TRANSPORTATION SERVICES PROVIDER IN FLORIDA

Fatumata Kaba
Jul 9
4 min read

ENSURING ACCESS TO MEDICAL CARE, EMPLOYMENT, EDUCATION, AND COMMUNITY ACTIVITIES FOR INDIVIDUALS WITH DISABILITIES AND LONG-TERM CARE NEEDS

Transportation Services in Florida provide individuals enrolled in Home and Community-Based Services (HCBS) waiver programs with safe, reliable, and accessible transportation to essential destinations. These services are crucial for promoting independence, improving access to health care, employment, and social participation, and supporting person-centered community living.

1. GOVERNING AGENCIES

Agency: Florida Agency for Health Care Administration (AHCA)

Role: Oversees Medicaid provider enrollment, service authorization, and reimbursement for Transportation Services

Agency: Florida Commission for the Transportation Disadvantaged (CTD)

Role: Coordinates and regulates transportation services for individuals with disabilities and special needs

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight to ensure Medicaid-funded Transportation Services meet HCBS standards

2. TRANSPORTATION SERVICE OVERVIEW

Transportation Services support individuals who are unable to independently access critical destinations due to a disability or health condition.

Approved providers may deliver:

Non-Emergency Medical Transportation (NEMT) to Medicaid-covered health appointments
Transportation to employment, job training, or educational programs
Transportation to adult day programs, habilitation, and community participation activities
Trips to grocery stores, pharmacies, and essential errands (if authorized)
Escort or attendant services for individuals requiring assistance during transportation
Accessible transportation for individuals with mobility devices or special needs

All services must be pre-authorized in the participant’s service plan and comply with Medicaid requirements for safety, accessibility, and reliability.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register business with the Florida Division of Corporations (Sunbiz)
Obtain EIN from the IRS and NPI (Type 2)
Secure a Medicaid Non-Emergency Medical Transportation (NEMT) Provider Enrollment if offering medical transportation
Obtain necessary county or local transportation permits or registrations (if required)
Maintain commercial vehicle insurance, general liability insurance, and, if transporting multiple passengers, appropriate auto insurance levels
Ensure compliance with ADA (Americans with Disabilities Act) accessibility requirements

4. AHCA PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

Request Transportation Services provider application materials from AHCA
Attend Medicaid transportation services orientation (recommended)

Application and Documentation Submission:

Submit Articles of Incorporation, vehicle insurance coverage, driver background screening policies, and proof of operational readiness
Provide trip scheduling procedures, incident response protocols, and participant intake forms
Submit driver credentialing documentation including valid licenses, defensive driving certifications, and background screening results

Program Readiness Review:

AHCA reviews safety plans, vehicle standards, driver qualification procedures, and Medicaid documentation processes
Site inspections or vehicle audits may be required before full approval

Approval & Medicaid Enrollment:

Upon AHCA approval, complete Medicaid enrollment through the Florida Medicaid Provider Enrollment Portal
Configure billing and trip authorization tracking systems

5. REQUIRED DOCUMENTATION

Articles of Incorporation or Business License (from Sunbiz)
IRS EIN confirmation
NPI confirmation
Proof of commercial auto and general liability insurance
Vehicle inspection and maintenance records
AHCA-Compliant Policy & Procedure Manual including:
- Participant intake and transportation needs assessment
- Trip scheduling, trip logs, and service verification procedures
- Driver safety training, licensing verification, and background checks
- ADA accessibility compliance and wheelchair securement procedures
- Incident reporting, emergency response, and participant safety plans
- Client rights, confidentiality, and HIPAA compliance documentation
- Medicaid billing and trip authorization tracking systems

6. STAFFING REQUIREMENTS

Role: Transportation Program Manager / Dispatcher

Requirements: Experience in transportation management or logistics preferred; background screening clearance

Role: Drivers / Transportation Assistants

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

All staff must complete:

Passenger assistance, wheelchair securement, and ADA compliance training
Emergency evacuation and breakdown response training
HIPAA confidentiality and elder/disabled abuse prevention training
Annual refresher training on transportation safety, Medicaid compliance, and service documentation

7. MEDICAID WAIVER SERVICES

The following Florida Medicaid Waivers authorize Transportation Services:

Statewide Medicaid Managed Care (SMMC) Long-Term Care (LTC) Program
iBudget Florida Waiver (for individuals with intellectual and developmental disabilities)
Traumatic Brain Injury/Spinal Cord Injury (TBI/SCI) Waiver
Community Care for the Elderly (CCE) and Alzheimer's Disease Initiative (ADI) programs (state-funded)

Approved providers may deliver:

Scheduled rides to authorized destinations in the participant’s service plan
Community-based transportation supporting employment and habilitation activities
Transportation to day programs, health appointments, and essential services

8. TIMELINE TO LAUNCH

Phase: Business Formation and Initial Setup

Timeline: 1–2 weeks

Phase: AHCA Provider Application and Readiness Review

Timeline: 60–90 days

Phase: Staff Hiring, Vehicle Inspection, and Training

Timeline: 30–45 days

Phase: Medicaid Enrollment and Billing Configuration

Timeline: 45–60 days

9. CONTACT INFORMATION

Florida Agency for Health Care Administration (AHCA)

Website: https://ahca.myflorida.com/

Florida Commission for the Transportation Disadvantaged (CTD)

Website: https://ctd.fdot.gov/

Florida Medicaid Provider Enrollment Portal

Website: https://home.flmedicaidmanagedcare.com/

TRANSPORTATION SERVICES PROVIDER IN FLORIDA

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

WCG supports transportation agencies and entrepreneurs in launching Medicaid-compliant Transportation Services under Florida’s HCBS and Medicaid programs.

Scope of Work: