Transportation Services in Indiana support individuals who are unable to drive or use conventional public transportation due to disabilities, chronic conditions, or aging-related challenges. These services are authorized under Indiana Medicaid State Plan and Home and Community-Based Services (HCBS) Waiver programs and help ensure access to medical appointments, work, day programs, and community participation.

1. GOVERNING AGENCIES

Agency: Indiana Family and Social Services Administration (FSSA) — Office of Medicaid Policy and Planning (OMPP)
Role: Administers Medicaid funding for Non-Emergency Medical Transportation (NEMT) and waiver-funded transportation services; oversees provider enrollment and reimbursement

Agency: Indiana Division of Disability and Rehabilitative Services (DDRS) and Division of Aging
Role: Authorizes and monitors transportation services under HCBS Waivers

Agency: Centers for Medicare & Medicaid Services (CMS)
Role: Provides federal oversight ensuring Medicaid-funded Transportation Services meet HCBS requirements and support person-centered care and community integration

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2. TRANSPORTATION SERVICE OVERVIEW

Transportation Services provide non-emergency rides for eligible individuals to and from Medicaid-approved destinations. These rides may support medical care, employment, education, community participation, or day programs.

Approved providers may deliver:

• Non-Medical Transportation (waiver-funded): To adult day services, supported employment, volunteer activities, social and recreational outings
• Non-Emergency Medical Transportation (State Plan): To Medicaid-covered medical appointments, therapy, pharmacy visits, or evaluations
• Individual or group rides based on participant needs
• Wheelchair-accessible vehicle transport for participants with mobility impairments
• Curb-to-curb or door-to-door service depending on level of need

All services must align with the participant’s Individualized Support Plan (ISP) or service authorization and comply with Medicaid transportation requirements.

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3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business entity with the Indiana Secretary of State
• Obtain EIN from the IRS and NPI (Type 2)
• Enroll as a Medicaid Transportation Provider through the Indiana Medicaid Provider Enrollment Portal
• Obtain any required transportation or for-hire licenses (if operating specialty vehicles)
• Maintain vehicle liability, general liability, and commercial auto insurance
• Ensure vehicles meet Indiana Department of Transportation (IDOT) and ADA accessibility requirements
• Develop transportation policies for safety, maintenance, emergency response, and participant protections
• Ensure drivers meet background checks, drug testing, and training standards

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4. INDIANA PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

Submit Provider Enrollment Application through the Indiana Medicaid Portal for either:

• Waiver Transportation Services
• NEMT Broker credentialing (via Southeastrans or other broker, if under State Plan)

Application and Documentation Submission:

• Provide Articles of Incorporation, EIN/NPI confirmation, insurance certificates, vehicle registration and inspection documents, driver credentialing documentation, and transportation service policies

Program Readiness Review:

• FSSA or broker reviews provider qualifications, safety standards, staff credentials, and documentation processes

Approval & Medicaid Enrollment:

• Upon approval, providers are authorized to bill Medicaid for mileage- or trip-based transportation under waiver codes or broker-managed NEMT codes

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5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License
• IRS EIN confirmation
• NPI confirmation
• Proof of general liability, commercial auto, and vehicle insurance
• Vehicle inspection and maintenance logs

Transportation Services Policy & Procedure Manual including:

• Trip scheduling and dispatch procedures
• Vehicle cleaning, maintenance, and emergency response protocols
• ADA compliance, loading/unloading protocols, and driver-passenger interaction rules
• Participant rights, HIPAA compliance, and incident reporting procedures
• Driver credentialing, license verification, and ongoing training logs
• Medicaid billing documentation and trip verification logs

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6. STAFFING REQUIREMENTS

Role: Transportation Program Manager / Supervisor
Requirements: Experience in transportation logistics or health-related transport preferred, background clearance

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

All staff must complete:

• HIPAA and participant confidentiality training
• Abuse prevention and emergency procedures training
• Defensive driving and ADA vehicle operation training
• Annual driving record checks and vehicle safety refreshers

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7. MEDICAID WAIVER PROGRAMS AND STATE PLAN COVERAGE

Transportation Services are reimbursable through:

HCBS Waiver Programs:

• Community Integration and Habilitation (CIH) Waiver
• Family Supports Waiver (FSW)
• Aged and Disabled (A&D) Waiver
• Traumatic Brain Injury (TBI) Waiver

Indiana Medicaid State Plan:

• Non-Emergency Medical Transportation (broker-managed)

Approved providers may deliver:

• Waiver-authorized community integration transport
• Daily roundtrip transportation to adult day services or supported employment
• Rides to medical appointments under State Plan coverage

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8. TIMELINE TO LAUNCH

Phase: Business Formation, Vehicle Acquisition, and Safety Policy Development
Timeline: 1–2 months

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

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

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

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9. CONTACT INFORMATION

Indiana Family and Social Services Administration (FSSA) — Office of Medicaid Policy and Planning (OMPP)
Website: https://www.in.gov/fssa/ompp/

Southeastrans (NEMT Broker)
Website: https://southeastrans.com/indiana/

Indiana Medicaid Provider Portal
Website: https://www.in.gov/medicaid/providers/

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

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10. SCOPE OF WORK

• Business registration, Medicaid and broker enrollment, and licensing guidance
• Development of Transportation Services Policy & Procedure Manual
• Staff credentialing templates, trip logs, route planning systems, and emergency protocols
• Medicaid billing system setup and claims management assistance
• Website, domain, and professional branding development
• ADA compliance templates and vehicle inspection checklists
• Quality assurance systems for service tracking, driver monitoring, and satisfaction surveys
• Referral development with waiver providers, case managers, and hospitals