1. Program Definition and Services

Assistive Technology (AT) services in Washington provide adaptive devices, software, and equipment to maximize a client's autonomy and safety. Services span two distinct structural pathways:

• CFC-Funded Tech: Adaptive items or devices used to substitute for human assistance with Activities of Daily Living (ADLs) or health-related tasks
• Waiver-Funded Tech: Equipment or product systems designed to increase, maintain, or improve a client's overall functional capabilities and community social engagement

2. Regulations

• WAC Section 388-845-0415 & 0425: Sets definition parameters, scope, and operational spending restrictions across DDA waivers
• WAC Section 388-106-0270 to 0274: Details core rules and caps specifically governing Community First Choice (CFC) assistive items
• DDA Policy Manual Chapter : Establishes explicit administrative rules for case managers authorizing tech procurement

3. Licensing or Certification

Operating entities do not require a specialized medical device license. However, they must maintain a professional specialty or contract with DDA as an approved Purchasing Goods & Services (PG&S) vendor. To bill directly, providers must possess a Core Provider Agreement and register within the ProviderOne network.

4. Responsible State Agency

Three main government entities control authorization and reimbursement paths:

• DSHS Developmental Disabilities Administration (DDA): Audits functional assessments and coordinates localized case management approvals
• Aging and Long-Term Support Administration (ALTSA): Manages technology authorizations for older adults and individuals with physical challenges
• Health Care Authority (HCA): Directs Medicaid technology integration and operates the master ProviderOne system

5. Application Process

Applicants establish state corporate foundations and complete DDA vendor contracting packets. The business registers as an official technology supplier within the ProviderOne database. When a client identifies a technology need, the provider coordinates with the DDA Case Resource Manager (CRM) to submit itemized equipment costs matching a professional's written recommendation. Work begins upon formal electronic authorization.

6. Required Documentation

• Secretary of State master business registration (UBI record) and an organizational Type 2 NPI mapped to a specialized tech taxonomy
• A written recommendation from a credentialed professional (OT, PT, SLP) verifying the requested item's clinical effectiveness
• An Operational Policy Manual detailing hardware warranty processing, inventory tracking, data encryption, and privacy risk disclosures
• Up-to-date WSP or DSHS Background Check Central Unit (BCCU) history clearances for all delivery or installation staff
• Certificates of comprehensive commercial liability insurance meeting state vendor guidelines

7. Timeline for Approval

Corporate foundation filing, tax setups, and insurance verification takes 2 to 4 weeks. Vendor contract application processing through local DDA offices requires 4 to 6 weeks. Individual client product reviews and case manager electronic billing tier updates typically process within 2 to 3 weeks.

8. Pre-Application Process

Prospective vendors must complete underlying business setup tasks before seeking a state Medicaid contract. This requires legally incorporating via the Secretary of State, registering tax files with the Department of Revenue, securing an EIN, and setting up an administrative hub capable of managing fulfillment logs and tracking equipment distribution.

9. Pre-Application Training

While there is no multi-day training academy, vendors must pass an agency orientation covering state billing codes and equipment delivery safety. Hired personnel must complete training regarding HIPAA data protection, privacy risks for smart devices (live video feeds), and mandatory abuse reporting within their first 60 days of hire.

10. Additional Notes

• The $550 Threshold: Under WAC 388-845-0425, any single assistive technology procurement order exceeding $550 requires explicit prior approval from the DDA Regional Administrator.
• Recreational Exclusion: Assistive technology funding strictly excludes items intended primarily for recreation, leisure, or diversion, including standard televisions, bicycles, or cable subscriptions.
• The Payer Split Rule: For dual-qualified items, CFC funding caps ($500/year) must be completely exhausted before supplementary waiver-funded assistive technology allocations can be utilized.
• The Sole Benefit Test: DDA explicitly prohibits the authorization of any device or software that benefits a caregiver, family member, or general household rather than the sole, documented independent needs of the client.

Why Choose Waiver Consulting Group?

Starting or expanding your Medicaid waiver-funded agency can feel overwhelming, but it doesn't have to be. At Waiver Consulting Group, we simplify the process by guiding you through licensing, compliance, provider enrollment, policies & procedures, and regulatory approvals in any state.

With proven expertise, a structured process, and ongoing support, we take the guesswork out of launching your healthcare business. Whether you're a first-time entrepreneur or an established provider looking to expand, our team ensures you stay compliant, competitive, and fully operational.

To get started, click the link to request portal access