How Do I Set Up a New Broker/Funding Source in MediRoutes?

Step 1 — Create a New Funding Source 

A Funding Source tells MediRoutes who pays for a trip. It can be a broker (e.g., ModivCare, MTM), a facility (hospital, nursing home), or a private pay payer. Every trip must be linked to a funding source.

How to Create

1. Navigate:

   • Go to Admin → Billing → Funding Sources in the desktop app or Admin → Funding Sources on the web.

   • Click New Funding Source to open the creation panel.

     

2. Basic Details:

   • Enter a unique Funding Source Name (not used elsewhere in your system).

   • Or select from popular brokerages-use for any integrated broker. (To find out if your broker is integrated with MediRoutes, reference the dropdown list given at this step or contact MediRoutes Support for more information.)

3. Signatures (Optional):

   • Set if passenger and/or driver signatures are required (pickup, drop-off, or entire trip).

     

4. Mileage Calculation:

   • Choose how mileage is calculated:

     • Routed: System calculates mileage automatically.

     • Imported: Mileage comes from broker imports/API.

       

5. Odometer (Optional):

   • Enable Odometer per Trip if odometer readings must be recorded.

6. Violation Set:

   • Click Next and set a default Violation Set (can be changed later).

     

7. Billing Items (Rates):

   • Click Next to add rates. 

Step 2 — Set Billing Items (Rates)

Rates (also called Billing Items) define how trips are billed for a funding source. These rates determine trip charges based on mileage, level of service, time, or other special conditions. A funding source must have at least one rate in order for charges to calculate.

How to Set Billing Items

1. Select Manual Billing Setup:

   • Choose Manually Set Billing Items to configure rates for this funding source.

2. Select Levels of Service:

   • Choose the Levels of Service (LOS) used by this funding source.

   • Common selections include:

     • AMB (Ambulatory)

     • WCH (Wheelchair)

   • Only the selected LOS options will be available when creating rates.

   • Click Next.
     

3. Add Billing Items for Each LOS:

   • For each selected level of service, add the appropriate billing items, such as:

     • Base / Trip Rate

     • Mileage Rate

     • Wait Time

     • After-Hours or Special Charges

   • If you don’t see the Billing Item Description you need in your Billing Item list, you’ll just need to add it. Click here to follow the steps for creating a new Billing Item Description. And don't worry, you can always come back to this funding source and add the missing Billing Items when you're done. 
     
     

4. Configure Rate Details:

   • Enter the rate amount.

   • Set any minimums, maximums, or conditions required (apply to No Shows, first 3 miles free, etc.)

   • Check This is Default Charge if the rate should be applied automatically to trips using this funding source. 

     

5. Add Additional Billing Items:

   • Click Add new + to add multiple billing items for each level of service as needed. 

   • Repeat this process until all required rates have been added.

6. Proceed to the Summary:

   • Once all billing items are added, click Next to continue to the Summary of the new funding source.

Step 3 — Review and Save

The Summary step provides a final review of the funding source details before it is created.

1. Review the Summary:

   • Confirm the funding source name is correct.

   • Verify the selected signature options.

   • Ensure all required billing items and rates are listed and configured correctly.

2. Make Changes if Needed:

   • Click Back to return to previous steps and make corrections.

3. Save the Funding Source:

   • Click Save to create the funding source and make it available for use.