Prn medical transportation dispatcher - virginia

Position summary

Priority Patient Transport is hiring a PRN (as-needed) Dispatcher to coordinate ambulance and non-emergency medical transportation (NEMT) trips across our Virginia service area: Charlottesville, Staunton, Harrisonburg, and Woodstock. The Dispatcher is the link between patients, facilities, brokers, and crews. You will schedule, assign, and track trips in Traumasoft, keep crews moving efficiently, and make sure every patient gets a safe, on-time ride. This role requires prior ambulance and NEMT dispatch experience in Virginia and hands-on Traumasoft use from day one.

Employment type: PRN / per diem, part-time, non-exempt

Reports to: Operations Manager

Key responsibilities

• Receive, enter, and schedule ambulance (BLS/ALS) and NEMT trip requests from hospitals, dialysis centers, skilled nursing facilities, Medicaid brokers, and private-pay callers
• Build and manage daily run schedules in Traumasoft; assign trips to crews and vehicles by level of care, location, and availability
• Monitor vehicle locations and trip status in real time; reroute and reassign to cover add-ons, cancellations, and late runs
• Verify level of care, mobility needs (ambulatory, wheelchair, stretcher), and required patient information before dispatch
• Confirm broker and payer authorizations and trip numbers; ensure documentation is complete for billing
• Communicate clearly with crews by radio, phone, and in-app messaging; relay pickup details, special instructions, and changes
• Keep facilities and patients informed of ETAs and delays
• Escalate incidents, vehicle issues, and patient complaints to the on-call supervisor; document them per company policy
• Maintain HIPAA confidentiality and follow Virginia OEMS and Medicaid NEMT program requirements
• Cover open dispatch shifts, including nights, weekends, and holidays, as scheduled

Required qualifications

• Ambulance dispatch experience in Virginia: prior dispatch for a Virginia-licensed EMS or interfacility ambulance agency (BLS/ALS)
• NEMT dispatch experience in Virginia: prior scheduling or dispatch of Medicaid NEMT trips, including work with Virginia brokers and their portals
• Traumasoft: hands-on experience with Traumasoft dispatch/CAD and scheduling modules
• Working knowledge of central and western Virginia geography (Charlottesville, Shenandoah Valley, I-64 and I-81 corridors)
• Understanding of levels of care and medical necessity requirements for ambulance vs. NEMT transport
• Strong multitasking under pressure; accurate data entry and clear verbal communication
• High school diploma or GED
• Able to pass a background check and drug screen
• HIPAA training (or willingness to complete before first shift)

Preferred qualifications

• Virginia EMT certification or prior field EMS experience
• Experience with Traumasoft billing or crew scheduling in addition to dispatch
• Familiarity with facility discharge workflows and dialysis standing-order scheduling

Schedule and pay

PRN: shifts posted as needed to cover vacations, call-outs, and volume spikes. Day, evening, overnight, weekend, and holiday shifts available; minimum availability commitment of 15.