1. GOVERNING AGENCIES

Agency: Kentucky Cabinet for Health and Family Services (CHFS) — Department for Medicaid Services (DMS)
Role: Manages Medicaid coverage, provider enrollment, and billing for Assistive Technology services

Agency: Kentucky Department for Aging and Independent Living (DAIL)
Role: Defines AT service guidelines and ensures compliance under applicable HCBS waivers

Agency: Centers for Medicare & Medicaid Services (CMS)
Role: Oversees federal regulatory compliance and person-centered use of assistive technologies

Agency: Managed Care Organizations (MCOs) under Kentucky Medicaid
Role: Authorize AT services within the participant’s care plan, credential vendors, and manage reimbursement

2. SERVICE OVERVIEW

Assistive Technology Services provide assessment, acquisition, customization, and training for devices that help individuals improve or maintain functional abilities.

Approved services and devices may include:

• Speech-generating devices and communication boards
• Adaptive computer hardware/software and smart home systems
• Environmental control units (e.g., voice-activated lights, door openers)
• Specialized keyboards, switches, or ergonomic tools
• Tablets with accessibility applications (when justified)
• Mobility supports not classified under durable medical equipment
• AT assessments, user training, setup, and technical support

Services must align with the participant’s Person-Centered Service Plan (PCSP) and be supported by clinical recommendations or an Assistive Technology Specialist’s evaluation.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business with the Kentucky Secretary of State
• Obtain IRS EIN and Type 2 NPI
• Enroll through the Medicaid Partner Portal Application (MPPA)
• Maintain liability and product warranty insurance
• Employ or contract with qualified Assistive Technology Professionals (ATP), occupational therapists (OT), or speech-language pathologists (SLP) for assessments
• Develop an Assistive Technology Services Policy & Procedure Manual
• Ensure HIPAA compliance and maintain participant records securely
• Establish procedures for product trials, evaluations, and troubleshooting

4. KENTUCKY PROVIDER ENROLLMENT PROCESS

Step 1: Medicaid Enrollment

• Register as an AT provider through MPPA
• Apply under the appropriate HCBS waiver categories (AT or Specialized Medical Equipment)

Step 2: Documentation Submission

• Submit provider application with licensure, staff credentials, policy manual, and sample service forms
• Provide insurance documentation and proof of equipment sourcing channels

Step 3: Service Authorization & Delivery

• Complete functional assessments and/or review clinical recommendations
• Submit authorization request to MCO for device and service
• Deliver, install, and train participant on the device
• Submit claims with HCPCS codes and service documentation

5. REQUIRED DOCUMENTATION

• Kentucky business license or Articles of Incorporation
• IRS EIN and NPI verification
• Proof of insurance and vendor relationships

AT Services Policy & Procedure Manual, including:

• Participant intake, functional needs assessments, and referral forms
• Documentation templates for device trials, installation, and follow-up
• HIPAA and consent forms for data protection and device use
• Maintenance, replacement, and troubleshooting protocols
• Clinical recommendation tracking logs
• Quality assurance and participant satisfaction review systems
• Medicaid billing and audit documentation tools

6. STAFFING REQUIREMENTS

Role: Assistive Technology Specialist / ATP
Requirements: Certification from RESNA or equivalent, background screening, knowledge of disability-related technology

Role (optional): Occupational Therapist / Speech Therapist
Requirements: Licensed in Kentucky, conducts assessments and provides training for AT devices

Role: Installation and Tech Support Technician
Requirements: Experience with AT device setup and user support, HIPAA-trained

All staff must complete:

• Person-centered planning and PCSP alignment training
• HIPAA and confidentiality certification
• Device-specific orientation and safety procedures
• Annual continuing education in emerging assistive technologies

7. MEDICAID PROGRAMS & HCBS WAIVERS

Assistive Technology Services are authorized under:

• Supports for Community Living (SCL) Waiver
• Michelle P. Waiver (MPW)
• Acquired Brain Injury (ABI and ABI-LTC) Waivers
• Model II Waiver (MIIW)
• Home and Community Based (HCB) Waiver (in limited situations)

Delivery settings include:

• Participant’s home
• Day programs or schools (when authorized)
• Community environments supported by case manager planning

8. TIMELINE TO LAUNCH

Phase: Business Formation and Vendor Partnership Setup
Timeline: 1–2 months

Phase: MPPA Enrollment and MCO Credentialing
Timeline: 60–90 days

Phase: Staff Hiring and Device Evaluation Setup
Timeline: 1–2 months

Phase: Service Launch and Device Delivery Coordination
Timeline: Ongoing as authorizations are approved

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9. CONTACT INFORMATION

Kentucky Department for Medicaid Services (DMS)
Website: https://chfs.ky.gov/agencies/dms

Medicaid Partner Portal Application (MPPA): https://mppa.ky.gov

Kentucky Department for Aging and Independent Living (DAIL)
Website: https://chfs.ky.gov/agencies/dail

Kentucky Cabinet for Health and Family Services (CHFS)
Website: https://chfs.ky.gov

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10. SCOPE OF WORK

• Business registration, MPPA Medicaid enrollment, and MCO credentialing
• Development of AT Policy & Procedure Manual and service documentation
• Staff training guides, consent forms, and needs assessment templates
• Vendor sourcing strategy for adaptive devices and smart technologies
• Medicaid billing system setup and compliance audit support
• Coordination resources for therapists, hospitals, and school-based programs
• Branding, intake kits, and educational handouts for families and caregivers