1. GOVERNING AGENCIES

Agency: Minnesota Department of Human Services (DHS)

Role: Administers Medicaid and HCBS Waiver programs, including funding for adaptive aids and equipment

Agency: Minnesota Department of Health (MDH)

Role: Regulates suppliers and ensures compliance with state health and safety standards

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight and ensures waiver compliance

2. ADAPTIVE AIDS AND EQUIPMENT SERVICE OVERVIEW

Adaptive Aids and Equipment Services focus on providing tools that enhance the ability of individuals to perform everyday tasks and maintain safety. Services are tailored according to the Person-Centered Plan (PCP) or Individual Service Plan (ISP) and may include:

• Mobility aids (e.g., canes, crutches, walkers)
• Communication devices (e.g., speech-generating devices)
• Sensory support tools (e.g., visual aids, hearing aids)
• Environmental controls (e.g., smart home adaptations)
• Personal assistance devices (e.g., adaptive utensils, grooming tools)
• Training on the proper use and maintenance of devices

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business with the Minnesota Secretary of State
• Obtain EIN from the IRS and NPI (Type 2)
• Enroll as a Medicaid provider with the Minnesota Department of Human Services
• Obtain Durable Medical Equipment (DME) Supplier License if required
• Maintain liability insurance and documentation of equipment safety protocols

4. MEDICAID PROVIDER ENROLLMENT PROCESS

Step 1: Pre-Application Contact

• Contact the Minnesota Department of Human Services for adaptive aid provider requirements

Step 2: Application Submission

• Submit business registration, DME license (if applicable), liability insurance, and service descriptions

Step 3: Compliance Verification

• Ensure adaptive devices meet state and federal safety standards

Step 4: Approval and Medicaid Number Assignment

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

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business Name Registration
• IRS EIN Letter
• NPI confirmation
• DME Supplier License (if applicable)
• Liability insurance certificate

Policy & procedure manual including:

• Client intake and needs assessment protocols
• Equipment procurement and safety checks
• User training and device customization guidelines
• Maintenance and repair records
• Staff training and certification documentation

6. STAFFING REQUIREMENTS

Role: Adaptive Equipment Coordinator

Requirements: Experience in rehabilitation technology or assistive devices

Role: Equipment Technician / Installer

Requirements:

• Technical training in equipment setup and maintenance
• Background check and certification in adaptive technology (if required)

Training Requirements:

• Safe equipment handling and installation
• Client instruction and usability training
• Maintenance and repair protocols
• Documentation and record-keeping

7. MEDICAID WAIVER SERVICES

Adaptive Aids and Equipment Services in Minnesota are available through:

• 1915(c) HCBS Waiver for the Elderly and Disabled
• Community Access for Disability Inclusion (CADI) Waiver
• Brain Injury (BI) Waiver

Approved providers may deliver:

• Customized adaptive equipment tailored to individual needs
• Mobility aids and sensory devices
• Training and ongoing support for equipment usage

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: Equipment Procurement and Safety Check

Timeline: 2–4 weeks

9. CONTACT INFORMATION

Minnesota Department of Human Services (DHS)

Website: https://mn.gov/dhs

Minnesota Department of Health (MDH)

Website: https://www.health.state.mn.us

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10. SCOPE OF WORK

• Business registration and licensing assistance
• Medicaid provider enrollment
• Policy & procedure manual for adaptive equipment operations
• Templates for assessment logs, training guides, and safety protocols
• Website, domain, and email setup
• Staff credentialing and training documentation
• Client intake packet and equipment assessment forms
• Risk management and device maintenance logs
• Referral networking with healthcare providers and assistive technology specialists

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