RoutingBox Friday Recap: Reporting Best Practices
When working with the Trip Viewer in RoutingBox, there are many alternative ways to filter and sort your data points to create custom reports that will display important trip information. The Trip Viewer is what we call an ad hoc reporting system, which gives you access to the data associated with each of your trips. The important thing to stress when working within the TripViewer is how customizable this reporting feature is. You can create custom reports with numerous fields, adding and removing any specific fields to display the data you’d like to see. Once your report is created, you can move the various fields around to display in the order you’d like and export it into an excel document.
One very common issue we tend to see in the NEMT industry is that brokers or payers might not be paying a company for the correct mileage. This isn’t necessarily a huge problem if the mileage is off by a mile or two, but if it’s off by more than that it can be cause for concern regarding these companies getting accurately paid for their services. Within the Trip Importer, a company can import their mileage or use RoutingBox to generate the exact mileage of each trip using geocoding through both Microsoft and Google. When you add the Miles field to your report, you can choose to have your mileage generated by the shortest distance or the shortest drive time. This is important because you want to make sure you’re getting paid for your exact mileage. You can choose to see the “total $” for each trip, based on the mileage and base fee. It’s a great idea to export this to excel and do a custom sort to display the highest differences first, so you can see where you’re getting the most underpaid and decide how you want to take action. Getting underpaid for multiple trips can really add up and cause a significant loss of money owed to your organization. Creating and analyzing these reports is essential to keep your company on the right track.
Pre-billing data validations exist all throughout the software and alert the driver or transportation provider which trips are missing required information and can’t be billed. One of the most helpful data validation feature finds missing signatures. This feature hides all the trips that have signatures, and only shows the trips that are currently missing signatures. You can use the software to capture a signature from the passenger, that will be uploaded directly to the software and attached to your billing information. Once trips have all required data and it’s been validated, they’re ready to be billed.
It’s vital to understand how to utilize your data for accounts receivable. Within RoutingBox, there’s a feature called billing status. Which essentially just shows the billing status of the trip. When a trip is completed, or there is an account that you’ve billed for no shows or cancelations, the trip will move into a billing ready status. Once you generate the billing document, this trip is going to move to a billed status. By now it would be a good opportunity to look at the payment posting tool, which will show you what trips have been denied, paid, yet to be billed, or yet to be paid but have been billed. The next step would be to build a report based on these data selections to confirm that you’re billing and receiving payment for each trip. You can customize your fields to show the billing status of each trip you’re looking for. If exported into excel, you can do a custom sort to show which trips have been billed, paid or denied. If utilized correctly, these tools help companies manage their accounts receivable. You may want to run a report to see which trips have been in the billed status for a while and you haven’t heard anything back yet by the broker or payer. This will easily show you who you need to follow up with to maintain your billing statuses. It’s easy for trips to get lost in the mix and for companies to forget about the trips that have been billed but not received payment yet. Creating reports to display where money is still owed is the best way to prevent losing money.
There are quite a few tools within RoutingBox that help you identify problems and solve them before they cause any irreversible damages or setbacks. Creating reports and having the option to export them is the best way to keep track of your company’s effectiveness. These tools help you adapt to various changes and manage any necessary data capturing and validation to assist with compliance.