When you leave a dialysis centre or senior living community, your conversation fades from memory within days. The material you leave behind does not. A case manager pins your rate sheet to the board; a social worker hands your flyer to a family. A good NEMT brochure and leave-behind kit keep selling for you.
This guide explains which materials you need, what to include in each, how to design them and how to keep them consistent with your website.
The NEMT leave-behind kit
| Material | Audience | Purpose |
|---|---|---|
| Facility one-pager | Case managers, administrators | Services, booking, billing on a single page |
| Rate sheet | Facility staff, private pay families | Clear pricing or pricing structure |
| Family brochure or flyer | Riders and families | Explains service in plain language |
| Business and booking cards | Everyone | Quick reference with phone and link |
| Credentials pack | Facility vendor managers | Insurance, licences, policies |
| Digital versions | Email follow-up, website | Same content as PDFs or web pages |
You do not need all of these on day one. Start with a facility one-pager, a family flyer and business cards.
What to include in a facility one-pager
Facility staff want to know whether you can solve their problem and how to work with you:
- Services: ambulatory, wheelchair, stretcher, escort, long distance.
- Service area and hours, including weekends and evenings.
- How to book: phone line, online form or portal, notice required.
- Typical confirmation time you can genuinely meet.
- Billing options: private pay, facility billing, insurance where applicable.
- Safety: driver screening and training, vehicle inspections, insurance.
- One or two proof points: years operating, partner types served, reliability record.
- Contact for partnership questions.
Designing a NEMT rate sheet
A rate sheet reduces back-and-forth and builds trust. Include:
| Section | Content |
|---|---|
| Service levels | Ambulatory, wheelchair, stretcher with base rates |
| Mileage | Rate per mile and how miles are counted |
| Wait time | Grace period and charge after it |
| Extras | Escort, stairs, bariatric, after-hours, holidays |
| Cancellations | Notice required and any fee |
| Payment | Accepted methods and invoicing terms |
| Validity | Date issued and how long rates apply |
If your prices vary by trip, show example trips or ranges and explain how quotes are calculated. Keep the rate sheet consistent with your NEMT rates page online.
The family brochure or flyer
Families need reassurance and simple instructions:
- A headline that names the service: "Wheelchair rides to medical appointments in [area]".
- What happens on a ride, step by step.
- Door-through-door or curb-to-curb, explained in plain words.
- How to book and how far ahead.
- How payment works.
- A short testimonial, with permission.
- Large phone number and booking link or QR code.
Use at least a comfortable reading size for body text, high contrast and simple layouts. Many readers are older adults.
Business and booking cards
Cards are cheap and effective. Give drivers cards to hand out when riders or families ask, leave a stack at partner facilities' front desks with permission, and add a QR code linking to your booking page.
The credentials pack
Hospital vendor departments and larger facilities may ask for documents: certificates of insurance, business licences, driver screening and training policies, vehicle inspection procedures and any accreditation. Keep an up-to-date set ready as PDFs so you can respond the same day.
Design principles for NEMT materials
- Consistent branding: same logo, colours and fonts as your website and vehicles; see NEMT branding.
- Plain language: no abbreviations or jargon.
- Real photos: your vehicles and team, not stock images.
- One message per piece: do not cram everything onto a flyer.
- Clear calls to action: call, book online, scan the QR code.
- Accurate claims: only promise what you consistently deliver.
Print and digital versions
Create every piece in both print and digital form. Digital PDFs work for email follow-ups after visits; web pages with the same content help with SEO and can be updated without reprinting. Track QR code scans and booking link clicks with UTM parameters; see UTM parameters.
Use materials in your NEMT brochure strategy
Materials are most effective when they support a conversation. Use them in your NEMT sales outreach: leave the one-pager after a visit, email the PDF the next day and bring an updated version at the next check-in. Note which materials each facility received in your CRM.
Materials for different facility types
One generic flyer rarely fits every partner. Small variations make materials more relevant:
| Facility type | Emphasise |
|---|---|
| Dialysis centres | Recurring scheduling, return pick-up process, chair-time punctuality |
| Hospitals | Same-day capacity, evening hours, fast confirmation, stretcher options |
| Senior living | Escort service, family updates, private pay booking for residents |
| Rehabilitation and therapy | Wheelchair securement, recurring appointments |
| Workers' compensation | Documentation, invoicing accuracy, adjuster communication |
Keep a master design and swap the headline, key benefits and photos for each version. This takes little extra effort and shows prospects you understand their needs.
Keep materials current
Outdated rate sheets or old phone numbers create confusion. Review materials quarterly and whenever services, areas, prices or contacts change. Date each version and collect old copies when you visit partners.
Common NEMT brochure mistakes
- Too much text. Dense paragraphs are skipped; use short sections and bullet points.
- Stock photos. Generic images look like every other provider; show your own vehicles and team.
- Missing booking details. A beautiful brochure without a clear phone number and booking link wastes the opportunity.
- Unclear service levels. Readers should understand the difference between ambulatory, wheelchair and stretcher service at a glance.
- Claims you cannot prove. "Always on time" invites complaints; describe your process and commitments instead.
- Printing too many copies. Print small runs so you can update details without wasting stock.
Ask a family member or facility contact to read a draft and tell you what they would do next. If they cannot answer immediately, simplify.
Get help creating NEMT materials
Projectify Lab writes and designs marketing materials, web pages and sales kits for NEMT providers, aligned with your website and brand. See our content strategy service, our NEMT marketing and software approach, or book a demo call.
