NON-MEDICAL TRANSPORTATION SERVICES PROVIDER IN VIRGINIA

Fatumata Kaba
4 days ago
3 min read

HELPING INDIVIDUALS WITH DISABILITIES ACCESS THEIR COMMUNITIES, SERVICES, AND DAILY ACTIVITIES SAFELY AND RELIABLY

Non-Medical Transportation (NMT) Services in Virginia support individuals with disabilities by providing rides to and from community-based programs, jobs, appointments, and other non-emergency destinations that align with their Individual Support Plan (ISP). This service promotes independence, community inclusion, and access to essential supports beyond traditional healthcare.

NMT is covered under the Community Living (CL) and Family and Individual Supports (FIS) Waivers, and can also be authorized through the Commonwealth Coordinated Care Plus (CCC Plus) Waiver when no other transportation resource is available. Oversight is provided by the Department of Medical Assistance Services (DMAS), with coordination by Community Services Boards (CSBs) and Managed Care Organizations (MCOs).

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1. GOVERNING AGENCIES

Agency: Virginia Department of Medical Assistance Services (DMAS)

Role: Defines covered NMT services, processes Medicaid reimbursement, and handles provider enrollment.

Agency: Community Services Boards (CSBs)

Role: Authorize NMT services for CL and FIS waiver participants and ensure alignment with the ISP.

Agency: Managed Care Organizations (MCOs)

Role: Coordinate and authorize NMT for CCC Plus Waiver participants.

2. NON-MEDICAL TRANSPORTATION SERVICES OVERVIEW

NMT providers help individuals access services, employment, education, and social activities when public or family transport isn’t available or appropriate.

Examples of eligible transportation destinations:

Day support programs or employment sites
Community activities (e.g., library, volunteer sites, recreation centers)
Grocery stores or essential errands (when approved in ISP)
Medical or therapy appointments (if not covered by NEMT)
Visits to family or friends supporting ISP goals

Service types include:

Door-to-door or curb-to-curb transport
Wheelchair-accessible vehicles
One-on-one or group rides, depending on ISP

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register your business with the Virginia State Corporation Commission (SCC)
Obtain an EIN and Type 2 NPI
Hold liability insurance and vehicle insurance (commercial)
Complete background checks for all drivers (criminal + DMV)
Maintain a fleet safety and maintenance program
Enroll as a Medicaid provider via the MES portal
Contract with CSBs (CL/FIS Waiver) or MCOs (CCC Plus Waiver)
Develop a Non-Medical Transportation Policy & Procedure Manual

4. VIRGINIA PROVIDER ENROLLMENT PROCESS

Step 1: Register entity with SCC, obtain EIN and NPI

Step 2: Prepare vehicles to meet accessibility and safety standards

Step 3: Enroll as a Medicaid provider via DMAS MES portal

Step 4: Submit insurance, driver background checks, and vehicle logs

Step 5: Contract with CSBs or MCOs

Step 6: Begin accepting referrals after ISP authorization

5. REQUIRED DOCUMENTATION

EIN, NPI, and Articles of Incorporation
Medicaid enrollment confirmation
Fleet maintenance logs and vehicle insurance
Driver background checks and driving records
CSB/MCO authorization forms and client trip logs
Non-Medical Transportation Policy & Procedure Manual including:
- Trip scheduling and route documentation
- Vehicle cleaning, inspection, and maintenance schedules
- Incident response and emergency protocols
- Rider safety procedures and accessibility standards
- Billing and mileage tracking templates
- HIPAA compliance and client confidentiality policy

6. STAFFING REQUIREMENTS

Role: Transportation Driver

Requirements:

Valid Virginia driver’s license (clean record)
Background check and DMV record review
CPR/First Aid and safety training
Passenger Assistance Training (recommended for wheelchair users)

Optional Role: Dispatcher or Trip Coordinator

Responsibilities:

Manages ride scheduling, documentation, and communication with CSBs/MCOs

All staff must complete:

HIPAA and confidentiality training
Client rights and safety orientation
Annual driver re-training and documentation updates
Training in transporting individuals with disabilities

7. MEDICAID WAIVER PROGRAMS

NMT is available under:

Community Living (CL) Waiver – For individuals living in group homes or supported living needing rides to work, community events, or appointments
Family and Individual Supports (FIS) Waiver – For individuals living with family who need assistance accessing daily services
CCC Plus Waiver – May authorize NMT in specific cases where no Non-Emergency Medical Transport (NEMT) or other option exists

Transportation must support the goals identified in the ISP, and cannot duplicate other paid transportation services.

8. TIMELINE TO LAUNCH

Phase: Business Setup & Fleet Readiness

Timeline: 2–3 weeks

Phase: Medicaid Enrollment & CSB/MCO Contracting

Timeline: 4–6 weeks

Phase: Staff Hiring, Training & Policy Development

Timeline: 2–4 weeks

Phase: Service Launch

Timeline: Begins upon receipt of authorization in the ISP

9. CONTACT INFORMATION

Virginia Department of Medical Assistance Services (DMAS)