HealthMe Travel and Reimbursement Guidelines
Updated May 2025
This document outlines the travel and reimbursement policies for HealthMe clients, including patients enrolled in self-insured plans and alternative funding arrangements. These guidelines are designed to ensure all travel-related expenses are reasonable, necessary, and compliant with federal, legal, and ethical standards.
1. Travel Coordination
- All travel will be coordinated directly by a HealthMe Care Navigation Coordinator.
- Hotel reservations, transportation, and itinerary details will be prearranged and confirmed with the patient and companion prior to their travel date.
- If a member chooses to arrange any part of their travel independently, reimbursement will only be issued with appropriate documentation and receipts.
2. Hotel (Lodging) Guidelines
- Patients and companions will be booked into HealthMe-approved, contracted 4- or 5-star hotels that meet our comfort, safety, and proximity standards.
- A complete itinerary will be sent to the member in advance of their travel date.
- If a member prefers to coordinate their own hotel, they may do so provided the total cost does not exceed $125 per night.
- A receipt must be submitted in order to receive reimbursement.
- No reimbursement will be issued without proper documentation.
- HealthMe covers the standard room rate for a room with 1 or 2 beds, and will cover hotel parking if applicable.
- Important: Upon check-in, the hotel will require a valid credit card for incidental charges. This is non-negotiable. A small hold may be placed on the card and will be released at check-out. This process protects HealthMe from being liable for any damages, upgrades, or charges unrelated to medical travel.
- Room service and in-room charges are not covered by HealthMe and will not be reimbursed.
3. Meals and Incidental Expenses (Per Diem)
- A $75 per diem will be paid per person, per day if the patient and/or companion is away from home for at least two meals in a single day.
- If the patient is hospitalized, the per diem will be issued only to the companion. The patient is not eligible for per diem reimbursement during hospitalization.
- Receipts are not required for per diem payments. Eligibility is based on travel schedule and overnight status.
- The per diem is intended to cover food, fuel, toiletries, and other incidental expenses during travel. It is a flat allowance and replaces any need for itemized food or small personal purchases.
- Room service is not covered; the per diem is provided in lieu of such expenses.
4. Transportation Guidelines
Personal Vehicle:
- Patients using a personal vehicle will be reimbursed at the IRS mileage rate on roundtrip travel between their home, the surgery center, and the hotel.
- HealthMe will calculate the reimbursable mileage using standard route mapping.
Rental Vehicles:
- Rental reimbursement is limited to economy, compact, midsize, or standard class vehicles.
- HealthMe will reimburse the base rental cost and one tank of fuel (receipt required).
- Optional insurance packages, upgrades, or add-ons will not be reimbursed.
Flights:
- If the drive time is greater than 4 hours one-way, patients may opt to fly.
- HealthMe will reimburse economy or coach class flights for both the patient and one adult companion (18+) who is able to assist during travel and recovery.
- Flights must be to and from a major airport near the surgery center.
- When flights are approved, patients must provide a copy of their driver’s license and their companion’s license (if applicable) at least 5–7 business days prior to the scheduled surgery date. This is required to coordinate flights and complete travel arrangements.
- HealthMe will also reimburse for one checked bag per person and airport parking costs (with receipts) when flight travel is approved.
Rideshare (Uber, Lyft, etc.):
- HealthMe will reimburse rideshare expenses only between the hotel and surgery center.
- Receipts must be submitted for each ride.
- Personal trips or rides not directly related to the procedure will not be reimbursed.
- All receipts or screen shot should include pickup and drop off locations.
5. Reimbursement Process
- All reimbursement claims must include receipts (where applicable), mileage verification, and proof of travel completion.
- The Third-Party Administrator (TPA) may take up to 30 days to process reimbursement requests.
- Please note: While TPA processing may occur within 30 days, HealthMe may not receive the funding needed to reimburse the member within that time. Patients should expect full reimbursement within 4–8 weeks from the date of service.
- Once HealthMe receives funding/payment, patients will be provided with multiple options to receive their reimbursement either instantly or within 24 hours, depending on their banking institution’s policies and processing regulations.
- Approved reimbursement methods include:
- Physical check
- Wire transfer
- Digital payment options (e.g., mobile apps or secure online platforms)
6. Additional Rules & Standards
- Emergency Exceptions: HealthMe may approve exceptions to standard reimbursement limits in urgent or medically necessary cases.
- Navigation Support: The Care Navigation team is available to assist with travel coordination, documentation, and any special circumstances.
- Tax Compliance: All reimbursements will adhere to IRS and GSA guidelines for proper documentation, reporting, and non-taxable treatment where applicable.
7. Non-Reimbursable Expenses
- Any expense not directly related to medical travel, such as entertainment, alcohol, premium services, or luxury accommodations.
- Costs exceeding per diem limits or hotel caps without prior approval.
- Rental car upgrades, optional insurance, or other add-ons beyond the base rental and one tank of fuel.
- Rideshare unrelated to the surgery center or hotel.
- Room service or in-room charges (covered instead through per diem).