NON-MEDICAL TRANSPORTATION SERVICES PROVIDER IN NEW YORK

Fatumata Kaba
Sep 3
4 min read

FACILITATING ACCESS TO COMMUNITY ACTIVITIES AND SERVICES THROUGH SAFE AND RELIABLE TRANSPORTATION

Non-Medical Transportation Services in New York help individuals with disabilities, chronic conditions, or age-related challenges access essential community services, social activities, and other non-medical destinations. These services are crucial for maintaining independence and participation in community life. Non-Medical Transportation Services are authorized under New York Medicaid Home and Community-Based Services (HCBS) Waiver programs.

1. GOVERNING AGENCIES

Agency: New York State Department of Health (NYSDOH)

Role: Administers Medicaid waiver funding for Non-Medical Transportation Services and oversees provider enrollment, service authorization, and reimbursement.

Agency: Office for People With Developmental Disabilities (OPWDD)

Role: Provides oversight for transportation services targeting individuals with developmental disabilities.

Agency: New York State Office of Mental Health (OMH)

Role: Ensures compliance for transportation programs serving individuals with mental and behavioral health needs.

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight to ensure Medicaid-funded Non-Medical Transportation Services meet quality, safety, and person-centered care standards.

2. NON-MEDICAL TRANSPORTATION SERVICES OVERVIEW

Non-Medical Transportation Services offer safe and reliable transportation to individuals who need assistance accessing community resources, employment, social activities, or other non-medical destinations.

Approved providers may deliver:

Community Access Transportation: Providing rides to community activities, social events, and recreational outings.
Employment Transportation: Facilitating transportation to and from workplaces and vocational programs.
Educational Access: Ensuring transportation to educational programs and training centers.
Social and Recreational Support: Enabling participation in community-based events and group activities.
Personal Errands: Transporting individuals for grocery shopping, banking, or other essential tasks.
Escort and Assistance: Providing help during transit, including mobility support and boarding assistance.
Trip Planning: Coordinating rides according to individual schedules and activity plans.
Safety Monitoring: Ensuring secure and supervised travel for all passengers.
Documentation: Maintaining accurate trip logs, mileage records, and service reports.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register the business entity with the New York Department of State.
Obtain EIN from the IRS and NPI (Type 2).
Enroll as a Medicaid Waiver Non-Medical Transportation provider via the New York Medicaid Provider Enrollment Portal (eMedNY).
Maintain general liability, vehicle insurance, and professional liability insurance.
Develop policies for trip planning, passenger safety, and vehicle maintenance.
Ensure drivers complete required background checks, health screenings, and defensive driving training.

4. NEW YORK PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

Complete the Provider Enrollment Application via the eMedNY Portal for Non-Medical Transportation Services under HCBS waivers.

Application and Documentation Submission:

Submit Articles of Incorporation, proof of EIN/NPI, insurance certificates, transportation policies, and driver training documentation.

Program Readiness Review:

NYSDOH, OPWDD, and OMH evaluate provider readiness, including vehicle safety protocols, driver qualifications, and passenger assistance methods.

Approval & Medicaid Enrollment:

Upon approval, providers are authorized to bill Medicaid for Non-Medical Transportation Services using designated billing codes.

5. REQUIRED DOCUMENTATION

Articles of Incorporation or Business License (New York Department of State)
IRS EIN confirmation
NPI confirmation
Proof of general, professional liability, and vehicle insurance
Non-Medical Transportation Policy & Procedure Manual including:
- Trip planning and scheduling procedures
- Safety protocols for passenger support and mobility assistance
- Driver credentialing, background checks, and ongoing training records
- Vehicle maintenance logs and safety inspection documentation
- Documentation standards for trip tracking and Medicaid billing
- HIPAA compliance, passenger rights, and grievance handling
- Emergency response and accident reporting protocols
- Quality assurance and compliance monitoring

6. STAFFING REQUIREMENTS

Role: Transportation Program Director

Requirements: Bachelor’s degree in business management, logistics, or a related field; experience in transportation coordination and compliance management.

Role: Drivers/Transportation Specialists

Requirements: Valid commercial driver’s license (CDL) with passenger endorsement; defensive driving certification; experience in transporting individuals with disabilities.

Role: Transportation Coordinators

Requirements: Experience in scheduling, logistics, and trip planning; background clearance.

All staff must complete: