EMPOWERING INDIVIDUALS WITH DISABILITIES TO ACHIEVE COMPETITIVE, INTEGRATED EMPLOYMENT

1. GOVERNING AGENCIES

Agency: State Medicaid Agency (Florida AHCA, Colorado HCPF)
Role: Oversees Medicaid provider enrollment, service authorization, and reimbursement for Supported Employment Services

Agency: State Department of Vocational Rehabilitation (Florida DVR, Colorado DVR)
Role: Coordinates pre-employment and vocational rehabilitation services

Agency: Centers for Medicare & Medicaid Services (CMS)
Role: Provides federal oversight ensuring employment services meet HCBS settings and person-centered service requirements

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2. SUPPORTED EMPLOYMENT SERVICE OVERVIEW

Supported Employment Services assist individuals with disabilities in finding and retaining competitive, integrated jobs that match their interests, skills, and career goals.

Approved providers may deliver:

• Individualized employment assessments
• Job development and customized job placement
• Resume development and interview coaching
• On-the-job support and skills training
• Assistance with workplace accommodations and natural supports
• Career advancement and retention support
• Self-employment exploration and small business support (where authorized)

Services can be offered as:

• Individual Supported Employment (one-on-one)
• Group Supported Employment (small groups working in community settings)
• All services must align with the participant’s person-centered employment plan and Employment First principles.

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3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business with the Secretary of State in the operating state
• Obtain EIN from the IRS and NPI (Type 2)
• Complete Medicaid provider enrollment and/or Department of Vocational Rehabilitation vendor approval
• Maintain liability insurance
• Develop person-centered planning and service delivery policies
• Staff must meet qualifications in vocational rehabilitation, special education, employment supports, or related fields

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4. PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

• Request Supported Employment Provider application materials from the state Medicaid agency or Department of Developmental Disabilities
• Attend orientation sessions on HCBS waiver service standards (recommended)

Application and Documentation Submission:

• Submit Articles of Incorporation, business registration, insurance documentation, and service model description
• Provide sample participant intake forms, employment goal setting documents, and job coaching plans
• Submit staff credentialing and background screening documentation

Program Readiness Review:

• Medicaid or state agency reviews service design, participant support procedures, and compliance readiness
• Site reviews or interviews may be conducted for new agencies

Approval & Medicaid Enrollment:

• Upon approval, complete Medicaid enrollment
• Configure service billing codes for Supported Employment Services

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5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License
• IRS EIN confirmation
• NPI confirmation
• Proof of general liability insurance

Policy & Procedure Manual including:

• Participant intake, assessment, and individualized employment planning
• Job development, placement, and on-the-job support procedures
• Confidentiality, client rights, and HIPAA compliance policies
• Emergency preparedness and incident response protocols
• Staff credentialing, background screening, and competency evaluations
• Service delivery documentation, progress tracking, and goal achievement monitoring
• Medicaid billing and authorization management systems

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6. STAFFING REQUIREMENTS

Role: Employment Services Program Coordinator / Manager
Requirements: Bachelor’s degree in rehabilitation, social work, special education, business, or related field preferred; experience in employment services; background check clearance

Role: Employment Specialist / Job Coach
Requirements: High school diploma or GED minimum; experience in job placement or vocational training preferred; CPR/First Aid certification recommended; background check clearance

All staff must complete:

• Employment First principles and person-centered planning training
• Medicaid documentation and service delivery standards training
• HIPAA confidentiality and participant rights training
• Annual continuing education and competency assessments

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7. MEDICAID WAIVER SERVICES

The following Medicaid Waivers authorize Supported Employment Services:

• Developmental Disabilities Waivers (Florida iBudget Waiver, Colorado DD Waiver)
• Elderly, Blind, and Disabled (EBD) Waivers (in some states, for younger adults)
• Brain Injury Waivers (where employment goals are appropriate)

Approved providers may deliver:

• Job coaching and development services tailored to participant goals
• Career advancement support and transition planning
• Community-based small group employment support (if authorized)

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8. TIMELINE TO LAUNCH

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

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

Phase: Staff Hiring, Training, and Program Development
Timeline: 30–45 days

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

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9. CONTACT INFORMATION

State Medicaid Agency Website (varies by state)
State Department of Vocational Rehabilitation Website (varies by state)
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 and documentation support
• Development of Supported Employment Policy & Procedure Manual
• Staff credentialing templates and individualized employment planning forms
• Medicaid billing system configuration and authorization tracking
• Website, domain, and email setup
• Participant intake, assessment, and employment tracking templates
• Employer engagement strategies and community networking templates
• Quality assurance and outcome measurement systems

WAIVER CONSULTING GROUP’S START-UP ASSISTANCE SERVICE — SUPPORTED EMPLOYMENT SERVICES PROVIDER

We support employment service agencies and entrepreneurs in launching Medicaid-compliant Supported Employment Services under state HCBS Waiver programs.