Unlock the Full Potential of Your Fleet: The Benefits and Costs of Implementing Fleet Software

Unlock the Full Potential of Your Fleet: The Benefits and Costs of Implementing Fleet Software

The non-emergency medical transport (NEMT) industry is growing yearly, and the biggest factor powering its expansion is technology. And one of the most crucial tools for any NEMT company is fleet maintenance software. 

Fleet maintenance and management software provides many benefits to transport providers. It optimizes all aspects of operations, including tracking vehicle locations and driver performance. It also maximizes efficiency across the board, which can help improve customer satisfaction and long-term revenue. 

Fleet maintenance software also affects business costs as it can minimize unnecessary expenses. It ensures that all processes can be completed efficiently within a set budget. Software can be leveraged to optimize processes that prevent additional expenses by the company. 

Let’s explore what fleet maintenance software is and the benefits and costs it creates for transport providers.


What is Fleet Maintenance Software?

Fleet maintenance software is part of a digital management system that helps transport businesses manage resources and optimize scheduling. It is crucial for operations because providers in the NEMT industry often manage dozens of vehicles and drivers

With fleet software, transport businesses can effortlessly track vehicle mileage, fuel use, and driver performance, motivating them to improve their metrics. It also assesses each vehicle to maximize its use. Drivers can use other software features to plan optimal routes and the best areas for pick-up and drop-off. 

Fleet maintenance software aims to ensure that all operations are aligned to maximize all resources and provide the best service.  

The best NEMT fleet management software is a cloud-based system that updates all business data in real time. It provides information to drivers, passengers, and management teams in an instant—a critical aspect of efficient operations. Transport managers can learn more about how to manage your NEMT fleet and drivers.

Software like RouteGenie also has this important feature: pre-trip and post-trip checklists. The checklist helps drivers review the mileage, brakes, and other parts of the vehicle to ensure its safety before they use it. They will know immediately if the vehicle is working well and inform the company if they need to address potential issues before and after a vehicle is used. 

What is Fleet Reporting?

What is Fleet Reporting?

Another critical element of NEMT fleet software is fleet reporting. This is a collection of data that covers all the details about vehicles, drivers, and other company resources. All data is collected in real time, covering vehicle use, mileage, fuel use, and maintenance. It also includes driver safety and health permits. 

The purpose of fleet reports is to have an overview of the fleet and its overall safety and efficiency. It also gives businesses a deeper understanding of how resources are used, so management can identify areas that can be improved. 

Why Use Fleet Management Software?

Transport providers can leverage fleet software to improve business performance. Using this tool boosts productivity and reduces expenses, which improves revenue.

Robust software is especially important in the NEMT industry because of the nature of the service. NEMT providers cater to clients that require certain medical equipment and have specialized needs during transport. 

NEMT providers must meet all medical compliance and safety guidelines to provide transportation. They also need proper oversight of their scheduling and billing because they work with many other stakeholders, such as hospitals and insurance companies.

Fleet software like RouteGenie provides NEMT businesses with many vital features that will improve many aspects of their business, not just fleet management. Routing, scheduling, dispatching, even HR management—all bases are covered.

Benefits of Using Fleet Management Software in NEMT

NEMT companies can benefit from fleet software in many ways, depending on the features offered by their provider. It also depends on how regularly and extensively the management, staff, and drivers use the available software tools. 

Trip Security and Safety

Fleet management software prioritizes security and safety for drivers and passengers. The software’s tracking tools can monitor the movements and locations of all vehicles in the fleet. Companies can quickly provide the support and help needed in the event of vehicle breakdowns. Drivers can also choose the best possible routes to maximize their productivity and efficiency.

NEMT providers can use the software to ensure drivers meet all compliance requirements. This includes all state and federal regulations that cover professional drivers that provide healthcare-related services.    

Software can also help manage driver behavior. For example, the pre- and post-driver checkups can be integrated with their trip completion rates and will impact their performance metrics. 

Real-time alerts on missed trips, traffic violation notifications, and passenger feedback will also ensure all drivers are performing to the best of their abilities. 

Complaint Resolution

Fleet management software can efficiently resolve passenger issues concerning service quality. Software like RouteGenie has patient feedback and comments that can improve overall operations.

These reviews can be integrated with fleet maintenance tracking tools and real-time reports to identify which areas of the business need improvement. This includes driver behavior, vehicle quality, and safety equipment onboard. 

Monitor Fleet Availability and Maintenance

Fleet maintenance software also provides transparency for NEMT providers to track their drivers and vehicles and monitor their schedules. Management can track the availability of their fleet and dispatch the best vehicles and drivers to their passengers as needed. 

In case of emergencies, real-time tracking tools use GPS technology to find a replacement as quickly as possible. 

NEMT providers can then ensure passengers and clients of a safe trip no matter the situation. It improves how passengers view customer service and makes it easy for them to see how much a company values its clients.

Improve Customer Experience

Fleet maintenance software significantly enhances the customer service experience. NEMT providers can monitor all trips and communicate with drivers and passengers to ensure that every part of the trip is efficient, convenient, and transparent. 

The Impact of Fleet Management Software on NEMT

The Impact of Fleet Management Software on NEMT

Fleet management software can significantly impact NEMT expenses and resources spent providing the best service.

Automation can efficiently create schedules aligning with a driver and vehicle availability. Transport providers can also automate passenger follow-ups and reminders, reducing no-shows and canceled trips. 

Digitalization streamlines fleet maintenance—NEMT providers can schedule regular vehicle checkups and driver certification requirements automatically. 

Software also streamlines the billing and payment process for passengers, insurers, and healthcare providers. This ensures a steady flow of revenue for all the services they provide. 

How Much Does Fleet Management Software Cost for Medical Transportation?

NEMT providers must invest in fleet management software to ensure they remain competitive in this growing industry. Timeliness and compliance are non-negotiable for passengers, and fleet maintenance software is one way to do it efficiently.

It also helps providers manage safety and security for passengers and drivers. They can reduce vehicle breakdowns and accidents and save fuel costs. It can also ensure that they are completing all compliance requirements for their vehicle and staff. 

Most fleet management systems will cost about $50 per vehicle. Depending on the number of vehicles and drivers in a company, most fleet maintenance or management systems may cost $2000 to $5000 annually. 

This software is undoubtedly worth the investment, as management teams can access data to help them make the best possible business decisions. It can also help them identify areas in their operations that need improvement, whether in driver performance, vehicle maintenance, admin, or others. 

Find the Right Fleet Maintenance Software For Your Business

Adapting to new technology is part of a successful business, and this is all the more important for NEMT providers. Fleet maintenance and management software like RouteGenie can give any business many benefits. Our modern system manages all daily operations and increases revenue, efficiency, and compliance. It is an essential tool that will help ensure your business continues to grow and meet the demands of an ever-evolving industry. If you want to take your business to the next level - schedule a RouteGenie demo today!

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About the author

Keren Dinkin

An experienced content writer, Keren Dinkin’s forte is writing well-informed medical transportation, healthcare accounting, and related articles. Her work is backed by months of intensive research and pays meticulous attention to details. In addition to being a writer, she also dons the hat of a content strategist.  The author assumes no responsibility or liability for any errors or omissions in the content of this site. The information contained in this site is provided on an "as is" basis with no guarantees of completeness, accuracy, usefulness or timeliness.