Compliance posture most NEMT platforms don’t document.
HIPAA Business Associate Agreement with named hosting provider. A 7-year retention commitment in writing. Automatic fraud detection. Audit-defense reports generated from the same GPS trail that defended the trip.
Regulatory Posture
- HIPAA compliant — AWS Business Associate Agreement signed, covering all PHI stored and processed.
- AWS US-region hosting with multi-AZ Aurora MySQL cluster and managed failover.
- 256-bit TLS in transit, per-company database segregation and encryption at rest.
- Per-company encryption key on driver-device backup files — files emailed between driver devices and dispatch are not readable cross-tenant.
- Minimum 7-year retention on trip-level and billing-level records — meets or exceeds common Medicaid and HIPAA retention expectations.
Audit Trail & Accountability
- Every trip interaction logged — who touched it, why, when. Persistent even if the broker loses the trip.
- GPS breadcrumb per trip and per driver-day, mappable.
- Triple-redundant data capture — offline driver app, daily backup file, dispatcher-side restore.
- Auditor CSV export available per-trip, per-driver for a given day, or per-vehicle for a given day.
Fraud & Anomaly Detection
- Automatic fraud detection on suspicious completions — trips completed unusually fast are color-flagged and surfaced to dispatch. Catches device-tap fraud and accidental double-completions before billing.
- Attributed cancellation tracking — rider vs. broker vs. dispatcher cancellations are distinguished per trip, so disputed “no-show” charges can be resolved from the record.
- On-time performance color coding — green/yellow/red flags late trips and late broker transmissions visually.
- Signor-type tagging on passenger signatures (Self / Facility / Parent-Guardian / UTS) — removes ambiguity in post-trip audits.
LOS Compliance — Enforced at Assignment
- DriveBoss prevents LOS mismatches rather than reporting on them after the fact.
- Dispatcher cannot assign a wheelchair trip to an ambulatory-only vehicle — system blocks with an error.
- Override possible only by explicit dispatcher force — logged in the audit trail (who forced, when, which trip).
- Net effect: LOS fraud (“billed for WCH, executed with AMB”) is near-zero, and any override is attributable.
Compliance-Positioned Reports
- Mileage-Fraud & Route-Adherence Audit — defends against Medicaid mileage-padding audits with the optimizer’s own planned route, not Google’s shortest path.
- Broker SLA & Hours-of-Service Compliance — OTP %, # Late PU, # Late DO for broker SLA evidence. Total Hours Logged In vs. Total Hours Worked, both machine-captured.
- Wage-and-Hour, LOS, Rate-Reasonableness Audit — Break Time auto-calculated from app events (strong DOL evidence). Cost formula includes driver rate, fuel estimate, vehicle cost.
- Specialty reports: Patient Care Report (PCR), Post-Incident Acknowledgement Form, New Jersey WMAV Report.
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