Our recap of our recent presentation at NEMTAC Transform 2025, see how utilizing transportation data can make you a reliable and preferred health system partner.
Transportation companies know better than anyone that patient care doesn’t stop at the hospital door. A safe, reliable ride can be the difference between a smooth discharge and a costly delay. But today, being dependable isn’t enough. Hospitals want partners who can operate at scale, adapt quickly, and help keep processes efficient. That’s where leveraging transportation data makes a difference.
This data can be utilized in any number of ways, but in our experience these three areas stand out as the most effective ways to strengthen those partnerships and improve patient flow.
1. Simplifying Workflows for Operational Efficiency
One of the biggest challenges for transportation companies is the constant flow of fragmented information from hospitals. When updates aren’t centralized and communication is inconsistent, it creates more room for error. Streamlining that process is where you can make the most impact.
Start by talking directly with hospitals to understand their discharge process. Where do delays happen? Who handles ride requests? Once you know the bottlenecks, look for ways to streamline the process—whether that’s centralizing requests, automating updates, or clarifying roles.
When you make your operation feel like a natural extension of the hospital team, you can help improve patient flow and create a reliable source of ride volume.
2. Stand Out with Performance Metrics That Matter
Data can set you apart. Hospitals want to see that you’re not just reliable—they want proof that your work supports their priorities.
Ask hospitals what they care about most. Questions like:
- “Which areas of patient flow are you trying to improve this year?”
- “What data would make it easier to show your team’s impact internally?”
Then, tailor your tracked metrics to ones that matter most to them. Here are some examples of data points we’ve found hospitals are most concerned with:
- Lead Time – Are you getting enough notice to prepare for discharges or transfers?
- Response Time – How quickly are you able to accept and confirm new requests?
- ETA Deviation: Are your arrival times aligning closely with what hospitals need?
- On-Time Performance: Do you consistently meet your estimated arrival times?
Consistently showing how you support patient flow builds trust with hospitals—and that trust often leads to more rides and new contract opportunities.
3. Build a Process to Maximize Insurance Coverage
Insurance coverage plays a big role in expanding ride access and creating consistent, reimbursed trips. When hospitals leverage patients’ insurance benefits, transportation partners can see more consistent, reimbursed ride volume.
There are three categories you can discuss when you’re having conversations with the hospital system to see how are they are tapping into insurance benefits:
- Workflow Accountability – Clarify who handles prior authorizations and how requests move through the hospital. Reducing delays here prevents missed opportunities. Key Questions for Hospital Systems:
- Who is responsible for obtaining authorizations at the hospital?
- Are multiple providers involved in the process?
- Transparent Tracking – Keep track of approvals, denials, and exceptions. Knowing the “why” behind denials helps you act quickly and maintain trust. Key Questions for Hospital Systems:
- What rides were denied and why?
- Is reporting centralized, and who maintains the source of truth for claims?
- Process Improvement – Regularly refine authorization and claims workflows. Staying ahead of payer changes shows hospitals you’re proactive and reliable. Key Questions for Hospital Systems:
- What can we do to improve authorization approvals?
- If an authorization process changes, how is that information cascaded?
Engaging hospitals this way positions your company as a trusted partner and opens doors to consistent, long-term opportunities.
Becoming a True Partner for Hospitals
The most successful transportation companies combine operational efficiency, data-driven performance, and strategic collaboration with hospitals. By focusing on these three areas, you help hospitals keep patient flow smooth while building your reputation as the go-to NEMT partner—driving consistent ride volume and sustainable growth.