1. Program Definition and Services

Non-Medical Transportation (NMT) Services in Oklahoma provide specialized ambulatory and wheelchair-accessible transit to children and adults with developmental, physical, or age-related disabilities. Operating strictly to support community inclusion, this program guarantees safe passage to non-medical destinations such as competitive employment, day habilitation programs, volunteer sites, and civic events. Services include:

• In-Home Personal Care (Assisted Boarding & Individual Transit): Providing direct physical assistance and point-to-point transit from within the individual’s private threshold (individual vehicle transfers, securing specialized wheelchair tie-downs, operating automated hydraulic passenger lifts, and managing portal-to-portal passenger safety)
• Residential Personal Care (Group Logistics & Route Training): Organizing multi-passenger runs and independent community transit models to secure stable residential inclusion (coordinating shared group commutes to integrated vocational hubs, mapping recurring routes for community day programs, and managing transit-based behavior management plans)

2. Regulations

• Oklahoma Administrative Code (OAC) Rule 317:40-5-103 (DDS Individual and Public Transportation Standards)
• OAC Rule 317:35-17-3 (ADvantage Waiver Non-Medical Mobility Provisions)
• Oklahoma Statutes Title 47 (Oklahoma Motor Vehicle and Highway Safety Laws)
• Federal HCBS Settings Final Rule (42 CFR § 441.301)

3. Licensing or Certification

Providers do not operate under medical facility licenses but must secure formal Waiver Transportation Vendor Certification from the Oklahoma Department of Human Services (OKDHS) Developmental Disabilities Services (DDS) or Aging Services divisions. Companies must also maintain local vehicle/livery credentials where municipal ordinances dictate compliance.

4. Responsible State Agency

The Oklahoma Health Care Authority (OHCA) administers SoonerCare (Medicaid) structural rules, processes electronic claims, and establishes reimbursement models. The OKDHS DDS and Aging Services divisions manage individual plan utilization, approve maximum mileage limits, and audit vehicle log accuracy.

5. Application Process

Agencies submit an explicit transit capability and vehicle asset layout packet to the OKDHS DDS Provider Enrollment branch. Following satisfactory equipment inspections and credential validation, the company completes electronic registration via the secure online Oklahoma SoonerCare Provider Portal to link their certified NMT specialty codes to their active Medicaid contract.

6. Required Documentation

• Oklahoma Secretary of State business formation filings (Articles of Organization/Incorporation)
• Federal EIN and an Organizational Type 2 National Provider Identifier (NPI)
• Proof of high-limit commercial auto liability and general liability insurance policies
• Certified vehicle inspection forms documenting optimal structural and lift mechanics
• Comprehensive NMT Policy and Procedure Manual (detailing fleet maintenance, severe weather protocols, passenger safety, and dispatch tracking)
• Verified Oklahoma State Bureau of Investigation (OSBI) criminal backgrounds and Motor Vehicle Reports (MVRs) for all drivers

7. Timeline for Approval

The end-to-end operational setup, fleet documentation verification, and SoonerCare system link typically spans 2 to 4 months, heavily reliant on insurance processing velocity and regional OKDHS administrative review queues.

8. Pre-Application Process

Before initiating state portal profiles, agencies must legally incorporate with the Oklahoma Secretary of State, purchase robust commercial auto insurance riders that cover the transit of vulnerable passengers, buy functional adaptive equipment, and clear clean driving profiles through the Department of Public Safety (DPS).

9. Pre-Application Training

All dispatchers, administrative leaders, and vehicle operators must complete localized compliance modules. Fleet drivers must finish specialized Defensive Driving courses, pass physical Passenger Assistance Safety and Security (PASS) training, and receive orientation on DDS Incident Reporting (IR) mechanics prior to transporting waiver participants.

10. Additional Notes

• Strict Documentation Mandates: Every trip log must explicitly state the service date, passenger name, exact odometer readings at both starting and destination points (or GPS calculations), and the precise purpose of the trip.
• No Miles Duplication: Providers are strictly prohibited from claiming mileage reimbursement for more than one member per vehicle at the same time or for the same miles, except under specific, pre-authorized public or shared group rate models.
• Passenger Seatbelt Policy: All direct-care transportation personnel must visually verify and ensure that all transported members are fully secured in appropriate, functioning safety belts or wheelchair tie-down systems during transit.
• Funding Exclusions: Non-medical transit funding is legally restricted from covering any trip where the participant is not physically inside the vehicle, nor can it duplicate medical transport routes actively covered under the SoonerRide non-emergency medical transportation (NEMT) broker contract.

Why Choose Waiver Consulting Group? 

Starting or expanding your Medicaid waiver-funded agency can feel overwhelming, but it doesn't have to be. At Waiver Consulting Group, we simplify the process by guiding you through licensing, compliance, provider enrollment, policies & procedures, and regulatory approvals in any state. 

With proven expertise, a structured process, and ongoing support, we take the guesswork out of launching your healthcare business. Whether you're a first-time entrepreneur or an established provider looking to expand, our team ensures you stay compliant, competitive, and fully operational.

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