Transportation Assistance Services in Kansas help individuals with disabilities, chronic conditions, or age-related limitations access essential healthcare, therapy appointments, and community services. These services are covered under Kansas Medicaid (KanCare) through the Non-Emergency Medical Transportation (NEMT) program and authorized under certain Home and Community-Based Services (HCBS) waiver programs.

1. GOVERNING AGENCIES

Agency: Kansas Department of Health and Environment (KDHE) — Division of Health Care Finance
Role: Oversees Medicaid transportation policy and contracts with transportation brokers

Agency: Kansas Department for Aging and Disability Services (KDADS)
Role: Coordinates HCBS waiver service definitions, including transportation-related supports

Agency: Managed Care Organizations (MCOs) under KanCare
Role: Authorize NEMT and HCBS transportation services and manage provider payments

Agency: Centers for Medicare & Medicaid Services (CMS)
Role: Provides federal oversight ensuring transportation services meet access-to-care requirements under Medicaid

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2. TRANSPORTATION SERVICE OVERVIEW

Transportation Assistance Services are intended to ensure participants can access essential services such as medical appointments, therapy, day programs, employment supports, or other authorized destinations in their Individualized Service Plan (ISP).

Approved providers may deliver:

• Non-Emergency Medical Transportation (NEMT) to Medicaid-covered appointments
• HCBS-authorized transportation to waiver services, therapies, or structured activities
• Door-to-door or curb-to-curb service
• Mileage reimbursement for authorized family, staff, or independent drivers
• Accessible vehicle transport for individuals using wheelchairs or mobility devices
• Accompanied travel support when needed for safety or supervision

All services must be documented and authorized in the participant’s ISP or Plan of Care and scheduled through the appropriate MCO or transportation broker when required.

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3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register your business with the Kansas Secretary of State
• Obtain EIN from the IRS and NPI (Type 2)
• Enroll as a Medicaid provider via Kansas Medical Assistance Program (KMAP)
• Contract with KanCare transportation brokers (e.g., Modivcare) and MCOs for HCBS transportation
• Maintain commercial auto insurance and general liability coverage
• Comply with Kansas vehicle safety standards and ADA guidelines
• Develop policies covering vehicle maintenance, driver screening, incident reporting, and participant safety

4. KANSAS PROVIDER ENROLLMENT PROCESS

Step 1: Medicaid Provider Enrollment

• Apply via KMAP to become a transportation provider
• Register with the transportation broker (currently Modivcare) for NEMT services
• Coordinate HCBS-specific transportation authorizations with KanCare MCOs

Step 2: Documentation and Readiness

• Submit business documents, driver credentials, insurance certificates, fleet details, and policies

Step 3: MCO Credentialing and Trip Scheduling Setup

• Finalize contracts and activate billing codes or trip authorization procedures

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5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License (Kansas Secretary of State)
• IRS EIN confirmation
• NPI confirmation
• Proof of commercial auto, general liability, and driver coverage insurance

Transportation Assistance Policy & Procedure Manual including:

• Driver hiring, credentialing, and supervision protocols
• Vehicle maintenance schedules and safety inspection checklists
• Participant safety, securement, and supervision procedures
• HIPAA compliance, incident reporting, and grievance resolution
• Trip logs, mileage reports, and audit-ready billing documentation

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6. STAFFING REQUIREMENTS

Role: Transportation Program Manager / Dispatcher
Requirements: Experience with logistics, scheduling, or transportation services, background check clearance

Role: Drivers / Transportation Aides
Requirements: Valid driver’s license with clean driving record, CPR/First Aid certification recommended, wheelchair securement training (for accessible transport), background check clearance

All staff must complete:

• HIPAA and participant confidentiality training
• Defensive driving and emergency preparedness training
• Abuse prevention and transport documentation training
• ADA transportation and securement protocol training

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7. MEDICAID PROGRAMS & HCBS WAIVERS

Transportation Services are reimbursable under:

• Kansas Medicaid State Plan via the NEMT program (Modivcare brokered)

HCBS Waivers (for community-based services):

• Intellectual/Developmental Disability (IDD) Waiver
• Physical Disability (PD) Waiver
• Brain Injury (BI) Waiver
• Frail Elderly (FE) Waiver
• Autism Waiver
• Technology Assisted (TA) Waiver (when specified)

Approved services may include:

• Scheduled rides to medical appointments, day services, and therapies
• Staff or agency-provided transportation for waiver-related community outings
• Reimbursement for qualified mileage-based transport

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8. TIMELINE TO LAUNCH

Phase: Business Registration and Insurance Setup
Timeline: 1–2 months

Phase: Driver Hiring, Credentialing, and Fleet Setup
Timeline: 1–2 months

Phase: Medicaid Enrollment and Broker/MCO Credentialing
Timeline: 60–90 days

Phase: Billing System and Trip Scheduling Activation
Timeline: 30–45 days

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9. CONTACT INFORMATION

Kansas Department for Aging and Disability Services (KDADS)
Website: https://kdads.ks.gov

Kansas Department of Health and Environment (KDHE)
Website: https://www.kdhe.ks.gov

Kansas Medical Assistance Program (KMAP)
Website: https://www.kmap-state-ks.us

Modivcare (NEMT Broker):
Website: https://www.modivcare.com

KanCare MCOs:

Sunflower Health Plan: https://www.sunflowerhealthplan.com

UnitedHealthcare Community Plan: https://www.uhccommunityplan.com/ks

Aetna Better Health of Kansas: https://www.aetnabetterhealth.com/kansas

Waiver Consulting Group supports NEMT companies, HCBS agencies, and specialized transit providers in launching Medicaid-compliant Transportation Assistance Services across Kansas.