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Medical Transportation
Procedures
Request for a Medical Transportation Supplement: April 1, 2010
Maximum Amounts: February 7, 2005
Exceptional Circumstances: May 20, 2010
Persons with a Life-Threatening Health Need: April 1, 2010
Issuing a Supplement for Local, Non-Emergency Medical Transportation: April 1, 2010
Issuing a Supplement for Non-local, Non-emergency Medical Transportation within BC: April 1, 2010
Issuing a Supplement for Medical Transportation outside BC or Canada: April 1, 2010
Issuing a Supplement for Ongoing Medical Transportation: April 1, 2010
Medical Transportation Supplement Checklist: May 20, 2010
Taxi Authorization: January 8, 2013
Request for a Medical Transportation Supplement: April 1, 2010
April 1, 2010To apply for a local medical transportation supplement, recipients are to provide:
- written verification from a medical practitioner or nurse practitioner.
To apply for a non-local medical transportation supplement, recipients are to provide:
- a Request for Non-Local Medical Transportation Assistance form (HR3320); and
- written verification from a medical practitioner or nurse practitioner or a TAP form with confirmation number.
The EAW must provide the recipient with the request form (HR3320) and a Medical Transportation Information Checklist – For Clients [see Resources for Clients], which lists the information required when requesting a medical transportation supplement.
Maximum Amounts: February 7, 2005
February 7, 2005Any medical transportation supplement related to vehicle transportation is strictly limited to the maximum shown in Rate Table: Health Supplements and Programs – Medical Transportation Supplement [see Policy – Exceptional Circumstances]. The EAW must ensure that only the least expensive appropriate mode of transportation is issued.
Note: Greyhound Canada offers significant advance purchase fare discounts that may cost less than issuing for vehicle transportation. [see Contacts]
Normally, meal allowances are not to be provided. Money for food is provided to income assistance recipients through the monthly support supplement. For those exceptional cases where circumstances warrant a meal allowance, it should not exceed the amount shown in Rate Table: Health Supplements and Programs – Medical Transportation Supplement.
Ambulance Services
December 1, 2003Recipients provide their Personal Health Number (PHN) at the time of service as is provided through Medical Services Plan premium assistance. [see Related Links – Medical Services Plan and Medical Coverage]
If a recipient submits a bill for ambulance services rendered while in receipt of assistance, ministry staff write the PHN on the bill and forward the bill to the Ministry of Health.
If a recipient submits a bill for ambulance services rendered while not in receipt of assistance, the recipient must be advised that it is a matter between the recipient and the Emergency Health Services Commission.
Exceptional Circumstances: May 20, 2010
May 20, 2010The EAW must use the following procedures when issuing medical transportation over 20 cents per kilometre:
- Document on the case that all sources of private transportation have been exhausted (client's, friend's or relative's vehicle).
- If using an agency, the reason for the higher rate must be confirmed and documented on the case with a confirmation from the agency where possible. It should include what travel expenses the agency's rate covers (i.e., gas, insurance, vehicle maintenance).
- The Supervisor must approve rates higher than the 20 cents per kilometre. The approval is to be entered on the case.
- When issuing rates higher than 20 cents per kilometre, the appropriate benefit plan must be used and the rate per km entered.
- When considering a higher kilometre rate for older or less economical vehicles, [see Resources for Staff – Natural Resources Canada] for information on vehicle types, gas consumption and average kilometre costs.
Persons with a Life-Threatening Health Need: April 1, 2010
April 1, 2010For persons who face a life-threatening health need and who are otherwise not eligible for a medical transportation supplement, ensure that written verification from a medical practitioner or nurse practitioner is on the case confirming that a life-threatening health need exists and that travel is required to receive treatment for that need.
A recipient who must leave their community to receive essential medical services and treatments that are not available locally may be eligible for a medical transportation supplement if the need for out-of-community travel is confirmed by a medical practitioner or nurse practitioner. This would include a recipient who resides in an area where planned birthing and maternity services are not available and who must leave their community to give birth.
- Determine if the applicant is eligible for a supplement to meet the life-threatening health need by running the Assisted Eligibility tool. [see policy and procedures in Related Links – Life-Threatening Health Needs]
- If the applicant is eligible for this supplement, follow the steps outlined below for either local or non-local medical transportation.
Issuing a Supplement for Local, Non-Emergency Medical Transportation: April 1, 2010
April 1, 2010To issue a supplement for local, non-emergency medical transportation, run the Assisted Eligibility tool, which will include the following:
- Ensure the recipient has provided written verification of the medical need for the requested transportation from a medical practitioner or nurse practitioner. The written verification should provide the following information:
- Confirmation that the medical treatment is covered by MSP or the Hospital Insurance Act
- Number of appointments per week necessary for the treatment, if applicable
- Expected duration of the treatment, if applicable
- Whether an escort is medically required or not required
- Specific reason why the recipient is unable to use public transportation if the person requires a taxi on an ongoing basis.
- Confirm that the medical travel is to a medical practitioner’s office or a specialty clinic for essential medical treatment (e.g., laboratory clinic, radiology clinic, hospital, etc.)
- Confirm that the medical practitioner is recognized as a specialist in a field of medicine or surgery in accordance with the bylaws made by the board for the College of Physicians and Surgeons of British Columbia. [For information on how to verify a specialist, see Contacts.]
- Determine all of the following:
- does the client have a subsidized bus pass that will meet their need
- will providing a day/week/month local transit pass meet the need and be the least expensive
- is the recipient able to contribute or have access to alternative resources through a financial assessment (e.g., does the client receive the Special Transportation Subsidy (STS) and can part of the STS funding be contributed to medical transportation?).
- Scan and profile the written verification from the medical practitioner or nurse practitioner into the case and document detail information of approved supplement.
Issuing a Supplement for Non-local, Non-emergency Medical Transportation within BC: April 1, 2010
April 1, 2010Non-local, non-emergency medical transportation costs should be met through the recipient’s regular Employment and Assistance Office (EAO). However, the recipient can be referred to an EAO close to the treatment resource for unexpected needs. In these cases the Supervisor should note the recipient’s circumstances on the case.
A recipient who must leave their community to receive essential medical services and treatments that are not available locally may be eligible for a medical transportation supplement if the need for out-of-community travel is confirmed by a medical practitioner or nurse practitioner. This would include a recipient who resides in an area where planned birthing and maternity services are not available and who must leave their community to give birth.
To issue a supplement for non-local, non-emergency medical transportation, run the Assisted Eligibility tool, which will include the following:
- Ensure the recipient has either provided written confirmation from their medical practitioner or nurse practitioner, that the essential medical treatment or service is not available locally or a copy of the TAP form with confirmation number.
- If the medical transportation supplement is only to cover the expense of mileage or expenses of a volunteer driver, request that the recipient provide written verification from their medical practitioner or nurse practitioner. The written verification should provide the following information:
- Confirmation that the treatment is covered by MSP or the Hospital Insurance Act
- Confirmation that the treatment is not available locally
- Number of appointments per week necessary for the treatment, if applicable
- Expected duration of the treatment, if applicable
- Whether an escort is required or not required
- If the recipient requires air, rail, or ferry as a mode of transportation, request that the recipient provide a copy of the TAP form with confirmation number.
Case Examples:
Scenario 1 – client lives in Chilliwack and requires a chemotherapy treatment at the Vancouver General Hospital in downtown Vancouver. This treatment is a day trip and client does not require accommodation. The only expense that is being claimed is mileage. In this situation, the client should provide written verification from their medical practitioner or nurse practitioner.
Scenario 2 – client lives in Port Alberni and is referred for various laboratory tests at the Vancouver General Hospital. The duration for these tests will be 3 days. Client will require a ferry, mileage, accommodation, and meals while visiting the laboratory clinics at the hospital. In this situation, the client should provide a copy of the TAP form with confirmation number.
- If the medical transportation supplement is only to cover the expense of mileage or expenses of a volunteer driver, request that the recipient provide written verification from their medical practitioner or nurse practitioner. The written verification should provide the following information:
- Ensure the recipient has submitted a Request for Non-Local Medical Transportation Assistance form (HR3320).
- Confirm that the medical travel is to a medical practitioner’s office or a specialty clinic for essential medical treatment (e.g., laboratory clinic, radiology clinic, hospital, etc.).
- Confirm that the medical practitioner is recognized as a specialist in a field of medicine or surgery in accordance with the bylaws made by the board for the College of Physicians and Surgeons of British Columbia. [For information on how to verify a specialist, see Contacts.]
- Determine if the recipient is able to contribute or have access to alternative resources through a financial assessment.
- Ensure the client has provided a detailed itinerary and a detailed list of requested assistance in Section A Part 3 of HR3320. [see Policy – Included in Medical Transportation]
- Determine the least expensive appropriate transportation mode. Check the TAP provided by the Ministry of Health (MoH) which offers discounted transportation, Health Connections Program which offers subsidized transportation options, as well as charitable assistance through corporate partnership with various organizations.
- Complete Section B of the Request for Non-Local Medical Transportation Assistance form (HR3320) to determine eligibility and assess the medical transportation supplement.
- If the ministry should choose to pay for accommodation directly to the hotel on behalf of the recipient, add a note in the comment box of Section B “Ministry will pay hotel directly for client’s accommodation” and send confirmation to the hotel – Accommodation Confirmation (HR3327).
- Scan and profile a copy of the HR3320 and written verification from a medical practitioner or nurse practitioner or the TAP form into the case along with all other relevant documentation supporting the decision.
Issuing a Supplement for Medical Transportation outside BC or Canada: April 1, 2010
April 1, 2010Patients are automatically covered for medical services obtained in other provinces, provided the service rendered is covered by MSP and the patient is registered with MSP at the time of service. [For more information, see Related Links – Medical Services Plan and Medical Coverage.]
If a medical practitioner refers a patient for medical care outside of Canada, the medical practitioner must request a prior authorization from MSP for services rendered outside the country.
To issue assistance for medical transportation outside BC or Canada, run the Assisted Eligibility tool, which will include the following:
| Ministry Staff | 1. |
Ensure the recipient has provided written verification of the medical need for the requested transportation from a medical practitioner or nurse practitioner. The written verification should provide the following information:
|
| 2. | Ensure the recipient has submitted the Request for Non-Local Medical Transportation Assistance form (HR3320). | |
| 3. | Ensure all discounts or medical rates have been pursued. | |
| 4. | Confirm that the medical travel is to a medical practitioner’s office or a specialty clinic for essential medical treatment (e.g., laboratory clinic, radiology clinic, hospital, etc.). | |
| 5. | Confirm that the medical practitioner is recognized as a specialist in a field of medicine or surgery in accordance with the bylaws made by the board for the College of Physicians and Surgeons. | |
| 6. | Determine if the recipient is able to contribute or access alternative resources through a financial assessment. | |
| 7. | Ensure the recipient has provided a detailed itinerary and detailed list of requested assistance in Section A Part 3 of HR3320. [see Policy – Included in Medical Transportation] | |
| 8. | Determine the least expensive transportation mode. Check the TAP provided by the Ministry of Health (MoH) which offers discounted transportation, Health Connections Program which offers subsidized transportation options, as well as charitable assistance through corporate partnership with various organizations. [see Contacts] | |
| 9. | Complete Section B of the Request for Non-Local Medical Transportation Assistance form (HR3320) to determine eligibility and assess the medical transportation supplement. | |
| 10. | If the ministry should choose to pay for accommodation directly to the hotel on behalf of the recipient, add a note in the comment box of Section B “Ministry will pay hotel directly for client’s accommodation” and send confirmation to the hotel – Accommodation Confirmation (HR3327). | |
| Supervisor | 11. | Review all documentation for approval and complete supervisor approval activity. |
| 12. | Scan and profile a copy of the HR3320 and written verification from a medical practitioner or nurse practitioner into the case along with all other relevant documentation supporting the decision. |
Issuing a Supplement for Ongoing Medical Transportation: April 1, 2010
April 1, 2010Ongoing medical transportation for extraordinary and predictable appointments that have been confirmed in writing by a medical practitioner or nurse practitioner (for example, daily blood tests over an extended period or ongoing chemotherapy or kidney dialysis) may be authorized to a maximum of 12 months.
If an extension is required, the EAW must complete the following steps:
- Review the medical documentation on the case to determine if the extension can be given based on the information previously provided.
- If existing documentation does not provide sufficient information to support the extension, the EAW may secure the client’s permission to contact their medical practitioner or nurse practitioner directly in order to confirm the continuing need in addition to the type and frequency of appointments requested.
- If the medical treatment is ongoing at the same location, the original Request for Non-Local Medical Transportation Assistance form (HR3320) may be used as supporting documentation. TAP requires a new TAP form with a confirmation number for each subsequent visit for non-local transportations. If the client must return to the specialist, hospital or specialty service as part of the same course of treatment, the destination specialist office or specialty service can complete and sign or stamp another TAP form.
- Initial essential medical treatments may be urgent and require a non-local medical transportation for the treatment. But over time if the treatment is the same and ongoing, it is recommended to check for more local resources and see if the treatment can be performed locally.
- If updated written medical information is required, the EAW must provide the recipient with a Medical Transportation Information Checklist – For Clients [see Resources for Clients]. Clients must be given reasonable time to obtain the new documentation prior to discontinuance of the supplement.
- If a recipient fails to provide the requested information, attempt to contact the recipient by phone or signal their cheque and send the signal letter [see policy and procedures of reasonable steps prior to cheque signalling in Individual Case Management]. Discontinuance of a supplement should only be allowed to occur once the EAW has made a review decision, the client has been notified of the decision, including reasons, in advance of discontinuance and the client has been given the opportunity to request reconsideration.
Medical Transportation Supplement Checklist: May 20, 2010
May 20, 2010Before issuing a medical transportation supplement, ensure all of the following have been applied:
- The applicant must provide written verification of the medical need for the requested transportation from a medical practitioner or nurse practitioner or a TAP form with confirmation number, which must be scanned and profiled.
- The applicant must submit the Request for Non-Local Medical Transportation Assistance form (HR3320).
- Applicant must be eligible for Schedule C health supplements or face a life-threatening health need (requires EAO approval).
- The destination location must be confirmed as a medical practitioner’s office or a specialty clinic.
- The destination medical practitioner must be recognized as a specialist in a field of medicine or surgery in accordance with the bylaws made by the board for the College of Physicians and Surgeons.
- Alternatives to issuing a medical transportation supplement must first be explored.
- A list of the expected medical transportation costs must be provided by the applicant.
- Only the least expensive, appropriate medical transportation supplement may be issued using the appropriate benefit plans.
- Details of the medical transportation supplement must be noted.
- Exceptional circumstances warranting a rate higher than 20 cents per kilometre must be approved by the Supervisor, issued under medical transportation – Med Trans Exceptional Rate/KM and noted [see Resources for Staff].
- Taxi may be authorized when all other options have been exhausted for local medical transportation only.
- Check for local resources if the treatment is ongoing.
Taxi Authorization: January 8, 2013
January 8, 2013- When all other options have been exhausted, a taxi may be authorized for local medical transportation only, through a Purchase Authorization Benefit Plan.
- The EAW is to request a firm estimate of the total cost from the taxi company and advise the company that, generally, additional costs will not be considered.
- The authorization provided for a taxi must reflect the actual cost of the trip.
- The ministry will only pay the amount approved by the EAW spending authority on the service order.
- The EAW is to advise the taxi company that, in the event of extraordinary circumstances where the trip exceeds the estimate provided (i.e., unexpected traffic accident, detours out of the driver's control, etc.), the taxi company will need to contact the ministry and advise of the change before submitting their invoice for payment.
- The EAW will provide a contact number to the taxi company
- If appropriate, the EAW spending authority will revise the service order and provide the new service order number to the taxi company in order for them to submit the invoice.
