PROMOTING HEALTH, INDEPENDENCE, AND WELL-BEING THROUGH NUTRITION SUPPORT FOR INDIVIDUALS WITH DISABILITIES AND CHRONIC CONDITIONS

1. GOVERNING AGENCIES

Agency: Arkansas Department of Human Services (DHS) – Division of Aging, Adult, and Behavioral Health Services (DAABHS)
Role: Approves Meal and Nutrition providers, sets service standards, and monitors quality compliance under waiver programs

Agency: Arkansas Medicaid (under Arkansas DHS)
Role: Manages provider enrollment, service authorizations, and claims processing for Meal and Nutrition services

Agency: Centers for Medicare & Medicaid Services (CMS)
Role: Provides federal oversight, ensuring compliance with HCBS rules and person-centered principles

2. MEAL AND NUTRITION SERVICE OVERVIEW

Meal and Nutrition Services include the planning, preparation, and delivery of meals tailored to the individual’s dietary needs, health conditions, and personal preferences. Services focus on supporting participants who are unable to prepare adequate meals independently due to physical, cognitive, or environmental barriers.

Approved providers may deliver:

• Home-delivered meals (daily or multiple meals per week)
• Congregate meal services at approved community locations (if applicable)
• Specialized diets (diabetic, low-sodium, pureed diets)
• Nutritional education and counseling (as authorized)
• Meal preparation assistance within the participant’s home

All services must align with the participant’s person-centered service plan and dietary needs determined by a healthcare provider or nutritionist, as appropriate.

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3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business with the Arkansas Secretary of State
• Obtain EIN from the IRS and NPI (Type 2)
• Maintain a commercial kitchen license from the Arkansas Department of Health (if preparing meals)
• Secure liability insurance and food service permits
• Develop procedures for safe food handling, storage, and delivery
• Ensure compliance with USDA dietary guidelines and Arkansas food safety regulations

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4. DHS PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

• Request Meal and Nutrition Services provider application packet from DAABHS
• Attend waiver provider orientation (recommended)

Application and Documentation Submission:

• Submit business information, food preparation and delivery plans, and staff qualification documentation
• Provide food safety certifications, menu samples, and service scheduling protocols
• Include emergency meal delivery and contingency plans

Program Readiness Review:

• DHS evaluates food safety compliance, nutritional adequacy, staffing qualifications, and service delivery systems
• May inspect food preparation sites or meal packaging areas
• Reviews participant intake and dietary needs documentation

Approval & Medicaid Enrollment:

• Upon DHS approval, register with Arkansas Medicaid via the Medicaid Provider Enrollment Portal
• Select appropriate billing codes for Meal and Nutrition Services under HCBS waiver programs
• Complete Medicaid provider agreements and configure billing and claims systems

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5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License
• IRS EIN confirmation
• NPI confirmation
• Commercial kitchen license or food service permit

SDS-Compliant Policy & Procedure Manual including:

• Participant intake and dietary needs assessment procedures
• Food safety and sanitation protocols
• Delivery scheduling and contingency planning
• Emergency response procedures for missed meals
• Client rights, privacy, and grievance policies
• Staff training records, background checks, and certifications
• Menu planning records and nutritional analysis documentation
• Medicaid billing, tracking, and service authorization procedures

6. STAFFING REQUIREMENTS

Role: Meal Services Manager / Supervisor
Requirements: Experience in food service management, food safety certification, background check clearance

Role: Delivery Staff / Meal Preparers
Requirements: Food handler permit, CPR/First Aid certification (recommended), background check clearance

Role: Nutritionist or Dietitian (optional for specialized meal planning)
Requirements: Licensed in Arkansas as a Registered Dietitian Nutritionist (RDN)

All staff must complete:

• Food safety training
• Client confidentiality and elder abuse prevention training
• Emergency response and incident reporting training
• Annual refreshers on food handling and Medicaid documentation

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7. MEDICAID WAIVER SERVICES

The following Arkansas Medicaid Waivers authorize Meal and Nutrition Services:

• ARChoices in Homecare Waiver
• Community and Employment Supports (CES) Waiver
• Living Choices Assisted Living Waiver
• Alternatives for Adults with Physical Disabilities (AAPD) Waiver

Approved providers may deliver:

• Home-delivered meals customized to health needs
• Congregate meals (if approved for community settings)
• Emergency meals during service disruptions
• Nutritional education sessions as authorized

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8. TIMELINE TO LAUNCH

Phase: Business Formation and Food Service Licensing
Timeline: 2–3 weeks

Phase: DHS Application and Readiness Review
Timeline: 60–90 days

Phase: Staff Hiring, Training, and Food Preparation Readiness
Timeline: 30–45 days

Phase: Medicaid Enrollment and Billing System Setup
Timeline: 45–60 days

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9. CONTACT INFORMATION

Arkansas Department of Human Services – Division of Aging, Adult, and Behavioral Health Services (DAABHS)
Email: DAABHS.ProviderEnrollment@arkansas.gov
Phone: (501) 686-9164
Website: https://humanservices.arkansas.gov/divisions-shared-services/aging-adult-and-behavioral-health-services/

Arkansas Medicaid Provider Enrollment Portal
Website: https://portal.mmis.arkansas.gov/ARMedicaid/Provider

10. SCOPE OF WORK

• Business registration and EIN/NPI setup
• DHS application and documentation development
• Creation of Meal and Nutrition Policy & Procedure Manual
• Staff training templates for food handling and safety
• Medicaid enrollment and claims system setup
• Website, domain, and email setup
• Client intake and dietary needs assessment packet
• Staff food safety training materials and compliance logs
• Menu planning templates and service scheduling tools
• Community networking and emergency meal delivery planning

WAIVER CONSULTING GROUP’S START-UP ASSISTANCE SERVICE — ARKANSAS MEAL AND NUTRITION PROVIDER

We help providers establish compliant and efficient Meal and Nutrition Services under Arkansas’s HCBS Waiver programs.​​​​​​​​​​​​​​​​​