Transportation Services in Illinois support individuals who require non-emergency, non-medical or medical transportation to access healthcare, employment, education, and community activities. These services are authorized under the Illinois Medicaid State Plan, Home and Community-Based Services (HCBS) Waiver programs, and specialized transportation initiatives, helping participants maintain independence and community integration.

1. Governing Agencies

Agency: Illinois Department of Healthcare and Family Services (HFS)
Role: Administers Medicaid Non-Emergency Transportation (NET) and waiver-based Transportation Services, oversees provider enrollment, and ensures service quality and billing compliance

Agency: Illinois Department of Human Services (DHS) — Division of Developmental Disabilities (DDD) and Division of Rehabilitation Services (DRS)
Role: Coordinates transportation authorizations under waiver programs and monitors compliance with service delivery standards

Agency: Centers for Medicare & Medicaid Services (CMS)
Role: Provides federal oversight ensuring Medicaid-funded Transportation Services meet HCBS person-centered planning, safety, and quality standards

​

2. Transportation Service Overview

Transportation Services ensure eligible participants can access essential services and activities safely when they are unable to drive or utilize conventional transportation options.

Approved providers may deliver:

• Non-Medical Transportation: Transportation to employment sites, adult day programs, therapy sessions, education/training programs, and community activities
• Non-Emergency Medical Transportation (NEMT): Transportation to Medicaid-covered healthcare appointments, treatments, and evaluations
• Door-to-door or curb-to-curb services based on the participant’s needs
• Wheelchair-accessible transportation for individuals with mobility limitations
• Escort services (when medically or behaviorally necessary)

All transportation must align with the participant’s Individualized Service Plan (ISP) or authorized through a Medicaid transportation broker.

​

3. Licensing & Provider Approval Requirements

Prerequisites:

• Register business entity with the Illinois Secretary of State
• Obtain EIN from the IRS and NPI (Type 2)
• Obtain necessary Transportation Company License (Public Carrier Certificate through the Illinois Commerce Commission [ICC]) if operating specialized vehicles
• Enroll as a Medicaid Transportation Provider through the Illinois Medicaid Provider Enrollment Portal (IMPACT system)
• Maintain vehicle liability insurance, general liability insurance, and worker’s compensation insurance (if applicable)
• Ensure all vehicles meet Illinois Department of Transportation (IDOT) safety standards and undergo regular inspections
• Develop policies for participant safety, driver training, incident reporting, emergency procedures, and infection control
• Ensure drivers meet background checks, drug screenings, driver’s license verification, and specialized training requirements

​

4. Illinois Provider Enrollment Process

Initial Interest and Application:

• Submit Provider Enrollment Application through the IMPACT system for Transportation Services under Medicaid State Plan or waiver-funded transportation

Application and Documentation Submission:

• Submit Articles of Incorporation, proof of EIN/NPI, vehicle documentation, insurance certificates, driver credentialing records, and transportation service policies

Program Readiness Review:

• DHS and/or HFS review transportation readiness, including vehicle inspections, driver training records, participant safety protocols, and Medicaid billing processes

Approval & Medicaid Enrollment:

• Upon approval, providers are assigned billing codes for mileage-based or trip-based reimbursement

5. Required Documentation

• Articles of Incorporation or Business License (Illinois Secretary of State)
• IRS EIN confirmation
• NPI confirmation
• Illinois Commerce Commission (ICC) license (if applicable)
• Proof of vehicle liability, general liability, and professional liability insurance

Transportation Services Policy & Procedure Manual including:

• Participant intake, trip scheduling, and service authorization procedures
• Vehicle maintenance, inspection, and safety procedures
• Driver hiring, training, credentialing, and supervision protocols
• Incident reporting, emergency preparedness, and participant protection standards
• HIPAA compliance and participant confidentiality policies
• Medicaid billing documentation and service log tracking systems

​

6. Staffing Requirements

Role: Transportation Program Manager / Supervisor
Requirements: Experience in transportation operations or healthcare transportation management preferred; background clearance; knowledge of Medicaid transportation standards

Role: Drivers / Transportation Specialists
Requirements: Valid Illinois driver’s license; clean driving record; CPR/First Aid certification preferred; completion of wheelchair securement and defensive driving training; background screening and drug screening clearance

All staff must complete:

• Participant safety and disability awareness training
• Emergency response and incident reporting training
• HIPAA compliance and participant confidentiality training
• Annual driving record reviews and ongoing professional development

​

7. Medicaid Waiver Programs and State Plan Coverage

Transportation Services are reimbursed through:

Illinois Medicaid State Plan Non-Emergency Transportation Program: Administered by First Transit (broker) for medical transportation

HCBS Waivers: Providing non-medical transportation to enhance community access, including:

• Adults with Developmental Disabilities Waiver
• Children and Young Adults with Developmental Disabilities Waiver
• Persons with Brain Injury (BI) Waiver
• Persons with Disabilities (PD) Waiver

Approved providers may deliver:

• Scheduled rides to medical appointments, employment sites, community activities, or educational programs
• Wheelchair-accessible or specialized transport services
• Group or individual transportation based on service plans

​

8. Timeline To Launch

Phase: Business Formation, Licensing, and Vehicle Setup
Timeline: 1–3 months

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

Phase: IMPACT Medicaid Provider Enrollment and Readiness Review
Timeline: 60–90 days

Phase: Medicaid Billing Setup and Transportation Service Launch
Timeline: 30–45 days

​

9. Contact Information

Illinois Department of Healthcare and Family Services (HFS)
Website: https://www.hfs.illinois.gov/

Illinois Department of Human Services (DHS)
Website: https://www.dhs.state.il.us/

Illinois Commerce Commission (ICC) — Transportation Division
Website: https://www.icc.illinois.gov/transportation/

Centers for Medicare & Medicaid Services (CMS)
Website: https://www.cms.gov/

​​

​​​​​​​​​​​​​​​10. Scope of Work

• Business registration, ICC licensing (if needed), Medicaid enrollment, and broker credentialing support
• Development of Transportation Services Policy & Procedure Manual
• Staff credentialing templates, trip logs, vehicle inspection templates, and emergency procedures manuals
• Medicaid billing system setup and audit-ready claims management
• Website, domain, and professional branding support
• Trip scheduling templates, fleet management guidance, and safety training programs
• Quality assurance systems for transportation service tracking and incident reporting
• Partnership development with waiver service agencies, case managers, and healthcare providers

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

We assist non-emergency transportation companies, home care agencies, and community-based providers in launching Medicaid-compliant Transportation Services across Illinois.