TRANSPORTATION SERVICES PROVIDER IN MAINE

CONNECTING INDIVIDUALS TO ESSENTIAL CARE, SERVICES, AND COMMUNITY RESOURCES THROUGH RELIABLE NON-EMERGENCY TRANSPORTATION

Transportation Services in Maine provide non-emergency rides for individuals enrolled in MaineCare (Medicaid) and various waiver programs to access medical appointments, waiver-approved services, and community integration activities. These services play a critical role in ensuring that people with disabilities, seniors, and those with chronic health conditions can participate in healthcare, habilitation, and daily life with dignity and independence.

1. GOVERNING AGENCIES

Agency: Maine Department of Health and Human Services (DHHS) — Office of MaineCare Services (OMS)

Role: Administers Medicaid transportation coverage and oversees enrollment of Non-Emergency Transportation (NET) brokers and providers

Agency: Regional Coordinating Agencies (RCAs)

Role: Manage ride coordination, mileage reimbursement, and vendor dispatching within assigned service areas

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Ensures transportation under Medicaid complies with federal access and cost-effectiveness standards

2. TRANSPORTATION SERVICE OVERVIEW

Non-Emergency Medical Transportation (NEMT) provides free or reimbursed transport to covered healthcare services, including:

• Primary and specialty medical appointments

• Behavioral health and counseling sessions

• Waiver-authorized community and habilitation activities

• Dialysis, chemotherapy, and adult day programs

• Dental, vision, and other approved health services

Maine uses a brokered model, meaning transportation requests and dispatching are handled through regional brokers—not directly billed by independent drivers or agencies.

Approved services may include:

• Curb-to-curb or door-to-door rides using passenger vehicles, wheelchair vans, or accessible vehicles

• Gas mileage reimbursement for qualified friends or family drivers

• Bus fare and transit ticket distribution

• Coordination with ride-share programs or contracted vendors

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business with the Maine Secretary of State

• Obtain IRS EIN and, if required, an NPI (for waiver-billable services)

• Apply to become a transportation vendor through the regional broker system

• Submit vehicle registration, insurance, inspection reports, and driver background checks

• Ensure all drivers meet Maine’s safety and screening requirements

• Maintain general liability, commercial auto, and passenger insurance

• Develop a Transportation Policy & Procedure Manual with HIPAA and safety protocols

4. PROVIDER ENROLLMENT PROCESS

Step 1: Register as a Vendor with the Regional Broker

MaineCare contracts with the following regional NET brokers:

• Modivcare (formerly LogistiCare) – Most regions statewide

• Contact: https://www.modivcare.com/ | 1-877-659-1302

• Review service area maps and register based on your region

Step 2: Submit Required Credentials

• Driver license and background checks

• Vehicle inspections and maintenance records

• Insurance and proof of coverage

• Business registration and W-9

Step 3: Complete Broker Training and Orientation

• Attend virtual or in-person sessions on ride scheduling, time logs, and claims submission

• Obtain login credentials for the dispatch portal

Step 4: Start Accepting Trips

• Accept ride offers via dispatch portal or phone

• Document pick-up/drop-off times and participant signatures

• Submit invoices or use broker’s trip-tracking system

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or sole proprietorship filing

• IRS EIN (and NPI, if providing waiver-funded transport)

• Valid driver’s licenses for all staff

• Background checks and MVR reports

• Proof of liability, auto, and passenger insurance

• Transportation Services Policy & Procedure Manual, including:

  • Scheduling and dispatch procedures

  • Participant safety and assistance protocols

  • HIPAA and rider confidentiality policies

  • Incident response and vehicle emergency procedures

  • Daily logs, trip sheets, and mileage verification templates

  • Staff onboarding, time tracking, and vehicle maintenance logs

6. STAFFING REQUIREMENTS

Role: Transportation Driver / DSP (for Waiver Trips)

Requirements: Valid Maine driver’s license; clean driving record; background check clearance; customer service or care experience (preferred); CPR/First Aid (optional but preferred)

Role: Scheduler / Dispatcher (Agency-Based)

Requirements: Experience in transportation logistics, dispatch software, and compliance documentation

Training Requirements:

• HIPAA and rider confidentiality

• Defensive driving and passenger safety

• Wheelchair securement and lift operations

• Elderly and disability sensitivity training

• Emergency procedures and reporting

7. MAINECARE WAIVER & TRANSPORTATION PROGRAMS

Covered under:

• MaineCare NET Program (State Plan benefit) — covers transport to Medicaid-billable medical services

• Section 19, 20, 21, and 29 Waivers — community integration or habilitation-related transportation when approved in ISP

• Section 65 Behavioral Health Services — NEMT access for mental health and substance use appointments

• Money Follows the Person (MFP) — transition-related transport to housing or care services

Modes of transport include:

• Private car (agency fleet or contracted vendor)

• Accessible van or wheelchair van

• Public bus or shuttle

• Personal vehicle (mileage reimbursement)

8. TIMELINE TO LAUNCH

Phase: Business Registration and Insurance Setup

Timeline: 2–4 weeks

Phase: Broker Registration and Documentation Review

Timeline: 30–45 days

Phase: Driver Hiring and Vehicle Inspection

Timeline: 1–2 weeks

Phase: Orientation and Trip Activation

Timeline: Rolling, based on broker approval and rider demand

9. CONTACT INFORMATION

MaineCare Provider Enrollment Portal

Website: https://mainecare.maine.gov

Modivcare (Main NET Broker)

Website: https://www.modivcare.com

Phone: 1-877-659-1302 (Provider Services)

Maine DHHS — Office of MaineCare Services

Website: https://www.maine.gov/dhhs/oms

Maine Department of Transportation — Volunteer Driver Resources

Website: https://www.maine.gov/mdot

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

WCG helps transportation providers, DSP agencies, and independent operators launch Medicaid-compliant non-emergency transport services in partnership with brokers and waiver programs.

Scope of Work:

• Broker registration and credentialing support

• Policy & Procedure Manual creation

• Vehicle log templates and scheduling tools

• HIPAA and incident reporting forms

• Time tracking and trip verification logs

• Medicaid reimbursement strategy for waiver-funded community transportation

Continue To Our Client Portal To Get Started

Our Client Portal offers a wealth of resources that you can explore related to various programs and state requirements.