1. Program Definition and Services

Adaptive Equipment Services in Rhode Island provide short-term and ongoing support to children and adults with intellectual/developmental disabilities and chronic conditions. The program aims to help maintain individuals with disabilities in the community, averting the need for long-term services and supports by enhancing environmental safety and communication. Services include:

• In-Home Personal Care: Individual support in the individual/family home or community (Procurement and Customization of mobility aids, specialized self-care tools, communication devices, and specialized instruction/training on safe tool use)
• Residential Personal Care: Supervision and care in a licensed residential, community-based setting (Home Accessibility Supports, Minor Environmental Modifications, Equipment Maintenance, and Emergency Tech Repair Services)

2. Regulations

The program is governed by the following regulations:

• Rhode Island Code of Regulations (RICR) Title 210, Chapter 20 (Rhode Island Medicaid Durable Medical Equipment Coverage Rules)
• Rhode Island General Laws Chapter 40.1-21 (Division of Developmental Disabilities Assistive Technology Framework)
• Rhode Island Medicaid 1115 Comprehensive Demonstration Waiver
• Federal HCBS Settings Final Rule (42 CFR  441.301)

3. Licensing or Certification

Providers must be certified as a Medicaid Durable Medical Equipment (DME) Supplier or approved as an Assistive Technology/Adaptive Provider by the Executive Office of Health and Human Services (EOHHS) and/or the Department of Behavioral Healthcare, Developmental Disabilities & Hospitals (BHDDH), ensuring compliance with all Home and Community-Based Services (HCBS) requirements.

4. Responsible State Agency

The Rhode Island Executive Office of Health and Human Services (EOHHS) and the Department of Behavioral Healthcare, Developmental Disabilities & Hospitals (BHDDH) are responsible for reviewing applications and certifying adaptive equipment services providers.

5. Application Process

The application process is conducted through the electronic Rhode Island Medicaid Healthcare Portal. Providers must submit all state-mandated enrollment forms online to register their asset specialty codes under active contract.

6. Required Documentation

While specific documentation requirements vary based on the target waiver, providers typically need to submit:

• Proof of compliance with state safety and operational rules (including manufacturer/vendor sourcing credentials)
• Agency policies and procedures (detailing clinical intake evaluation, delivery tracking, and repair escalation protocols)
• Staff qualifications and professional consultant contracts ( licensed therapists)
• Proof of comprehensive general liability and product liability insurance (minimum $1,000,000 policy limits)

7. Timeline for Approval

The exact timeline for approval fluctuates based on state agency capacity. Providers should contact their EOHHS or BHDDH contract manager for detailed information on current processing timeframes, which typically span 2 to 4 months.

8. Pre-Application Process

Prospective providers must complete specific foundation tasks before applying. They must establish their business entity with the Rhode Island Secretary of State, purchase product liability insurance riders, build a warehouse or secure commercial supply lines, and obtain necessary federal identification numbers (EIN and an Organizational Type 2 NPI).

9. Pre-Application Training

The state hosts mandatory administrative and compliance training sessions online. Agency coordinators and logistics technicians must complete specific orientation modules regarding Medicaid Prior Authorization (PA) guidelines and Proof of Medical Necessity documentation mechanics.

10. Additional Notes

• Providers must ensure that intensive care settings meet all state accessibility and environmental safety guidelines
• In-Home Personal Care must be provided directly by the certified agency's employed or contracted specialized personnel
• All direct care and installation staff must conduct mandatory background clearances and fingerprinting screenings
• Providers must maintain detailed records of face-to-face services for Medicaid documentation and billing, requiring explicit alignment with the client's current Individual Support Plan (ISP) goals

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