Breaking into the Non-Emergency Medical Transportation (NEMT) industry can be thrilling and challenging. If you’re a new operator, securing NEMT contracts—whether government or private pay—could be the key to sustainable growth and profitability. While many new operators rely heavily on brokers (and give up much of their hard-earned profits), pursuing your own contracts can elevate your business to the next level, giving you control, stability, and the opportunity to stand out.
Here’s how to win contracts and position your business for success.
Understanding NEMT Contracts and Their Potential
When we talk about NEMT contracts, we’re referring to partnerships with organizations, facilities, or government bodies that require non-emergency medical transportation services. These contracts come in various types:
- Government Contracts – There are many government organizations that need transportation assistance. Think beyond the state hospitals and Veteran’s Affairs clinics. There’s also opportunity with airports, schools and universities, and even state and federal prisons.
- Private Pay Contracts – Collaborate with private facilities such as hospitals, rehabilitation centers, or dialysis clinics. These often provide consistent income and are great for operators ready to deliver tailored, high-quality experiences.
- Specialized Contracts – Partner with organizations requiring transportation for blood/organ donations, healthcare research projects, or even sports medicine, creating new revenue streams.
The benefits? Contract agreements bring consistent work and revenue, allowing you to focus on operational excellence rather than chasing one-time rides or forfeiting revenue to brokers.
Key Steps to Win NEMT Contracts
Follow these steps to make your NEMT business contract-ready and competitive.
1. Research Your Market
No two markets are identical. Spend time understanding your local healthcare ecosystem. Who are the patients? What unmet needs do healthcare providers have in transportation? By identifying gaps in services, you can position your business as the solution. Ask yourself:
- Are there geographical areas underserved by current operators?
- Do patients struggle to access remote clinics or long-distance care?
- Are there any specialty clinics or hospitals in your city that may generate a lot of trips per month?
- Do you have local blood banks or blood drives?
This groundwork will inform your strategy and help you stand out during the bidding process.
2. Obtain Licensing & Certifications
Licensing and compliance are non-negotiable. Ensure your business is up-to-date on:
- Local and state licensing requirements
- Driver certifications
- Safety standards for vehicles and DOT requirements
- Record keeping for required reporting
Being organized and ready for inspection exhibits professionalism—one of the key traits contract providers look for.
3. Develop a Compelling Business Plan
A professional business plan isn’t just a roadmap for you; it’s your pitch to potential clients. Your plan should clearly communicate:
- Services you offer
- Your competitive advantage (e.g., better equipment, better vehicles, stand-out services, reliability, patient comfort)
- Pricing structure and value
- Why work with your business vs. with a competitor.
As you think about your competitive edge, consider whether you qualify for any special small business designations. Is your business a Disadvantaged Business Enterprise (DBE), a Women-Owned Small Business (WBE), or a minority-owned business (MBE)? Highlight that in your proposal and look for opportunities that specifically want to hire businesses like yours.
Ensure your value proposition is crystal clear. Most contract providers will prioritize cost efficiency, so make sure your pricing is competitive while also factoring in your desired profit margins.
4. Seek out Requests for Proposals (RFPs)
Government and large private facilities often issue RFPs (requests for proposals) to find qualified transportation providers. This can be an excellent opportunity to secure dependable business.
You can access contract listings through:
- Online databases such as SAM.gov, State Department of Transportation websites, or other industry-specific platforms
- Directly contacting organizations in your target market
RFPs are competitive; however, if you meet all requirements and submit a comprehensive proposal addressing the organization’s needs, you have a chance. Securing an SBE, WBE, DBE, or MBE certification will help your chances substantially, if you qualify.
5. Understand and Tailor Proposals
When entering the world of bidding and contracting, the details matter. Before submitting the contract proposal, learn as much as you can about the organization, their struggles, who they’ve used for NEMT in the past, and what their pain points are.
Learn the submission deadlines, evaluate the entity’s needs, and customize your proposal to address their goals. Highlight key services, competitive pricing, and unique benefits.
Include testimonials from another similar client who found value in your business. A quote or case study will offer proof that you can deliver what the contract demands.
Perfecting your proposal will set you apart from less personalized submissions. Don’t be afraid to ask probing questions. These details just might win you the deal!
6. Build Relationships and Network
Contracts are rarely won without genuine relationships. Connect with:
- Local hospitals, clinics, and nursing homes
- Dialysis and rehab centers
- Insurance companies offering NEMT benefits
Attend industry events and join associations to showcase your expertise. Partnerships often start with smaller engagements, which can grow into larger contracts over time.
Skip virtual events in favor of in-person networking. In-person attendance is vital as it’s much easier to build trust with another person face-to-face. While not the most comfortable experience for introverts, the value of in-person networking can’t be emphasized enough. You won’t regret putting yourself out there as you become who people think of when they need non-emergency medical transportation contracts.
7. Focus on Quality and Professionalism
Your reputation is your brand. Professionalism and reliability are critical to success, especially when pursuing contracts. Invest in:
- Durable and comfortable equipment, like the Traversa Transport Wheelchair, which ensures patient safety and satisfaction.
- Adopting advanced dispatch or scheduling software, especially those with client-facing apps.
- Training your team—punctuality and compassion go a long way.
- Your brand appearance. From the logo you use to the clothes you wear, everything leaves an impression.
Clients and patients alike will notice these efforts, giving your business a competitive advantage.
8. Dream Big and Sub-Contract if Necessary
Aspiring for larger contracts can seem daunting, especially when you’re just starting out. But don’t shy away from opportunities beyond your current capacity. Sub-contracting with other reliable NEMT operators can help you fulfill contracts while expanding your network and capabilities. This method also sets your business up for future scalability.
Don’t wait! Network with other NEMT providers in your area now to see who a worthy partner would be. You want to identify potential partners before the need arises. There’s nothing more stressful than finding a subcontractor at the last minute. Ask to ride along with a potential partner to see the experience from start to finish. You’ll want to ensure that their quality of service meets the same standards you offer so that the client experience remains consistent. Who knows – maybe your partner will consider you for sub-contracting opportunities in the future as well!
Tackling Challenges in Contracting
New operators may face obstacles like competition, strict regulations, and the complexity of contract bidding. Here’s how to overcome them:
- Stand Out: Differentiate your business through quality, reliability, and innovative tools. Clients value services that prioritize patient experience, such as using premium equipment that exceeds expectations.
- Price Competitively: Balance affordability with profitability by understanding the market standard and emphasizing the value your services bring.
- Learn the Process: Invest time into understanding how bidding works for government and private pay contracts. Familiarize yourself with the regulations and compliance requirements.
- Don’t be Afraid to Fail: Submit proposals, even if you’re afraid you won’t win. Even if you don’t, you’ll gain experience and confidence. Never give up. Sometimes, the original contract winner won’t be able to fulfill the terms, and you might be the backup choice!
Remember, persistence and adaptability are crucial. Every challenge is an opportunity to refine your approach.
Kristin Ramoz’s Success Story with the Traversa: Doubling Revenue and Winning Contracts
Meet Kristin Ramoz, a successful NEMT operator in Dallas, TX, who has experienced remarkable growth and success using Traversa Transport Wheelchairs to win contracts. By incorporating the Traversa into her operations, Kristin not only doubled her revenue but also gained a significant edge when bidding for contracts.
She attributes her success to the exceptional comfort, reliability, and safety features that the Traversa offers. In fact, Kristin takes the Traversa to all of her sales presentations, allowing potential clients to experience firsthand the unparalleled difference in comfort and safety. This demonstration has been a game-changer, as clients can witness the superior quality the Traversa provides, reinforcing their confidence in Kristin’s services.
Follow in Kristin’s footsteps and unlock new opportunities for your NEMT business with Traversa.
Final Thoughts
Winning NEMT contracts is about more than just compliance—it’s about understanding your clients, delivering exceptional service, and showcasing your business’s unique strengths. Follow these steps, think big, and don’t hesitate to start small while subcontracting when needed.
If you’re ready to revolutionize your NEMT business, focus on patient experience, high-quality tools, and professional networking. With the right mindset and strategy, your dream contract is attainable.
Looking to elevate your equipment standards?
Explore how the Traversa Transport Wheelchair can improve patient safety and comfort and make your business contract-ready today. Learn more about the Traversa!
