VEHICLE MODIFICATION SERVICES PROVIDER IN NORTH CAROLINA

ENHANCING MOBILITY AND ACCESSIBILITY THROUGH CUSTOMIZED VEHICLE ADAPTATIONS

Vehicle Modification Services in North Carolina help individuals with disabilities or mobility challenges by providing vehicle adaptations that enhance independence and safety. These services include evaluating individual needs, acquiring adaptive equipment, and customizing vehicles for safe use. Vehicle Modification Services are authorized under North Carolina Medicaid Home and Community-Based Services (HCBS) Waiver programs.

1. GOVERNING AGENCIES

Agency: North Carolina Department of Health and Human Services (NCDHHS)

Role: Administers Medicaid waiver funding for Vehicle Modification Services and oversees provider enrollment, service authorization, and reimbursement.

Agency: North Carolina Division of Health Benefits (NC Medicaid)

Role: Manages Medicaid waiver services and oversees Medicaid provider participation.

Agency: North Carolina Division of Vocational Rehabilitation Services (NCDVRS)

Role: Supports mobility-related modifications to enhance employment opportunities.

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight to ensure Medicaid-funded Vehicle Modification Services meet quality, safety, and person-centered care standards.

2. VEHICLE MODIFICATION SERVICES OVERVIEW

Vehicle Modification Services are designed to enhance mobility and safety for individuals with disabilities, enabling them to travel independently or with minimal assistance.

Approved providers may deliver:

• Needs Assessment: Evaluating mobility requirements and functional abilities.

• Vehicle Adaptation Planning: Identifying the best modifications based on the individual’s needs.

• Installation of Adaptive Equipment: Including wheelchair lifts, hand controls, and transfer seats.

• Custom Vehicle Modifications: Lowered floors, ramps, steering adaptations, and accessible seating.

• Safety Enhancements: Adding harness systems, grab bars, and seatbelt adjustments.

• Maintenance and Repairs: Ensuring long-term functionality of adaptive equipment.

• Driver Training: Educating users on safe operation of modified vehicles.

• Documentation: Maintaining detailed records of assessments, installations, and maintenance.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register the business entity with the North Carolina Secretary of State.

• Obtain EIN from the IRS and NPI (Type 2).

• Enroll as a Medicaid Waiver Vehicle Modification provider via the NCTracks Provider Portal.

• Maintain general liability, professional liability, and vehicle modification insurance.

• Develop policies for modification planning, installation, and safety compliance.

• Ensure staff complete required background checks, health screenings, and training in vehicle adaptation.

4. NORTH CAROLINA PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

• Complete the Provider Enrollment Application via the NCTracks Portal for Vehicle Modification Services under HCBS waivers.

Application and Documentation Submission:

• Submit Articles of Incorporation, proof of EIN/NPI, insurance certificates, modification policies, and staff training documentation.

Program Readiness Review:

• NCDHHS and NCDVRS evaluate provider readiness, including modification protocols, safety standards, and staff qualifications.

Approval & Medicaid Enrollment:

• Upon approval, providers are authorized to bill Medicaid for Vehicle Modification Services using designated billing codes.

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License (North Carolina Secretary of State)

• IRS EIN confirmation

• NPI confirmation

• Proof of general and professional liability insurance

• Vehicle Modification Policy & Procedure Manual including:

  • Needs assessment and customization protocols

  • Safety inspection and quality assurance procedures

  • Staff credentialing, background checks, and ongoing training records

  • Documentation standards for modification tracking and Medicaid billing

  • HIPAA compliance, participant rights, and grievance handling

  • Emergency response and equipment failure protocols

  • Quality assurance and compliance monitoring

6. STAFFING REQUIREMENTS

Role: Vehicle Modification Program Director

Requirements: Bachelor’s or Master’s degree in rehabilitation engineering, mechanical engineering, or healthcare administration; experience in adaptive technology and program management.

Role: Vehicle Adaptation Specialists

Requirements: Certification in mobility equipment installation and customization; experience in adaptive vehicle modifications.

Role: Maintenance Technicians

Requirements: Experience in adaptive equipment maintenance, safety inspections, and repairs; certification from National Mobility Equipment Dealers Association (NMEDA) preferred.

All staff must complete:

• Training in adaptive vehicle modification, safety protocols, and user education

• HIPAA compliance and participant rights education

• Annual competency evaluations and ongoing professional development

• Safety, emergency response, and vehicle adaptation training

• Documentation and record-keeping best practices

7. MEDICAID WAIVER PROGRAMS

Vehicle Modification Services are available under the following North Carolina Medicaid Waivers:

• Innovations Waiver

• Community Alternatives Program for Disabled Adults (CAP/DA)

• Community Alternatives Program for Children (CAP/C)

• Traumatic Brain Injury (TBI) Waiver

• Home and Community-Based Services (HCBS) Waiver

8. TIMELINE TO LAUNCH

Phase: Business Formation and Compliance Preparation

Timeline: 1–2 months

Phase: Staff Hiring, Credentialing, and Program Development

Timeline: 2–3 months

Phase: North Carolina Medicaid Provider Enrollment and Readiness Review

Timeline: 60–90 days

Phase: Medicaid Billing Setup and Vehicle Modification Service Launch

Timeline: 30–45 days

9. CONTACT INFORMATION

North Carolina Department of Health and Human Services (NCDHHS)

Website: https://www.ncdhhs.gov/

NCTracks Provider Enrollment Portal

Website: https://www.nctracks.nc.gov/

North Carolina Division of Vocational Rehabilitation Services (NCDVRS)

Website: https://www.ncdhhs.gov/divisions/dvrs

North Carolina Division of Health Benefits (NC Medicaid)

Website: https://medicaid.ncdhhs.gov/

Centers for Medicare & Medicaid Services (CMS)

Website: https://www.cms.gov/

WAIVER CONSULTING GROUP’S START-UP ASSISTANCE SERVICE — NORTH CAROLINA VEHICLE MODIFICATION SERVICES PROVIDER

WCG supports agencies in launching Medicaid-compliant Vehicle Modification Services in North Carolina, offering:

Scope of Work:

• Business registration, Medicaid enrollment, and licensing assistance

• Policy manual development for adaptive vehicle modification and safety compliance

• Staff credentialing, training program templates, and compliance documentation

• Medicaid billing setup and audit-prepared financial management

• Branding, website development, and client outreach strategies

• Quality assurance systems for vehicle modification and compliance monitoring

• Collaboration with rehabilitation engineers, healthcare providers, and community organizations

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.