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Access Services Ancillary to Transportation

Revised: 01-13-2017

Overview

County and tribal agencies pay a vendor directly or reimburse the recipient for ancillary travel expenses when parking, meals and lodging services are necessary to allow recipients to obtain covered health services. Examples of ancillary access services for which reimbursement is, or may be, available include the following:

  • • Parking and tolls
  • • Meals
  • • Lodging
  • Recipients must contact Minnesota Nonemergency Transportation (MNET) or their local county or tribal agency for their process for obtaining reimbursement for ancillary travel expenses.

    Eligible Providers

    The local county or tribal agency is responsible for coordination, authorization and reimbursement for appropriate ancillary access services.

    MNET is responsible for coordination, authorization and reimbursement for appropriate ancillary access services for residents in the nine counties of Anoka, Chisago, Dakota, Hennepin, Isanti, Ramsey, Sherburne, Stearns and Washington. Recipients residing in these counties must contact MNET at 866-467-1724.

    Eligible Recipients

    MHCP fee-for-service (FFS) recipients enrolled in one of the following MHCP programs are also eligible to receive reimbursement for ancillary access services:

  • Medical Assistance (MA)
  • • Enrolled in Emergency Medical Assistance (EMA)
  • • Institution for Mental Diseases (IMD)
  • MinnesotaCare for recipients under the age of 21 or pregnant woman
  • • Refugee Medical Assistance (RMA)
  • Minnesota Family Planning Program (MFPP)
  • • Managed Care Organizations (MCO)
  • Covered Services

    Reimbursement is available for the following ancillary access services after the recipient incurs an allowed expense and provides required documentation:

  • • Parking and tolls
  • • Food
  • • Lodging
  • Contact MNET or the local county or tribal agency for authorization of payment made directly to a vendor for lodging services.

    Expenses for meals and lodging are covered based on the time required to travel to or from the pickup or drop-off location to receive a medical service or attend appeal hearings.

    When appropriate, expenses for the recipient and one responsible person or volunteer driver are eligible for reimbursement.

    Refer to Responsible Person in the Nonemergency Medical Transportation (NEMT) Services (Overview) section.

    Parking Reimbursement Requirements
    Recipient requirements for parking reimbursement:

  • • Use the most cost effective method (the rate for in or out multiple times per day vs. daily rate vs. weekly or monthly rate)
  • • Submit receipts (except for meter parking)
  • The parking reimbursement rate is at the actual cost.

    Meal Reimbursement Requirements
    Refer to the following requirements to be eligible for reimbursement for meals:

  • • Meal reimbursement is allowed for the recipient and, when appropriate, one responsible person
  • • Allow meal reimbursement for volunteer driver when meals are or would be authorized for the client
  • • Medical appointment time and driving distance determines meal allowances
  • • Must be required to travel further than 35 miles in the most direct route from home to the medical appointment
  • • Must be in travel status to get to the medical appointment or be at the medical appointment over normal meal times. (Travel time does not include time taken to eat the meal)
  • • Appropriate mealtime is based on community standards (Would a non-MHCP individual traveling during the times indicated incur a similar expense to obtain the medical service?)
  • • Receipts with dates, times and individually identifiable meal costs are required
  • • Breakfast reimbursement limit, $5.50 per authorized person
  • • Lunch reimbursement limit $6.50 per authorized person
  • • Dinner reimbursement limit, $8.00 per authorized person
  • • Meal expense does not include alcohol or gratuities
  • • Meal expense does not allow for reimbursement of groceries
  • Meal expense must be incurred at one sitting
  • Lodging Reimbursement Requirements
    Refer to the following for lodging reimbursement requirements:

  • • The transportation coordinator must give prior approval for all lodging reimbursements
  • • Maximum of $50.00 per night is allowed unless prior authorized by the local agency for a higher rate
  • • Reimbursement is allowed for the client and, when appropriate, one responsible person
  • • Reimbursement is allowed for a volunteer driver when appropriate
  • • Community standards determine when lodging is appropriate (Would a non-MHCP eligible person travel and incur overnight lodging expenses to obtain the medical service?)
  • • Receipts with dates, amounts and facility name are required
  • Reimbursement does not include additional expenses (for example, movie rental, pay-per-view, meals)
  • Noncovered Services

    The following items are not eligible for reimbursement:

  • • Alcohol
  • • Gratuities
  • • Groceries
  • • Movie rentals or pay-per-view
  • Authorization Requirements

    Contact MNet or the local county or tribal agency for authorization and documentation requirements.

    Billing

    Refer to the Billing Policy section of the general MHCP billing policies. Refer to the MN–ITS User Guide for billing instructions.

    For ancillary access service billing process, refer to the Ancillary Access Service Procedure Codes, Modifiers and Rates page.

    Legal References

    Minnesota Statutes 256B.0625 subd.18a Covered Services, Access to medical service
    Minnesota Rules 9505.0140
    , subp.1 Payment for Access to Medically Necessary Services

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    Updated: 1/17/17 1:16 PM | Accessibility | Terms/Policy | Contact DHS | Top of Page | Updated: 1/17/17 1:16 PM