How Do I Mark Trips as Paid in MediRoutes Desktop?

Overview

Trips can be marked as paid in MediRoutes Desktop using one of two methods:

1. Importing a payment file (for supported brokers like Modivcare)
2. Manually adding payment history to individual trips

After marking trips as paid, you can view payment activity using the Billing History report.

Method 1 — Upload a Payment File (Modivcare)

Clients working with Modivcare can upload a payment file to automatically mark trips as paid.

Steps to Upload a Payment File

1. Download the payment file from Modivcare
2. Open MediRoutes Desktop
3. Navigate to the Home tab
4. Go to the Import page
   
5. Select the Payment File tab
   
6. Click Upload Payment File
   
7. Select the payment file from your computer
8. Click Open
   

The system will begin importing the file and automatically apply payments to the corresponding trips.

Method 2 — Manually Mark Trips as Paid

If you do not have a payment file, you can manually mark trips as paid by adding a payment record to the trip.

Steps to Add Payment History

1. Navigate to the Home tab
2. Locate the trip you want to update
3. Click the pencil and paper (Edit) icon
   
4. In the edit view, go to the Charges section
   
5. Select the History tab
   
6. Click Add New
   

Enter Payment Details

In the Charge History window:

1. Select a History Type:
   • Full Payment
   • Partial Payment
2. Enter the payment amount
3. Enter the date of payment
4. Add a note (optional)
5. Click OK to save
   

How to View Trips Marked as Paid

After marking trips as paid, you can review them using the Billing History report.

Steps to Run the Billing History Report

1. Navigate to the Reports tab
2. Go to Billing → Billing History
   
3. Enter a date or date range
4. (Optional) Select a funding source
5. Click Get Report

How to Read the Report

The Billing History report will display all trips within the selected date range, not just paid trips.

To identify which trips have been paid:

• Paid Column
  • Shows the amount paid for each trip
  • Trips with $0.00 have not been paid

• History Type Column
  • Full Payment → Trip has been fully paid
  • Partial Payment → Trip has been partially paid
  • Created → Trip was created but no payment has been recorded

Best Practices

• Use payment file imports whenever available to save time
• Add clear notes when entering manual payments
• Regularly review the Billing History report for accuracy