Transportation Management for Assisted Living Communities
Coordinate residents’ medical appointments and group outings, dispatch drivers, and track every trip in real time — so staff stay calm and families stay informed.
Coordinating rides shouldn’t take over your front desk
Assisted living communities juggle a steady mix of medical appointments and group outings, often with a small pool of drivers and vehicles. On paper, that means constant phone calls, easy-to-miss overlaps, and a front desk that can’t answer a simple “where is she right now?”
When a family member calls to check on a parent’s appointment, your team should have the answer in seconds — not have to radio the driver and hope.
One schedule for appointments and outings
Plan individual medical trips and group outings together, assign drivers and vehicles, and adjust on the fly.
Answer families instantly
Live trip status and driver location let staff tell families exactly where a resident is and when they’ll be back.
No more double-booked drivers
Conflict detection flags overlaps before they happen, so your limited fleet runs smoothly.
Drivers work from their phone
Push notifications, tap-to-accept, and status updates from the road — no printed schedules to manage.
Compliance-ready exports
Generate CMS-1500 and EVV-compatible records straight from completed trips when you need them.
Privacy-focused
Resident transport data is stored on HIPAA-covered Google Cloud under a signed BAA — encrypted, access-controlled, and limited to the logistics (who goes where, when, with which driver). No clinical records.
Frequently Asked Questions
- How does RunSheet Pro work for an assisted living community?
- Your team schedules residents’ medical appointments and group outings, assigns drivers, and tracks each trip in real time. Drivers receive their schedule on a phone and update statuses as they go, so staff and families always know where residents are.
- Can it handle group outings as well as individual appointments?
- Yes. You can schedule both individual medical trips and group outings, assign the right driver and vehicle, and use conflict detection to avoid double-booking across the day.
- Can families get peace of mind about trips?
- Because the office sees live driver location and trip status, staff can quickly answer “has Mom left yet?” or “when will she be back?” — without calling the driver.
- Does it store residents’ medical information?
- Yes. Coordinating transport means handling a resident’s name, destination, and schedule — which is protected health information (PHI). We treat it that way: it’s stored on HIPAA-covered Google Cloud under a signed Business Associate Agreement (BAA), encrypted in transit and at rest, with role-based access and audit logging. RunSheet Pro keeps only what transport needs — not clinical records or diagnoses.
- What does it cost to try?
- It’s a 14-day free trial with no credit card required, and there’s an interactive demo with sample data. Founder's pricing is $149 per community per month with every feature included.
Keep residents moving and families informed
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