ENSURING SAFE, RELIABLE ACCESS TO MEDICAL CARE, COMMUNITY PROGRAMS, AND DAILY ACTIVITIES FOR INDIVIDUALS WITH DISABILITIES AND AGING NEEDS

1. GOVERNING AGENCIES

Agency: Connecticut Department of Social Services (DSS)
Role: Oversees Medicaid-funded transportation programs and waiver reimbursements

Agency: Connecticut Department of Developmental Services (DDS)
Role: Authorizes and coordinates transportation services for individuals receiving DDS waiver supports

Agency: Centers for Medicare & Medicaid Services (CMS)
Role: Ensures transportation services under Medicaid comply with federal accessibility and HCBS standards

2. TRANSPORTATION SERVICE OVERVIEW

Transportation services help individuals access essential medical appointments, day programs, employment, and community-based activities. Providers must ensure that services are timely, safe, and accessible to all riders.

Approved providers may deliver:

• Ambulatory and wheelchair-accessible transportation
• Scheduled rides to healthcare appointments or waiver-funded services
• Transportation to and from day programs, therapy, or employment sites
• Assistance boarding, exiting, and navigating to destination
• Documentation of mileage, trip logs, and individual attendance

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3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business with the Connecticut Secretary of the State
• Obtain EIN from the IRS and NPI (Type 2)
• Obtain DOT registration and commercial vehicle insurance
• Apply as a Medicaid transportation provider (if serving medical trips)
• Apply as a qualified DDS or waiver transportation provider (for day or community trips)
• Ensure all drivers pass background checks, DMV record screening, and drug testing

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4. PROVIDER ENROLLMENT PROCESS

Step 1: Business and Vehicle Setup

• Purchase or lease accessible vehicles (if serving wheelchair users)
• Install GPS, seatbelts, and emergency equipment as required by CT DOT

Step 2: DSS Medicaid Enrollment (for medical transportation)

• Enroll via the CT Medicaid Provider Enrollment Portal
• Submit business documents, DOT certification, and driver rosters

Step 3: DDS or Waiver Enrollment (for community/day transportation)

• Apply to DDS or waiver care manager teams to become a transportation vendor for clients in day programs, employment, or waiver-funded services

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5. REQUIRED DOCUMENTATION

• Articles of Incorporation or business registration
• IRS EIN Letter
• NPI confirmation
• Commercial vehicle insurance and registration
• DOT compliance documentation
• DSS or DDS provider approval letter

Policy & procedure manual including:

• Trip scheduling, logs, and driver checklists
• Rider safety, wheelchair securement, and lift operation protocols
• HIPAA-compliant rider confidentiality practices
• Emergency and incident response plans
• Complaint resolution and service quality review process
• Maintenance logs and vehicle inspection reports
• Staff credentialing, driving records, and annual evaluations

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6. STAFFING REQUIREMENTS

Role: Driver / Transportation Aide
Requirements:

• Valid Connecticut driver’s license (Class F or appropriate for vehicle type)
• Clean DMV record, background check, and drug screening
• CPR/First Aid certification (recommended)
• Experience working with older adults or individuals with disabilities preferred

Role: Dispatcher / Scheduler (for agencies)
Requirements: Strong organizational and communication skills; familiarity with Medicaid billing/log requirements

Training Requirements for All Staff:

• Passenger assistance and wheelchair securement
• Abuse prevention and mandatory reporting
• Emergency response and evacuation procedures
• Confidentiality and HIPAA compliance
• Vehicle safety and defensive driving techniques

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7. MEDICAID WAIVER SERVICES

Transportation Services are reimbursed under:

• Connecticut Medicaid Non-Emergency Medical Transportation (NEMT)
• Connecticut Home Care Program for Elders (CHCPE)
• Personal Care Assistance (PCA) Waiver
• Acquired Brain Injury (ABI) Waivers I & II
• DDS Waivers (IFS and Comprehensive)

Approved providers may deliver:

• Transportation to medical services ( doctor visits, dialysis, therapy)
• Transportation to and from day programs, job sites, or waiver-funded services
• Documentation of trip logs and service authorization compliance
• Safe, accessible rides tailored to each individual's needs

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8. TIMELINE TO LAUNCH

Phase: Business Formation
Timeline: 1–2 weeks

Phase: Vehicle Acquisition and DOT Compliance
Timeline: 2–4 weeks

Phase: Medicaid or DDS Provider Enrollment
Timeline: 30–60 days

Phase: Driver Hiring and Route Activation
Timeline: Ongoing

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9. CONTACT INFORMATION

Connecticut Department of Social Services (DSS)
Email: dss.ctmedical@ct.gov
Website: https://portal.ct.gov/DSS

Connecticut Medicaid Provider Enrollment Portal
Website: https://www.ctdssmap.com

Connecticut Department of Developmental Services (DDS)
Email: ddsct.co@ct.gov
Website: https://portal.ct.gov/dds

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10. SCOPE OF WORK

• Business registration (LLC, EIN, NPI)
• DOT and commercial compliance guidance
• DSS Medicaid and DDS provider enrollment support
• Policy & procedure manual for scheduling, safety, and documentation
• Templates for trip logs, incident reports, and driver checklists
• Website, domain, and email setup
• Staff credentialing trackers and supervision logs
• Client intake packet, consent forms, and safety instructions
• Incident reporting systems and audit preparation tools
• Referral networking with hospitals, case managers, and waiver programs

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

We help transportation companies and independent drivers become compliant Medicaid and DDS providers in Connecticut, supporting safe, accessible rides for vulnerable populations.

To get started, click the link to request portal access.