1. GOVERNING AGENCIES

Agency: Kansas Department for Aging and Disability Services (KDADS)
Role: Oversees the IDD Waiver and defines service standards and provider requirements for habilitation supports

Agency: Kansas Department of Health and Environment (KDHE) — Division of Health Care Finance
Role: Administers Medicaid provider enrollment, reimbursement, and eligibility determination

Agency: Managed Care Organizations (MCOs) under KanCare
Role: Authorize habilitation services through ISP planning and process claims

Agency: Centers for Medicare & Medicaid Services (CMS)
Role: Provides federal oversight ensuring services meet HCBS regulations under 1915(c) waivers

2. HABILITATION SERVICE OVERVIEW

Habilitation Services provide individualized, community-based support that builds skills related to daily living, safety, communication, and social participation.

Approved providers may deliver:

• Residential Habilitation (24/7 or scheduled support in a home setting)
• Day Habilitation (center- or community-based group skill-building)
• Individual Habilitation Support (one-on-one training for ADLs/IADLs)
• Life skills training (hygiene, cooking, home management)
• Social and communication skills development
• Community participation and integration coaching
• Safety awareness, health management, and behavior support implementation
• Assistance with achieving ISP goals and outcomes

All services must align with the participant’s Individualized Service Plan (ISP) and be documented in accordance with HCBS program standards.

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3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business with the Kansas Secretary of State
• Obtain EIN from the IRS and NPI (Type 2)
• Apply for certification as an IDD Waiver provider through KDADS
• Enroll as a Medicaid provider through the Kansas Medical Assistance Program (KMAP)
• Coordinate credentialing with KanCare MCOs (Aetna, UHC, Sunflower)
• Maintain general liability, professional, and workers’ compensation insurance
• Develop policies for ISP implementation, documentation, safety, and abuse prevention
• Ensure staff complete background checks, training, and HCBS compliance requirements

4. KANSAS PROVIDER ENROLLMENT PROCESS

Step 1: KDADS Certification

• Apply to KDADS as an HCBS IDD Waiver provider
• Complete documentation review and organizational readiness review

Step 2: KMAP Medicaid Enrollment

• Enroll as a habilitation provider through KMAP

Step 3: MCO Credentialing

• Contract with KanCare MCOs for participant-specific authorization and service billing

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License (Kansas Secretary of State)
• IRS EIN confirmation
• NPI confirmation
• Proof of liability and workers’ compensation insurance

Habilitation Services Policy & Procedure Manual including:

• Participant intake and ISP coordination
• Skill-building program outlines and tracking logs
• Incident reporting, emergency protocols, and abuse prevention policies
• Transportation and community safety procedures
• HIPAA compliance, rights education, and grievance resolution
• Staff background checks, training logs, and supervision documentation
• Medicaid billing forms, daily notes, and audit-ready service records

6. STAFFING REQUIREMENTS

Role: Habilitation Services Program Supervisor
Requirements: Experience in developmental disability services, human services, or behavioral support; background check required

Role: Direct Support Professionals (DSPs) / Habilitation Aides
Requirements: High school diploma or GED; training in personal care, ISP implementation, and behavior support; background check clearance

All staff must complete:

• HIPAA and participant confidentiality training
• Person-centered planning and ISP goal tracking
• Abuse, neglect, and exploitation prevention
• CPR/First Aid and emergency response training
• Annual performance reviews and continuing education

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7. MEDICAID WAIVER PROGRAMS

Habilitation Services are covered under the following Kansas Medicaid program:

• Intellectual/Developmental Disability (IDD) Waiver

Authorized services may include:

• Community-based or in-home habilitation support
• Day service group programs
• Skill acquisition and self-care supports
• ISP goal achievement tracking
• Supervision, community inclusion, and personal development activities

8. TIMELINE TO LAUNCH

Phase: Business Formation, KDADS Certification, and Policy Development
Timeline: 1–2 months

Phase: Staff Hiring, Credentialing, and Training
Timeline: 2–3 months

Phase: Medicaid and MCO Enrollment
Timeline: 60–90 days

Phase: Billing Setup and Habilitation Services Launch
Timeline: 30–45 days

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9. CONTACT INFORMATION

Kansas Department for Aging and Disability Services (KDADS)
Website: https://kdads.ks.gov

Kansas Department of Health and Environment (KDHE)
Website: https://www.kdhe.ks.gov

Kansas Medical Assistance Program (KMAP)
Website: https://www.kmap-state-ks.us

KanCare MCOs:

• Sunflower Health Plan: https://www.sunflowerhealthplan.com
• UnitedHealthcare Community Plan: https://www.uhccommunityplan.com/ks
• Aetna Better Health of Kansas: https://www.aetnabetterhealth.com/kansas

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10. SCOPE OF WORK 

• Business registration, KDADS certification, and Medicaid enrollment
• Development of Habilitation Services Policy & Procedure Manual
• Staff training templates, ISP implementation logs, and daily documentation tools
• Medicaid billing system setup and audit-readiness workflows
• Website, domain, and branding support
• Quality assurance systems for ISP outcomes, service tracking, and documentation review
• Referral development with MCO case managers, residential teams, and community partners

Waiver Consulting Group supports community organizations, residential providers, and day service agencies in launching Medicaid-compliant Habilitation Services under the IDD Waiver across Kansas.