SUPPORTING INDIVIDUALS IN SAFE, STRUCTURED, AND COMMUNITY-BASED LIVING ENVIRONMENTS

Residential Care Services in Kansas provide individuals with disabilities or chronic conditions access to 24-hour support in supervised home-like settings. These services focus on helping participants develop daily living skills, maintain safety, and engage in the community while receiving the care and oversight they need. Covered under Kansas Medicaid (KanCare), Residential Care is typically provided through specific Home and Community-Based Services (HCBS) waivers for individuals who require ongoing assistance outside of their family home.

1. GOVERNING AGENCIES

Agency: Kansas Department of Health and Environment (KDHE) — Division of Health Care Finance
Role: Administers Medicaid payments and enrollment processes for residential service providers

Agency: Kansas Department for Aging and Disability Services (KDADS)
Role: Regulates HCBS Residential Services, oversees licensing, and ensures provider compliance with care standards

Agency: Centers for Medicare & Medicaid Services (CMS)
Role: Ensures federal compliance for community-based residential services, focusing on person-centered planning and deinstitutionalization

Agency: Managed Care Organizations (MCOs) under KanCare
Role: Authorize service plans, credential residential providers, and monitor quality outcomes and documentation

2. SERVICE OVERVIEW

Residential Care Services provide 24/7 structured support for individuals living in provider-operated homes or group settings.

Authorized services may include:

• Assistance with Activities of Daily Living (ADLs): bathing, dressing, grooming, mobility, and eating
• Medication administration or supervision (per state regulation)
• Meal preparation and nutritional oversight
• Housekeeping and laundry services
• Social skill-building and behavior management
• Community integration and recreation
• Health and safety monitoring
• Transportation to medical and community appointments
• Development of independent living skills, such as cooking, money management, and hygiene

These services are delivered in homes licensed or certified to provide HCBS residential supports and must be detailed in the participant’s Individualized Service Plan (ISP).

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register your business with the Kansas Secretary of State
• Obtain IRS EIN and Type 2 NPI
• Enroll as a Medicaid provider through KMAP
• Obtain residential care licensure through KDADS (or equivalent certification depending on waiver)
• Maintain general liability, property, and workers’ compensation insurance
• Ensure all residential sites meet health, safety, and accessibility requirements
• Develop Residential Services Policies & Procedures Manual
• Ensure HIPAA compliance, emergency preparedness, and incident reporting systems
• Employ or contract with appropriately trained residential support staff and supervisory personnel

4. KANSAS PROVIDER ENROLLMENT PROCESS

Step 1: Regulatory Licensing

• Apply for KDADS licensure or certification based on waiver-specific requirements
• Complete inspections and site readiness reviews

Step 2: Medicaid Enrollment

• Register through KMAP and obtain MCO credentialing

Step 3: Documentation Submission

• Submit policies, licensure, insurance, staffing structure, and training plans
• Complete environmental and safety documentation

Step 4: Service Authorization & Delivery

• Collaborate with case managers to develop ISP
• Receive MCO service authorization
• Begin service delivery and submit claims using HCPCS or T-codes assigned to residential services

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or business license
• IRS EIN and Type 2 NPI confirmation
• Residential licensure/certification through KDADS
• Insurance policies (liability, property, workers’ compensation)

Residential Services Policies & Procedures Manual, including:

• Daily care routines and ADL documentation tools
• Medication management protocols
• Participant rights and grievance procedures
• Staff training, supervision, and background screening
• Incident response and emergency evacuation plans
• Health and safety inspections and compliance logs
• ISP coordination and progress reporting templates
• Medicaid billing and audit documentation systems

6. STAFFING REQUIREMENTS

Role: Direct Support Professional (DSP) / Residential Aide
Requirements: Experience with disability services or aging care, background checks and ongoing training required

Role: Residential Manager or Supervisor
Requirements: Supervisory experience, responsible for staffing, documentation review, and care quality

Role (optional): RN or Medication Aide (as required)
Requirements: Licensed nurse or medication-trained staff depending on service level

All staff must complete:

• HCBS orientation and ISP implementation training
• CPR, First Aid, and behavioral de-escalation techniques
• Medication administration (if applicable)
• Emergency preparedness and abuse prevention training
• Annual continuing education and re-certification

7. MEDICAID PROGRAMS & HCBS WAIVERS

Residential Care is authorized under:

HCBS Waivers (with ISP and MCO authorization):

• Intellectual/Developmental Disability (IDD) Waiver
• Brain Injury (BI) Waiver
• Technology Assisted (TA) Waiver (case-specific residential supports)

Service Settings Must:

• Be home-like, community-based, and not institutional
• Pass KDADS and fire marshal inspections
• Support community inclusion and individual choice
• Allow participant control over daily routines and personal space

8. TIMELINE TO LAUNCH

Phase: Business Registration and Facility Preparation
Timeline: 1–2 months

Phase: KDADS Licensure and Site Inspections
Timeline: 60–90 days

Phase: Medicaid Enrollment and MCO Credentialing
Timeline: 1–2 months

Phase: Staff Hiring, ISP Coordination, and Program Launch
Timeline: 30–45 days

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

​

10. SCOPE OF WORK

• Facility readiness checklists and KDADS licensure assistance
• Policy & Procedure Manual for residential care and staffing
• Staff hiring protocols, training trackers, and emergency procedures
• ISP documentation templates and quality monitoring systems
• Medicaid enrollment, billing setup, and audit support
• Branding, website, and referral strategies with waiver support coordinators and hospitals

Waiver Consulting Group supports agencies, behavioral health organizations, and community-based nonprofits in building high-quality, licensed Residential Care programs across Kansas.

To get started, click the link to request portal access

​