top of page
Search

NON-MEDICAL TRANSPORTATION SERVICES PROVIDER IN OHIO

  • Writer: Fatumata Kaba
    Fatumata Kaba
  • Sep 17
  • 3 min read

CONNECTING INDIVIDUALS TO THEIR COMMUNITIES WITH SAFE, DEPENDABLE TRANSPORTATION OPTIONS

​

Non-Medical Transportation Services in Ohio assist individuals with disabilities, chronic conditions, or age-related needs in accessing community resources, employment, education, and social opportunities. These services play a crucial role in promoting independence and inclusion for waiver participants. Non-Medical Transportation Services are authorized under Ohio’s Medicaid Home and Community-Based Services (HCBS) Waiver programs.

 

1. GOVERNING AGENCIES

Agency: Ohio Department of Medicaid (ODM)

Role: Oversees Medicaid reimbursement for transportation services and sets statewide policy and billing procedures.

Agency: Ohio Department of Developmental Disabilities (DODD)

Role: Regulates transportation services for individuals enrolled in DODD waivers, including setting provider qualifications and rates.

Agency: Ohio Department of Aging (ODA)

Role: Manages transportation components of waivers like PASSPORT for older adults.

Agency: Centers for Medicare & Medicaid Services (CMS)**

Role: Ensures that federally funded Medicaid waiver transportation services meet person-centered planning and quality standards.

 

2. NON-MEDICAL TRANSPORTATION SERVICES OVERVIEW

Non-Medical Transportation Services provide eligible individuals with access to services, programs, and activities that support their goals for community living.

Approved providers may deliver:

  • Employment Transportation: Trips to and from competitive or supported work sites.

  • Day Program Transportation: Rides to adult day centers, habilitation programs, or training locations.

  • Community Access Trips: Transport for social, educational, and recreational participation.

  • Recurring Trip Schedules: Weekly or daily transportation to regular destinations.

  • Individual & Group Rides: Options for one-on-one transport or shared rides.

  • Accessible Vehicle Transport: Use of wheelchair-accessible vans or lifts.

  • Escort Services: Assistance entering/exiting the vehicle and reaching the destination door.

  • Trip Coordination: Scheduling rides based on the person’s Individual Service Plan (ISP).

  • Documentation: Logging mileage, trip purpose, timeframes, and incidents.

 

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

  • Register the business with the Ohio Secretary of State.

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

  • Enroll through the Ohio Medicaid Provider Network or DODD Provider Certification Portal.

  • Maintain commercial vehicle insurance and general liability insurance.

  • Vehicles must pass safety inspections and meet ADA accessibility standards (if applicable).

  • Develop transportation-specific policies (trip logs, driver training, vehicle maintenance, emergencies).

  • Ensure all drivers complete background checks, driving record verification, and defensive driving training.

 

4. OHIO PROVIDER ENROLLMENT PROCESS

Initial Application:

  • Apply to become a certified Medicaid transportation provider through ODM or DODD (depending on the waiver program).

Documentation Submission:

  • Submit business registration, insurance certificates, vehicle specs, driver records, and transportation policies.

Compliance Review:

  • Agencies may request vehicle inspections, route logs, or driver training documentation.

Final Approval:

  • Once approved, providers are authorized to bill Medicaid for covered transportation services.

 

5. REQUIRED DOCUMENTATION

  • Articles of Incorporation or Business Registration

  • IRS EIN confirmation

  • NPI confirmation

  • Vehicle insurance and general liability insurance certificates

  • Transportation Policy & Procedure Manual including:

    • Scheduling, tracking, and safety procedures

    • Driver credentialing, training, and emergency response protocols

    • Vehicle maintenance and accessibility requirements

    • Documentation standards for trip logging and Medicaid billing

    • HIPAA compliance, passenger rights, and grievance handling

    • Coordination with service plans and waiver team

 

6. STAFFING REQUIREMENTS

Role: Transportation Program Coordinator

Requirements: Experience in logistics, dispatching, or program supervision; knowledge of HCBS transportation rules.

Role: Drivers

Requirements: Valid driver’s license (CDL if transporting 16+ passengers or ADA vehicles); clean driving record; background clearance; CPR/First Aid preferred.

Role: Vehicle Maintenance Personnel (optional)

Requirements: Knowledge of ADA vehicle upkeep and routine maintenance protocols.

All staff must complete:

  • Driver safety and defensive driving training

  • Participant rights, HIPAA, and customer service training

  • Annual driving record checks and vehicle safety drills

  • Emergency response and incident reporting procedures

 

7. MEDICAID WAIVER PROGRAMS

Non-Medical Transportation Services are available under the following Ohio Medicaid Waivers:

  • Level One Waiver (DODD)

  • Individual Options (IO) Waiver (DODD)

  • SELF Waiver (DODD)

  • PASSPORT Waiver (ODA)

  • Ohio Home Care Waiver (ODM)

  • MyCare Ohio (Managed Long-Term Services and Supports)

 

8. TIMELINE TO LAUNCH

Phase: Business Registration & Policy Development

Timeline: 1–2 months

Phase: Vehicle Preparation, Driver Hiring, and Safety Protocols

Timeline: 2–3 months

Phase: Medicaid Enrollment & Certification Review

Timeline: 60–90 days

Phase: Medicaid Billing Setup & Service Launch

Timeline: 30–45 days

 

9. CONTACT INFORMATION

Ohio Department of Medicaid (ODM)

Ohio Department of Developmental Disabilities (DODD)

Ohio Department of Aging (ODA)

Centers for Medicare & Medicaid Services (CMS)

​

OHIO NON-MEDICAL TRANSPORTATION SERVICES PROVIDER

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

WCG supports agencies in launching Medicaid-compliant transportation services in Ohio, offering:

​

Scope of Work:

  • Business registration, Medicaid enrollment, and DODD/ODA certification

  • Policy manual development for safe transport, documentation, and scheduling

  • Driver credentialing templates, log sheets, and compliance tracking

  • Medicaid billing setup and audit-prepared financial records

  • Branding, website development, and partnership outreach

  • Quality assurance systems for trip tracking and performance review

  • Coordination with case managers, families, and community destinations



Our Client Portal offers a wealth of resources that you can explore related to various programs and state requirements. 

bottom of page