NON-MEDICAL TRANSPORTATION SERVICES PROVIDER IN OKLAHOMA

Fatumata Kaba
Sep 8
3 min read

ENSURING ACCESS TO COMMUNITY LIFE, SERVICES, AND EMPLOYMENT THROUGH RELIABLE TRANSPORTATION SUPPORTS

Non-Medical Transportation (NMT) Services in Oklahoma help individuals with disabilities and other waiver-eligible participants travel to and from waiver services, community activities, volunteer roles, and employment opportunities. These services are essential for promoting independence, reducing isolation, and ensuring full participation in daily life. NMT is covered under Oklahoma Medicaid’s Home and Community-Based Services (HCBS) Waivers, including the ADvantage, DDS, and Living Choice programs.

1. GOVERNING AGENCIES

Agency: Oklahoma Health Care Authority (OHCA)

Role: Administers SoonerCare (Medicaid), processes transportation service claims, and ensures provider compliance.

Agency: Oklahoma Department of Human Services (OKDHS) – Aging Services & Developmental Disabilities Services (DDS)

Role: Authorizes non-medical transportation for waiver participants and monitors service delivery.

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

Role: Provides federal oversight, ensuring transportation services support community integration under HCBS rules.

2. NON-MEDICAL TRANSPORTATION SERVICES OVERVIEW

These services support an individual’s ability to access their community, participate in social and employment activities, and reach waiver-approved programs or locations not covered under traditional medical transportation.

Approved providers may deliver:

Individual Transportation: One-on-one rides for appointments, work, or services.
Shared/Group Rides: Coordinated transport for multiple participants to day programs or supported employment.
Fixed Routes (if approved): Regular schedules for day programs or vocational settings.
On-Demand Transport: Flexible scheduling based on participant plans and needs.
Mileage Reimbursement (Self-Directed): For participants who choose to hire or reimburse personal drivers.
Accessible Vehicle Support: Services must accommodate individuals using wheelchairs or assistive mobility devices.
Documentation: Trip logs, mileage reports, participant signatures, and Medicaid billing records.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register the business with the Oklahoma Secretary of State.
Obtain EIN from the IRS and NPI (Type 2).
Apply as a Non-Medical Transportation provider via OHCA’s SoonerCare Provider Portal.
Meet vehicle insurance and inspection requirements per state and Medicaid guidelines.
Maintain driver’s license, background checks, and DMV records for all drivers.
Develop a Non-Medical Transportation Services Policy & Procedure Manual.
Ensure staff meet defensive driving and passenger assistance training standards.

4. OKLAHOMA PROVIDER ENROLLMENT PROCESS

Step 1: Business Formation & Licensing

Step 2: OHCA Medicaid Enrollment

Apply under the appropriate waiver category for non-medical transportation (e.g., ADvantage, DDS).

Step 3: Staff & Vehicle Verification

Submit vehicle safety inspections, driver credentials, and insurance documentation.

Step 4: Readiness Review & Service Launch

Once approved, receive participant-specific authorizations and begin providing trips.

5. REQUIRED DOCUMENTATION

Business license and Articles of Incorporation
IRS EIN and NPI confirmation
Proof of commercial auto, liability, and workers’ compensation insurance
Vehicle registration and inspection certificates
Driver background checks and MVRs
Non-Medical Transportation Policy & Procedure Manual, including:
- Trip scheduling, tracking, and documentation procedures
- Safety, incident reporting, and emergency response plans
- Participant privacy, HIPAA compliance, and passenger rights
- Mileage logs, trip forms, and Medicaid billing templates
- Vehicle cleaning, accessibility standards, and maintenance logs
- Staff training records and service quality monitoring

6. STAFFING REQUIREMENTS

Role: Transportation Coordinator / Dispatcher

Requirements: Experience with scheduling, waiver services, and familiarity with ADA accessibility.

Role: Drivers

Requirements: Valid Oklahoma driver’s license, clean MVR, background check clearance, CPR/First Aid (preferred); training in safe transport of individuals with disabilities.

All staff must complete:

HIPAA and passenger rights training
Defensive driving and vehicle safety courses
ADA transport and emergency assistance protocols
Annual evaluations and vehicle re-certification

7. MEDICAID WAIVER PROGRAMS

Non-Medical Transportation is available under:

ADvantage Waiver – for seniors and adults with disabilities
Community Waiver – for individuals with intellectual/developmental disabilities
In-Home Supports Waiver (Adult and Child) – includes transportation for day supports and employment
Medically Fragile Waiver – if travel is required for non-medical, approved services
Living Choice Program – assists with reintegration after nursing facility discharge