TRANSPORTATION ASSISTANCE SERVICES PROVIDER IN COLORADO

Fatumata Kaba
1 day ago
3 min read

ENSURING ACCESS TO HEALTHCARE, EMPLOYMENT, AND COMMUNITY LIFE FOR INDIVIDUALS WITH DISABILITIES AND CHRONIC CONDITIONS

Transportation Assistance Services in Colorado provides non-medical, non-emergency transportation for individuals enrolled in Home and Community-Based Services (HCBS) waivers. These services help ensure that participants can access medical appointments, employment, day programs, community activities, and essential errands, supporting independence and community integration.

1. GOVERNING AGENCIES

Agency: Colorado Department of Health Care Policy and Financing (HCPF)

Role: Oversees Medicaid HCBS waivers and provider enrollment for Transportation Assistance Services

Agency: Colorado Department of Transportation (CDOT) (in coordination with regional programs)

Role: Provides oversight on transportation safety and accessibility standards

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight to ensure compliance with Medicaid HCBS requirements for transportation services

2. TRANSPORTATION SERVICE OVERVIEW

Transportation Assistance Services provides access to:

Non-emergency medical appointments
Employment and vocational programs
Day habilitation and day programs
Grocery shopping, pharmacies, and other essential errands
Recreational and social community activities

Approved providers may deliver:

Scheduled and demand-response transportation
Door-to-door and curb-to-curb services
Accessible transportation for individuals using wheelchairs or mobility devices
Escort assistance for participants requiring supervision

All services must be authorized in the participant’s person-centered service plan and meet safety, accessibility, and service quality standards.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register business with the Colorado Secretary of State
Obtain EIN from the IRS and NPI (Type 2)
Complete enrollment as a Medicaid transportation provider through Gainwell Technologies
Maintain commercial vehicle insurance and general liability insurance
Obtain Colorado Motor Carrier permits (if required for larger operations)
Develop policies for trip scheduling, driver safety, vehicle maintenance, and emergency response
Ensure vehicles meet ADA accessibility requirements if transporting individuals with mobility impairments

4. HCPF PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

Request Transportation Assistance Services provider application packet from HCPF
(Recommended) Attend Medicaid HCBS provider orientation sessions

Application and Documentation Submission:

Submit business documentation, insurance certificates, and proof of vehicle compliance
Provide driver background checks and training policies
Submit sample scheduling protocols, participant intake forms, and emergency procedures

Program Readiness Review:

HCPF reviews provider readiness, including safety protocols, vehicle accessibility, and trip verification processes
Site inspections or vehicle audits may be conducted if required

Approval & Medicaid Enrollment:

Upon approval, complete provider enrollment through Gainwell Technologies
Configure transportation service billing codes under the appropriate HCBS waiver programs

5. REQUIRED DOCUMENTATION

Articles of Incorporation or Business License
IRS EIN confirmation
NPI confirmation
Commercial auto and liability insurance
Policy & Procedure Manual including:
- Participant intake and trip scheduling procedures
- Driver safety standards and emergency protocols
- ADA compliance and accessible transportation procedures
- Incident response, vehicle maintenance schedules, and inspections
- Confidentiality, HIPAA compliance, and participant rights policies
- Staff credentialing, driver background check records, and training logs
- Medicaid billing, trip verification, and authorization tracking systems

6. STAFFING REQUIREMENTS

Role: Transportation Services Manager

Requirements: Experience in transportation logistics or human services transportation; background check clearance

Role: Drivers / Transportation Assistants

Requirements: Valid Colorado driver’s license; background check clearance; CPR/First Aid certification (recommended); defensive driving certification (preferred)

All staff must complete:

Training on passenger assistance, wheelchair securement (if applicable), and ADA compliance
Emergency response and breakdown protocols
HIPAA confidentiality and participant rights protection training
Annual refresher courses on transportation safety and incident documentation

7. MEDICAID WAIVER SERVICES

The following Colorado Medicaid Waivers authorize Transportation Assistance Services:

Elderly, Blind, and Disabled (EBD) Waiver
Supported Living Services (SLS) Waiver
Developmental Disabilities (DD) Waiver
Brain Injury (BI) Waiver
Community Mental Health Supports (CMHS) Waiver
Children’s Extensive Support (CES) Waiver (for children needing specialized transport)

Approved providers may deliver:

Scheduled and on-demand transportation to approved service locations
Transportation for community integration activities
Specialized transportation for individuals with mobility or behavioral support needs

8. TIMELINE TO LAUNCH

Phase: Business Formation and Insurance Setup

Timeline: 1–2 weeks

Phase: HCPF Provider Application and Readiness Review

Timeline: 60–90 days

Phase: Staff Hiring, Vehicle Preparation, and Training

Timeline: 30–45 days

Phase: Medicaid Enrollment and Billing Configuration

Timeline: 45–60 days

9. CONTACT INFORMATION

Colorado Department of Health Care Policy and Financing (HCPF)

Website: https://hcpf.colorado.gov

Colorado Department of Transportation (CDOT)

Website: https://www.codot.gov

Colorado Medicaid Provider Enrollment Portal (Gainwell Technologies)

Website: https://colorado-hcpf.portal.force.com/ProviderEnrollment/s/

WAIVER CONSULTING GROUP’S START-UP ASSISTANCE SERVICE — COLORADO TRANSPORTATION ASSISTANCE PROVIDER

WCG supports transportation service agencies and entrepreneurs in launching Medicaid-compliant Transportation Assistance Services under Colorado’s HCBS Waiver programs.

Scope of Work: