Quick Answer
Three things, run continuously rather than as a campaign: we call facilities in your name and book meetings for you, we answer the phone in the hours discharge planners actually call, and we follow up with riders who used you once. None of it is clever. It works because it happens every week rather than in the weeks when somebody in the office has time.
This is the operational detail behind the private-ride channels. If you want the strategy, read that one. This is what we actually do on a Tuesday.
1. Facility outreach, as a sequence
We build a target list from your service radius — hospitals, nursing homes, dialysis centers, rehab facilities — with named contacts rather than switchboard numbers.
Then we work it as a sequence over weeks. Coordinators rarely decide on a first call, and the whole method is surviving being ignored twice without becoming a nuisance. Every contact is logged with what was said, so you can see the pattern rather than a dial count.
You get meetings in your calendar with context attached: who they are, how many rides a week they move, what they use now, and what they said. You attend; we do not.
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Get My Free Audit2. Answering the hours that produce private work
Discharges do not observe office hours. A planner with a patient to place calls down a list until somebody picks up, and the provider who answers takes the trip.
Most fleets lose this entirely and never see it, because an unanswered call leaves no record. Putting a live desk on the line after five is the cheapest private volume available to almost any operator.
3. The riders you already had
A private rider who used you once and was never called again is the least expensive ride in the business, and the one almost nobody works.
We call them. Not on a campaign schedule, but when the pattern says they are due — post-discharge follow-ups, treatment courses that should still be running, seasonal appointments.
What we will not do
We do not quote rates you have not approved. The rate card is the one published on this site and nothing goes outside it without your say-so.
We do not send proposals, contracts or follow-up emails to a facility without you seeing them first. The single exception is a calendar invitation for a meeting agreed on the call, because a meeting nobody can find is not a meeting.
And we do not book meetings to hit a number. A coordinator who agrees to a meeting to end an awkward call wastes your morning.
What we need from you
Your service area, vehicle types, capacity, and the rates you will work at. Half a day of setup and a short call every fortnight to review what the market is telling us.
The fortnightly call matters more than it sounds. If six facilities raise the same objection, that is worth knowing before the seventh call, and it is usually about coverage or vehicle type rather than price.
What the first eight weeks look like
Week one is setup: the target list, the rules about what you will offer, and the script we work from. Nothing is called until you have seen all three.
Weeks two to four are first contact. Most of this looks like nothing happening, because most first calls end with a name and a better time to ring. That is the intended outcome; the pitch comes later, to the right person.
Weeks five to eight are where meetings start appearing. Facility decisions come from the third or fourth contact far more often than the first, which is why campaigns that run for a month and stop produce so little.
Somewhere in there you will get a fast yes from a facility that happened to be unhappy with its current provider. That one is luck rather than method, and it is worth saying so rather than claiming it as a result.
How this fits with the rest of the desk
Outreach produces meetings, and meetings produce trips that then have to be dispatched, confirmed and covered when a rider is not ready. If the operational side is thin, winning facility work makes the problem visible rather than solving it.
The fleets that get the most out of this run the outreach alongside after-hours answering and confirmations, because a facility that cannot reach you at 5:30pm, or whose riders are repeatedly missed, does not stay a customer long enough to matter.
Frequently asked questions
As you. Your company name, your service area, your fleet details. A coordinator should not have to work out why a third party is calling about your vans.
We commit to dials, decision-makers reached and meetings booked, because those are ours to control. Whether a facility signs depends on your rates, coverage and vehicles. Anyone guaranteeing contracts is guaranteeing something they cannot deliver.
That is the usual arrangement. Broker volume stays as the floor and private work fills the capacity above it.
For outreach, no. For rider follow-up we need your trip history, and access is scoped to that.
It stays in the sequence with a date on it. Most facility work comes from the third or fourth contact, not the first, so a "not now" is an outcome rather than a close.
About a week. Most of that is building the target list and agreeing what you will and will not offer.
Keep reading: the six private-ride channels, appointment setting, and private-pay rider generation.
