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Veterans Administration Trip Manifest Import

If you have a trip manifest in the format used by the Veterans Administration, you can import it straight onto your dispatch board.

AngelTrack can import a trip manifest spreadsheet provided by the Veterans Administration, or provided by any trip broker who can emit a trip manifest in the VA format.

File Format

The input file provided to AngelTrack must be a .CSV.

Both the Microsoft Excel and the Google Sheets spreadsheet applications can export a spreadsheet in this format, suitable for import into AngelTrack.

Each .CSV file can contain up to 1000 trips.

Import Process

You can import .CSV trip data at any time.

You must have Administrator or Dispatcher privileges in AngelTrack.

The importer is located under the "Calls" menu on the Dispatch Home page.

Sample File

Here is a sample CSV file provided by the Veterans Administration, which AngelTrack can accurately scrape and import:

Sample VA Trip Manifest CSV

The first row of the .CSV file must be a header row, listing all of its columns by name exactly, though they can be in any order.

The following data columns are mandatory:

  • Trip ID
  • Passenger
  • Date Of Birth
  • Mobility
  • Estimated Pickup Time, or Earliest Departure Time
  • Latest Arrival Time, or Appointment Time
  • Pickup Address
  • Dropoff Address
  • Contract Number

The following additional columns are normally present in a VA trip manifest, and if present will be scraped as appropriate:

  • Phone Number
  • Extra
  • Comments
  • VA Notes
  • Actual Cost

The following additional columns are normally present in a VA trip manifest, but are NOT used during import:

  • Vendor Trip ID
  • Trip Type
  • Passenger Member ID
  • Buffer Minutes
  • Estimated Distance Miles
  • Third Party
  • Contract Name
  • Status
  • Start Odometer
  • End Odometer
  • Start Time
  • End Time
  • Loaded Mileage
  • Wait Time Minutes
  • Unloaded Mileage
  • Invoice Number
  • Invoice Date

All other columns are ignored.

Re-Import

You can import the same .CSV again, or the same trip again from a different .CSV, without breaking anything. AngelTrack will auto-match every imported trip to its dispatch records via the "Trip ID" provided by the VA / the trip broker.

For this reason, the Trip ID column in every .CSV must contain a unique trip identifier that is never repeated on other trips.

Bill-To Facility

On the importer page, you can optionally select a bill-to facility. If you do, then all trips imported from the .CSV file will be marked as billable to that facility.

Probably that will be your VA contract, but it can be any facility record in your system.

If the selected bill-to facility matches any imported trip's pickup address or dropoff address, then AngelTrack will automatically bind that facility record to the run ticket, in the usual way.

Bill-To Affiliate

On the importer page, you can optionally select a bill-to affiliate. If you do, then all trips imported from the .CSV file will be marked as billable to that affiliate. Make sure the affiliate's contract prices are configured in AngelTrack.

To learn more about billable affiliates, please visit the Affiliates Guide.