NationWide NEMT Operations Suite

Today's Trips & Upcoming Schedule

No trips

Attention Needed

Guided call in progressTrip ID generated during transportation details

Phase 1 of 8

Greeting & Relationship Building

Begin warmly and learn who is calling.

Say this

“Thank you for calling NationWide NEMT. My name is Jay. With whom do I have the pleasure of speaking today?”

Caller's full name

Phase 2 of 8

Identify the Caller

Choose the option that best describes the caller.

Ask naturally

“And are you the patient, a family member, or are you calling on the patient's behalf?”

PatientI am the person traveling Responsible PartyI manage the arrangements Family MemberI am related to the patient Hospital or FacilityI am calling from an organization Case ManagerI coordinate the patient's care Other RepresentativeI represent the patient

Phase 3 of 8

Patient Information

Tell us who will be traveling.

Ask

“May I have the patient's full name?”

Patient first name *Patient last name *Responsible partyRelationship to patientFacility or organization, if applicable

Phase 4 of 8

Contact Information

Secure a callback method before discussing pricing.

Say this

“In case we get disconnected, what is the best number to reach you?”

Best callback number *

Then ask

“And where would you like me to send your personalized quote?”

Email address *

Phase 5 of 8

Medical Overview

Choose what applies and the assistant will reveal the right follow-up questions.

Ask with care

“Can you tell me about the patient's primary medical condition and any special transportation needs I should take into consideration when preparing your quote?”

Primary condition or recent procedure

Select all transportation considerations

Pickup setting Additional medical notes

Phase 6 of 8

Transportation Details

Plan the route and begin pricing.

Transition

“Thank you. Now let's go over the transportation itself.”

Service

Service type *Reason

Trip & Route

Pickup address *Destination address *Preferred date *Preferred timeExact pickup time

Trip type and companions

Family member ride-alongAsk the caller

Will a family member ride along?

Route & Trip IDEnter both addressesMileage and drive time will calculate automatically

EquipmentSpecial instructions

Pricing & Payment

Pricing adjustments

Loaded milesDeadhead milesFuelHotelMealsTollsEquipmentOther fee

NegotiationManual %

Payment methodNegotiated card fee %Deposit %

Internal Cost Analysis

Driver costMedical staff cost

Estimated profit$0.00

Phase 7 of 8

Smart Review

Read this back to the caller and correct anything that is not right.

Confirm with the caller

Complete the earlier steps to build the call summary.

The caller confirmed these details are correct

Phase 8 of 8

Quote Ready

Everything is organized for coordinator review.

QuotePricing and route summaryReady

Deposit InvoiceDeposit and balance detailsReady

Transportation AgreementPatient and trip detailsReady

Email DraftAlways editable before sendingReady

Existing Trip / Follow-Up

Search by patient, caller, phone, email, Trip ID, city, or date.

Find a record

Caller / Client	Contact	Trip ID	Route / Date	Status

Audit Log

Pricing, status, mileage, deletion, and security events.

Settings

Branding, pricing, documents, messages, integrations, access, and recovery.

Document Templates

Upload Word, HTML, or PDF forms up to 20 MB.

Document typeChoose template

Choose a PDF, Word, or HTML file to begin.

How to prepare a template

The uploaded quote PDF receives customer, route, date, price, payment, and card-fee information automatically. Word and HTML templates can also use fields such as {{client_name}}, {{pickup_address}}, and {{quote_total}}.

Message Templates

Edit the wording used for quotes, reminders, confirmations, receipts, and follow-ups.

Google Maps

Google mileage is required unless an administrator records an audited override.

Gmail / Google Workspace

Gmail sending requires Google OAuth credentials. Messages are never sent without final human confirmation.

Google Calendar

Saved trips create calendar events with the patient, route, pickup time, and estimated drive time. Round trips create separate outbound and return events.

Wix Website

Securely receive transportation requests from NationWideNEMT.com and prepare CRM records without sending anything automatically.

Users & Permissions

The six-role permission model is active. User creation and password-reset screens are scheduled for the next security milestone.

AdministratorFull access

SalesClients and quotes

DispatcherTrips and scheduling

DriverAssigned trips

Medical StaffMedical and assigned trips

Read OnlyView access

Backup / Restore

Create a consistent database backup or export client records.

Export Clients CSV

Restore is intentionally a stop-the-server administrator procedure. See README.md before replacing the live database.

Dashboard

New Online Quote Submissions