1. Program Definition and Services

Assistive Technology (AT) Services in Pennsylvania provide Medicaid-funded devices, equipment, and specialized training to individuals with disabilities or aging-related care needs. The program aims to increase, maintain, or improve a participant's functional capabilities at home and in the community, helping to avoid long-term institutional placement. Services include:

• In-Home Assessment and Sourcing: Evaluating specialized tech needs in the individual or family home (AT Device Procurements, Customization and Installation, Fitting or Adjusting Devices, and Safety Assessments)
• Training and Maintenance: Supervision and education in community or residential environments (User and Caregiver Training, Device Maintenance and Repair, Service Coordination, and Equipment Troubleshooting)

2. Regulations

The program is governed by the following regulations:

• 55 Pa. Code Chapter 6100 (Support for Individuals with an Intellectual Disability or Autism)
• 55 Pa. Code Chapter 52 (OLTL Home and Community-Based Services)
• Federal 1915(c) Home and Community-Based Services (HCBS) waiver provisions

3. Licensing or Certification

Providers delivering basic equipment do not require a separate facility license but must secure state verification. For clinical AT needs assessments, professionals on staff must be certified as an Assistive Technology Professional (ATP) through the Rehabilitation Engineering and Assistive Technology Society of North America (RESNA).

4. Responsible State Agency

The Department of Human Services (DHS) Office of Developmental Programs (ODP) and Office of Long-Term Living (OLTL) are responsible for reviewing provider qualification applications and approving AT services. Regional Administrative Entities (AEs) and Community HealthChoices (CHC) MCOs monitor local compliance.

5. Application Process

The application process is conducted through the electronic HCSIS Portal and the PROMISe™ Medicaid Portal. Providers must submit applications online to initiate the formal qualification and electronic profile enrollment process.

6. Required Documentation

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

• Verification of active business compliance and state operational rules
• Agency-specific policies and procedures aligned with ODP/OLTL guidelines
• Staff qualifications, technical competencies, and RESNA ATP certifications (if applicable)
• Proof of Commercial General Liability and Professional/Product Liability insurance

7. Timeline for Approval

The exact timeline for approval fluctuates based on agency and county review capacity. Navigating the complete sequence of training, policy validation, and final PROMISe™ Medicaid portal enrollment generally takes 2 to 3 months.

8. Pre-Application Process

Prospective providers must complete specific foundation tasks before applying. They must establish their business entity structure with the Pennsylvania Department of State, obtain an IRS EIN, set up an authorized distribution office or warehouse, and request an organizational Type 2 NPI.

9. Pre-Application Training

The state hosts mandatory administrative and compliance training sessions online. Access details for the necessary orientation pathways on the MyODP portal are assigned to applicants once preliminary structural paperwork is finalized.

10. Additional Notes

• Providers must ensure that specialized device inventory and assembly setups meet all state safety and environmental guidelines
• Assistive Technology procurements must be explicitly authorized within the individual’s service plan (ISP) by an assigned Support or Service Coordinator before billing can occur
• All agency personnel handling client evaluations or distributions must conduct mandatory state criminal background clearances
• Providers must maintain detailed records of technology deliveries, user training logs, and equipment serial numbers for Medicaid documentation and billing validation

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.

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