Cut the paperwork and simplify paratransit eligibility with Spare

Managing paratransit eligibility can be simpler and faster

If you’ve worked in transit long enough, you know the drill. Endless piles of paperwork. Spreadsheets that never seem to match up. Constant calls from riders asking, "What’s the status of my application?" It’s an exhausting, error-prone process that bogs down your team and leaves riders in the dark.

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It doesn’t have to be this way. Spare Eligibility simplifies the entire process. By centralizing your tools, automating workflows, and ensuring ADA compliance, it takes the stress out of managing paratransit eligibility. The result? Faster approvals, fewer errors, and happier riders.

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Modernizing your eligibility process isn’t just a nice-to-have anymore—it’s essential. Here’s how Spare Eligibility makes it simple.
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How Spare Eligibility turns complexity into simplicity

Automation that simplifies and makes things easier:

• Tired of manually tracking deadlines? Spare automates case notifications, time trackers, and approvals so you can focus on what really matters.
• Tools like AI Scan and workflow automation help agencies speed up the application process by digitizing handwritten forms and reducing errors—making sure your team meets ADA’s 21-day eligibility determination requirement with ease.
• Generate case letters automatically to keep riders informed at every stage of their application process, reducing confusion and unnecessary calls.‍

‍Centralized rider information:

• Spare Eligibility keeps all rider information in one secure platform, making it easier for agency teams to assess applications, track case progress and make sure nothing falls through the cracks. By unifying records, your team can avoid headaches caused by fragmented systems and focus on delivering better service.
• Third-party medical professionals, agency staff and their customers are kept in-the-loop on application status and action required at every step–all in one place.

Visibility for riders and teams:

• Riders can track application status in real-time through the Rider App, cutting down on call volume and improving satisfaction.
• Centralized activity logs make sure your team always knows what’s happening at every stage of the process.

Customizable workflows for unique needs:

• Whether you’re following strict local regulations or accommodating unique rider demographics, Spare’s templates and customization options let you tailor workflows to meet your needs.

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4 best practices for modernizing your eligibility process 

Here are a few strategies that other transit agencies have used to simplify their processes—and how you can, too.

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1. Start with foundational templates

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When you’re updating your process, it’s tempting to just digitize what you already have. But that can recreate the same headaches you’re trying to solve. Instead, start with Spare’s foundational templates—they’re built to meet ADA compliance right out of the box.

You can customize from there, but these templates give you a reliable starting point that saves time and ensures you’re on solid ground from day one.

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2. Make your application process easy to find

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Riders shouldn’t have to dig to figure out how to apply. A simple link to your digital application form on your agency’s website can make a big difference to the transition. For example, GoDurham’s How to Apply page links directly to their Spare Eligibility form, making it easy for riders to start the process.

Spare Eligibility even lets you divide long forms into sections, so riders aren’t overwhelmed and can complete applications step-by-step.

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3. Automate the communication lifecycle to save time

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Your team doesn’t need to spend hours on follow-ups or checking spreadsheets. Automate those tasks instead. With Spare, you can:

• Send confirmation emails as soon as an application is submitted.
• Notify riders of status updates automatically.
• Generate determination letters in minutes using pre-built templates.

Automated eligibility assessments reduce processing times by up to 50%, enabling faster, more convenient service for riders. These simple changes free up your team to focus on what really matters—like getting applications approved faster.

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‍4. Build workflows that fit your riders and team

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Every transit agency is unique, and your process should reflect that. Spare’s templates are easy to customize, so you can create workflows that make sense for your team and riders. Whether you’re accommodating local regulations or setting up notifications for expiring eligibility, you have the tools to make it work seamlessly.

Real results: Modernizing paratransit eligibility with Spare at CapMetro

Managing one of the world’s largest automated ADA paratransit systems is no small feat. For CapMetro, Spare was the key to streamlining their eligibility workflows while maintaining strict compliance. 

By adopting Spare’s customized digital workflows, CapMetro automated time-consuming processes like case tracking and determination letters, making sure they consistently met the 21-day federal timeline without added stress. 

The centralized platform gave staff real-time visibility into every application and riders benefitted from improved communication, with clear updates on their case status through the Rider App. 

“Previously, our procedures had to be adjusted to accommodate the constraints of our software, necessitating the use of various databases and programs to manage an effective eligibility workflow. With the introduction of Spare, we were fortunate to have the capability to customize our digital workflows to better align with our existing processes.”
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- Sara Sanford, Interim Vice President of Demand Response and Innovative Mobility

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Why modernizing eligibility is essential—and how Spare can help

Riders are expecting more. Faster approvals, real-time updates, and self-service options aren’t just nice-to-haves anymore—they’re essentials. 

Meanwhile, agencies face mounting challenges: staff shortages that strain teams and pressure to meet ADA compliance requirements. Agencies that modernize their eligibility systems today are better equipped to scale operations, reduce stress, and build trust with riders.

Spare Eligibility tackles these issues head-on. Its centralized system ensures data accuracy and transparent communication, while automation reduces staff workloads. 

A reliable partner in paratransit modernization

Implementing a new tool can feel daunting, especially when your team is already stretched thin. Spare Eligibility is designed to make the transition as smooth as possible. 

With foundational templates and easy-to-use automation, your team can get started quickly without a steep learning curve. Our team is here to support you every step of the way, making sure that your staff feels confident and equipped to handle the change.

By simplifying workflows, improving communication, and keeping compliance top of mind, Spare Eligibility takes the risk out of change management—giving you more time to focus on what matters most: delivering equitable, reliable service to your riders.

Ready to take the first step? Request a demo today and see how Spare can make a difference for your team and your community.

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