NON-MEDICAL TRANSPORTATION SERVICES PROVIDER IN NORTH CAROLINA

Fatumata Kaba
Sep 15
4 min read

ENSURING ACCESS TO COMMUNITY ACTIVITIES AND ESSENTIAL SERVICES THROUGH SAFE AND RELIABLE TRANSPORTATION

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

1. GOVERNING AGENCIES

Agency: North Carolina Department of Health and Human Services (NCDHHS)

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

Agency: North Carolina Division of Health Benefits (NC Medicaid)

Role: Manages Medicaid waiver services and oversees Medicaid provider participation.

Agency: North Carolina Division of Mental Health, Developmental Disabilities, and Substance Abuse Services (DMH/DD/SAS)

Role: Provides oversight for transportation services targeting individuals with developmental disabilities 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 provide safe and reliable transportation to help individuals access community activities, social events, employment opportunities, and essential non-medical services.

Approved providers may deliver:

Community Access Transportation: Rides to community events, social activities, and recreational programs.
Employment Transportation: Reliable transport to and from workplaces or vocational programs.
Educational Access: Transportation to educational and training programs.
Personal Errands: Assistance with transportation for shopping, banking, and other daily tasks.
Social and Recreational Support: Enabling participation in group outings and leisure activities.
Escort and Assistance: Providing support during transit, including mobility and boarding assistance.
Trip Planning and Scheduling: Coordinating transportation according to individual needs and schedules.
Safety Monitoring: Ensuring the safety and comfort of passengers during transit.
Documentation: Keeping accurate trip logs, mileage records, and service reports.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register the business entity with the North Carolina Secretary of State.
Obtain EIN from the IRS and NPI (Type 2).
Enroll as a Medicaid Waiver Non-Medical Transportation provider via the NCTracks Provider Portal.
Maintain general liability, vehicle insurance, and professional liability insurance.
Develop policies for transportation safety, scheduling, and vehicle maintenance.
Ensure drivers complete required background checks, health screenings, and defensive driving training.

4. NORTH CAROLINA PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

Complete the Provider Enrollment Application via the NCTracks 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:

NCDHHS and DMH/DD/SAS 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 (North Carolina Secretary 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: