Get oriented and set up your organization
NEMT OS coordinates patients, drivers, vehicles, trips, billing, claims, reporting, and compliance records in one workspace. Start here for your first sign-in, roles and access, and the recommended order for setting up a new organization.
Quick orientation
After signing in:
- Use the left sidebar to move between work areas.
- Use the user avatar menu for your profile, security settings, driver profile tools, completed driver trips, and sign out.
- Use the dashboard cards and charts as shortcuts into the underlying records.
- On a phone or tablet, open the sidebar menu when it is collapsed. Driver workflows are optimized for a mobile screen.
The platform is built around one operating cycle: set up the organization, create the people and resources, schedule trips, dispatch and complete trips, generate claims, submit and track billing, then report and audit. Your organization may not display every menu item — access is controlled by role, tenant configuration, and enabled integrations.
Roles and access
Permissions are role-based, and an administrator may limit access further through organization policy.
| Role | Primary responsibilities | Typical areas |
|---|---|---|
| Owner / Administrator | Configure the organization, users, integrations, and all operational areas | Dashboard, Trips, Auto-Dispatch, Drivers, Patients, Vehicles, Live Map, Claims, Reports, Payroll, Users, Settings |
| Dispatcher | Manage patients, trips, assignments, live operations, and driver status | Trips, Auto-Dispatch, Drivers, Patients, Vehicles, Live Map |
| Billing user | Review trips for billing, generate claims, submit claims, and analyze revenue | Dashboard, Patients, Claims, Reports |
| Driver | View assigned work, navigate, record trip events, and complete documentation | Driver Portal |
| Medical provider | Submit referrals and confirm arrivals | Dashboard, Submit Referral, My Referrals, Arrival Confirmations |
| Payer | Review referrals, authorizations, verification work, and fraud alerts | Dashboard, Pending Referrals, Authorizations, Verification Review, Fraud Alerts |
| Super administrator | Platform-level administration across available organizations | All areas, including Super Admin |
If an expected menu item is missing, first check that the signed-in account has the required role and that the organization has enabled the relevant feature.
Recommended setup order
Owners and administrators should complete setup in this order:
- Organization settings — confirm organization name, contact details, timezone, branding, and logo.
- Users and security — invite staff, assign roles, and enable two-factor authentication where required.
- Patients — add patient demographics, addresses, payer information, emergency contacts, and medical details needed for service.
- Drivers — add driver contact information, address, credentials, emergency contact, and profile photo if desired.
- Vehicles — add vehicles, identifiers, capacity or accessibility information, and maintenance records.
- Billing rules — configure payer-specific rates, service types, mobility levels, service area, and modifiers.
- Integrations — configure Google Maps for mapping and GPS features, and connect EDI or Google Drive only if your organization will use those services.
The organization logo uploaded in Settings is used in generated trip documentation after the report is regenerated or downloaded again.
Dashboard
The dashboard is a live operational summary. Cards, charts, and sections are interactive: select a section to open the related records and continue working from the source list. Depending on role and available data, the dashboard can provide visibility into:
- upcoming and completed trips;
- driver and vehicle activity;
- claim volume and billing status;
- referral and authorization activity;
- GPS or dispatch activity;
- operational and financial report summaries.
Dashboard totals depend on the selected date range, filters, and the records your role can access. When a total looks unexpected, open the related section and review its filters and source records.
Organization settings and branding
Open Settings to maintain organization-level configuration. Administrators can upload a logo from the branding area or provide a logo URL when that option is appropriate.
For best results, use a clear PNG or JPEG logo with a transparent or light background when possible. The uploaded image is used in trip report branding and helps identify the transportation provider on printed or downloaded documents.
If a previously generated report does not show a newly uploaded logo, download the report again. Reports generated before a branding change should be regenerated so the current organization logo is applied.
Users, profiles, and security
Use Users to invite and manage staff accounts. Assign the least-privileged role that allows each person to do their work. Use the avatar menu to update an individual profile, sign out, and access personal security options.
Good account practices:
- give every staff member a separate login;
- do not share passwords or driver accounts;
- use two-factor authentication when available;
- remove or disable access when a staff member leaves;
- review role assignments regularly;
- sign out on shared devices.
Drivers can update their own profile information, including address and contact details, from the driver profile editor when that capability is enabled for the account.