TRANSPORTATION SERVICES PROVIDER IN CALIFORNIA

Fatumata Kaba
Jul 6
3 min read

CONNECTING INDIVIDUALS WITH DISABILITIES TO THEIR COMMUNITIES THROUGH SAFE, RELIABLE, AND PERSON-CENTERED TRANSPORTATION SUPPORT

Transportation Services in California help individuals with developmental disabilities travel to and from day programs, employment sites, medical appointments, and community activities. These services are authorized under California Regional Center programs, the Self-Determination Program (SDP), HCBS Waivers, and in some cases, through Medi-Cal Managed Care for Non-Emergency Medical Transportation (NEMT).

1. GOVERNING AGENCIES

Agency: California Department of Developmental Services (DDS)

Role: Oversees service authorization through Regional Centers and the Self-Determination Program

Agency: Regional Centers (21 statewide)

Role: Approve transportation vendors and authorize service codes based on the Individual Program Plan (IPP)

Agency: California Department of Health Care Services (DHCS)

Role: Administers Medi-Cal transportation benefits, including NEMT and NMT

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Ensures compliance with HCBS transportation support standards

2. TRANSPORTATION SERVICE OVERVIEW

Transportation Services ensure individuals can access critical supports while living in the community. Services may include regularly scheduled rides, on-demand pickups, or mileage reimbursement depending on the individual’s plan and funding source.

Approved providers may deliver:

Curb-to-curb or door-to-door transportation
Rides to programs, work, medical appointments, or community activities
Group or individual routes
Vehicle safety inspections and route documentation
Driver credentialing and training
Documentation of service dates, mileage, and individual rider logs

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register business with the California Secretary of State
Obtain EIN from the IRS and NPI (Type 2)
Apply to become a vendor with a Regional Center under Service Code 880 (Transportation)
OR enroll with a Financial Management Service (FMS) under the Self-Determination Program
Obtain commercial auto insurance and, if needed, TCP permit from the California Public Utilities Commission (PUC)
Maintain safety policies and fleet documentation
Hire trained drivers with background checks and clean driving records

4. REGIONAL CENTER VENDORIZATION PROCESS

Step 1: Contact Regional Center

Request vendor application for Transportation Services

Step 2: Submit Documentation

Include service description, route structure, safety procedures, and vehicle maintenance plan
Provide staff background checks, license/insurance copies, and incident reporting policies

Step 3: Approval and Vendor Number Assignment

Once approved, begin accepting referrals for authorized transportation routes or mileage-based services

5. REQUIRED DOCUMENTATION

Articles of Incorporation or Fictitious Business Name (FBN)
IRS EIN Letter
NPI confirmation
Vehicle registration, insurance, and inspection logs
Regional Center vendor approval or SDP FMS affiliation
Policy & procedure manual including:
- Rider intake, consent, and scheduling
- Daily logs of riders, destinations, and arrival times
- Emergency response and incident protocols
- Staff and driver background screening procedures
- Maintenance logs and safety checklists
- Mileage tracking and billing documentation
- Confidentiality, HIPAA, and client rights policies

6. STAFFING REQUIREMENTS

Role: Transportation Coordinator / Dispatcher

Requirements: Experience in logistics, community programs, or fleet management

Role: Driver / Transportation Aide

Requirements:

Valid California driver’s license
Clean driving record and background check
CPR/First Aid certification (recommended)
Experience with individuals with disabilities preferred

Training Requirements for All Staff:

Passenger safety and vehicle operation
Abuse prevention and emergency procedures
Confidentiality and disability awareness
Annual training in incident reporting, ethics, and documentation

7. MEDICAID WAIVER SERVICES

Transportation Services are reimbursed under:

Regional Center Services (Lanterman Act, IPP-aligned)
Self-Determination Program (SDP)
HCBS Waiver for Individuals with Developmental Disabilities
Medi-Cal Non-Emergency Medical Transportation (NEMT) – through approved brokers or managed care plans

Approved providers may deliver:

Pre-scheduled or recurring transportation
Individual or group rides to authorized locations
Mileage-based reimbursement for family or staff transports
Compliance with California transit safety standards and client supervision needs

8. TIMELINE TO LAUNCH

Phase: Business FormationTimeline: 1–2 weeks

Phase: Regional Center Vendorization or FMS EnrollmentTimeline: 30–90 days

Phase: Driver Hiring and Vehicle SetupTimeline: 30–45 days

Phase: Referral Activation and Route SchedulingTimeline: 2–4 weeks

9. CONTACT INFORMATION

California Department of Developmental Services (DDS)

Email: info@dds.ca.gov

Website: https://www.dds.ca.gov

Find Your Regional Center:

Website: https://www.dds.ca.gov/rc/lookup

California Department of Health Care Services (DHCS) – Medi-Cal Transportation

Website: https://www.dhcs.ca.gov/services/Pages/Medi-CalTransport.aspx

California Public Utilities Commission (PUC) – TCP Permits

Website: https://www.cpuc.ca.gov/tcpinfo

TRANSPORTATION SERVICES PROVIDER IN CALIFORNIA

WAIVER CONSULTING GROUP'S START-UP ASSISTANCE SERVICE — CALIFORNIA TRANSPORTATION SERVICES PROVIDER

We help transportation vendors and community agencies launch fully compliant Transportation Services under California’s Regional Center, SDP, and Medi-Cal systems.

Scope of Work: