What Are the Best Traumasoft Outsourcing Services?
Dedicated HIPAA-trained teams work inside your agency’s own Traumasoft platform, covering trip intake, crew scheduling admin, ePCR follow-up, insurance verification, billing, AR, and reporting. Flat weekly pricing from $299 per FTE (volume based), with a trained backup included at no charge. Live in 14 days.
The Work Your Team Does in Traumasoft, We Staff
What Is Traumasoft?
Traumasoft is an all-in-one, cloud-based operations platform for EMS and non-emergency medical transport companies. Its core connects computer-aided dispatch, a NEMSIS-compliant ePCR, and a billing module with an integrated clearinghouse, and around that core sit Crew Scheduler, People Operations for HR, Fleet Operations for vehicle maintenance, a training module, and a reporting layer with hundreds of pre-built reports drawing on data from across the system.
The pitch is one platform instead of five, and it works, but consolidation does not remove the labor. Trips still have to be entered completely, charts chased to signature, coverage verified, claims worked, denials appealed, schedules balanced, and reports actually read. An all-in-one platform run by a two-person office is still a two-person office. That staffing gap is what this service closes.
Who Is This For?
Operations that run on Traumasoft and are losing office hours to it: private ambulance companies, non-emergency medical transport operators with high scheduled-trip volume, and mixed 911-and-interfacility services. It fits a single-base NEMT operator that needs one trained assistant on trips and billing as well as a multi-station company that needs a billing desk plus scheduling and intake support working the platform in parallel with your crews.
Where Traumasoft Operations Lose Time and Money
Dispatch board, chart list, verification queue, claim edits, denial worklist, schedule gaps, HR paperwork. Consolidated software still needs owners for each queue, and small offices run out of owners.
Traumasoft connects chart to claim, which means an unfinished or unsigned chart is a claim that does not exist yet. Without a daily chase, days-to-bill stretches.
See the fixAmbulance and NEMT claims deny on narratives, PCS forms, and paperwork. When documentation review is nobody’s daily job, the same denial reasons repeat.
See the fixRecurring dialysis runs, discharge transports, and facility calls arrive all day. When intake data is rushed, the errors surface weeks later as denials.
See the fixTrip Intake and Dispatch Admin
Around your Traumasoft CAD, our team owns the scheduled-transport workload: taking facility and patient requests, entering trips with complete demographics and payer details, confirming recurring transports such as dialysis schedules, and keeping the board’s data clean so what flows to the chart and the claim is right from the start. Your certified dispatchers stay on live traffic; we absorb the phones and data work around them.
Crew Scheduling Admin
Traumasoft’s Crew Scheduler ties shifts to payroll and dispatch, which makes schedule upkeep a data job as much as a judgment call. We handle the administrative side: posting shift templates, processing swap and time-off requests per your policy, flagging coverage gaps early, and keeping certification-expiry data current so scheduling decisions rest on accurate records. Staffing judgment calls stay with your supervisors.
ePCR Follow-Up
Our specialists run the incomplete-chart list in Traumasoft’s ePCR every day: flagging unfinished or unsigned charts, requesting missing signatures and attachments from crews through your chain of command, and confirming completeness before charts release to billing. This is administrative follow-up; our staff do not write or alter patient care documentation.
Insurance Verification and Demographics
We verify coverage on scheduled trips before the wheels roll and on emergency trips as soon as the chart allows: correcting demographics, confirming active coverage, sorting facility versus Medicare responsibility on SNF transports, and flagging self-pay accounts for your financial policy. Clean payer data at the front of Traumasoft is the cheapest denial prevention there is.
Billing and Claims
Dedicated billers work claims end to end in Traumasoft’s billing module and integrated clearinghouse: reviewing charts against payer requirements, checking medical necessity documentation for the level of service billed, tracking PCS forms on non-emergency transports, applying origin and destination modifiers and mileage, and submitting clean claims daily. For the full picture of our EMS billing service, see Ambulance Billing Services.
AR Follow-Up and Denials
We run claim status follow-up on a fixed cadence, work rejections from the clearinghouse queue and denials by reason code, assemble appeal packets with the documentation payers ask for, post remittances, reconcile deposits, and keep a denial log so recurring causes get fixed upstream at intake or charting instead of being appealed forever downstream.
Reporting and People Ops Admin
Traumasoft ships hundreds of pre-built reports; someone still has to run and read them. Our team owns your reporting calendar, unbilled trips, AR aging by payer, denial trends, and utilization summaries, delivered on a fixed schedule in your format. We also handle the paperwork side of People Operations: keeping employee files current, chasing onboarding documents, and tracking certification renewals, so your managers make decisions instead of filing.
Put a Dedicated Team on Your Traumasoft Queues
You have seen what we cover, from trip intake to reporting. The next step is simple: meet us, pick the seats you need, and watch a trained team work your own Traumasoft queues before you commit to anything.
Book Your 2-Week Free TrialHow Our Teams Train and Go Live on Traumasoft
New team members train on your operation’s real workflows before they touch production work: your SOPs, payer mix, and facility contracts first, then supervised work in your Traumasoft environment with your naming conventions and documentation standards. Production is reported to you daily in your own format, and a trained backup shadows the account from week one so coverage does not depend on one person. Specialists work under an individual HIPAA agreement with named credentials you approve, never shared logins.
Why Outsource Traumasoft Work, and Why Staffingly
Traumasoft consolidates dispatch, charting, billing, and scheduling. We staff across that same span, so an all-in-one system finally gets an all-in-one team.
EMS billing companies typically price as a percentage of collections. Our model is a flat weekly fee per dedicated specialist working in your own Traumasoft, so growth in collections stays with your operation.
Your Traumasoft accounts, your clearinghouse enrollments, your history. We work inside them under access you grant and can revoke, and you can audit the work daily.
Most teams go live in about 14 days. 2-Week Free Trial. Trained backup at no charge. 800+ providers served, 4.9 Google rating you can verify on our listing.
Process and Onboarding
20 to 30 minutes on Teams. We map your Traumasoft modules, queues, and payer mix before we meet.
Named user credentials per specialist, least-privilege roles, your approval on every account.
Your SOPs, your documentation standards, supervised production from day one.
Daily production reports, weekly KPI review, month-to-month after your 2-Week Free Trial.
Security and Compliance
HIPAA-trained staff. Business Associate Agreements executed with every client. Workflows designed to support HIPAA compliance, with SOC 2 Type II attestation, ISO 27001:2022, $5M E&O and cyber liability coverage, and named individual credentials with full audit trails. Read the complete program at HIPAA and Security at Staffingly.
Flat Weekly Pricing Per Dedicated Specialist
1 to 4 dedicated EMS FTEs.
5 to 9 FTEs.
10+ FTEs.
45 hours of coverage for less than others charge for 40.
$399 per week works out to $8.87 per hour across 2,340 hours of coverage a year, flat. Your dedicated specialist covers a 9 hour day, Monday to Friday, a full hour more than a standard shift: the day starts by clearing what arrived overnight, unfinished charts, facility requests, and payer correspondence, and it ends past your office close so far less rolls into tomorrow. A trained backup steps in at no charge whenever they are out. Flat weekly fee per dedicated specialist, never a percentage of your collections, no setup fees.
Start with a 2-Week Free Trial. Month-to-month after, with no long-term contract.
- Salary + payroll taxes + benefits
- Recruiting + turnover replacement
- Training on EMS billing + your software
- Software seat + equipment + PTO coverage
Calculate Savings
Traumasoft Outsourcing: Frequently Asked Questions
What tasks can a virtual assistant do in Traumasoft?
Trip intake and data entry around the CAD, crew scheduling admin, incomplete-chart follow-up in the ePCR, insurance verification, claim preparation and submission through the billing module and integrated clearinghouse, denial and AR follow-up, payment posting, reporting, and People Operations paperwork. Administrative queue work inside Traumasoft screens, a trained remote assistant can own.
Can you outsource Traumasoft billing work?
Yes. Dedicated billers work inside your own Traumasoft billing module: chart review against payer rules, medical necessity documentation checks, PCS form tracking, modifiers and mileage, submission, denials, AR, posting, and reconciliation, with daily production reporting.
Do you cover Traumasoft Dispatch?
Yes. The dispatch module is part of this same service: trip intake, complete data entry, facility confirmations, and recurring transport upkeep around your CAD, while your certified dispatchers handle live traffic.
Can you support NEMT operations on Traumasoft?
Yes. Traumasoft serves both EMS and non-emergency medical transport, and scheduled-trip volume is where a dedicated intake and billing team pays off fastest: dialysis schedules, discharge transports, facility contracts, and PCS tracking.
How do your staff access our Traumasoft system?
Through named individual user accounts you approve and can revoke at any time, with least-privilege roles and no shared logins. Access setup is documented during onboarding and you keep full control of the system.
How fast can a dedicated Traumasoft team start?
Most teams go live in about 14 days: access setup, workflow training on your SOPs, then supervised production. The engagement starts with a 2-Week Free Trial.
Is outsourced Traumasoft work secure and HIPAA-ready?
HIPAA-trained staff, executed BAAs, workflows designed to support HIPAA compliance, SOC 2 Type II, ISO 27001:2022, and $5M in coverage. Full detail on our security page.
Is Staffingly affiliated with Traumasoft?
No. Staffingly, Inc. is an independent outsourcing company. We do not resell or represent Traumasoft; we staff trained people who work inside the Traumasoft systems our clients already own.
EMS Billing Resources From the Staffingly Library
Guides from our pain-points library on the problems EMS billing teams hit most.
Written By
Dan Nandan has spent 25+ years in IT consulting and healthcare BPO, was among the first in the US to build an RPO/BPO delivery network overseas, and has been featured in Computerworld. He runs the operations and the dedicated virtual teams behind the EMS support workflows on this page.
Connect on LinkedInSee what a dedicated Traumasoft team changes in 14 days.
Book a strategy meeting. Dan Nandan, CEO, joins most calls personally. Real conversation, real numbers for your operation.
Claim Your 2-Week Free TrialTraumasoft is a trademark of Traumasoft, LLC. Staffingly, Inc. is an independent outsourcing company and is not affiliated with or endorsed by Traumasoft. Staffingly works inside client-owned systems under client-granted access.