How and When Rides are Paid – Roundtrip

Rides Payable By Roundtrip

For rides that are payable by Roundtrip, Transportation Providers will be paid on a NET45 basis. This means that any rides completed in a month will be paid out approximately 45 days after the close of the month.

Example: Any rides completed in the month of March will be paid out 45 days later on May 15th.

In order to qualify for payment by Roundtrip, rides must meet the following criteria:

The ride is assigned to your company within the Roundtrip Portal.

The ride is marked as “Completed” within the Roundtrip Portal.

The ride is booked as facility paid and Roundtrip is the payment intermediary for the booking organization and requested vehicle type (see the “Facility Paid” section below for more details).

For rides that meet the criteria above, payments from Roundtrip will be processed either via check or direct deposit (if your company has been enrolled).

Need to sign up for direct deposit? Email our Billing Team at billing@roundtriphealth.com. You’ll be asked to complete a W9 form for your company and to provide the email address of your company’s billing contact. Once received, please allow 48-72 business hours to receive instructions on completing your direct deposit enrollment.

Rides Not Payable by Roundtrip

Although a ride can be booked using Roundtrip, it doesn't necessarily mean that Roundtrip handles the payment. The payment may need to come directly from the rider, the insurance payer, or the facility, depending on which payer the ride is booked with.

How to Check the Payer for a Ride

To check the payer for a ride, follow these steps:

Navigate to the Trip Details page for the specific ride.

Scroll down to the ride details section.

Click on the tab labeled “Payer” to expand the payer details.

Review the “Payer Type” listed for the ride. This is the payer that is responsible for payment. See below for more details regarding each payer type that may be listed and how payment will need to be obtained.

Note: For Insurance Paid rides, the “Payer” tab will also include key details regarding the insurance plan and member information. Your company is responsible for ensuring you are in-network with the listed plan prior to submitting an ETA. Once assigned, your company is responsible for billing the listed plan for reimbursement - Roundtrip will not submit a claim on your company’s behalf.

Facility Paid

Your company may encounter facility paid rides in Roundtrip. This means the booking organization is responsible for payment. The facility decides whether Transportation Partners will bill the facility directly or if Roundtrip will act as the payment intermediary.

If Roundtrip is the payment intermediary, this means your company will receive payment from Roundtrip on behalf of the booking organization. Roundtrip will:

Calculate the payment owed to your company for the completed ride based on your approved base rate and mileage rate (and any additional transportation costs if applicable).

Issue payment to your company during the next billing cycle. Roundtrip processes payments on a NET45 basis,

If Roundtrip is not the payment intermediary, your company is responsible for invoicing the booking organization directly. Rules may vary based on the booking organization and vehicle type. Roundtrip will:

Provide the booking organization with a Trip Details file so they can reconcile any invoices received by the Transportation Provider assigned within Roundtrip.

It is the booking organization’s responsibility to receive, review, and reconcile any provider invoices. They are also responsible for remitting payment to the assigned Transportation Provider.

Your company should contact the booking organization’s billing department for specific questions or concerns regarding billing.

How Can I Tell If Roundtrip is the Payment Intermediary for a Facility Paid Ride?

Roundtrip provides in-app guidance to help your Dispatchers identify the responsible party for payment for facility paid rides. On the Trip Details page, click on the ⓘ badge next to the “Payer” tab.

This guide will provide information on all payer types. To view payer intermediary rules for organizations in your area, click on the button labeled “Facility Paid”.

The guide will then state which organizations in your region must be invoiced directly by your company. Please note, these rules may vary by organization and vehicle type. If a booking organization is not listed on this guide, this means Roundtrip is the payment intermediary and will be responsible for payment based on our payment terms and schedule.

Still unsure who the payment intermediary is for a facility paid ride? Contact our Transportation Team at transport@roundtriphealth.com for further assistance.

Patient Paid

For patient paid rides, there are two possible payer configurations and payment methods:

Patient Pay By Card

“Patient Pay By Card” is rarely selected for higher level vehicles. If this payment method was selected, the rider’s credit card on file for the ride will be charged by Roundtrip. The assigned provider will be paid by Roundtrip for this ride during the next billing cycle.

Patient Pay By Mail

“Patient Pay By Mail” means the assigned provider is responsible for billing the rider for the ride cost and collecting any payment owed. Roundtrip does not handle any billing or payment processing for these rides.

Insurance Paid

For “Insurance Paid” rides, the assigned provider is responsible for billing the rider’s insurance plan directly. Roundtrip will not file a claim on your company’s behalf. In addition, your Dispatchers are responsible for reviewing the listed insurance plan to ensure your company is in-network prior to submitting an ETA.

Depending on the client’s configuration, Roundtrip may be responsible for obtaining authorization for the ride through the rider’s insurance plan.

Authorizations Through Roundtrip

In some cases, Roundtrip may obtain authorizations for the organizations booking transportation within Roundtrip. Please contact transport@roundtriphealth.com to verify if the organizations your company services obtain authorizations from Roundtrip.

If Roundtrip is responsible for obtaining the authorization for an organization’s transports, you will see a dropdown on the Trip Details Page labeled “Authorization”. Click on this dropdown to expand the field and review any key details such as the authorization status, authorization number, etc. For more information on authorization statuses, check out this article.

Roundtrip does not verify if your company is in-network with the insurance company selected as the payer for the ride. The authorization is in reference to the rider’s coverage. It is important to verify your company is in-network with the insurance company before claiming the trip.

If Roundtrip is not responsible for obtaining the authorization, the “Authorization” dropdown will not appear on the Trip Details Page. For transport requests where Roundtrip is not responsible for authorization, please contact the insurance company directly for payment.