What Is a Standing Order for Medical Transportation?
If you have medical appointments that occur on a regular, predictable schedule — such as dialysis three times a week, chemotherapy every Tuesday, or physical therapy on Mondays, Wednesdays, and Fridays — calling your NEMT provider before each individual trip is unnecessarily burdensome. A standing order (also called a recurring transport order or pre-scheduled recurring trip) solves this problem by setting up your transportation schedule in advance, so rides are automatically scheduled for every occurrence without you needing to call each time.
Standing orders are widely used in New Jersey's medical transportation system and are particularly valuable for patients with chronic conditions requiring frequent, ongoing treatment. This guide explains how they work, how to set one up with Medicaid and private providers, and how to manage changes.
When Standing Orders Make Sense
Standing orders are appropriate whenever your appointment schedule is fixed and recurring:
- Dialysis — Three times per week (typically Monday/Wednesday/Friday or Tuesday/Thursday/Saturday), 52 weeks per year. Dialysis is the most common use case for standing transport orders in NJ. Learn more at our dialysis transportation page.
- Chemotherapy — Weekly or bi-weekly infusion appointments, often on the same day each week for the duration of a treatment cycle
- Physical or occupational therapy — Two to three times per week for a defined treatment period (typically 4-12 weeks)
- Wound care — Weekly or twice-weekly wound care center visits
- Mental health treatment — Weekly therapy or psychiatric appointments
- Methadone or medication-assisted treatment — Daily or several times per week
- Cardiac or pulmonary rehabilitation — Two to three times per week for a defined program duration
How to Set Up a Standing Order with Delta Medical Transportation
Setting up a standing transport order with Delta requires a single call or contact with the following information:
- Patient's full name and date of birth
- Pickup address (with any relevant access notes)
- Destination address (dialysis center, hospital infusion center, therapy clinic, etc.)
- Days of the week transport is needed (e.g., Monday, Wednesday, Friday)
- Pickup time (to arrive at your appointment by a specific time) and expected return time
- Start date and end date (or "ongoing" for indefinite schedules like dialysis)
- Mobility needs (wheelchair van, ambulatory, stretcher)
- Insurance information (Medicaid ID, Medicare Advantage, private pay)
- Special needs (oxygen, service dog, attendant)
Once your standing order is established, Delta will schedule every occurrence automatically. You'll receive a confirmation, and the dispatch team will have your recurring trips on file. Contact us to set up your standing order.
How Standing Orders Work with NJ Medicaid (NJ FamilyCare)
For Medicaid-covered patients, standing orders must be authorized by your Managed Care Organization (MCO) in addition to being set up with Delta. Here's how the authorization process typically works:
Initial MCO Authorization
Contact your MCO's transportation coordinator (the number is on the back of your Medicaid card) and request authorization for recurring NEMT. Provide:
- Your appointment schedule (days, times, location)
- The medical reason for the appointments (diagnosis code)
- A physician's referral or order for the treatment (e.g., a dialysis prescription, a PT plan of care)
The MCO will issue an authorization covering a defined period (typically 90 days to 1 year) for the recurring trips.
Authorization Renewal
Most MCO authorizations for recurring transport must be renewed periodically. Your dialysis center, therapy clinic, or physician's office often coordinates with the MCO on your behalf for this renewal. However, it's your responsibility to ensure the authorization doesn't lapse. Set a reminder to check your authorization status about 30 days before the expected expiration.
What Happens If Authorization Lapses
If your Medicaid authorization for recurring transport lapses, trips may not be covered, and you may be billed privately. Contact your MCO immediately if your treatment schedule extends beyond your current authorization period. Visit our insurance page for more information on Medicaid coordination.
Benefits of Standing Orders vs. Calling for Each Trip
The advantages of standing orders over call-in-advance scheduling are substantial:
- Convenience — No need to call before every trip. Once set up, it runs automatically.
- Consistency — The same driver is often assigned to recurring trips, which means someone who knows your needs, your access instructions, and your routine. This is especially valuable for patients with cognitive or communication challenges.
- Reliability — Standing orders reduce the risk of a missed ride due to forgetting to schedule in advance.
- Reduced administrative burden — For family caregivers managing a loved one's transportation, eliminating the need to call before each trip reduces stress significantly.
- Dialysis center coordination — Delta works directly with dialysis centers to coordinate standing orders, including alerting the center if a pickup is delayed. Learn more at our dialysis transportation page.
What Happens If an Appointment Changes
Standing orders are not rigid — changes happen and the system accommodates them:
Single-Occurrence Cancellation
If you need to miss one occurrence of a recurring appointment (illness, holiday, appointment rescheduled), call Delta's dispatch line as early as possible — ideally at least 2 hours before your scheduled pickup for same-day cancellations, and the day before for next-day cancellations. Prompt cancellation allows the driver to be reassigned efficiently.
Temporary Schedule Change
If your appointment moves temporarily (for one or two weeks), call dispatch to update the specific dates. Your standing order will resume its normal schedule thereafter.
Permanent Schedule Change
If your treatment schedule changes permanently (e.g., dialysis shifts from MWF to TThSa, or therapy increases from 2x to 3x per week), contact Delta to update the standing order. If Medicaid-covered, your MCO authorization may need to be updated as well.
End of Treatment
When a defined treatment course ends (chemotherapy cycle complete, therapy goals met, discharge from a program), contact Delta to cancel the standing order. For Medicaid patients, also notify your MCO so the authorization can be closed properly.
How Dialysis Centers Coordinate with NEMT for Standing Orders
Dialysis centers in New Jersey — including DaVita, Fresenius Kidney Care, and independent centers — typically have a dedicated transportation coordinator on staff who helps patients arrange and maintain their standing transport orders. This coordinator:
- Provides documentation for Medicaid authorization requests
- Communicates directly with NEMT providers like Delta when a patient's schedule changes
- Tracks which patients are missing sessions due to transport issues and escalates to the MCO when needed
- Coordinates dialysis session timing with pickup windows to minimize patient wait time after treatment
If you're a new dialysis patient, ask your dialysis center's transportation coordinator to help you set up your standing transport order. They can initiate the process with both the MCO and Delta simultaneously.
Do I need a new authorization every time my appointment schedule changes?
For Medicaid patients, yes — any significant change to your transport schedule (different days, different times, different destination) typically requires updating your MCO authorization. Minor changes (occasional single-trip cancellations) do not require a new authorization. Contact your MCO to confirm what changes trigger a re-authorization requirement.
Can I have the same driver for all my recurring trips?
Delta makes every effort to assign consistent drivers to standing orders, particularly for patients with complex needs or who benefit from familiarity (such as patients with cognitive impairment or communication challenges). While driver consistency cannot always be guaranteed due to scheduling and availability, it is a priority for recurring transport.
What if my dialysis session runs longer than expected and I'm not ready for pickup at the scheduled time?
Dialysis sessions can run long. When this happens, notify Delta's dispatch as soon as you know your session is running over. Most providers have flexibility built into return trip scheduling for dialysis patients. Some dialysis centers have direct communication lines with NEMT providers for exactly this reason.
Are there cancellation penalties for standing orders?
For occasional single-trip cancellations with adequate notice, there are generally no penalties. However, repeated no-shows or very late cancellations can result in administrative fees for private-pay patients or may affect your standing with your Medicaid MCO. Always cancel as early as possible when you won't need a scheduled ride.
Can I set up a standing order for a family member?
Yes. Family members and caregivers can set up standing transport orders on behalf of patients. You'll need the patient's information (name, date of birth, insurance) and their consent. For Medicaid patients, the person calling must be the patient or the patient's authorized representative.
Set Up Your Standing Order Today
Delta Medical Transportation makes recurring transport easy. One call sets up your entire schedule, and our dispatch team handles the rest. We serve patients across Passaic County, Bergen County, Essex County, Hudson County, Morris County, and beyond. Contact us or call (973) 389-3110 to set up your standing order. For more information on coverage, visit our insurance page.