NON-MEDICAL TRANSPORTATION SERVICES PROVIDER IN VERMONT

Fatumata Kaba
2 days ago
3 min read

ENSURING SAFE, RELIABLE ACCESS TO COMMUNITY SERVICES, WORK, AND DAILY LIFE FOR INDIVIDUALS WITH DISABILITIES

Non-Medical Transportation (NMT) Services in Vermont provide essential access to community-based programs, employment, health-related appointments, and other critical services for individuals with disabilities or chronic conditions. These services promote independence, inclusion, and person-centered living. NMT is covered under several of Vermont’s Medicaid Home and Community-Based Services (HCBS) Waivers when outlined in an Individual Support Plan (ISP). Oversight is provided by the Department of Disabilities, Aging and Independent Living (DAIL) in partnership with Designated Agencies (DAs), Specialized Services Agencies (SSAs), and the Department of Vermont Health Access (DVHA).

https://video.wixstatic.com/video/dcc8e4_0168abc54d8d4799ad3e58593eed9dce/1080p/mp4/file.mp4

1. GOVERNING AGENCIES

Agency: Vermont Department of Disabilities, Aging and Independent Living (DAIL)

Role: Authorizes NMT under HCBS Waivers, ensures services align with ISP goals and transportation needs.

Agency: Department of Vermont Health Access (DVHA)

Role: Manages Medicaid enrollment, billing, and reimbursement.

Agency: Designated Agencies (DAs) / Specialized Services Agencies (SSAs)

Role: Coordinate ISPs, authorize transportation routes, and ensure provider compliance.

2. NON-MEDICAL TRANSPORTATION SERVICES OVERVIEW

NMT Services support individuals in accessing their communities when public or informal transportation options are unavailable or insufficient. Services must directly relate to the goals in the ISP and promote social, vocational, or personal independence.

Covered transportation purposes include:

Travel to employment, job training, or volunteer work
Attendance at adult day programs or community events
Access to waiver-authorized services (e.g., therapy, respite, habilitation)
Support for grocery shopping, errands, or banking (if approved in ISP)
Travel to social, civic, or recreational activities

Services may be provided via agency vehicles, taxis, public transit, with training, or mileage reimbursement models.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register business with the Vermont Secretary of State
Obtain EIN and Type 2 NPI
Obtain commercial vehicle insurance and perform routine safety inspections
Apply to become an approved transportation provider via a DA, SSA, or DAIL
Complete Medicaid enrollment through DVHA (if billing directly)
Develop a Non-Medical Transportation Services Policy & Procedure Manual
Perform staff background checks and driver safety training

4. VERMONT PROVIDER ENROLLMENT PROCESS

Step 1: Register legal entity and obtain EIN and NPI

Step 2: Apply through a DA/SSA or DAIL to become a contracted provider

Step 3: Submit vehicle insurance, inspection records, and Policy Manual

Step 4: Enroll with DVHA as a Medicaid transportation provider (if billing directly)

Step 5: Complete staff credentialing, driver checks, and training

Step 6: Begin transportation services upon ISP authorization and route approval

5. REQUIRED DOCUMENTATION

Articles of Incorporation, EIN, NPI
Proof of commercial vehicle insurance and inspection compliance
Medicaid provider enrollment confirmation (if applicable)
DA/SSA contract or DAIL approval
Policy & Procedure Manual including:
- Driver training and supervision protocols
- Vehicle safety, maintenance, and sanitation procedures
- Route planning, tracking, and mileage documentation
- Emergency response and incident reporting procedures
- Passenger assistance policies (e.g., wheelchair support, supervision)
- HIPAA, confidentiality, and client rights documentation
- Billing templates, time logs, and shift notes

6. STAFFING REQUIREMENTS

Role: Transportation Driver / Mobility Aide

Requirements:

Valid Vermont driver’s license and clean driving record
CPR/First Aid training (recommended)
Background check clearance
Training in disability awareness, passenger safety, and defensive driving

Optional Role: Transportation Coordinator

Responsibilities: Route scheduling, vehicle tracking, staff supervision, and compliance monitoring

All staff must complete:

HIPAA and client rights training
Emergency and vehicle safety procedures
Passenger assistance protocols
Annual driving record reviews and skills check

7. MEDICAID WAIVER PROGRAMS

NMT is authorized under:

Developmental Disabilities Services Waiver (DDSW) – For community access and employment-related travel
Brain Injury Program – For structured travel to therapy or integration programs
Choices for Care (CFC) Waiver – In limited cases for access to adult day health or medical-related services
Children’s High-Tech / Transition Services – Case-by-case, typically school-to-community travel

All transportation services must be functionally necessary, reflected in the ISP, and pre-approved by the case manager or service coordinator.

8. TIMELINE TO LAUNCH

Phase: Business Setup & Vehicle Preparation

Timeline: 2–3 weeks

Phase: DA/SSA Contracting or DAIL Approval

Timeline: 1–2 months

Phase: Medicaid Enrollment (if applicable)Timeline: 4–6 weeks

Phase: Staff Hiring & Safety Training

Timeline: 2–3 weeks

Phase: Service Launch

Timeline: Begins upon ISP approval and participant assignment

9. CONTACT INFORMATION

Vermont Department of Disabilities, Aging and Independent Living (DAIL)

Website: https://dail.vermont.gov

Department of Vermont Health Access (DVHA)

Website: https://dvha.vermont.gov

Vermont DMV – Commercial Vehicle Resources

Website: https://dmv.vermont.gov

Designated Agencies Directory

Website: https://mentalhealth.vermont.gov/services/designated-agencies

NON-MEDICAL TRANSPORTATION SERVICES PROVIDER IN VERMONT

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

WCG helps new and expanding providers build safe, reliable, and Medicaid-compliant transportation programs that promote access and community inclusion.

Scope of Work: