1. GOVERNING AGENCIES

Agency: Montana Department of Public Health and Human Services (DPHHS)

Role: Administers Medicaid and HCBS Waiver programs, including personal care services

Agency: Montana Department of Labor and Industry (DLI)

Role: Oversees licensing and compliance for healthcare service providers

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight and ensures waiver compliance

2. PERSONAL CARE SERVICE OVERVIEW

Personal Care Services help individuals with essential daily activities to ensure safety and comfort. Services are tailored according to the Individual Service Plan (ISP) or Person-Centered Plan (PCP) and may include:

• Assistance with personal hygiene (bathing, grooming, dressing)
• Mobility support and transfer assistance
• Meal preparation and feeding support
• Medication reminders (no medication administration)
• Light housekeeping and laundry
• Escort services to medical appointments

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business with the Montana Secretary of State
• Obtain EIN from the IRS and NPI (Type 2)
• Enroll as a Medicaid provider with the Montana Department of Public Health and Human Services
• Obtain a Personal Care Services License from the Montana Department of Labor and Industry
• Maintain liability insurance and staff qualification documentation

4. MEDICAID PROVIDER ENROLLMENT PROCESS​

Step 1: Pre-Application Contact

• Contact the Montana Department of Public Health and Human Services for provider requirements

Step 2: Application Submission

• Submit business registration, personal care license, liability insurance, and service descriptions

Step 3: License Verification

• Obtain and verify the Personal Care Services License

Step 4: Approval and Medicaid Number Assignment

• Once approved, receive a Medicaid provider number and authorization to provide services

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business Name Registration
• IRS EIN Letter
• NPI confirmation
• Personal Care Services License
• Liability insurance certificate

Policy & procedure manual including:

• Client intake and assessment procedures
• Personal care service planning and scheduling
• Safety and hygiene protocols
• Documentation and service logs
• Staff training and supervision records

6. STAFFING REQUIREMENTS

Role: Personal Care Services Administrator

Requirements: Experience in healthcare administration or personal care management

Role: Personal Care Aide (PCA)

Requirements:

• High school diploma or equivalent
• CPR/First Aid certification
• Background check and TB clearance

Training Requirements:

• Personal care techniques and safety protocols
• Infection control and hygiene practices
• Client communication and support strategies
• Emergency response and first aid

7. MEDICAID WAIVER SERVICES

Personal Care Services in Montana are available through:

• Big Sky Waiver (BSW)
• Community First Choice/Personal Assistance Services (CFC/PAS)
• Medicaid Home Health Services

Approved providers may deliver:

• Personal care assistance at home
• Support with daily living activities
• Mobility and safety monitoring

8. TIMELINE TO LAUNCH

Phase: Business Formation

Timeline: 1–2 weeks

Phase: Medicaid Provider Enrollment

Timeline: 60–90 days

Phase: Staff Hiring and Training

Timeline: 30–45 days

Phase: Facility Setup and Compliance Review

Timeline: 2–4 weeks

9. CONTACT INFORMATION

Montana Department of Public Health and Human Services (DPHHS)

Website: https://dphhs.mt.gov

Montana Department of Labor and Industry (DLI)

Website: https://dli.mt.gov

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10. SCOPE OF WORK

• Business registration and licensing assistance
• Medicaid provider enrollment
• Policy & procedure manual for personal care operations
• Templates for client care plans and service logs
• Website, domain, and email setup
• Staff credentialing and training documentation
• Client intake packet and service assessment forms
• Risk management and safety protocols
• Referral networking with healthcare providers and community organizations