Arkansas Department of Human Services (DHS) – Division of Developmental Disabilities Services (DDS)

Role: Approves and monitors service providers and ensures compliance with HCBS waiver program requirements

Arkansas Medicaid / Division of Medical Services (DMS)

Role: Administers Medicaid funding and reimbursement for respite care

Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight and ensures adherence to Medicaid waiver guidelines

2. RESPITE CARE SERVICE OVERVIEW

Respite services provide temporary supervision and support for individuals who normally receive ongoing care from family or unpaid caregivers. Services can be provided in the individual's home or a community setting and may occur during the day, evenings, weekends, or overnight.

Approved providers may deliver: 

• In-home care during planned or emergency caregiver absences
• Supervision and assistance with daily living activities
• Personal care tasks such as bathing, dressing, or mobility support
• Social and recreational engagement during respite hours
• Coordination with family members and support staff
• Documentation of services delivered and any changes in condition

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register your business with the Arkansas Secretary of State
• Obtain EIN from the IRS and NPI (Type 2)
• Complete provider enrollment through Arkansas Medicaid
• Submit an application to become a provider with the Division of Developmental Disabilities Services (DDS)
• Maintain liability insurance and secure service documentation systems
• Ensure all staff meet required background checks and training

4. PROVIDER ENROLLMENT PROCESS

Step 1: Medicaid Provider Enrollment

• Apply through the Arkansas Provider Enrollment Portal
• Submit organizational documents, ownership disclosure, and electronic funds transfer (EFT) info
• Select appropriate provider type and service specialties (Respite Care under HCBS)

Step 2: DDS Waiver Service Approval

• Complete and submit the HCBS Waiver Provider Packet
• Include policy manual, staffing plan, and training documentation
• Participate in a readiness review if requested

Step 3: Approval and Billing Setup

• Receive provider number and begin claims setup through Medicaid billing system
• Coordinate with support coordinators for client referrals

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License
• IRS EIN Letter
• NPI confirmation
• Medicaid provider enrollment approval
• DDS waiver provider application and agreement

Policy & procedure manual including: Intake and referral process

• Daily documentation and client care logs
• Staff credentialing, supervision, and emergency contacts
• Participant rights, informed consent, and HIPAA compliance
• Incident reporting and grievance procedures
• Caregiver relief coordination and scheduling
• Service tracking and billing templates

6. STAFFING REQUIREMENTS

Role: Respite Care Coordinator / Program Supervisor Requirements: Experience in human services or disability care; supervisory background preferred

Role: Direct Care Staff / Respite Aide Requirements

• High school diploma or GED
• CPR/First Aid certification
• Background check and Adult/Child Maltreatment Registry clearance
• Knowledge of supporting individuals with disabilities or chronic health conditions

Training Requirements for All Staff

• Person-centered care practices
• Emergency response and documentation
• Abuse prevention and reporting
• Annual refreshers on ethics, safety, and client interaction

7. MEDICAID WAIVER SERVICES

Respite Care Services are authorized under the following Arkansas Medicaid Waiver Programs:

• Community and Employment Supports (CES) Waiver
• Arkansas Independent Choices Program
• Living Choices Assisted Living Waiver
• ARChoices in Homecare Waiver
• Approved providers may deliver
• Temporary care to relieve unpaid caregivers
• Scheduled or emergency in-home support
• Assistance with activities of daily living (ADLs)
• Support documentation and coordination with case managers

8. TIMELINE TO LAUNCH

Phase 1: Business Formation Timeline: 1–2 weeks

Phase 2: Medicaid Enrollment & Provider Application Timeline: 45–90 days

Phase 3: DDS Waiver Provider Approval Timeline: 30–60 days

Phase 4: Staff Hiring and Training Timeline: 30–45 days

9. CONTACT INFORMATION

Arkansas Department of Human Services – Division of Developmental Disabilities Services (DDS) Email: ddsproviderinfo@dhs.arkansas.gov Phone: (501) 683-5687 Website: https://humanservices.arkansas.gov/about-dhs/dms/dds

Arkansas Medicaid Provider Enrollment Website: https://portal.mmis.arkansas.gov

WAIVER CONSULTING GROUP'S START-UP ASSISTANCE SERVICE — ARKANSAS RESPITE CARE SERVICES PROVIDER

We guide new providers through the full process of launching Medicaid-compliant Respite Care Services under Arkansas's HCBS Waiver Programs.

SCOPE OF WORK ( What Waiver Consulting Group (WCG) Does)

Our Client Portal offers a wealth of resources that you can explore related to various programs and state requirements. Getting Started