMT billing from the state's claims contractor. Modivcare runs Montana rides on or after October 1, 2026, and its transportation provider line is (866) 726-1471.
- **Georgia.** Modivcare left the Central, East, and Southwest regions, and Verida serves all five regions from April 1, 2026.
- **Indiana.** From January 1, 2026, Healthy Indiana Plan and Hoosier Healthwise members of Anthem, CareSource, and MHS get rides through WellTrans.
- **Arkansas.** Pulaski, Faulkner, and Lonoke counties (Region G) moved to Modivcare on January 2, 2026.
- **Wisconsin.** The state announced its intent to pick Verida on May 21, 2026. MTM Health stays the vendor until a transition date is set.

When a change is coming, bill the old broker for every ride before the switch, inside its deadline, and keep watching its remittances for late offsets. Sign and credential with the new broker before its start date so your standing orders do not go to someone else. NEMT broker transitions walks through the full switch, and [how to get NEMT broker contracts](https://nemtguide.com/guides/how-to-get-nemt-broker-contracts/) covers signing with the new broker. Each broker's page, such as [MTM Health](https://nemtguide.com/brokers/mtm-health/), [Modivcare](https://nemtguide.com/brokers/modivcare/), [Verida](https://nemtguide.com/brokers/verida/), [WellTrans](https://nemtguide.com/brokers/welltrans/), [MediTrans](https://nemtguide.com/brokers/meditrans/), and [SafeRide Health](https://nemtguide.com/brokers/saferide-health/), has its contacts.

## Frequently asked questions

### Do I bill the broker or Medicaid for a broker trip?

Usually the broker. It holds the contract with the state or health plan and pays you from its own rate sheet. New York is the main exception: you confirm the trip in the broker's system within 30 days, then bill eMedNY, the state claims system, within 90 days. Some services skip the broker too. In Indiana, fee-for-service trips that need an ambulance crew or a stretcher go to an ambulance provider and are billed to the state's claims contractor, not to Verida.

### How long do NEMT brokers take to pay?

It depends on the contract. MTM Health pays Wisconsin providers weekly by direct deposit. Modivcare's 2026 Virginia schedule pays invoices due each Wednesday in a check run eight days later. Verida pays Indiana fee-for-service clean claims within 14 days when they arrive by Wednesday. WellTrans pays twice a month, within 30 days of submission, under its agreement revised October 16, 2025. Claims with missing details wait until you fix them.

### What is the deadline to submit a claim to a broker?

Your contract sets it, and it can be short. WellTrans asks for invoices within 60 days and refuses them after 90. MTM Health's standard agreement, in the January 1, 2023 version Pennsylvania posts, allows 90 days unless the client sets another limit. Its Virginia handbook, for trips from October 1, 2026, allows 6 months. MediTrans allows 365 days in Louisiana. Submit daily or weekly so no deadline ever comes close.

### Do NEMT brokers pay for no-shows?

Usually not. MTM Health says it does not pay transportation providers for no-shows in Wisconsin, Missouri, Nevada, and Iowa. What protects you is the record: mark the no-show in the broker's portal with the time, as MediTrans requires, and follow the broker's waiting and calling rules. Confirm each ride with the member the day before so you can cancel early.

### Can I bill the rider when a broker denies a trip?

Generally no. Federal rule 42 CFR 447.15 limits Medicaid to providers who accept its payment as payment in full, apart from allowed cost sharing. MTM Health's standard agreement says you look only to MTM for payment and never bill the member, even if MTM or its client does not pay, except a copay MTM or its client allows. WellTrans allows a rider bill only where the law permits and only when the rider skipped the covered visit. Appeal the denial instead.

### Can I use a billing service or a factoring company for broker claims?

Often, but read your contract first. MTM Health's standard agreement requires written notice at least 30 days before you assign your right to its payments to anyone else, with proof of the assignment. Where the state pays you directly, as eMedNY does in New York, federal rule 42 CFR 447.10 bars paying a factor, and a billing agent's fee cannot be a percentage of what it bills or collects.

### What happens to my unpaid claims if I leave a broker?

Read the termination section first. MTM Health's standard agreement holds unpaid claims after a termination notice until it audits your records, and it can subtract penalties from them. WellTrans's agreement goes further: if you leave without the notice it requires, you forfeit everything it still owes you. Give notice in writing, run every assigned trip during the notice period, and keep copies of every record.

## Official resources

- [MTM Health: Service providers and MTM Link login](https://www.mtm-inc.net/service-providers/)
- [Modivcare: Transportation providers and drivers](https://www.modivcare.com/who-we-serve/transportation-provider-driver/)
- [Verida: Transportation providers by state](https://verida.com/transportation-providers/)
- [WellTrans: Provider forms, manual, and billing guide](https://www.welltransnemt.com/provider-info/)
- [MediTrans: Louisiana transportation providers hub](https://meditrans.com/transportation-providers/)
- [IHCP: Transportation Services provider reference module](https://www.in.gov/medicaid/providers/files/modules/transportation-services.pdf)
- [eMedNY: Transportation billing guidelines](https://www.emedny.org/ProviderManuals/Transportation/PDFS/Transportation_Billing_Guidelines.pdf)