Terms of Service, HIPAA Notice & Legal Policies

Last updated: April 7, 2026 | Effective date: April 7, 2026

Terms of Service

1. Acceptance of Terms

By booking transportation services with Delta Medical Transportation or using our website at deltamedicaltransportation.com, you agree to be bound by these Terms of Service and all applicable federal and New Jersey state laws and regulations. If you are booking on behalf of a patient, you represent that you have the authority to do so and that the patient agrees to these terms. If you do not agree with any part of these terms, please do not use our services or website.

2. Services Provided

Delta Medical Transportation is a licensed non-emergency medical transportation (NEMT) provider in the State of New Jersey. We provide safe, compassionate, non-emergency transport services for patients who need to reach medical facilities but do not require emergency care. Our services include:

Wheelchair-accessible van transportation — ADA-compliant vehicles with hydraulic lifts and securement systems for ambulatory and non-ambulatory patients using manual or power wheelchairs
Non-emergency ambulance & stretcher transportation — Fully equipped ambulances staffed with trained EMTs for patients who must remain supine or require stretcher-level transport
Recurring dialysis transportation — Scheduled round-trip transport to kidney dialysis centers three or more times per week on a reliable, recurring basis
Hospital discharge transport — Coordinated pickup from hospitals, surgical centers, and inpatient facilities upon discharge, working directly with discharge planners
Transport to doctor appointments, specialist consultations, physical therapy, rehabilitation facilities, skilled nursing facilities, and other healthcare providers

Important: Our services are strictly non-emergency in nature. We do not provide emergency medical care or transport. If you or someone you know is experiencing a medical emergency, call 911 immediately. Do not use our booking system for emergency situations.

3. Service Areas

Delta Medical Transportation is headquartered at 409 Minnisink Rd, Totowa, NJ 07512 and primarily serves the following counties in New Jersey:

Passaic County — including Paterson, Clifton, Passaic City, Wayne, Totowa, Hawthorne, Little Falls, and surrounding municipalities
Bergen County — including Hackensack, Paramus, Fort Lee, Teaneck, Fair Lawn, Englewood, and surrounding municipalities
Essex County — including Newark, East Orange, Montclair, Livingston, West Orange, Bloomfield, and surrounding municipalities
Hudson County — including Jersey City, Hoboken, Bayonne, Union City, and surrounding municipalities
Morris County — including Morristown, Parsippany, Dover, Denville, and surrounding municipalities

Service availability outside these counties is subject to confirmation at the time of booking. Long-distance transport to destinations beyond our primary service area may be available upon request and may be subject to additional fees. Please call us at (973) 389-3110 to confirm availability.

4. Booking Policies

All transportation must be booked in advance. When booking, please note the following requirements and policies:

Advance notice: We require a minimum of 48 hours advance notice for all scheduled bookings. For urgent or same-day transportation needs, please call us directly at (973) 389-3110 — we will do our best to accommodate short-notice requests based on availability.
Accurate patient information: You are responsible for providing accurate pickup and dropoff addresses, the patient's full name, mobility requirements (ambulatory, wheelchair, stretcher), weight (for vehicle and equipment sizing), and any special accommodation needs such as bariatric equipment, oxygen requirements, or the need for a companion.
Confirmation: All bookings are subject to vehicle and driver availability. We will confirm your booking by phone or email. A booking is not guaranteed until you receive a written or verbal confirmation from our dispatch team.
Recurring bookings: Recurring transportation (such as dialysis appointments three times per week) can be arranged on a regular schedule. Contact us to set up recurring service with a stable schedule. Any schedule changes require at least 24 hours' notice.
Companion policy: One companion or caregiver may accompany the patient at no additional charge, provided space is available and notice is given at booking. Additional companions may be accommodated at the driver's discretion.
Medical equipment: You must inform us of all medical equipment that will travel with the patient (e.g., portable oxygen concentrators, IV poles, feeding pumps). Failure to disclose equipment needs may result in the ride being unable to proceed safely.

Online booking estimates are provided for informational purposes only. Final pricing will be confirmed by our dispatch team before your scheduled ride.

5. Cancellation & No-Show Policy

We understand that medical schedules can change unexpectedly. Our cancellation policy is designed to be fair while allowing us to efficiently serve all patients:

24+ hours notice: Cancellations made at least 24 hours before the scheduled pickup time will incur no cancellation fee. To cancel, call us at (973) 389-3110 or email deltamedicalnj@gmail.com.
Less than 24 hours notice: Cancellations made with fewer than 24 hours of notice may be subject to a cancellation fee to compensate for driver time and vehicle allocation. The fee amount will be communicated at the time of booking.
No-shows: Failure to be available at the scheduled pickup time and location without prior notice constitutes a no-show and may result in a no-show fee. After two or more no-shows, we reserve the right to require prepayment for future bookings.
Cancellation by Delta Medical Transportation: In the rare event that we must cancel a scheduled trip due to mechanical issues, driver unavailability, or other circumstances beyond our control, we will notify you as early as possible and make every effort to arrange alternative transportation or reschedule.
Weather and emergencies: In cases of severe weather, natural disasters, or declared public emergencies, standard cancellation fees may be waived at our discretion.

6. Pricing and Payment

Our transportation rates are based on the following factors:

Type of vehicle required (wheelchair-accessible van vs. non-emergency ambulance/stretcher)
Distance between pickup and dropoff locations
Special requirements, including stair carry, wait time at the destination, additional attendants, bariatric equipment, or mileage beyond standard service area
Insurance coverage — we accept Medicaid (NJ FamilyCare), NJ Medicaid Managed Care plans, and private insurance. Coverage terms vary by plan. Contact us to verify your benefits before booking.

Estimates provided through our website or over the phone are approximate and do not constitute a binding price quote. Final pricing will be confirmed in writing before your scheduled ride. Payment terms, accepted methods, and any co-pay obligations will be communicated at booking confirmation.

For patients using insurance or Medicaid, it is the patient's or responsible party's obligation to ensure that transportation is a covered benefit under their plan. We cannot guarantee coverage eligibility and encourage patients to confirm benefits with their insurer prior to booking.

7. Patient Responsibilities

Patients and their authorized representatives agree to the following responsibilities when using Delta Medical Transportation's services:

Be ready and waiting at the scheduled pickup location at the confirmed pickup time. Our drivers will wait up to 10 minutes before marking the trip as a no-show.
Provide complete and accurate information about mobility needs, medical equipment, weight requirements, and any behavioral or medical considerations that may affect safe transport.
Follow all safety instructions provided by our drivers and attendants, including wearing seatbelts and remaining secured during transit.
Treat our staff, vehicles, and equipment with respect. Abusive, threatening, or discriminatory behavior toward staff may result in immediate termination of service.
Notify us immediately of any changes to pickup or dropoff location, appointment time, or patient condition that may affect the trip.
Ensure that the pickup location is accessible to our vehicles. Narrow driveways, construction, or hazardous conditions may require alternate pickup arrangements.
Refrain from bringing prohibited items into the vehicle, including weapons, controlled substances (other than prescribed medications), or any items that may pose a hazard to the driver, other passengers, or the vehicle.

8. Our Responsibilities

Delta Medical Transportation is committed to the following standards of service:

Providing safe, clean, regularly inspected, and well-maintained vehicles that comply with all applicable state and federal requirements
Employing licensed, background-checked, drug-tested, and professionally trained drivers and EMTs
Arriving at scheduled pickup locations on time and notifying patients of any expected delays
Treating all patients with dignity, compassion, and respect regardless of age, disability, race, ethnicity, religion, gender identity, or sexual orientation
Maintaining appropriate commercial liability insurance, workers' compensation, and vehicle coverage as required by New Jersey law
Complying with all applicable state and federal regulations governing non-emergency medical transportation, including NJ Division of Medical Assistance and Health Services (DMAHS) requirements
Sanitizing vehicles between patient transports and maintaining infection control standards

9. Liability and Limitation of Damages

Delta Medical Transportation carries comprehensive commercial liability insurance as required by the State of New Jersey for non-emergency medical transportation providers. However, our liability is subject to the following limitations:

We are not liable for delays or cancellations caused by traffic, weather, road conditions, mechanical breakdowns, accidents involving third parties, acts of God, or other circumstances beyond our reasonable control.
We are not responsible for items left in our vehicles. While we will make reasonable efforts to return lost property, we cannot guarantee the recovery of forgotten items.
Our services are non-emergency in nature. We do not provide medical care, clinical monitoring, or medical treatment during transport unless specifically arranged with certified medical personnel and disclosed at booking.
We are not liable for missed medical appointments resulting from factors outside our reasonable control.
To the maximum extent permitted by applicable law, our total liability to you for any claims arising from our services shall not exceed the amount paid for the specific transportation service giving rise to the claim.
We shall not be liable for any indirect, incidental, consequential, special, or punitive damages, regardless of cause or theory of liability, except where such limitation is prohibited by applicable law.

Nothing in these terms shall limit our liability for death or personal injury caused by our negligence, or for fraud or fraudulent misrepresentation, or for any other matter where limitation of liability is not permitted under applicable law.

10. Website Use and Intellectual Property

The content on our website at deltamedicaltransportation.com, including but not limited to text, images, videos, logos, graphics, and pricing estimates, is the property of Delta Medical Transportation and is protected by applicable copyright, trademark, and intellectual property laws.

You may not reproduce, distribute, modify, or create derivative works from our website content without our express written permission.
Online estimates are approximations based on distance and service type. They do not constitute binding price quotes and are subject to change based on actual trip conditions.
We strive to keep information accurate and up to date but make no warranties about the completeness, accuracy, or timeliness of website content.
You agree not to use our website for any unlawful purpose or in a way that could damage, disable, or impair our services or servers.

Our website may contain links to third-party websites (such as insurance portals or mapping services). We are not responsible for the content, privacy practices, or accuracy of third-party websites.

11. Changes to Terms

We reserve the right to modify these Terms of Service at any time. Changes will be posted on this page with an updated "Last updated" date. Material changes will be communicated to active clients via phone or email when reasonably practicable. Your continued use of our services after changes are posted constitutes acceptance of the revised terms.

12. Governing Law and Dispute Resolution

These Terms of Service are governed by and construed in accordance with the laws of the State of New Jersey, without regard to its conflict of law provisions.

Any disputes arising from these terms or our services shall first be addressed through good-faith negotiation. If negotiation does not resolve the dispute within 30 days, the matter shall be subject to the exclusive jurisdiction of the state and federal courts located in Passaic County, New Jersey. You waive any objection to the exercise of jurisdiction by such courts and the laying of venue in such courts.

HIPAA Notice of Privacy Practices

THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY.

13. Our Legal Duty Regarding Your Health Information

Delta Medical Transportation is required by the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and its implementing regulations (45 C.F.R. Parts 160 and 164) to maintain the privacy of your protected health information (PHI), to provide you with notice of our legal duties and privacy practices, and to follow the privacy practices described in this Notice.

"Protected Health Information" (PHI) refers to individually identifiable health information that we create, receive, maintain, or transmit in the course of providing transportation services. This includes your name, address, date of birth, contact information, insurance information, medical conditions, diagnoses, treatment locations, and any other information that relates to your physical health and could reasonably be used to identify you.

14. How We May Use and Disclose Your Health Information

We use and disclose your PHI for the following purposes without requiring your specific authorization:

Treatment

We may use and disclose your PHI to provide, coordinate, and manage your transportation services and related healthcare. For example, we may share your mobility requirements and medical equipment needs with the driver assigned to your trip, or communicate pickup and dropoff information to the medical facility to which you are being transported. We may also share relevant health information with other providers involved in your care when you are being discharged from a hospital or transferred between facilities.

Payment

We may use and disclose your PHI to obtain payment for transportation services we provide to you. For example, we may submit claims to Medicaid, Medicare, or your private health insurance plan, including information about the transportation services provided, the origin and destination of the trip, and the medical necessity of the transport.

Healthcare Operations

We may use and disclose your PHI for our internal healthcare operations, including quality improvement activities, employee training and competency assessment, reviewing the performance of our drivers and staff, conducting business planning, and ensuring compliance with applicable regulations. These activities are essential to maintaining the quality and efficiency of the services we provide.

Other Permitted Uses and Disclosures

In addition to the above, we may use or disclose your PHI without your authorization in the following circumstances:

As required by law: We will disclose PHI when required to do so by federal, state, or local law, including reporting requirements to regulatory agencies such as the NJ Division of Medical Assistance and Health Services (DMAHS).
Public health activities: We may disclose PHI to public health authorities to prevent or control disease, injury, or disability, or to report vital events such as births and deaths.
Abuse, neglect, or domestic violence: We may disclose PHI to government authorities authorized to receive reports of abuse, neglect, or domestic violence.
Health oversight: We may disclose PHI to health oversight agencies for activities authorized by law, such as audits, investigations, and inspections.
Judicial and administrative proceedings: We may disclose PHI in response to a court order, administrative tribunal order, subpoena, discovery request, or other lawful process, subject to applicable protections.
Law enforcement: Under limited circumstances, we may disclose PHI to law enforcement officials for law enforcement purposes.
Serious threats to health or safety: We may disclose PHI when we believe in good faith that disclosure is necessary to prevent or lessen a serious and imminent threat to the health or safety of a person or the public.
Business associates: We may share PHI with business associates (vendors, contractors, or other entities) who perform services on our behalf, provided we have a written Business Associate Agreement requiring them to protect your PHI in accordance with HIPAA.

Uses and Disclosures Requiring Your Authorization

For all other uses and disclosures not described above or required by law, we will ask for your written authorization before using or sharing your PHI. You may revoke that authorization at any time in writing, except to the extent that we have already taken action in reliance on your authorization, or where the authorization was obtained as a condition of obtaining insurance coverage.

15. Your Rights Regarding Your Health Information

You have the following rights with respect to your PHI. To exercise any of these rights, please submit a written request to our Privacy Officer at the contact information provided at the end of this Notice.

Right to Inspect and Copy

You have the right to inspect and obtain a copy of your PHI maintained in our records, including transport logs, billing records, and other documents used to provide services to you. We may charge a reasonable fee for copying and mailing records. We may deny access in limited circumstances as permitted by HIPAA, and if we do, you may request a review of that denial.

Right to Amend

If you believe that your PHI in our records is incorrect or incomplete, you may request that we amend the information. We will review your request and may accept or deny it. If we deny your request, you will be notified in writing and may submit a statement of disagreement, which will be maintained with your record.

Right to an Accounting of Disclosures

You have the right to request a list of certain disclosures we have made of your PHI in the six years prior to your request. This right does not apply to disclosures made for treatment, payment, or healthcare operations, or disclosures made pursuant to your written authorization.

Right to Request Restrictions

You have the right to request restrictions on how we use or disclose your PHI for treatment, payment, or healthcare operations. You also have the right to request that we restrict disclosures to family members, friends, or others involved in your care. We are not required to agree to your restriction request except in limited circumstances required by law (e.g., when you pay out-of-pocket in full for a service and request that we not share with your health plan).

Right to Confidential Communications

You have the right to request that we communicate with you about your PHI using alternative means or at an alternative location. For example, you may request that we contact you only at your cell phone rather than your home address. We will accommodate reasonable requests.

Right to a Paper Copy of This Notice

You have the right to receive a paper copy of this Notice of Privacy Practices at any time. Contact our Privacy Officer to request a copy.

16. Data Security and Safeguards

Delta Medical Transportation takes the security of your PHI seriously. We implement the administrative, physical, and technical safeguards required by HIPAA's Security Rule (45 C.F.R. Part 164, Subpart C) to protect electronic PHI (ePHI) from unauthorized access, use, or disclosure:

Administrative safeguards: We conduct regular risk assessments, train staff on HIPAA privacy and security requirements, and maintain written policies and procedures for PHI handling.
Physical safeguards: We limit physical access to systems containing ePHI, securely store paper records containing PHI, and have policies for workstation use and device disposal.
Technical safeguards: We use access controls to limit ePHI access to authorized personnel only, audit access logs, transmit ePHI only over encrypted channels, and use automatic session timeouts for systems containing PHI.
Breach notification: In the event of a breach of unsecured PHI, we will notify affected individuals, the U.S. Department of Health and Human Services (HHS), and, where required, the media, in accordance with HIPAA's Breach Notification Rule (45 C.F.R. Part 164, Subpart D). Notifications will be provided without unreasonable delay and no later than 60 days following the discovery of a breach.

We retain PHI for the period required by applicable federal and state law and our record retention policies. After that period, records are securely destroyed in a manner that renders them unreadable and indecipherable.

17. Website Data and Cookies

When you visit our website at deltamedicaltransportation.com, we may collect non-personally identifiable information through analytics tools (such as Vercel Analytics) to understand how visitors use our website and to improve our services. This information may include your IP address, browser type, operating system, pages visited, and time spent on our site.

We use this information solely to improve the functionality and content of our website. We do not sell, rent, or share website analytics data with third parties for marketing purposes.

Our booking form collects personal information (name, phone number, email, pickup and dropoff addresses, and service type) solely to process your transportation request. This information is treated as PHI to the extent it relates to your health care and is subject to all protections described in this Notice. For a complete description of how we handle website data, see our Privacy Policy.

18. Changes to This Notice

We reserve the right to modify this Notice of Privacy Practices at any time. Any changes will be effective for all PHI we maintain, including information created or received before the effective date of the change. We will post the updated Notice on our website with a new effective date. If you are an active client, we will provide you with a revised Notice upon request.

19. How to File a Complaint

If you believe that your privacy rights have been violated or that we have not complied with this Notice or applicable HIPAA requirements, you have the right to file a complaint with:

Delta Medical Transportation Privacy Officer — by phone at (973) 389-3110 or email at deltamedicalnj@gmail.com
U.S. Department of Health and Human Services (HHS) Office for Civil Rights — online at www.hhs.gov/ocr/privacy, by phone at 1-800-368-1019, or by mail to: Office for Civil Rights, U.S. Department of Health and Human Services, 200 Independence Avenue, S.W., Washington, D.C. 20201.

We will not retaliate against you in any way for filing a complaint. All complaints are taken seriously and will be investigated promptly.

Contact Our Privacy Officer & Legal Team

For questions about these Terms of Service, our HIPAA Notice of Privacy Practices, to exercise your patient rights, or to file a privacy complaint, please contact us:

Delta Medical Transportation — Privacy Officer

409 Minnisink Rd, Totowa, NJ 07512

Phone: (973) 389-3110

Email: deltamedicalnj@gmail.com

For HIPAA privacy complaints, please mark your communication "HIPAA Privacy Complaint" so it is routed to our Privacy Officer promptly.

See also: Privacy Policy • Insurance & Payment • FAQ

Terms of Service & Legal Policies