NEMT Driver Training Log: A Free Printable Record of Every Course and Renewal

Brokers and states rarely take your word that a driver is trained. They ask for proof, course by course, with dates. This log keeps that proof in one place: a page for each driver with every course and its renewal date, a sign-in sheet for each in-house session, a record of retraining, and a one-page fleet roster that shows who is due next.

How to use this template

1. Start a page for each driver and attendant before the first ride. Fill in Part 1 from the driver’s license. Texas requires demand response providers serving its Medicaid health plans to keep a driver list with each driver’s legal name, license number, hire and end dates, and trainings completed with their effective and renewal dates (NEMT Services Handbook, UMCM 16.4, section 2560, version 2.0.1, effective August 1, 2021). Parts 1 and 2 hold every item on that list.
2. List every course your state and broker require in Part 2. Start from the renewal table below, then add what your broker contract names. MTM Health’s standard agreement, in the January 1, 2023 version Pennsylvania posts, requires a Driver Orientation and Training Program that includes fraud, waste, and abuse and HIPAA, with all training and orientation records kept in each driver’s file.
3. Write the date, hours, and trainer the day a course ends. File the certificate or signed roster behind the page. A date on the log with nothing behind it is weak proof.
4. Use one Part 3 sheet for every in-house session. Each attendee prints a full name and signs. Modivcare’s training roster asks for each person’s full name, the courses, the completion date and time, and a signature attesting to completion (2025 form, linked from its compliance page as of September 2026).
5. Record every retraining in Part 4. Write down the complaint, incident, or violation that caused it, so the fix sits next to the problem. Give it the same number you used in your complaint log.
6. Copy each driver’s next due dates to the fleet roster in Part 5. One page then shows the whole company, the way a broker’s credentialing team looks at it.
7. Check the roster every month in Part 6. Book renewals 60 days before they are due. MTM Health’s Virginia handbook (approved August 10, 2026) requires training to be finished before any credential expires, and missed training costs trip assignments or removal from the network.
8. Send proof to each broker, and keep your own copy. CareOregon requires providers to submit copies of training certificates to the brokerage (manual version 1.3, February 2024). Your copy has to outlast the contract, as the retention table below shows.

At hire, pair this log with the driver onboarding checklist. File it with the driver qualification file checklist, which tracks licenses, checks, and drug tests.

The template

Part 1: Driver details

Field	Write the entry here in pen
Full legal name, as it appears on the driver’s license
Driver’s license number, state, and class
Date hired
Date of first ride
Date the job or contract ended
Role (driver, attendant, or owner-driver)
Vehicle types cleared to drive (sedan, wheelchair van, stretcher van)
Riders carried (walking, wheelchair, stretcher, children in car seats)
Broker driver ID for each broker

Part 2: Courses and renewals

Course	Date done	Hours	Trainer or school	Proof on file	Next due	Checked by
Company orientation, conduct rules, and emergency steps
Radio or phone, daily vehicle inspection, and cleanup kit
Ramp, lift, and securement demonstration on our vehicles
Behind-the-wheel evaluation or road test
Passenger assistance (PASS or an approved course)
Wheelchair and stretcher securement
Defensive driving
First aid
CPR
Blood spill cleanup and bloodborne pathogens
HIPAA privacy and security
Fraud, waste, and abuse
Abuse prevention and mandatory reporting
Cultural competency, sensitivity, and nondiscrimination
Assisting riders with disabilities (ADA)
Child passenger restraints
Sexual harassment prevention
Broker modules:
State course:

Proof on file: the certificate number, or the date and page of the signed session sheet. Next due: the date on the card, or the renewal date from the table below.

Part 3: In-house training session sheet (one per session)

Field	Write the entry here in pen
Date, start time, and end time
Course or topic
Summary of what was covered
Trainer’s name and qualifications
Format (classroom, virtual, or on a vehicle)
Test or skills check used
Version or date of the training materials

Attendee full name	Job title	Passed (yes or no)	Signature

Part 4: Retraining after a problem

Date	Reason (complaint number, incident, violation, rule change)	Training given	Trainer	Date completed	Broker told (date)

Part 5: Fleet training roster (next due dates)

Driver	Passenger assistance	Securement	Defensive driving	First aid	CPR	HIPAA and fraud	Broker modules	Cleared to drive

Part 6: Monthly review

Month	Due in the next 60 days	Classes booked	Drivers off the schedule	Reviewed by

Renewal dates to write in the log

When a card or certificate shows an expiration date, write that date. When it does not, use the shortest schedule that applies to you. These schedules are current as of September 2026.

Course	Schedule	Where it comes from
Passenger assistance (PASS or equal)	Every 2 or 3 years	PASS certification is valid for two years (CTAA). Louisiana, every 2 years. Oregon and Texas, every 3 years. Minnesota, 2 hours every 3 years.
Wheelchair securement and lift use	Every year to every 3 years	Texas, assistive devices every year. Louisiana, with PASS every 2 years. Minnesota, 2 hours every 3 years.
Defensive driving	Every 2 or 3 years	Texas, every 2 years. Louisiana and Oregon, every 3 years. Minnesota, 2 classroom hours every 3 years.
First aid	By the card, or every 3 years	Wisconsin and Minnesota, refresher every 3 years. Oregon, keep certification current.
CPR	By the card	Louisiana, an active certification from an in-person course. Wisconsin and Oregon, keep it current.
Fraud, waste, and abuse	Every year	Modivcare, and MTM Health in Virginia and Rhode Island. Texas, within 90 days of hire, then yearly.
HIPAA	Every year for Modivcare, and after any major policy change	Modivcare. HIPAA itself requires retraining when a material policy change affects someone’s work.
Sensitivity, diversity, and nondiscrimination	Every year or every 2 years	Texas, yearly for drivers, and cultural diversity every 2 years for all staff. Modivcare, cultural competency every year.
Abuse prevention	Every 3 years	Minnesota, 2 hours every 3 years.
Bloodborne pathogens	Within one year of the last session	OSHA, for employees who can be expected to contact blood on the job.
Conduct and vehicle rules	Every 2 years	Texas, motor vehicle qualifications and conduct.
Illinois safety training	Every 3 years	Illinois HFS, for medicar, taxi, and service car drivers and employee attendants.
Broker modules	As the broker directs	MTM Health in Virginia requires refresher or added training when it directs, and all training finished before any credential expires.

Deadlines for new drivers differ too. Texas wants most of its courses within 30 days of hire, and Modivcare wants its compliance training within 30 days. Minnesota allows 45 days for first aid, defensive driving, abuse prevention, and passenger assistance, and Oregon allows 3 months for defensive driving and passenger service. Louisiana wants every listed course finished before any ride. The simple rule is to finish everything before a driver rides solo. For what each course covers, see NEMT driver training and PASS certification.

What auditors check in training records

Brokers and state auditors look at training the same way: a list of drivers, a date for each required course, and proof behind each date.

• MTM Health in Virginia collects a driver and attendant roster with training dates for PASS, HIPAA, defensive driving, first aid, and securement, next to license expiration and the last background check, drug screen, and driving record review (handbook approved August 10, 2026). Using a driver with an expired credential costs 2 points per credential, and a driver MTM never credentialed costs 3.
• Modivcare has each provider sign a yearly attestation that owners and drivers finished its code of conduct and compliance training. Its compliance page (updated June 10, 2026) asks providers doing the yearly training to return the signed attestation within 90 days. You keep employee acknowledgements, training rosters, or certificates at least 10 years and give them to Modivcare free on request.
• Minnesota requires each driver file to hold the certificates for first aid, passenger assistance, the training before the first ride, the training due within 45 days, and every refresher (Rules 8840.6100). The state examines driver and attendant records at least once a year (Rules 8840.5700).
• Illinois requires you to keep documentation of each driver’s and employee attendant’s safety training. If you cannot produce it when HFS asks, HFS recovers every payment for rides by that driver or attendant (handbook dated March 11, 2024).
• Georgia requires the broker’s records, including training records, to be retrievable within 2 business days of a state request (Part II NEMT manual, July 1, 2026). Expect the broker to ask you for yours on the same short timeline.

For the rest of what auditors review, see how to pass a NEMT broker audit.

What each training record should show

A useful model comes from OSHA’s bloodborne pathogens standard. It requires a training record with the dates of each session, the contents or a summary, the names and qualifications of the trainers, and the names and job titles of everyone who attended (29 CFR 1910.1030). Part 3 asks for all four.

Other rules add what to prove:

1. That the driver passed. Minnesota requires proficiency testing in every course, and in-person teaching unless the state preapproves another format (Rules 8840.5910). The federal ADA rule for demand response services requires staff trained to proficiency to run vehicles and equipment safely and to assist riders with disabilities respectfully (49 CFR 37.173).
2. That the course was the right kind. Louisiana requires CPR from an in-person course with an active certification from a licensed instructor. It also requires in-person securement training for drivers at companies with wheelchair vans (section 10.3, issued July 14, 2025).
3. That your own course is approved. Virginia lets a provider run its own driver training only with the broker’s written approval that it meets or exceeds the state’s NEMT driver training requirements (DMAS, updated May 26, 2026). Minnesota lets you ask the state to accept a driver’s earlier training as equal, and its written approval goes in that driver’s file. Keep any approval letter with the log.
4. That privacy training happened. A HIPAA covered entity must document the training it gives each workforce member and keep that documentation 6 years (45 CFR 164.530). See HIPAA for NEMT providers for when those rules reach your company.

Retraining after complaints and violations

Brokers often answer a complaint with a training requirement, and they check that it happened.

• CareOregon’s manual lets its brokerages require intervention training for moving violations, a preventable collision or a series of collisions, a customer complaint about driving or customer relations, an observed change in mental condition, health, or stamina that affects the job, and improper program paperwork.
• MTM Health’s Virginia handbook lists required driver retraining among the actions for Level 2 violations, such as a substantiated complaint about wheelchair securement. If a driver who finished required retraining after a serious violation commits another violation, the driver can no longer drive for any health plan MTM Health manages.
• Georgia’s manual says that after a policy violation, the state may require the broker to remove a provider or driver right away for an investigation, for retraining that fits the complaint or incident, or for other corrective action.

Write each retraining in Part 4 with the date, the reason, and the date you told the broker. HIPAA also requires training for staff whose work changes because of a material change in your privacy policies, and OSHA requires added training when new tasks change an employee’s exposure to blood.

Office staff belong in the log too

Dispatchers, schedulers, and billing staff have training rules of their own.

• Texas lists courses for all staff in its NEMT handbook, not only drivers. Within 30 days of hire, staff complete an overview of managed care and NEMT benefits, handling difficult callers, scheduling, civil rights, cultural diversity, and customer service. Civil rights and cultural diversity renew every 2 years and customer service every 3 years. Fraud, waste, and abuse training is due within 90 days of hire, then every year.
• New Mexico scheduled a mandatory virtual training for its NEMT providers for September 15, 2026, and required all NEMT management and billing staff to attend (Supplement 26-05, September 3, 2026). It followed a federal payment error audit that found incomplete trip records and billed mileage that did not match the records. Each person had to register separately so attendance could be tracked. Log state sessions like this with every attendee’s name.
• HIPAA training covers every workforce member, including dispatchers and schedulers who see rider information.

Use Part 2 for each office employee, leaving the driving rows blank.

How long to keep training records

Rule	How long
Modivcare compliance attestation (training records)	At least 10 years
MTM Health standard agreement (complete records of your operations)	10 years, or longer if a law or client requires it
HIPAA documentation, for covered entities	6 years from creation or the date it was last in effect
OSHA bloodborne pathogens training records	3 years from the training date
Minnesota Rules 8840.6100 (special transportation records)	At least 3 years

The longest rule that applies to you wins. None of these periods ends early when a driver leaves, so keep a former driver’s log with the rest. For every record type in one table, see NEMT record retention.