Special Transportation Services

Revised: January 2, 2025

Return to IEP Home

· Overview

· Authorization

· Eligible Children

· Eligible Providers

· Covered Special Transportation Trip

· Noncovered Special Transportation Services

· Documentation Specific to Special Transportation

· Health Records and Documentation

· Billing

Overview

Medical assistance (MA) covers Individualized Education Program (IEP) special transportation, as defined in Minnesota Rules, part 9505.0315, subpart 1, item F when a student has a physical or mental impairment that would prohibit them from safely accessing and using a common carrier. This may include a bus, taxi, other commercial transportation or private automobile.

Authorization

The IEP or Individualized Family Service Plan (IFSP) team authorizes special transportation services when included in an IEP or IFSP. Special transportation is considered a related service to access and attend school and receive a Free Appropriate Public Education (FAPE) as other children without a disability.

The child’s IEP or IFSP must identify child’s impairment, how that condition prevents the child from accessing the same school bus, van or other vehicles that other students without a physical or mental impairment or disorder would normally use, and what adaptations are necessary.

Eligible Children

To qualify for Medical Assistance (MA) payment reimbursement the child must be MA eligible:

· Without adaptations specific to the child, the child would not be able to access or remain on the special transportation vehicle used to transport the child

· The child is receiving another related IEP covered service on the same day the special transportation is provided

Review MHCP Eligible Children in the IEP section of the Minnesota Health Care Programs (MHCP) Provider Manual for a complete overview of eligibility requirements.

Eligible Providers

Vehicles used for special transportation must be certified by the Minnesota Department of Transportation and either owned by the school or a school bus transportation provider contracted by the school or school district. The vehicle used must have adaptations that are specific to the needs of the child.

Examples of vehicle adaptations include the following:

· A wheel chair lift, special car seat, special harness, special seat belt, safety vest or other pieces of equipment that are needed to transport the child to school

· A one-on-one aide or personal care assistant (PCA) is assigned to a specific child during transport when there is a history of the need for continous redirection or intervention due to at least one level 1 behavior, or the child displays increased vulnerabilities or socially inappropriate behaviors that would cause injury to themselves, others or damage to the vechcle or the property of others.

· Shared care services by an aide or PCA for up to three children when appropriate and reasonable for each child that displays infrequent level 1 hehaviors. (For example, one aide PCA may sit between two children to intervene or redirect episodic level 1 behaviors during transport.)

· When a child requires the care of a licensed nurse or a PCA during the special transportation trip. Bill the special transportation service and the health-related nursing or PCA service on two separate claims.

Covered Special Transportation Trip

The special transportation services are covered:

· To and from school (picked up and dropped off at a school bus stop and handed off to designated person)

· Station to station (home to school and school to home, door step to door step)

· To or from a medical appointment during the school day that is related to their medical condition or mental health disorder and identified in their IEP

· To and from another IEP service that is identified in the child’s IEP

Noncovered Special Transportation Services

· Services of bus drivers, bus supervisors, monitors or aides

· Transportation on a regular school bus used for transporting children that do not have a physical or mental health impairment

· Transportation for children who do not require a special adaptation to the vehicle

· Transportation provided by parents, stepparents, foster parents, family members and neighbors

· Transportation to or from home and school on a day when no other covered IEP service is provided

· Transportation by ambulance or another MA covered transportation provider

· Transportation billed with place of service “home”

· Adaptations to the vehicle

Documentation Specific to Special Transportation

Listing a service in an IEP or IFSP does not meet the supporting documentation requirements for MHCP coverage. For services to be covered by MHCP when special transportation is provided:

· to a medical appointment, the name of facility and the location must be documented on the transportation trip log.

· to another covered IEP service, the other service does not have to be billed; however, the other service must meet IEP service requirements and be documented as required.

Health Records and Documentation

Refer to the Record Keeping and Documentation section for basic record keeping requirements, service time and encounters, and record retention and requirements specific for special transportation.

Billing

Submit claims using the 837P Professional claim type. Refer to the MN–ITS IEP User Guide for step-by-step instructions for direct data entry claims. Batch billers submitting X12 837P claims may review the MHCP 5010/D.0 Compliance Web page and the AUC Minnesota Uniform Companion Guide for transaction guideline.

Review the IEP Billing and Authorization section of this manual for general billing and the correct procedure codes, modifiers and units to use for special transportation.

Legal References

Minnesota Statute 256B.0625 subdivision 26 (Covered Services)