What are Additional Transportation Costs?
Overview of the different types of transportation costs.
Roundtrip makes every effort to avoid additional transportation fees while ensuring timely ride fulfillment, however there are some circumstances where additional fees are unavoidable. Depending on a number of ride factors, Transportation Companies might request additional fees in order to claim and complete the ride:
- Rides booked last minute might only have availability from transportation companies that are farther away
- Round trip rides for outpatient appointments and procedures (e.g. cancer treatments, imaging, etc.) might require a driver to wait during the appointment
- Riders in rural areas might not have any transportation companies that operate nearby, requiring a driver to commute a long distance from their home base to complete the ride
- In some cases, bariatric patients, those with stairs. or patients with other special needs might require additional crew or equipment.
Your organization is encouraged to set a pre-approved threshold with Roundtrip for additional transportation costs. This allows Roundtrip to review and approve additional transportation cost requests from Transportation Companies in order to secure a ride. Your organization can change their ancillary fee threshold at any time; any fees approved prior to the change will remain. Please note that a $0 or low cost threshold may result in lower ride fulfillment rates.
There are several types of additional transportation costs that may be requested for rides:
Dead Mileage
Payment for miles traveled with an empty vehicle to the pick-up location and/or from the drop-off location back to provider's dispatch location. Must be pre-approved and exceed 30 miles with an empty vehicle to qualify.
- Example: An assigned Transportation Provider must travel 35 miles to the rider’s pick-up location. The provider requests dead mileage to be compensated for the 35 miles they are traveling with an empty vehicle.
Sit and Wait Fee
Payment for time spent on scene waiting for a rider. Provider must be waiting for greater than 15 minutes on scene. This typically cannot be pre-approved.
- Example: An assigned Transportation Provider arrives on scene for a 3PM pick-up. The rider’s appointment is running over and the rider does not come out until 3:30PM. The provider requests compensation for the time they were waiting for the rider.
Cancelation Fee
Payment for rides that were canceled at the door, while the provider was en route, or rider no-shows.
- Example: An assigned Transportation Provider arrives on scene for the scheduled pick-up but the rider does not show up.
Equipment/Crew/Stair Fee
Payment for additional assistance needed to transport the patient (i.e. bariatric, stairs, etc.) or if special equipment needs to be provided by the Transportation Company (i.e. wheelchair, oxygen, etc.). This typically should be pre-approved but there may be circumstances where this cannot be approved in advance.
- Example: An assigned Transportation Provider requests additional compensation due to needing additional crews to transport a bariatric rider.
All approved additional transportation costs are tracked and specifically noted in the Trip Details file shared with each invoicing cycle.
