Participation as a Medica Special Transportation Provider is contingent upon adherence to the requirements set forth in the Medica Special Transportation Participation Agreement and Medica’s Administrative Requirements. Failure of a Provider to comply with a requirement may result in loss of reimbursement.
This section includes detailed information on:
Special Transportation Recipient – A Member who, because of a physical or mental impairment, is unable to use a common carrier and does not require ambulance service, and is eligible for Special Transportation Services under the Member’s Benefit Contract.
Special Transportation Services – Transportation services requiring specialized non-emergent transportation, including ambulatory stretcher van, Member attendant/escort, wheelchair van, scheduled basic life support (includes air transport), scheduled advanced life support (includes air transport), and emergent basic life support (air transport services only) and emergent advanced life support (air transport services only), including health care services and supplies, provided to a Member and covered under the Member’s Benefit Contract.
Certificate of Need Form – According to Minnesota law, a current must be on file for each public program member in order for transportation claims to be paid. A Certificate of Need Form is a current and approved form, signed by the attending physician, nurse practitioner, clinical nurse specialist, or physician assistant working under the delegation of the attending physician. Certificate of Need Forms are valid for one year.
Download the Certificate of Need Form.
Learn more about the certificate of need guidelines.
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The Special Transportation Provider must fulfill certain requirements in order to provide Special Transportation Services. In particular and without limitation, the following vehicle requirements must be fulfilled. Information regarding these requirements may be found by clicking on the links below.
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Before providing Special Transportation Services, providers must first be certified by the Minnesota Office of Freight and Commercial Vehicle Operations.
Visit the Minnesota Office of Freight and Commercial Vehicle Operations Web site.
The STS Certification of Provider may be suspended by the DOT for the following reasons:
- Failure by Provider to correct a violation within 15 days of notice
- Continued use of a vehicle that has been determined to be non-certified by the DOT
- Continued use of a driver whose license or certification has been suspended or terminated
- Any other such violation determined by the State or Federal Departments of Transportation to be grounds for suspension of STS Certification.
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If a Provider is licensed or certified to provide the Special Transportation Services applicable to the Medica Special Transportation Participation Agreement in a state other than Minnesota, the Provider must obtain the Vehicle Certification required by such state of licensing or certification. In addition to the STS Vehicle Inspection Report, vehicles equipped with wheelchair securement devices must have those devices inspected by authorized inspectors and be issued a sticker certifying the vehicle has proper securement devices.
If the DOT determines that a vehicle does not meet certification requirements, the Provider must immediately remove the vehicle from service. For vehicle violations that do not require an immediate removal of the vehicle from service, Provider will be given a notice to correct such violation. The notice of correction must be returned by Provider to the DOT indicated on the violation within 15 days or as otherwise required by law.
Download the Periodic Vehicle Inspection Report.
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Equipment, including safety equipment, seat, ramps, wheelchair list requirements and securement devices, must conform to the Code of Federal Regulations, Title 49
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- Each vehicle must be equipped with two-way communication equipment and one federally approved child safety seat, and must be clearly marked with provider logo or signage;
- Provider must comply with any other such requirements as the federal government or agency, Medica, or the state in which the Provider is licensed or certified in, may see fit to require by law or contract; and
- Provider must retain and maintain all documentation required by Medica and applicable law.
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Standards must be followed that apply to new and used vehicles that are purchased and put into service after January 1, 1993, except for cars, station wagons, and taxis. Certification of compliance must be maintained in vehicle files.
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Provider must procure and maintain, in accordance with applicable law, vehicle liability and/or umbrella liability insurance in the amount of $1,000,000. Evidence of such insurance must be made available upon request by Medica and a copy of such evidence of coverage retained in each vehicle’s file.
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Documentation of any other requirement(s) that the Federal Government, the Department of Transportation (State or Federal), the state where Provider is licensed or certified to provide the Special Transportation Services applicable to the Medica Special Transportation Participation Agreement, or Medica may deem appropriate or necessary.
Documentation of the above must be retained be Provider and may be audited by Medica at Medica’s discretion.
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Special Transportation Providers must comply with all applicable state and federal law regarding Special Transportation personnel. For Providers licensed or certified by a state other than Minnesota, such state’s requirements apply. Special Transportation Providers must comply with the following:
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Minnesota Rules, Part 8840.5900, which lists the standards for drivers regarding medical conditions, drivers’ records, criminal records and documentation that Providers are required to keep in drivers’ files.
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Minnesota Rules, Part 8840.5900, subpart 14, which requires background checks (criminal and driving) before employment of each driver and employee, and annually thereafter.
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Before providing Special Transportation service, each driver and attendant must complete the training described in Minnesota Rules, Part 8840.5910, subpart1. The preliminary training may be given by Provider. Within 45 days of beginning work, new drivers and attendants must be trained in first aid and abuse prevention. Drivers also must be trained in defensive driving. Within 60 days of providing service, each driver and attendant must complete passenger assistance training. These classes must be conducted by a MN/DOT certified instructor.
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Any other requirements(s) under federal or state law.
Follow the links below to obtain additional state information on driver qualifications requirements, background check requirements, and training requirements:
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Certificate of Need
According to Minnesota Rules, Part 9505.0315, Subpart 7A: “Special Transportation is provided to a recipient who has been determined eligible for special transportation by the local agency on the basis of a certification of need by the recipient’s attending physician.” Medica cannot pay claims unless valid Certificate of Need Forms are on file for Special Transportation recipients.
- Incomplete forms are not accepted, and are returned to the transportation provider for completion.
- The Certificate of Need Form must be submitted to Medica within 45 days of the member’s first ride date.
- Forms submitted greater than 45 days after the first ride date indicated on the Certificate of Need Form are not to be entered into the Special Transportation database, and are returned to the Special Transportation Provider.
- Certificate of Need forms are valid for a period not to exceed one year.
- Certificate of Need forms are subject to the member’s Medica eligibility status and plan benefits for the date(s) of service indicated on the Certificate of Need Form.
- Special Transportation Providers are responsible for verifying current member eligibility and benefits prior to providing Special Transportation Services.
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Appointment Log
A Special Transportation Appointment Log which can be either the DHS Log form or the Medica Special Transportation Appointment Log Form must be completed and signed by the health services provider at the destination address for every Special Transportation appointment. Logs must be kept on file by the Special Transportation Provider for 10 years from the date of contract termination with Medica, or final audit, whichever is later.
Download Medica Special Transportation Appointment Log Form.
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Medica is committed to protecting against fraud and abuse. To contact the Medica Fraud Hotline call (866) 821-1331.
Learn more about Medica's position on investigations of fraud and abuse.
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For specific questions on how the information in this section applies to you or your organization, you will want to contact your contract manager directly. If you do not have contact information for your contract manager or do not currently have a Medica contract manager, you may contact the Medica Provider Service Center at (800) 458-5512.
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