Broker Tools, Setup and Use

36 STEPS

1. If you are contracting with LogistiCare, it's easier than ever to import rides, drivers, and vehicles; manage rates, and submit billing.
   The first step is to open CTS Software - TripMaster and with your mouse, hover over Utilities.

   

2. Click Broker Tools (Beta) This will open a new tab.
   
   You will need to be logged in to LogistiCare to access your data from this screen. 
   There are two ways to login: using LC Sign In button from Tripmaster, or on the Broker Tools page itself.

   

3. The default screen of the Broker Tools page shows rides and allows you to import rides from LogistiCare. 
   
   You can filter this screen by choosing to see All rides, Only New rides, or only rides that have been Updated since the last import. 

   

4. To import rides, select the Date you wish to import for, then click Import to collect any new rides. 
   
   

   

5. If new rides were added they will appear in the grid. 
   
   Select Only Updated to view only rides that were updated by the latest import. 

   

6. Now that we have filtered the rides, we can click the new View Changes button that has appeared on rides that were updated by the last import. 
   
   This will allow you to easily see what changes have been made. 

   

7. In this pop-up window we can view the changes made to this reservation. Since the last import, the Scheduled Pickup Time has been adjusted on this ride.
   Click Close when you are finished.

   

8. Click Billing to view the billing section of Broker Tools. 

   

9. To bill, first select the Date Range you'd like to bill for. 

   

10. Then click Audit to view billable rides and correct any errors present. 

    

11. Errors will prevent the Bill from being submitted, these will appear in the Errors Column. 
    Warnings will allow submission but will have to be fixed in the LogistiCare portal before closing the batch. 

    

12. In this case, we could submit billing but we are missing some Rate data. 
    Luckily there is a Manage Rates section of Broker Tools to assist with adjustment. 

    

13. Click Manage Rates to add rates from your rate sheet, or to edit them. 

    

14. If you have added any rates, they will appear below. In this case, since there are no added rates yet, click Add Rate. 

    

15. In the first box, it is required to add the Level Of Service Code (A for Ambulatory, etc.).

    

16. Here you can add a Base Rate applied per ride regardless of mileage. 

    

17. In this box, you can add a Mileage Rate that will be applied per mile. 

    

18. You can then add Start Mileage for when this rate begins to be applied. 

    

19. And End Mileage, for when this rate ends and new rate begins. 
    If this is your only mileage rate, just set the End Mileage as 200 miles, or longer than your longest rides. 

    

20. You can add as many rates as needed to accommodate more levels of service, or to set up billing zones/bucket rates. 
    If you are adding bucket rates, just continue by clicking Add Rate again. 

    

21. Add any information needed for the next zone. Here we'll begin by entering a new Mileage Rate. 

    

22. The program automatically filled the Start Mileage box with the appropriate starting mileage for this next rate. 
    Our last rate ended at 10 miles, so this one begins at 11. 

    

23. Make sure to enter an End Mileage for this rate as well. again it can be extended indefinitely by setting the End Mileage higher than the longest reservations you service. 

    

24. Rates can be removed by clicking the Remove button. 
    
    The small green Check Marks next to your rates signifies that there are no errors (such as overlapping mileage) on your entered rates. 

    

25. When you are finished adding or editing rates it is essential to click Save Changes. 
    Nothing you do will be recorded if you fail to Save.

    

26. Now that your rates have been saved, we can take another look at Billing and view the new button that appears there when you've adjusted rate information. 

    

27. Click Audit as before to view billable rides. 

    

28. Now that the rides are displayed, a new button appears. Click Apply Rates and Refresh Revenue Data to update the audit and include any adjustments you've made. 

    

29. Now you can see any changes to the audit caused by your adjustments. 
    
    If billing is correct, you can finish by clicking Submit. This will electronically Submit billing to LogistiCare.

    

30. The last two sections are for LogistiCare approved Drivers and Vehicles. 
    Click the Drivers tab to view and import drivers. 

    

31. If there are drivers already entered they will appear here.
    To import new drivers from LogistiCare, click Import. 

    

32. The new Driver that has been imported appears with a status of Added Now to allow for easy, at-a-glance review of new items. 
    
    

    

33. Click Vehicles to view a similar list of vehicles imported from LogistiCare. 

    

34. Any vehicles already added will appear in the list. Click Import to grab any new vehicles from LogistiCare. 

    

35. No we can see that another vehicle was added. 
    
    All importing done from Broker Tools will seamlessly apply to the rest of Tripmaster. 

    

36. And that's it! You now know how to import, manage rates, and bill through Broker Tools. 
    You can check back in your Tripmaster database to see what's been added after you import.
    
    Feel free to ask a trainer for assistance at any time! 

    

Here's an interactive tutorial for the visual learners