How to Become a WellTrans Transportation Provider in 2027

WellTrans, Inc. is a Medicaid and Medicare ride broker based at 7340 Shadeland Station Way in Indianapolis. Health plans hire it to book rides for their members, and it assigns each trip to an independent transportation company in its network, including wheelchair and ambulatory service. Its provider agreement, revised October 16, 2025, covers NEMT brokerage in Indiana. Its leadership page lists Haskell D. Portee as owner, president, and chief executive officer. WellTrans adds companies only where a region needs more of them.

Which Indiana health plans use WellTrans

As of September 2026, the Indiana Medicaid health plan comparison page, IHCP bulletin BT202608, and WellTrans’s member pages show WellTrans booking rides for these plans:

Health plan	Programs WellTrans books rides for	Member ride line
Anthem Blue Cross and Blue Shield	Healthy Indiana Plan (HIP), Hoosier Healthwise, Hoosier Care Connect, Indiana PathWays for Aging	844-772-6632
CareSource	HIP, Hoosier Healthwise	844-607-2829
Managed Health Services (MHS)	HIP, Hoosier Healthwise, Hoosier Care Connect	877-647-4848 (MHS Member Services, transportation prompt)
Anthem Blue Cross and Blue Shield Medicare	Anthem Medicare members	844-894-6755
IU Health Plans	Medicare Advantage members	866-282-4320

The latest change came on January 1, 2026. MDwise stopped being a HIP and Hoosier Healthwise plan, Modivcare stopped arranging MDwise rides, and all three remaining plans send those rides through WellTrans. See Indiana HIP and Hoosier Healthwise rides move to WellTrans for the timeline.

Other Indiana Medicaid riders go through someone else:

• Traditional Medicaid (fee-for-service). Verida brokers most of these rides, at 855-325-7586. See Verida.
• UnitedHealthcare Hoosier Care Connect. The state’s comparison page lists LCP Transportation.
• Other Indiana PathWays for Aging plans. Members get rides through their own plan’s contractor.

Trip types reach past doctor visits. CareSource’s ride page, updated September 10, 2026, also covers rides to WIC offices, Medicaid renewal visits, five pharmacy trips a month, and five food trips a month. For the state’s enrollment rules and rates, see the Indiana state guide.

How to become a WellTrans provider

WellTrans’s provider FAQ and Indiana provider manual lay out the path. The Indiana Medicaid enrollment in step 1 comes first, because the agreement makes you promise that you are an active Indiana Medicaid provider.

1. Enroll with Indiana Medicaid. Details are in the next section.
2. Contact WellTrans. Use the “Contact Us to Become a Provider” form on its provider page, or call the provider relations manager at 317-435-0830.
3. Wait for a needs review. WellTrans checks whether your region needs more providers. Provider relations confirms it got your inquiry. If there is a need, WellTrans schedules an interview.
4. Send your documents. A current business license, proof of liability insurance, driver credentials, and current criminal background checks, drug screens, and driving records. Drug screens cover owners as well as drivers.
5. Review and sign the agreement. WellTrans sends the agreement and the provider manual, follows up by phone to answer questions, then sends the agreement for electronic signature.
6. Finish credentialing. After you sign, WellTrans sets up your company in its system and collects your insurance, operating permits, and driver and vehicle files.
7. Train your trainer and pass inspections. WellTrans trains the staff who will run its trips, and inspects each vehicle at an agreed time and place. After each driver finishes the required training, the vehicle is active and can be assigned trips.

Step 1: Enroll with Indiana Medicaid (IHCP)

The IHCP Provider Enrollment module (version 7.1, published September 8, 2026) sets these rules for transportation providers, provider type 26:

• Specialty. Common carrier ambulatory is specialty 264, and common carrier nonambulatory (wheelchair) is specialty 265.
• Who can enroll. You must offer transportation to the general public, and transportation must be your main business. Transportation providers enroll as billing providers only.
• Operating authority. For-profit carriers send a Motor Carrier Services certificate from the Indiana Department of Revenue or USDOT authority registration.
• Insurance. Proof of coverage. Nonprofits need at least $1.5 million combined single-limit commercial auto liability.
• Surety bond. At least $50,000, lasting at least three years, on State Form 55382. Nonprofit 501(c)(3) organizations, companies owned by a hospital, pharmacy, or licensed professional, and companies granted a waiver by FSSA are exempt.
• Drivers. A copy of each driver’s license, each driver’s name, Social Security number, and birth date, and three attestations: that you have a process for drug law violations, that you will share each driver’s driving history on request, and that every driver is reported.

Federal rules require the state to enroll every network provider of a Medicaid health plan (42 CFR 438.602). WellTrans checks that the name and address on your insurance policies are correct, so use the same legal business name on your IHCP enrollment, insurance, and agreement.

What goes in your WellTrans file

WellTrans’s credentialing checklist (revised October 28, 2021) and the October 16, 2025 agreement packet ask for:

Part	What it holds
The agreement	The provider agreement, Exhibit B rate sheet, Exhibit C business associate agreement, and Exhibit D fraud, waste, and abuse policy
Federal disclosures	Ownership and control, convictions, and business transactions, under 42 CFR 455.104 to 455.106
Payment setup	Account setup agreement, W-9, and EFT authorization
Company details	Provider questionnaire with your service areas, the DWMBNE questionnaire, and after-hours contacts
Licenses and bonds	Motor carrier certificate, surety bond for the current year, and IHCP registration letter
Insurance	Certificates for auto, general liability, and workers’ compensation, with WellTrans as additional insured and certificate holder
Drivers and vehicles	A driver update form for each driver, a vehicle update form, and a current inspection form for each vehicle
Training and acknowledgments	Proof of fraud, waste, and abuse, HIPAA, and cultural competency training, receipt of the provider manual, and the E-Verify attestation

Build the file ahead of time with the NEMT credentialing checklist. See NEMT broker credentialing for how brokers review it.

What insurance WellTrans requires

The October 16, 2025 agreement sets these minimums:

Coverage	Minimum
Auto liability for taxis, sedans, vans, and wheelchair vans	$1,500,000 per accident, or the city or county taxi ordinance amount if higher. The policy must show “Any Auto” or symbols 2, 8, and 9
Auto liability for ambulances	$1,000,000 per accident, or the city, county, or state amount if higher
Commercial general liability	$1,000,000 per incident, occurrence-based “broad form,” covering contractual liability and sexual abuse and molestation without sub-limits
Workers’ compensation	As Indiana law requires, with employer’s liability of $100,000 each accident, $100,000 disease each employee, and $500,000 disease policy limit
Professional liability	$1,000,000 per accident for companies that run wheelchair vehicles, shown on your certificate

WellTrans’s provider FAQ adds that it checks for $1 million sexual abuse and molestation coverage with a $2 million aggregate.

Every policy except workers’ compensation must name WellTrans, Professional Management Enterprises Inc., and the officers, agents, and employees of the State of Indiana and FSSA as additional insureds, and list WellTrans as certificate holder. Your certificate must describe your business as “for hire transportation.” Insurers must be authorized in Indiana with an A.M. Best rating of A- or better, WellTrans gets 30 days’ notice before any change or cancellation, and you waive subrogation against WellTrans. If your certificates are not in by the agreement’s effective date, the agreement is void. See NEMT insurance requirements.

Driver and vehicle rules

WellTrans approves every driver and vehicle before its first trip and does not pay for trips run by anyone it has not approved.

Drivers

The Indiana Driver Update Form dated August 4, 2026 lists what each driver’s packet needs:

Check	Standard
Age and license	At least 21, with a copy of the license
Drug screen	10-panel, reviewed by a medical review officer with chain of custody, repeated every year. A positive result from a prescription needs a physician’s statement
Exclusion checks	OIG, EPLS, and SAM
Sex offender registry	National check, repeated every year
Driving record	A 5-year motor vehicle record, every year. No more than 2 chargeable moving violations or at-fault accidents in 3 years, and no DUI, DWI, suspension, or revocation in 5 years
Criminal background	A 5-year national, state, and county check, every year. No felony in 5 years, and no crime of violence, substance abuse, or sexual abuse
Compliance training	Medicaid fraud, waste, and abuse, HIPAA privacy, general compliance, and code of conduct, signed each year
Work eligibility	E-Verify
Passenger training	CTAA PASS Basic or NEMTAC CTS, full CTAA PASS for wheelchair drivers, and CTAA’s course on passengers who have experienced trauma
First aid and driving	National Safety Council first aid, CPR, and AED, American Red Cross first aid and CPR, or NEMTAC CTS hands-only CPR, plus National Safety Council defensive driving or another course the form lists

More driver rules from the agreement and the provider manual:

• Monthly exclusion proof. Each month, you send WellTrans an OIG exclusion search for your company and every driver, saved as a PDF. See the OIG exclusion list.
• Three business days to report. Tell WellTrans in writing within three business days of learning that a driver or attendant was convicted, charged with a felony, or put on a sex offender registry.
• Drug and alcohol program. Drivers belong to a USDOT drug and alcohol testing program, or one that mirrors it.
• E-Verify records. Under WellTrans policy PR014, effective April 8, 2025, and Indiana Code 22-5-1.7-11, you keep each worker’s name, hire date, and E-Verify confirmation number, and hand them over within five business days of an audit request.
• Complaints. A driver with two or more rider complaints within five business days stays off WellTrans trips until a corrective action plan WellTrans approves is in place.

Vehicles

List every vehicle on the vehicle update form with its make, model, year, VIN, color, and plate, and send a new form each time you add or remove one. WellTrans inspects each vehicle before service and at least once a year. Its manual also allows monthly and unannounced spot inspections, and the health plans WellTrans works for can inspect any vehicle at any time. A passing vehicle gets a red sticker on the outside of the passenger-side front window, lower right corner. A vehicle with minor problems can pass on probation until a re-inspection. If it misses or fails that re-inspection, it is “redlined,” trips in it are not paid, and using it can end your agreement.

The manual’s vehicle list includes:

• Working seat belts, at least two seat belt extensions, a seat belt cutter within the driver’s reach, and “ALL PASSENGERS SHALL USE SEAT BELTS” and “NO SMOKING” signs.
• An ABC fire extinguisher mounted within the driver’s reach (a sedan may mount it in the trunk if there is no room inside), three reflective triangles (no flares), an OSHA first aid kit, and a spill kit.
• Extra fuses, a flashlight, an ice scraper, and a working GPS or a current local map.
• A two-way link to your office, by cell phone or radio. Pagers do not count, and a vehicle without working communication is out of service.
• A four-legged step stool with anti-skid tips when the floor is more than 12 inches up. Milk crates are banned.
• Your business name and phone number on both sides, with no word such as “Medicaid” that shows who rides inside. Inside, your name, the license number, and WellTrans’s phone numbers.
• Only vehicles you own or lease. You may not subcontract trips to anyone else.

Each vehicle also needs a documented walk-around every day before service. Use the vehicle inspection checklist to prepare.

How WellTrans sends trips

You choose one of three ways to get trips at orientation:

Option	How it works
WellTrans provider portal	Free. Review, accept, or decline offered runs, mark trips complete, and check payment status. An optional driver app works as a dispatch tool
Your own dispatch system	Download manifests as a CSV file and upload trip completion data on WellTrans’s template
Manual	Manifests by fax or email. Send trips you cannot run back on the reroute form within 24 hours of getting the manifest, and send signed trip logs by fax

Portal access comes after training: a series of videos, a portal quiz, a HIPAA quiz, and a completion form. Every trip carries a WellTrans job number, and only trips with a job number are paid. Same-day and urgent trips, including discharges, come by phone. Members book at least two days ahead and up to 45 days ahead, on lines open 8 a.m. to 8 p.m. Eastern on weekdays, with urgent and discharge trips taken at any hour.

The manual’s pickup and delivery standards:

Situation	WellTrans standard
Confirming the ride	Confirm the pickup with the rider at least 24 hours ahead
Late pickup	More than 10 minutes after the scheduled time from a residence
Waiting before a no-show	At least 10 minutes past the scheduled time. Call your dispatcher before leaving, log it, and report it to WellTrans right away
Drop-off	15 minutes before the appointment, but not more than 1 hour early or before the office opens
Scheduled return	No more than 30 minutes after the scheduled pickup time
Will-call return	Within 1 hour of the call, or by the medical office’s closing time if that is sooner
Same-day hospital discharge	Pickup within 3 hours after you accept the trip
Running 15 minutes or more late	Call the waiting riders with the new arrival time
Shared rides	No rider rides more than 20 minutes longer than the average public transit trip
Changing a pickup time	Only with WellTrans approval in advance, and only if the rider agrees
Other riders	One personal attendant and children ride free, if booked. Parents bring car seats, and a child without one does not ride

Report cancellations and no-shows on the cancellation form or in the portal by midnight Eastern on the day they happen. After an accident, call WellTrans right away, and no later than 3 hours, for a moving violation or any accident with an injury or death. Send the written accident report within 24 hours for any accident, incident, or moving violation, and the police report within 3 business days. If a member was on board or was hurt, the driver takes a drug and alcohol test at once, and the results go to WellTrans within 72 hours.

How WellTrans pays

Exhibit B of the October 16, 2025 agreement sets these payment terms:

• Rates. You get the lesser of your billed charge or your negotiated rate. The rate sheet sets a price for each level of service by trip length (0 to 3, 4 to 6, and 7 to 10 miles) and a rate per mile after 10 miles. Rates include any sales and use tax, which you remit yourself.
• Mileage. WellTrans measures the shortest route from pickup to drop-off with mapping software, rounded to the nearest mile, and its decision is final. Raise a mileage error before you run the trip, because running it accepts the mileage. WellTrans can check trips against vehicle GPS data.
• Shared rides. Trips that match the shared ride definition pay the shared rate, even if you ran them in separate vehicles.
• Wait time. Paid only when WellTrans approves it in advance, generally on trips over 50 miles.
• Deadlines. Send invoices and complete trip logs within 60 days of the ride. Anything more than 90 days after the ride is not paid. When Medicare pays first, the clock starts on the date of Medicare’s denial.
• When you are paid. Uncontested invoices are paid twice a month, by check or electronic transfer, within 30 days after you submit them. WellTrans can hold payments if a health plan does not pay WellTrans.
• Attendance checks. WellTrans pays only when the member attended a covered service. If a clinic reports that a member missed the appointment for a trip WellTrans paid you for, you have 30 days to answer in writing, or the trip is treated as not run and deducted from your next payment.
• Deductions. If you use WellTrans’s contracted credentialing company, its cost comes out of your invoice at cost. So can the cost of training materials.

Trip logs need the member’s signature for every trip. If the member cannot sign, a household member, caretaker, or facility staff member signs their own name and writes their relationship to the member. Drivers never sign for the member, and initials or a note that the member could not sign are not accepted. Correct a log with a single line through the old entry, dated and initialed by the driver. Manual providers fax trip logs to 317-819-0160. The trip log template shows the fields to capture, and how to bill NEMT brokers covers the rest.

When a trip is denied, fix and resubmit it first. If that fails, WellTrans’s billing guide (revised May 15, 2023) sets this path:

Step	Deadline
Written dispute, by mail or fax	Within 60 days of the claim decision
WellTrans answers the dispute	Within 30 calendar days
Written appeal, with the denied claim and your documents	Within 60 days of the dispute answer. You can also appeal once 30 days pass with no answer
WellTrans decides the appeal	Within 10 business days

An appeal filed without a dispute first is not processed. See appealing a denied NEMT claim.

The agreement runs one year and renews each year. Either side can end it without cause on 60 days’ written notice, or at the end of a term with 45 days’ notice. For a material breach, the other side gets written notice and 10 days to fix it, then 30 days’ notice. WellTrans can end it at once for fraud, falsified logs, kickbacks, threats, or missing insurance. Disputes go to senior managers first, then to binding arbitration by Indiana FSSA at no charge. You keep all records for the life of the agreement plus 10 years, hand them over within three days of a request, and keep your rates confidential.

Penalties in the WellTrans agreement

Exhibit A of the October 16, 2025 agreement lists liquidated damages, which WellTrans takes out of your payments. WellTrans gives at least 10 days’ written notice, which you can contest, before charging one.

Problem	Charge
Incident report later than 24 hours	$1,000 for each day late, with no cap
Late arrival at dialysis	$150 each, plus $50 for each hour or part of an hour when the rider is more than an hour late
A lower class of vehicle than requested	$200 each time
Reroutes above 15 percent in a month	$200 for each percent over
Trip billed but not run	$50 each, unless it was a clerical error
Driver or attendant who is not compliant or not registered with WellTrans	$100 a day per driver, up to $2,500 a month
Vehicle without required insurance or registration	$100 a day per vehicle
Vehicle with a safety hazard	$100 a day, up to $1,000 a month
Vehicle that is uncomfortable for riders	$25 a day, up to $250 a month
Administrative vehicle problem	$10 a day, up to $100 a month
Late pickups (more than 15 minutes) or late drop-offs above 1 percent of the month’s trips	$25 each
Will-call pickup later than 60 minutes	$25 each
Vehicle never arrives	$100 each
Manager unreachable for an hour or more	$100 each time
Fax machine down for an hour or more during business hours	$100 each time
Reroute less than 12 hours before pickup, for trips assigned at least 36 hours ahead	The difference between your price and the replacement trip, or $100 if the trip is not covered
Dropping a rider with less than 24 hours’ notice	The difference between your price and the replacement trip, or $100 a trip if it is not covered, up to $2,000 a month
Late or missing reports	$25 a working day, up to $500 a month. Missing cancellation reports cost $100 each, up to $500 a month
Leaving without proper termination notice	You lose all money WellTrans still owes you

The late pickup, drop-off, and dialysis charges do not apply when the delay was outside your control and you told WellTrans before the scheduled time. Any penalty a health plan charges WellTrans because of your service is passed on to you as well. Dialysis carries the largest per-trip lateness charge in the agreement, so give those runs extra time. See dialysis transportation.

Who to call at WellTrans

For	Contact
Becoming a provider	The “Contact Us to Become a Provider” form on the WellTrans provider page
Provider relations manager	317-435-0830
Provider relations specialist	317-653-0809
Transportation provider line (active providers, 24 hours)	866-982-3983
Claims	claims@welltransnemt.com, claims fax 317-819-0160
Complaints	complaints@welltransnemt.com, e-fax 317-819-0145
Suspected fraud	SIU@welltransnemt.com or 866-982-3983
HIPAA breach reports (within 48 hours)	800-486-7647
Main office	317-785-5500, 8 a.m. to 6 p.m. Eastern, Monday to Friday, 7340 Shadeland Station Way, Indianapolis, IN 46256
Indiana Medicaid enrollment questions	IHCP Customer Assistance, 800-457-4584

Before you reach out, have your IHCP provider ID, surety bond, motor carrier certificate, insurance certificates, county list, and vehicle and driver counts ready. Ask which counties and levels of service WellTrans needs, which trip delivery option fits your office, and which payment schedule applies to your agreement.