NON-MEDICAL TRANSPORTATION SERVICES PROVIDER IN HAWAII

FACILITATING ACCESS TO EMPLOYMENT, EDUCATION, AND COMMUNITY ACTIVITIES FOR INDIVIDUALS WITH DISABILITIES AND CHRONIC HEALTH CONDITIONS

Non-Medical Transportation (NMT) Services in Hawaii provide individuals with disabilities or chronic conditions access to essential community activities beyond healthcare needs. These services are authorized under Hawaii’s Medicaid Home and Community-Based Services (HCBS) waiver programs, supporting community integration, employment participation, and independent living.

​​​1. GOVERNING AGENCIES

Agency: Hawaii Department of Human Services (DHS) — Med-QUEST Division

Role: Oversees Medicaid provider enrollment, service authorization, and reimbursement for Non-Medical Transportation Services

Agency: Hawaii Department of Health (DOH) — Developmental Disabilities Division (DDD)

Role: Administers transportation services for participants under the Developmental Disabilities/Intellectual Disabilities (DD/ID) Waiver

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight, ensuring Non-Medical Transportation Services meet Medicaid HCBS community integration standards

2. NON-MEDICAL TRANSPORTATION SERVICE OVERVIEW

Non-Medical Transportation (NMT) Services enable eligible participants to travel to and from community activities that promote inclusion and independence.

Approved providers may deliver:

• Transportation to and from employment sites, volunteer programs, or training facilities

• Transportation to educational or post-secondary institutions

• Transportation to community activities and services identified in the participant’s Individualized Service Plan (ISP)

• Scheduled trips for social, recreational, and civic participation activities

• Assistance with boarding, mobility device securement, and supervised travel (if necessary)

These services differ from Non-Emergency Medical Transportation (NEMT) because they are not solely for healthcare appointments — they support broader community integration goals.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register your business with the Hawaii Department of Commerce and Consumer Affairs (DCCA)

• Obtain EIN from the IRS and NPI (Type 2)

• Enroll as a Medicaid provider through Hawaii’s Med-QUEST Division

• Maintain commercial auto insurance and general liability insurance

• Ensure vehicles meet safety and accessibility standards (ADA compliance recommended)

• Develop policies for participant safety, trip scheduling, emergency response, and transportation documentation

4. MED-QUEST/DHS PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

• Submit Provider Enrollment Application indicating provision of Non-Medical Transportation under the appropriate HCBS waivers

Application and Documentation Submission:

• Submit Articles of Incorporation, proof of EIN/NPI, proof of insurance, driver credentialing, operational policies, and trip tracking templates

• Provide vehicle inspection records, maintenance schedules, and emergency procedures

Program Readiness Review:

• DHS and Med-QUEST review provider readiness, including vehicle safety compliance, trip documentation systems, and staff training procedures

Approval & Medicaid Enrollment:

• Upon approval, configure billing codes for Non-Medical Transportation Services (typically per trip, mileage, or time unit-based reimbursement)

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License (Hawaii DCCA)

• IRS EIN confirmation

• NPI confirmation

• Proof of commercial vehicle insurance and general liability insurance

• Vehicle inspection and maintenance records

• HCBS-Compliant Policy & Procedure Manual including:

  • Participant intake and transportation needs assessment protocols

  • Trip scheduling, tracking, and verification systems

  • Safety procedures, emergency plans, and accessibility protocols

  • HIPAA confidentiality, participant rights, and grievance policies

  • Staff credentialing, defensive driving certification, and background screening documentation

  • Medicaid billing, service authorization tracking, and audit readiness systems

6. STAFFING REQUIREMENTS

Role: Transportation Program Manager / NMT Coordinator

Requirements: Experience in transportation logistics, disability support services, or human services preferred; background screening clearance

Role: Drivers / Transportation Specialists

Requirements: Valid Hawaii driver’s license; defensive driving training recommended; CPR/First Aid certification preferred; background screening clearance

All staff must complete:

• Passenger assistance, wheelchair securement, and ADA accessibility training

• HIPAA confidentiality, abuse prevention, and participant rights training

• Emergency preparedness, evacuation, and incident management training

• Annual refresher training on transportation safety and service documentation

7. MEDICAID WAIVER PROGRAMS

The following Hawaii Medicaid Waivers authorize Non-Medical Transportation Services:

• Developmental Disabilities/Intellectual Disabilities (DD/ID) Waiver

• Community Care Services (CCS) Program (where NMT is part of achieving community goals)

Approved providers may deliver:

• Trips for employment, education, community engagement, and social activities

• Scheduled recurring trips or one-time community event transportation

• Service tracking, trip verification, and progress documentation

8. TIMELINE TO LAUNCH

Phase: Business Formation and Vehicle Preparation

Timeline: 1–2 weeks

Phase: Med-QUEST Provider Application and Readiness Review

Timeline: 60–90 days

Phase: Staff Hiring, Credentialing, and Trip Management Setup

Timeline: 30–45 days

Phase: Medicaid Enrollment and Billing System Setup

Timeline: 45–60 days

9. CONTACT INFORMATION

Hawaii Department of Human Services (DHS) — Med-QUEST Division

Website: https://medquest.hawaii.gov/

Hawaii Department of Health (DOH) — Developmental Disabilities Division (DDD)

Website: https://health.hawaii.gov/ddd/

Centers for Medicare & Medicaid Services (CMS)

Website: https://www.cms.gov/

WAIVER CONSULTING GROUP’S START-UP ASSISTANCE SERVICE — HAWAII NON-MEDICAL TRANSPORTATION SERVICES PROVIDER

WCG supports transportation companies, disability service organizations, and community outreach programs in launching Medicaid-compliant Non-Medical Transportation Services under Hawaii’s HCBS waiver programs.

Scope of Work:

• Business registration and EIN/NPI setup

• Medicaid provider enrollment support

• Development of Non-Medical Transportation Services Policy & Procedure Manual

• Staff credentialing templates and participant trip authorization forms

• Medicaid billing setup and claims management

• Website, domain, and email setup

• Trip scheduling, service verification, and participant intake documentation systems

• Emergency preparedness, incident reporting, and vehicle safety procedures

• Quality assurance systems for trip delivery and service monitoring

• Community networking and partnership strategies with employment, educational, and day program providers

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