Transportation Assistance Services in Arkansas support individuals with developmental disabilities by helping them access waiver services, medical appointments, employment, and community activities. These services are offered under the Community and Employment Supports (CES) Waiver and are critical to promoting independence, inclusion, and continuity of care.

1. GOVERNING AGENCIES

Agency: Arkansas Department of Human Services (DHS) – Division of Developmental Disabilities Services (DDS)
Role: Approves CES Waiver providers offering transportation services and ensures regulatory compliance

Agency: Arkansas Medicaid / Division of Medical Services (DMS)
Role: Administers provider enrollment and Medicaid reimbursement for CES Waiver transportation services

Agency: Centers for Medicare & Medicaid Services (CMS)
Role: Provides federal oversight and ensures transportation services align with HCBS community integration standards

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2. TRANSPORTATION SERVICE OVERVIEW

Transportation Assistance Services provide non-emergency, door-to-door support to help individuals attend authorized waiver services and activities included in their ISP. Services may be provided directly or coordinated with third-party drivers.

Approved providers may deliver:

• Transportation to and from habilitation, employment, or day programs
• Mileage-based reimbursement for agency-provided rides
• Supervised, scheduled rides aligned with ISP goals
• Vehicle safety inspections and maintenance tracking
• Driver credential verification and training
• Documentation of mileage, trip purpose, and client attendance

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3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register your business with the Arkansas Secretary of State
• Obtain EIN from the IRS and NPI (Type 2)
• Submit CES Waiver Provider Application to DDS
• Enroll through the Arkansas Medicaid Provider Portal
• Maintain commercial vehicle insurance and fleet registration
• Have documented policies for vehicle safety, maintenance, and incident response
• Hire drivers with valid licenses, background checks, and appropriate training

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4. PROVIDER ENROLLMENT PROCESS

Step 1: Medicaid Provider Enrollment

• Apply through the Arkansas Medicaid Provider Portal
• Submit business documents, EFT info, and designate CES Waiver services

Step 2: DDS CES Waiver Application

• Include transportation-specific policies and safety protocols
• Submit sample mileage logs, training documentation, and driver credentials

Step 3: Approval and ISP Coordination

• Once approved, coordinate with support coordinators to provide authorized transportation services per participant ISP

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5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License
• IRS EIN Letter
• NPI confirmation
• Medicaid enrollment and CES Waiver provider approval

Policy & procedure manual including:

• Vehicle maintenance and inspection logs
• Driver onboarding and training procedures
• Trip scheduling and dispatching workflows
• Mileage documentation and billing forms
• Participant rights and consent forms
• Emergency preparedness and accident protocols
• HIPAA and client confidentiality procedures
• Incident reporting and supervisory checklists

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6. STAFFING REQUIREMENTS

Role: Transportation Coordinator / Scheduler
Requirements: Experience in logistics, dispatch, or Medicaid transportation services

Role: Driver / Transportation Staff
Requirements:

• Valid Arkansas driver’s license
• Clean driving record and background check
• CPR/First Aid and defensive driving training
• Ability to support passengers with mobility challenges

Training Requirements for All Staff:

• Passenger assistance and vehicle safety
• Confidentiality and client interaction protocols
• Incident and emergency response procedures
• Annual reviews on vehicle operation, documentation, and ethics

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7. MEDICAID WAIVER SERVICES

Transportation Assistance Services are authorized under:

• Community and Employment Supports (CES) Waiver
• ARChoices in Homecare Waiver (in certain cases)
• Non-Emergency Transportation (NET) Program (separately administered through brokers)

Approved providers may deliver:

• Round-trip transportation to CES Waiver services and activities
• ISP-authorized community transportation
• Documented mileage-based reimbursement
• Coordination with case managers and service teams

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8. TIMELINE TO LAUNCH

Phase: Business Formation
Timeline: 1–2 weeks

Phase: Medicaid and CES Waiver Enrollment
Timeline: 45–90 days

Phase: Vehicle Registration and Staff Hiring
Timeline: 30–45 days

Phase: Service Scheduling and Coordination
Timeline: 2–4 weeks

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9. CONTACT INFORMATION

Arkansas Department of Human Services – Division of Developmental Disabilities Services (DDS)
Email: ddsproviderinfo@dhs.arkansas.gov
Phone: (501) 683-5687
Website: https://humanservices.arkansas.gov/about-dhs/dms/dds

Arkansas Medicaid Provider Enrollment Portal
Website: https://portal.mmis.arkansas.gov

Arkansas Department of Finance & Administration – Motor Vehicle Division
Website: https://www.dfa.arkansas.gov/motor-vehicle

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10. SCOPE OF WORK

• Business registration (LLC, EIN, NPI)
• CES Waiver and Medicaid enrollment support
• Policy & procedure manual for transportation safety and compliance
• Templates for driver logs, mileage tracking, and vehicle inspections
• Website, domain, and email setup
• Staff credentialing trackers and supervision logs
• Client intake packet, consent forms, and behavior plans
• Incident reporting systems and audit preparation tools
• Referral networking with case managers, day programs, and support coordinators

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

We help transportation providers and community agencies establish Medicaid-compliant transportation services under Arkansas’s CES Waiver program