A guide for known requirements from Call The Car pertaining to billing and the setup of your MediRoutes system.
Please be aware that the requirements we provide are based on information received from brokers or our existing clients. MediRoutes may not always be the first to receive updates regarding changes to these requirements, but we strive to keep our documentation current as we learn about any new or revised guidelines. If you have any questions or concerns about broker requirements, we recommend reaching out directly to the broker for clarification.
Billing
Billing requirements start with the funding source you have created. Please reference our article on creating funding sources if you are setting up the Call The Car funding source for the first time (can be linked here). You will need to set any signature requirements in the bottom half of the funding source window, but Call The Car also requires that the Federal Tax ID for your company be entered. You will need to enter your Federal Tax ID in the Account number box of the funding source window.
Note: If the funding source is already created, you will need to go to Admin>Billing>Funding Sources and click the pencil and paper button next to your Call The Car funding source to edit in the Federal Tax ID.
Once the funding source is set up, you will be ready to connect to the API and start billing trips. Billing must be done using the reports in your MediRoutes system. MediRoutes has a specific format already implemented under the Trip Sheet Data Grid report for Call The Car billing. To run the report, use the following article: How to generate a Call the Car billing format report to submit for trip payment
When you reach the point of saving the file, name the file with the dates you are billing for. Once the file is saved, open it in Excel. You will need to name the tab at the bottom INVOICE. Finally, you will need to scroll over to the Oxygen column and put FALSE in every row unless Oxygen was provided.
Now you can upload your file to the CTC portal: https://vendors.callthecar.com/
If the original file that you uploaded into the Call The Car portal is rejected, you may need to make changes and upload the file again. However, the Call The Car portal will not accept the same file with the same name a second time. You can use the same file to make corrections and re-upload, but the file name needs to be changed before it is uploaded again. If you have any further issues in their portal, please contact Call The Car.
API
To start the API connection with Call The Car, use the following article:
Funding Source Brokerage API Access
There may be times when Call The Car is experiencing delays in finishing the API setup in their portal. If a several business days have passed and you have not heard back from Call The Car about the API setup, please contact your MediRoutes Trainer or MediRoutes Support if you are no longer in training. MediRoutes may need to reach out to Call The Car to ensure the rest of the API setup is completed.
Once the API is connected, trips will be added into your MediRoutes system automatically, but you will still need to bill by uploading reports to the Call The Car portal.
Revised Date: 3/25/25 ARB