CHAPTER 3100 Transportation Services

CHAPTER 3100
SPECIFIC PROGRAM REQUIREMENTS
FOR
TRANSPORTATION SERVICES
SCOPE OF SERVICES
3101 General
Transportation Services enable waiver participants to access non-medical services, activities, resources, and organizations typically utilized by the general population. These services are only provided as independent, stand-alone waiver services when transportation is not otherwise included as an element of another waiver service. Transportation services are not intended to replace available formal or informal transit options for participants. Whenever possible, family, neighbors, friends or community agencies, which can provide this service, without charge, are to be utilized. The need for Transportation Services and the unavailability of other resources for transportation must be documented in the Individual Service Plan (ISP).
Transportation Services provide transportation for the participant to waiver services and other community services, activities, resources, and organizations typically utilized by the general population. These services include:
(1) One-way or round trips provided by Georgia licensed drivers and/or DD Service Agencies; and
(2) Transit by commercial carrier available to the community at large.
Transportation Services must not be available under the Medicaid Non-Emergency Transportation Program, State Plan, Individual with Disabilities Education Act (IDEA), or the Rehabilitation Act. These services do not include transit provided through Medicaid non-emergency transportation. Transportation Services are not available to transport an individual to school (through 12th grade). These services do not include transportation that is included as an element of another waiver service as follows:
 Community Living Support Services
 Prevocational Services
 Supported Employment Group Services
 Community Access Group or Individual Services, which entail activities and settings primarily utilized by people with
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disabilities, such as transportation to and from a Mental Retardation Service Center or other day center.
3102 Special Requirements of Participation
3102.1 Individual Provider
In addition to those conditions of participation in the Medical Assistance Program as outlined in Part I, Policies and Procedures for Medicaid/PeachCare for Kids Manual applicable to all Medicaid providers, Section 106 (General Conditions of Participation), and Part II, Chapter 600 Policies and Procedures for the COMP Program, Transportation Services providers must meet the following requirements:
1. Transportation Provided: Individual providers rendering Transportation Services provide one-way or round trip transportation for participants.
2. Individual providers of Transportation must:
a. Be 18 years or older;
b. Have a valid, Class C license as defined by the Georgia Department of Driver Services;
c. Have current mandatory insurance;
d. Have no more than two chargeable accidents, moving violations, or any DUI’s in a three (3) year period within the last five (5) years of the seven (7) year Motor Vehicle Record (MVR) period;
Transportation Services are only for participants
who do not have formal or informal transit options
available. The type and amount of Transportation
Services provided are specific to the individual
participant and detailed in his or her Individual
Service Plan. Transportation Services providers
offer any of the standard services listed in section
3106—Covered Services that are needed by the
participants served and specified in the
participants’ Individual Service Plans.
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e. Have evidence of an annual health examination with signed statement from a physician, nurse practitioner, or physician assistant that the person is free of communicable disease;
f. Agree to or provide required documentation of a criminal records check, prior to providing Transportation Services.
3. Documentation Requirement: Providers, except for providers of participant-directed services, must document the following in the record of each participant receiving Transportation Services:
a. Specific type and purpose of transportation provided;
b. Date and the beginning and ending time when the service was provided;
c. Location of origin and that for destination of transportation services;
d. Verification of service delivery, including first and last name and title (if applicable) of the person providing the service and his or her signature;
e. Progress towards moving the participant towards independence by meeting the participant ISP, which includes person-centered goals, desired outcomes in the participant’s action plan, and the amount/type of
NOTE: The Department will allow an exception to Out-of-State Driver’s License and MVP record under the following circumstances: (1) the individuals is on active duty in Georgia; (2) the individual is a college student enrolled at a Georgia college or university; or (3) the individual’s place of residence is a neighboring state on the border of Georgia. For individual to be granted this exception, he or she must:
 Have a valid, Class C license
 Have no convictions for substance abuse, sexual crime or crime of violence for five (5) years prior to providing the service
 Have current, valid insurance
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assistance/support in the Current Service Summary and the Health and Safety sections of the ISP.
4. Participant-Directed Services Documentation and other Requirements: Documentation and other requirements for individual providers of participant-directed services are specified in Part II Policies and Procedures for COMP, Chapter 1200.
3102.2 Transportation Broker Provider Agencies
In addition to those conditions of participation in the Medical Assistance Program as outlined in Part I, Policies and Procedures for Medicaid/PeachCare for Kids Manual applicable to all Medicaid providers, Section 106 (General Conditions of Participation), and Part II, Chapter 600 Policies and Procedures for the COMP Program, Transportation Broker Provider Agencies must meet the following requirements:
1. Community Commercial Carrier: Transportation Broker Provider Agencies rendering Transportation Services must provide commercial carrier services to the community at large or broker these services.
2. Agency Policies and Procedures: Each Transportation Broker Provider Agency must develop written policies and procedures to govern the operations of Transportation Services.
3. Documentation Requirement: Providers, except for providers of participant-directed services, must document the following in the record of each participant receiving Transportation Services:
a. Specific type and purpose of transportation provided;
b. Date and the beginning and ending time when the service was provided;
c. Location of origin and that for destination of transportation services;
d. Verification of service delivery, including first and last name and title (if applicable) of the person providing the service and his or her signature;
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e. Progress towards moving the participant towards independence by meeting the participant ISP, which includes person-centered goals, desired outcomes in the participant’s action plan, and the amount/type of assistance/support in the Current Service Summary and the Health and Safety sections of the ISP.
4. Participant-Directed Services Documentation and other Requirements: Documentation and other requirements for providers of participant-directed services are specified in Part II Policies and Procedures for COMP, Chapter 1200.
5. DBHDD Provider Requirements: Transportation Broker Provider Agencies must adhere to DBHDD Contract/LOA, and any other applicable DBHDD Standards refer to Part II Policies and Procedures for COMP.
3102.3 DD Service Agencies
In addition to those conditions of participation in the Medical Assistance Program as outlined in Part I, Policies and Procedures for Medicaid/PeachCare for Kids Manual applicable to all Medicaid providers, Section 106 (General Conditions of Participation), and Part II, Chapter 600 Policies and Procedures for the COMP Program, DD Service Agencies rendering Transportation Services must meet the following requirements:
1. Transportation Provided: DD Service Agencies rendering Transportation Services provide one-way or round trip transportation for participants.
2. Staffing Qualifications and Responsibilities
DD Service Provider agencies rendering Transportation Services must have staffing that meets the following requirements:
a. A designated agency director who must:
 Have either a bachelor’s degree in a human service field (such as social work, psychology, education, nursing, or closely related field) and five years of experience in service delivery to persons with developmental disabilities, with at least two of these years serving in a supervisory capacity; or
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 Have an associate degree in nursing, education or a related field and six years of experience in service delivery to persons with developmental disabilities, with at least two of these years serving in a supervisory capacity; or
b. Duties of the Agency Director include, but are not limited to:
 Oversees the day-to-day operation of the agency;
 Manages the use of agency funds;
 Ensures the development and updating of required policies of the agency;
 Manages the employment of staff and professional contracts for the agency;
 Designates another agency staff member to oversee the agency, in his or her absence.
c. At least one agency employee or professional under contract with the agency must:
o Be a Developmental Disability Professional (DDP) (for definition, see Part II Policies and Procedures for COMP, Appendix I);
o Have responsibility for overseeing the delivery of Transportation Services to participants.
d. The same individual may serve as both the agency director and the Developmental Disability Professional;
e. Duties of the DDP include, but are not limited to:
 Overseeing the services and supports provided to participants;
 Supervising the formulation of the participant’s plan for delivery of Transportation Services;
 Conducting functional assessments; and
 Supervising high intensity services.
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f. Driver Staff must:
 Be 18 years or older;
 Be legally licensed in the State of Georgia with the class of license appropriate to the vehicle operated as follows:
1) Have a valid, Class C license as defined by the Georgia Department of Driver Services for any single vehicle with a gross vehicle weight rating not in excess of 26,000 pounds.
2) Have valid, Commercial Driver’s License (CDL) as defined by the Georgia Department of Driver Services if the vehicle operated falls into one of the following three classes:
i. If the vehicle has a gross vehicle weight rating of 26,001 or more pounds or such lesser rating as determined by federal regulation; or
ii. If the vehicle is designated to transport 16 or more passengers, including the driver.
 Have no more than two chargeable accidents, moving violations, or any DUI’s in a three (3) year period within the last five (5) years of the seven (7) year Motor Vehicle Record (MVR) period;
NOTE: The Department will allow an exception to Out-of-State Driver’s License and MVP record under the following circumstances: (1) the individuals is on active duty in Georgia; (2) the individual is a college student enrolled at a Georgia college or university; or (3) the individual’s place of residence is a neighboring state on the border of Georgia. For individual to be granted this exception, he or she must:
 Have a valid, Class C license
 Have no convictions for substance abuse, sexual crime or crime of violence for five (5) years prior to providing the service
 Have current, valid insurance
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 Be provided with a basic orientation prior to direct contact with participants and show competence in:
1) The purpose and scope of Transportation Services, including related policies and procedures;
2) Confidentiality of individual information, both written and spoken;
3) Rights and responsibilities of individuals;
4) Requirements for recognizing and reporting suspected abuse, neglect, or exploitation of any individual:
i. To the DBHDD;
ii. Within the organization;
iii. To appropriate regulatory or licensing agencies; and
iv. To law enforcement agencies
g. Duties of the Driver Staff include, but are not limited to:
 Provides transportation for the participant to waiver services and other community services, activities, resources, and organizations;
 Provides assistance to the participant in entering or exiting the vehicle.
 Ensures transportation from the designated pick up point to the designated drop off point.
h. The agency has adequate driver staff with First Aid and CPR certifications to assure having at least one staff person with these certifications on duty during the provision of services.
i. The type and number of all other staff associated with the organization (such as contract staff, consultants) are:
1) Properly trained or credentialed in the professional field as required;
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2) Present in numbers to provide services and supports to participants as required;
3) Experienced and competent in the services and support they provide.
j. National criminal records check (NCIC) documentation for all employees and any volunteers who have direct care, treatment, or custodial responsibilities for participants served by the agency.
2. Agency Policies and Procedures: Each DD Service Provider Agency must develop written policies and procedures to govern the operations of Transportation Services, which follow the Standards for the Division of Georgia Department of Behavioral Health and Developmental Disabilities refer to Part II Policies and Procedures for COMP.
3. Documentation Requirement: Providers, except for providers of participant-directed services, must document the following in the record of each participant receiving Transportation Services:
a. Specific type and purpose of transportation provided;
b. Date and the beginning and ending time when the service was provided;
c. Location of origin and that for destination of transportation services;
d. Verification of service delivery, including first and last name and title (if applicable) of the person providing the service and his or her signature;
e. Progress towards moving the participant towards independence by meeting the participant ISP, which includes person-centered goals, desired outcomes in the participant’s action plan, and the amount/type of assistance/support in the Current Service Summary and the Health and Safety sections of the ISP.
4. DHS Vehicle Requirements
DD Service Agency Providers who render Transportation
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Services in a vehicle owned by, titled to, or otherwise controlled by DHS must meet the policies and procedures for transportation and vehicle management in the DHS Transportation Manual, which is available at the following website: www.odis@dhr.state.ga.us.
5. Participant-Directed Services Documentation and other Requirements: Documentation and other requirements for providers of participant-directed services are specified in Part II Policies and Procedures for COMP, Chapter 1200.
6. DBHDD Contract/LOA and DBHDD Community Service Standards: DD Service Agency Providers must adhere to DBHDD Contract/LOA, DBHDD Community Service Standards and all other applicable DBHDD Standards, including accreditation by a national organization (CARF, JCAHO, The Council, Council on Accreditation) or certification by the DBHDD (see Part II Policies and Procedures for COMP, Chapter 603).
3103 Licensure
A. Individual Providers rendering Transportation Services must hold a valid Class C license as defined by the Georgia Department of Driver Services.
B. DD Service Provider Agency driver staff providing Transportation Services must hold the class of license appropriate to the vehicle operated as defined by the Georgia Department of Driver Services.
3104 Special Eligibility Conditions
A. The need for Transportation services must be reflected in the Intake and Evaluation Team approved Individual Service Plan (ISP).
B. The unavailability of other resources for transportation must be documented in the ISP.
3105 Prior Approval
Transportation Services must be authorized prior to service delivery by the applicable DBHDD Regional Office agency at least annually in conjunction with the Individual Service Plan development and with any ISP revisions.
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3106 Covered Services
Reimbursable Transportation services include the following based on the assessed need of the participant and as specified in the approved ISP:
1. One-way trip provided by Georgia licensed drivers or DD Service Agencies to waiver services and other community, non-medical services, activities, resources and organizations typically utilized by the general population.
2. One-way trip provided by Georgia licensed drivers or DD Service Agencies of one participant to Supported Employment Services community work sites.
3. Brokering or provision of commercial carrier services available to the community at large.
3107 Non-Covered Services
1. Transportation of a waiver participant to school (through 12th grade).
2. Transportation that is included as an element of another waiver service as follows:
a. Community Living Support Services
b. Prevocational Services
c. Supported Employment Group Services
d. Community Access Group or Individual Services, which entail activities and settings primarily utilized by people with disabilities, such as transportation to and from a Mental Retardation Service Center or other day center.
3. Transit provided through Medicaid non-emergency transportation.
4. Transportation available under the State Medicaid Plan, including transportation to medical services, Individuals with Disabilities Education Act (IDEA), or the Rehabilitation Act.
5. Participants cannot receive Transportation Services if receiving Community Residential Alternative Services
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6. Payment is not made, directly or indirectly, to members of the individual’s immediate family, except as approved as indicated in Part II Policies and Procedures for COMP, Chapter 900.
7. Transportation services are not intended to replace available formal or informal transit options for participants
8. Payment for mileage or vehicle maintenance.
3108 Basis for Reimbursement
The reimbursement rate for transportation services is found in Appendix A.
A. Unit of service: encounter/one-way trip or commercial carrier/multipass.
B. Annual maximum is 203 units for encounter/one-way trip.
C. Annual maximum for all Transportation Services, including encounter/one-way and commercial carrier/multipass, is $2,797.34 per participant.
1 unit = $1.00
Annual limit is as authorized in the individual budget up to annual maximum for all self-directed Transportation Services of $2,797.
3109 Participant-Direction Options
A. Participants may choose the participant-direction or co-employer options with Transportation Services.
B. An individual serving as a representative for a waiver participant in self-directed services is not eligible to be a participant-directed provider of Supported Employment Services.
C. For details on participant-direction, see Part II Policies and Procedures for COMP, Chapter 1200.
Rev. 04 2009

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