CONNECTING INDIVIDUALS WITH DISABILITIES TO THEIR COMMUNITIES THROUGH SAFE, RELIABLE, AND PERSON-CENTERED TRANSPORTATION SUPPORT

Transportation Services in California help individuals with developmental disabilities travel to and from day programs, employment sites, medical appointments, and community activities. These services are authorized under California Regional Center programs, the Self-Determination Program (SDP), HCBS Waivers, and in some cases, through Medi-Cal Managed Care for Non-Emergency Medical Transportation (NEMT).

1. GOVERNING AGENCIES

Agency: California Department of Developmental Services (DDS)
Role: Oversees service authorization through Regional Centers and the Self-Determination Program

Agency: Regional Centers (21 statewide)
Role: Approves transportation vendors and authorizes service codes based on the Individual Program Plan (IPP)

Agency: California Department of Health Care Services (DHCS)
Role: Administers Medi-Cal transportation benefits, including NEMT and NMT

Agency: Centers for Medicare & Medicaid Services (CMS)
Role: Ensures compliance with HCBS transportation support standards

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2. TRANSPORTATION SERVICE OVERVIEW

Transportation Services ensure individuals can access critical supports while living in the community. Services may include regularly scheduled rides, on-demand pickups, or mileage reimbursement depending on the individual’s plan and funding source.

Approved providers may deliver:

• Curb-to-curb or door-to-door transportation
• Rides to programs, work, medical appointments, or community activities
• Group or individual routes
• Vehicle safety inspections and route documentation
• Driver credentialing and training
• Documentation of service dates, mileage, and individual rider logs

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3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business with the California Secretary of State
• Obtain EIN from the IRS and NPI (Type 2)
• Apply to become a vendor with a Regional Center under Service Code 880 (Transportation)
• OR enroll with a Financial Management Service (FMS) under the Self-Determination Program
• Obtain commercial auto insurance and, if needed, TCP permit from the California Public Utilities Commission (PUC)
• Maintain safety policies and fleet documentation
• Hire trained drivers with background checks and clean driving records

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4. REGIONAL CENTER VENDORIZATION PROCESS

Step 1: Contact Regional Center

Request vendor application for Transportation Services

Step 2: Submit Documentation

Include service description, route structure, safety procedures, and vehicle maintenance plan

Provide staff background checks, license/insurance copies, and incident reporting policies

Step 3: Approval and Vendor Number Assignment

Once approved, begin accepting referrals for authorized transportation routes or mileage-based services

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Fictitious Business Name (FBN)
• IRS EIN Letter
• NPI confirmation
• Vehicle registration, insurance, and inspection logs
• Regional Center vendor approval or SDP FMS affiliation

Policy & procedure manual including:

• Rider intake, consent, and scheduling
• Daily logs of riders, destinations, and arrival times
• Emergency response and incident protocols
• Staff and driver background screening procedures
• Maintenance logs and safety checklists
• Mileage tracking and billing documentation
• Confidentiality, HIPAA, and client rights policies

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6. STAFFING REQUIREMENTS

Role: Transportation Coordinator / Dispatcher
Requirements: Experience in logistics, community programs, or fleet management

Role: Driver / Transportation Aide
Requirements:

• Valid California driver’s license
• Clean driving record and background check
• CPR/First Aid certification (recommended)
• Experience with individuals with disabilities preferred

Training Requirements for All Staff:

• Passenger safety and vehicle operation
• Abuse prevention and emergency procedures
• Confidentiality and disability awareness
• Annual training in incident reporting, ethics, and documentation

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7. MEDICAID WAIVER SERVICES

Transportation Services are reimbursed under:

• Regional Center Services (Lanterman Act, IPP-aligned)
• Self-Determination Program (SDP)
• HCBS Waiver for Individuals with Developmental Disabilities
• Medi-Cal Non-Emergency Medical Transportation (NEMT) – through approved brokers or managed care plans

Approved providers may deliver:

• Pre-scheduled or recurring transportation
• Individual or group rides to authorized locations
• Mileage-based reimbursement for family or staff transports
• Compliance with California transit safety standards and client supervision needs

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8. TIMELINE TO LAUNCH

Phase: Business Formation
Timeline: 1–2 weeks

Phase: Regional Center Vendorization or FMS Enrollment
Timeline: 30–90 days

Phase: Driver Hiring and Vehicle Setup
Timeline: 30–45 days

Phase: Referral Activation and Route Scheduling
Timeline: 2–4 weeks

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9. CONTACT INFORMATION

California Department of Developmental Services (DDS)
Email: info@dds.ca.gov
Website: https://www.dds.ca.gov

Find Your Regional Center:
Website: https://www.dds.ca.gov/rc/lookup

California Department of Health Care Services (DHCS) – Medi-Cal Transportation
Website: https://www.dhcs.ca.gov/services/Pages/Medi-CalTransport.aspx

California Public Utilities Commission (PUC) – TCP Permits
Website: https://www.cpuc.ca.gov/tcpinfo

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10. SCOPE OF WORK

• Business registration (LLC, EIN, NPI)
• Regional Center vendor application or SDP enrollment support
• Policy & procedure manual for driver safety, routing, and documentation
• Templates for mileage logs, rider checklists, and incident reports
• Website, domain, and email setup
• Staff credentialing trackers and supervision logs
• Client intake packet, consent forms, and emergency protocols
• Incident reporting systems and audit preparation tools
• Referral networking with day programs, families, and support coordinators