Nutrition Counseling and Support Services in Kansas provide participants with the guidance, planning, and education needed to manage health conditions, prevent malnutrition, and promote overall well-being. These services are available under Kansas Medicaid (KanCare) through specific Home and Community-Based Services (HCBS) waivers and medical benefit programs when deemed medically necessary.

1. GOVERNING AGENCIES

Agency: Kansas Department of Health and Environment (KDHE) — Division of Health Care Finance
Role: Oversees Medicaid coverage for nutrition counseling and manages provider enrollment and reimbursement

Agency: Kansas Department for Aging and Disability Services (KDADS)
Role: Coordinates HCBS waiver services and defines nutrition-related service criteria for eligible populations

Agency: Centers for Medicare & Medicaid Services (CMS)
Role: Ensures federal compliance and medical necessity requirements for nutrition-related services

Agency: Managed Care Organizations (MCOs) under KanCare
Role: Authorize nutrition counseling services, coordinate provider payments, and review care outcomes

2. SERVICE OVERVIEW

Nutrition Counseling and Support Services focus on educating participants about healthy food choices, meal preparation, and dietary management based on their individual needs.

Approved providers may deliver:

• Individualized nutrition assessments
• Meal planning and menu development
• Medical nutrition therapy for conditions such as diabetes, hypertension, GI disorders, or obesity
• Support for tube feeding regimens or specialized diets
• Education on food safety, portion control, and budgeting for healthy meals
• Caregiver training on nutrition and feeding techniques
• Coordination with healthcare teams to align nutrition with medical goals

All services must be documented in the participant’s Individualized Service Plan (ISP) or Plan of Care (POC) and supported by a physician’s referral or order.

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3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register your business with the Kansas Secretary of State
• Obtain EIN from the IRS and NPI (Type 2)
• Enroll with Kansas Medicaid through the Kansas Medical Assistance Program (KMAP)
• Maintain liability and malpractice insurance
• Employ or contract with a Licensed Dietitian (LD) or Registered Dietitian Nutritionist (RDN) licensed in Kansas
• Develop nutrition service policies, assessment forms, and documentation systems
• Ensure HIPAA compliance and staff training in nutrition-related service delivery

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4. KANSAS PROVIDER ENROLLMENT PROCESS

Step 1: Medicaid Enrollment

• Enroll through KMAP as a provider of Nutrition Counseling or Medical Nutrition Therapy services
• Register with each KanCare MCO for credentialing and billing

Step 2: Documentation Submission

• Provide proof of licensure for dietitians, business registration, insurance, and internal policy manual

Step 3: Authorization & Service Delivery

• Obtain physician referral or medical order
• Submit service authorization request to MCO
• Provide services and submit claims using approved CPT codes

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5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Kansas Business License
• IRS EIN confirmation
• NPI confirmation
• Proof of liability and malpractice insurance
• Kansas Dietitian License (LD) or verification of RDN credential

Nutrition Counseling & Support Services Policy & Procedure Manual including:

• Intake, dietary assessment, and plan development templates
• Documentation protocols for progress notes and reassessments
• HIPAA compliance, informed consent, and participant rights policies
• Critical incident reporting and care coordination procedures
• Staff credentialing, continuing education, and licensure tracking
• Medicaid billing templates and audit-ready documentation

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6. STAFFING REQUIREMENTS

Role: Clinical Nutritionist / Dietitian
Requirements: Registered Dietitian Nutritionist (RDN) or Licensed Dietitian (LD) in Kansas, experience in medical nutrition therapy, background check clearance

Role (optional): Nutrition Educator / Program Support
Requirements: Bachelor's degree in nutrition or related field preferred, works under supervision of licensed dietitian, background screening clearance

All staff must complete:

• HIPAA and participant confidentiality training
• Person-centered care and ISP documentation training
• Food safety and emergency response procedures
• Annual continuing education to maintain licensure and program quality

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7. MEDICAID PROGRAMS & HCBS WAIVERS

Nutrition Counseling and Support Services are authorized under:

• Kansas Medicaid State Plan (Medical Nutrition Therapy services with physician order)
• KanCare MCO Plans

HCBS Waivers (when included in ISP):

• Intellectual/Developmental Disability (IDD) Waiver
• Brain Injury (BI) Waiver
• Physical Disability (PD) Waiver
• Frail Elderly (FE) Waiver
• Autism Waiver
• Technology Assisted (TA) Waiver

Services may include:

• In-home, virtual, or office-based nutrition sessions
• Dietary education and medical diet support
• Nutrition monitoring and adjustment based on clinical goals

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8. TIMELINE TO LAUNCH

Phase: Business Registration and Policy Development
Timeline: 1–2 months

Phase: Staff Licensing and Medicaid Enrollment
Timeline: 1–2 months

Phase: MCO Credentialing and Service Authorization Process
Timeline: 60–90 days

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

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9. CONTACT INFORMATION

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

Kansas Department for Aging and Disability Services (KDADS)
Website: https://kdads.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, KMAP enrollment, and MCO credentialing
• Development of Nutrition Counseling Policy & Procedure Manual
• Staff credentialing templates, assessment forms, and dietary tracking tools
• CPT billing code setup and Medicaid documentation support
• Website, domain, and nutrition service branding
• Quality assurance systems for participant feedback, service outcomes, and chart audits
• Referral development with physicians, waiver coordinators, and chronic care providers

Waiver Consulting Group supports dietitians, wellness programs, and disability support agencies in launching Medicaid-compliant Nutrition Counseling & Support Services across Kansas.