1. Program Definition and Services

Respite Care Services in Oklahoma provide short-term support to children and adults with intellectual/developmental disabilities and chronic conditions. The program aims to help maintain individuals with disabilities in the community, averting the need for long-term services and supports. Services include:

• In-Home Personal Care: Individual support in the individual/family home or community (In-Home Respite, Basic Health Monitoring, Planned Reminders, Caregiver Burnout Mitigation, and Behavioral Support)
• Residential Personal Care: Supervision and care in a licensed residential, community-based setting (Out-of-Home Respite inside certified provider homes or adult day centers, Emergency Respite, Personal Hygiene Assistance, Meal Support, and Service Coordination)

2. Regulations

The program is governed by the following regulations:

• Oklahoma Administrative Code (OAC) Title 317, Chapter 30 (Medical Providers - Fee for Service / HCBS Waiver Rules)
• Oklahoma Administrative Code (OAC) Title 340, Chapter 100 (Developmental Disabilities Services Quality Assurance Standards)
• Oklahoma Administrative Code (OAC) Title 317, Chapter 40 (DDS Waiver Services Eligibility and Program Provisions)
• Federal 1915(c) Home and Community-Based Services (HCBS) Waiver Authorities

3. Licensing or Certification

Providers must be certified by the Oklahoma Department of Human Services (OKDHS) Developmental Disabilities Services (DDS) or Aging Services, and contracted with the Oklahoma Health Care Authority (OHCA), while following all HCBS requirements.

4. Responsible State Agency

The Oklahoma Department of Human Services (OKDHS) and the Oklahoma Health Care Authority (OHCA) are jointly responsible for reviewing applications, issuing program approvals, and certifying respite care services providers.

5. Application Process

The application process is conducted through the electronic Oklahoma Health Care Authority (OHCA) SoonerCare Provider Portal. Providers must submit forms online to initiate the application process.

6. Required Documentation

While specific documentation requirements vary based on the target waiver, providers typically need to submit:

• Proof of compliance with state safety and operational rules
• Agency policies and procedures
• Staff qualifications and training records
• Proof of general and professional liability insurance

7. Timeline for Approval

The exact timeline for approval fluctuates based on agency capacity. Providers should contact their regional office for detailed information on current processing timeframes.

8. Pre-Application Process

Prospective providers must complete specific foundation tasks before applying. They must establish their business entity and secure necessary federal identification numbers.

9. Pre-Application Training

The state hosts mandatory administrative and compliance training sessions online. Access details are sent to qualified applicants once preliminary paperwork is reviewed.

10. Additional Notes

• Providers must ensure that intensive care settings meet all state accessibility and environmental safety guidelines
• In-Home Personal Care must be provided directly by the certified agency's employed personnel
• All direct care staff must conduct mandatory background clearances and fingerprinting screenings
• Providers must maintain detailed records of face-to-face services for Medicaid documentation and billing

Why Choose Waiver Consulting Group?

Starting or expanding your Medicaid waiver-funded agency can feel overwhelming, but it doesn't have to be. At Waiver Consulting Group, we simplify the process by guiding you through licensing, compliance, provider enrollment, policies & procedures, and regulatory approvals in any state.

With proven expertise, a structured process, and ongoing support, we take the guesswork out of launching your healthcare business. Whether you're a first-time entrepreneur or an established provider looking to expand, our team ensures you stay compliant, competitive, and fully operational.

To get started, click the link to request portal access