NON-MEDICAL TRANSPORTATION SERVICES PROVIDER IN WEST VIRGINIA

Fatumata Kaba
2 days ago
3 min read

ENABLING ACCESS TO COMMUNITY, WORK, AND SUPPORT SERVICES FOR MEDICAID WAIVER PARTICIPANTS THROUGH SAFE, DEPENDABLE TRANSPORTATION

Non-Medical Transportation (NMT) Services in West Virginia provide transportation for individuals enrolled in Medicaid Home and Community-Based Services (HCBS) waivers to access community activities, day programs, employment, medical appointments, and other essential services outlined in their Person-Centered Service Plan (PCSP). Unlike Non-Emergency Medical Transportation (NEMT), NMT is not limited to medical appointments and is focused on promoting independence and full community participation. NMT is covered under the Aged and Disabled Waiver (ADW), Intellectual/Developmental Disabilities (I/DD) Waiver, and other Medicaid waiver programs. Oversight is provided by the West Virginia Department of Health and Human Resources (WVDHHR) and the Bureau for Medical Services (BMS).

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1. GOVERNING AGENCIES

Agency: West Virginia Department of Health and Human Resources (WVDHHR)

Role: Administers Medicaid waiver programs and regulates provider participation and service delivery.

Agency: Bureau for Medical Services (BMS)

Role: Manages Medicaid funding and oversees NMT reimbursement, provider enrollment, and policy enforcement.

Agency: Acentra Health (formerly Kepro)

Role: Performs functional assessments, utilization reviews, and prior authorizations for Medicaid waiver participants.

2. NON-MEDICAL TRANSPORTATION SERVICES OVERVIEW

NMT services assist participants in accessing necessary daily activities that support independence and quality of life. Approved transportation destinations may include:

Day habilitation or employment sites
Community events and recreational activities
Grocery shopping, banking, or pharmacy visits
Adult day programs and support centers
Other destinations outlined in the participant’s PCSP

Note: All trips must be pre-approved and authorized in the participant's service plan and are billed per trip or mile.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register your business with the WV Secretary of State
Obtain an EIN and Type 2 NPI
Apply to become a Medicaid Waiver Transportation Provider through BMS
Secure automobile liability insurance and maintain vehicle inspections
Ensure driver background checks, valid licenses, and clean driving records
Submit a Transportation Services Policy & Procedure Manual
Comply with ADA accessibility requirements (as applicable to passengers)

4. WEST VIRGINIA PROVIDER ENROLLMENT PROCESS

Step 1: Register business, obtain EIN, and NPI

Step 2: Submit NMT Provider application to BMS or through waiver-specific program (e.g., I/DD or ADW)

Step 3: Complete Medicaid enrollment via Gainwell Technologies

Step 4: Provide documentation of vehicles, insurance, and driver credentials

Step 5: Submit Policy & Procedure Manual for review and approval

Step 6: Begin accepting trip requests from case managers or support coordinators

5. REQUIRED DOCUMENTATION

WV business registration and tax ID
BMS or waiver-specific provider agreement
Medicaid provider number (via Gainwell Technologies)
Policy & Procedure Manual including:
- Daily vehicle safety checklists
- Emergency and incident response procedures
- Transportation scheduling and trip log procedures
- HIPAA confidentiality and passenger safety policies
- Staff hiring, training, and credential tracking
- Vehicle maintenance, registration, and insurance documentation
- ADA accommodation protocols (if applicable)

6. STAFFING REQUIREMENTS

Role: Transportation Driver / Aide

Requirements:

Valid WV driver’s license
Clean driving record and background check (WV CARES)
CPR/First Aid certification preferred
Trained in transporting individuals with disabilities and HIPAA confidentiality

Optional Role: Dispatcher / Scheduler

Responsibilities: Manages trip requests, logs, and routing

All staff must complete:

Emergency preparedness and passenger safety training
HIPAA and abuse prevention training
Annual reviews and safety refreshers
Defensive driving training (recommended)

7. MEDICAID PROGRAMS THAT COVER NMT

Aged and Disabled Waiver (ADW) – Authorizes non-medical rides for community integration
I/DD Waiver – Allows for waiver-covered transportation to habilitation and employment activities
Personal Options Program – May include mileage reimbursement under participant-directed services
Traumatic Brain Injury Waiver (TBIW) – Based on PCSP inclusion
State Plan Services – Does not include NMT (only NEMT via brokers like MTM)

All services must be included in the participant’s approved service plan and authorized through the appropriate waiver program.

8. TIMELINE TO LAUNCH

Phase: Business Formation & Credentialing

Timeline: 2–4 weeks

Phase: Medicaid Enrollment & P&P Manual Submission

Timeline: 1–2 months

Phase: Driver Background Checks & Vehicle Compliance

Timeline: 30–45 days

Phase: Launch of Services

Timeline: Begins upon approval and inclusion in PCSP

9. CONTACT INFORMATION

WV Bureau for Medical Services (BMS)

Website: https://dhhr.wv.gov/bms

WV Secretary of State – Business Registration

Website: https://sos.wv.gov

Medicaid Enrollment – Gainwell Technologies

Website: https://www.wvmmis.com

Acentra Health (formerly Kepro)

Website: https://wv.acentra.com

NON-MEDICAL TRANSPORTATION SERVICES PROVIDER IN WEST VIRGINIA

WAIVER CONSULTING GROUP’S START-UP ASSISTANCE SERVICE — WEST VIRGINIA NMT PROVIDER

WCG guides new agencies through launching Non-Medical Transportation services that meet all state and waiver-specific requirements, ensuring rapid enrollment and operational readiness.

Scope of Work: