1. GOVERNING AGENCIES

Agency: Hawaii Department of Human Services (DHS) — Med-QUEST Division
Role: Oversees Medicaid provider enrollment, service authorization, and reimbursement for Adaptive Equipment Services

Agency: Hawaii Department of Health (DOH) — Developmental Disabilities Division (DDD)
Role: Administers HCBS waiver services for individuals with intellectual and developmental disabilities, including Adaptive Equipment

Agency: Centers for Medicare & Medicaid Services (CMS)
Role: Provides federal oversight ensuring Adaptive Equipment Services meet Medicaid HCBS standards and promote functional independence

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2. ADAPTIVE EQUIPMENT SERVICE OVERVIEW

Adaptive Equipment Services include assessment, procurement, customization, delivery, training, and maintenance of devices designed to support individuals' health, mobility, communication, and daily living activities.

Approved providers may deliver:

• Functional needs assessments for adaptive equipment
• Recommendation and acquisition of appropriate devices
• Customization and modification of equipment
• Delivery, setup, and participant training on device usage
• Repairs, maintenance, and replacement support

Examples of adaptive equipment include:

• Wheelchairs (manual, power, or customized seating systems)
• Mobility aids (walkers, transfer boards, lifts)
• Augmentative and alternative communication (AAC) devices
• Sensory equipment (adapted switches, environmental control units)
• Adaptive utensils, grooming aids, and other daily living supports

All services must be tied to outcomes specified in the participant’s Individualized Service Plan (ISP) and promote community-based living and safety.

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3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business with the Hawaii Department of Commerce and Consumer Affairs (DCCA)
• Obtain EIN from the IRS and NPI (Type 2)
• Enroll as a Medicaid provider with Hawaii’s Med-QUEST Division
• Maintain commercial general liability and product liability insurance
• Employ or partner with qualified professionals ( Assistive Technology Professionals (ATP), Occupational Therapists) as needed
• Develop policies for equipment assessment, procurement, training, maintenance, and participant support

4. MED-QUEST/DHS PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

• Submit Provider Enrollment Application for Adaptive Equipment Services through Med-QUEST
• Indicate service capacity, vendor partnerships, and service areas

Application and Documentation Submission:

• Submit Articles of Incorporation, proof of EIN/NPI, insurance certificates, staff credentialing, and service delivery models
• Provide equipment procurement protocols, emergency repair procedures, and participant intake forms

Program Readiness Review:

• DHS and Med-QUEST review provider readiness including assessment protocols, participant safety standards, Medicaid documentation systems, and billing compliance

Approval & Medicaid Enrollment:

• Upon approval, configure billing codes specific to Adaptive Equipment evaluation, acquisition, training, maintenance, and repairs

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5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License (Hawaii DCCA)
• IRS EIN confirmation
• NPI confirmation
• Proof of general liability and product liability insurance

HCBS-Compliant Policy & Procedure Manual including:

• Participant intake, functional needs assessment, and device selection procedures
• Adaptive equipment procurement, delivery, and training systems
• Maintenance, repair, and replacement service plans
• HIPAA confidentiality, participant rights, and grievance handling policies
• Staff credentialing, background screening, and competency documentation
• Medicaid billing, service tracking, and audit readiness systems

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6. STAFFING REQUIREMENTS

Role: Adaptive Equipment Program Manager / Specialist
Requirements: Certification as an Assistive Technology Professional (ATP) preferred or relevant healthcare experience, background screening clearance

Role: Adaptive Equipment Technicians / Trainers
Requirements: Experience in device setup, modification, and participant training, background screening clearance

All staff must complete:

• HIPAA confidentiality and participant rights training
• Adaptive equipment handling and safety training
• Emergency response and equipment troubleshooting procedures
• Annual continuing education in assistive technology advancements and Medicaid compliance

7. MEDICAID WAIVER PROGRAMS

The following Hawaii Medicaid Waivers authorize Adaptive Equipment Services:

• Developmental Disabilities/Intellectual Disabilities (DD/ID) Waiver
• Community Care Services (CCS) Program (if assistive technology is tied to maintaining independence)

Approved providers may deliver:

• Functional needs assessments and evaluations
• Device procurement, customization, and setup
• Participant and caregiver training on device usage
• Repairs and technical support for Medicaid-funded equipment

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8. TIMELINE TO LAUNCH

Phase: Business Formation and Initial Credentialing Setup
Timeline: 1–2 weeks

Phase: Med-QUEST Provider Application and Readiness Review
Timeline: 60–90 days

Phase: Staff Hiring, Credentialing, and Equipment Procurement System Setup
Timeline: 30–45 days

Phase: Medicaid Enrollment and Billing System Configuration
Timeline: 45–60 days

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9. CONTACT INFORMATION

Hawaii Department of Human Services (DHS) — Med-QUEST Division
Website: https://medquest.hawaii.gov/

Hawaii Department of Health (DOH) — Developmental Disabilities Division (DDD)
Website: https://health.hawaii.gov/ddd/

Centers for Medicare & Medicaid Services (CMS)
Website: https://www.cms.gov/

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10. SCOPE OF WORK

• Business registration and EIN/NPI setup
• Medicaid provider enrollment assistance
• Development of Adaptive Equipment Services Policy & Procedure Manual
• Staff credentialing templates and participant equipment assessment forms
• Medicaid billing configuration and claims management
• Website, domain, and email setup
• Equipment intake, procurement tracking, and training documentation systems
• Emergency maintenance and backup service procedures
• Quality assurance programs for participant satisfaction and device functionality
• Community networking and vendor partnership development strategies

WAIVER CONSULTING GROUP’S START-UP ASSISTANCE SERVICE — HAWAII ADAPTIVE EQUIPMENT SERVICES PROVIDER

We support adaptive equipment suppliers, therapy agencies, and community providers in launching Medicaid-compliant Adaptive Equipment Services under Hawaii’s HCBS waiver programs.

To get started, click the link to request portal access.