TRANSPORTATION SERVICES PROVIDER IN KENTUCKY

Fatumata Kaba
Jul 25, 2025
3 min read

ENSURING ACCESS TO CARE AND COMMUNITY THROUGH SAFE, RELIABLE, NON-EMERGENCY MEDICAL TRANSPORTATION

Transportation Services under Kentucky Medicaid ensure that waiver participants can safely access medical appointments, adult day health centers, employment programs, and other approved destinations. These services reduce barriers to healthcare and community engagement and are typically offered through Non-Emergency Medical Transportation (NEMT) providers or as a component of Home and Community-Based Services (HCBS) waivers.

1. GOVERNING AGENCIES

Agency: Kentucky Cabinet for Health and Family Services (CHFS) — Department for Medicaid Services (DMS)

Role: Oversees Medicaid transportation policies, provider enrollment, and reimbursement structures

Agency: Kentucky Transportation Cabinet (KYTC)

Role: May regulate safety and vehicle standards in coordination with Medicaid rules

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Ensures federal compliance for Medicaid-funded transportation services

Agency: Managed Care Organizations (MCOs) under Kentucky Medicaid

Role: Authorize transportation services within care plans, manage provider contracting, and process claims

Agency: Transportation Brokers (e.g., Modivcare)

Role: Coordinate ride scheduling, driver dispatch, and mileage tracking on behalf of MCOs and Medicaid

2. SERVICE OVERVIEW

Non-Emergency Medical Transportation (NEMT) provides scheduled rides for Medicaid participants to medically necessary and HCBS-approved services.

Approved services include:

Rides to primary care and specialist appointments
Transportation to adult day health programs or employment services
Pharmacy or diagnostic lab visits
Trips to Medicaid-approved community engagement or therapy sessions
Accompaniment by personal care aides or guardians (with prior approval)
Mileage reimbursement for self-arranged trips (if permitted)

Transportation services must be authorized in the participant’s Person-Centered Service Plan (PCSP) and arranged through the assigned transportation broker or MCO.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register your business with the Kentucky Secretary of State
Obtain IRS EIN and Type 2 NPI
Enroll as a transportation provider through the Medicaid Partner Portal Application (MPPA)
Register vehicles with KYTC and maintain DOT-compliant insurance
Pass criminal background checks and driving record reviews for all drivers
Develop a Transportation Services Policy & Procedure Manual
Train drivers on safety, CPR/First Aid, HIPAA, and participant sensitivity
Secure agreements with transportation brokers (e.g., Modivcare)

4. KENTUCKY PROVIDER ENROLLMENT PROCESS

Step 1: Medicaid Enrollment

Apply through MPPA under the appropriate provider type (e.g., NEMT or waiver transportation services)
Complete credentialing with each MCO and/or transportation broker

Step 2: Documentation Submission

Submit vehicle inspection records, insurance, driver credentials, and operational policies

Step 3: Service Authorization & Scheduling

Receive transport referrals from case managers or transportation brokers
Coordinate trip schedules, track mileage, and confirm pickup/drop-off logs
Submit trip documentation and bill through broker portals or Medicaid billing systems

5. REQUIRED DOCUMENTATION

Articles of Incorporation or Kentucky business license
IRS EIN and NPI confirmation
DOT-compliant vehicle registration and insurance
Transportation Services Policy & Procedure Manual, including:
- Driver background checks, certifications, and training logs
- Trip logs, mileage forms, and dispatch records
- Participant consent and emergency contact documentation
- Wheelchair-accessible procedures and vehicle safety checklists
- HIPAA compliance and participant rights policies
- Critical incident response and mechanical breakdown procedures
- Medicaid and broker billing protocols with audit trail documentation

6. STAFFING REQUIREMENTS

Role: Transportation Driver

Requirements: Valid Kentucky driver’s license; clean driving record; background check; CPR/First Aid; defensive driving certification preferred

Role (optional): Transportation Dispatcher or Scheduler

Requirements: Familiarity with route optimization and HIPAA-compliant communication systems

All staff must complete:

HIPAA and confidentiality training
Emergency response and first aid certification
Sensitivity training for aging and disability populations
Defensive driving and wheelchair passenger securement

7. MEDICAID PROGRAMS & HCBS WAIVERS

Transportation Services are authorized under:

Home and Community-Based (HCB) Waiver
Michelle P. Waiver (MPW)
Supports for Community Living (SCL) Waiver
Acquired Brain Injury (ABI & ABI-LTC) Waivers
Model II Waiver (MIIW)
State Plan Medicaid (through NEMT contracts)

Service Settings May Include:

Participant’s residence
Hospitals, clinics, therapy centers
Adult day health or employment programs
Community locations tied to waiver goals

8. TIMELINE TO LAUNCH

Phase: Business Setup and Vehicle Readiness

Timeline: 1–2 months

Phase: MPPA Medicaid Enrollment and MCO/Broker Credentialing

Timeline: 2–3 months

Phase: Staff Hiring, Driver Training, and Dispatch System Setup

Timeline: 30–60 days

Phase: Contract Execution and Trip Coordination Launch

Timeline: Ongoing based on referrals and broker partnerships

9. CONTACT INFORMATION

Kentucky Department for Medicaid Services (DMS)

Website: https://chfs.ky.gov/agencies/dms

Medicaid Provider Enrollment (MPPA): https://mppa.ky.gov

Kentucky Cabinet for Health and Family Services (CHFS)

Website: https://chfs.ky.gov

Modivcare (Common Medicaid Transportation Broker): https://www.modivcare.com

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

WCG supports local businesses, healthcare transportation agencies, and independent drivers in launching compliant Medicaid-approved transportation programs in Kentucky.

Scope of Work: