Respite Care Services in Arizona are short-term care services designed to offer relief to primary caregivers of individuals with developmental disabilities, chronic health conditions, or significant care needs. Under Arizona’s Medicaid program—specifically the Arizona Long Term Care System (ALTCS) and Home and Community-Based Services (HCBS)—respite ensures that caregivers can rest, manage personal responsibilities, or prevent burnout, while their loved ones continue to receive appropriate care in a safe environment.

1. GOVERNING AGENCIES

Agency: Arizona Health Care Cost Containment System (AHCCCS)
Role: Administers Medicaid and ALTCS, oversees HCBS waiver programs, sets billing and provider requirements

Agency: Arizona Department of Economic Security (DES) – Division of Developmental Disabilities (DDD)
Role: Manages HCBS services for individuals with developmental disabilities, approves and monitors providers

Agency: Centers for Medicare & Medicaid Services (CMS)
Role: Provides federal oversight and ensures compliance with Medicaid waiver standards

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2. RESPITE CARE SERVICE OVERVIEW

Respite Care Services offer short-term, intermittent care that can be delivered in the individual’s home or a qualified alternative setting. The goal is to maintain the health and well-being of both the caregiver and the individual receiving services.

• Approved providers may deliver:
• Supervision and assistance with Activities of Daily Living (ADLs), including bathing, dressing, and eating
• Recreational or therapeutic engagement
• Overnight or daytime care (planned or emergency)
• Medication reminders and monitoring of general well-being (non-clinical)
• Documentation of services delivered, incidents, and any changes in the individual’s condition

Respite services must align with the participant’s person-centered service plan and cannot replace regular services like habilitation or attendant care.

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3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business with the Arizona Corporation Commission
• Obtain EIN from the IRS and NPI (Type 2)
• Apply to become a Qualified Vendor through the Arizona Department of Economic Security (DES) – DDD
• Maintain a physical office or service location in Arizona
• Comply with Arizona Administrative Code (AAC) rules for HCBS providers
• Ensure staff meet all training, background check, and CPR/First Aid certification requirements
• Establish policies for health, safety, privacy, and documentation

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4. DDD QUALIFIED VENDOR ENROLLMENT PROCESS

Initial Interest and Pre-Application Steps:

• Review the Qualified Vendor Application and Directory System (QVADS)
• Attend a DDD Qualified Vendor orientation (required for new vendors)

Application Submission:

• Submit the Qualified Vendor Application via QVADS
• Include service descriptions, staff qualifications, financial viability documentation, and required policies/procedures
• Provide proof of liability insurance, Article of Incorporation, and background check compliance

Review and Contracting:

• DDD reviews application, may request clarification or corrections
• Upon approval, provider signs a Qualified Vendor Agreement
• Services and rates are published in the Qualified Vendor Directory

Approval & Medicaid Enrollment:

• Providers must enroll with AHCCCS as a Medicaid provider
• Register with AHCCCS Online and obtain a Medicaid ID
• Activate billing codes for respite care and configure claims processing

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5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License
• IRS EIN Letter
• NPI confirmation
• AHCCCS and QVADS registration
• Proof of Arizona office or service location

Qualified Vendor-Compliant Policy & Procedure Manual including:

• Participant intake and caregiver relief coordination
• Daily service delivery and supervision guidelines
• Incident reporting and emergency response policies
• ADL/IADL assistance procedures
• Participant rights, consent forms, and confidentiality policies
• Staff training, background check, and CPR/First Aid documentation
• Transportation and community engagement guidelines (if applicable)
• Billing, scheduling, and service note tracking systems

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6. STAFFING REQUIREMENTS

Role: Respite Program Manager / Coordinator
Requirements: Experience with HCBS, service coordination, and DDD documentation

Role: Respite Care Worker / Direct Support Staff
Requirements: Minimum age 18, high school diploma or GED, CPR/First Aid certification, Article 9 training, background check

All staff must complete:

• Arizona DES/DDD-approved training
• Article 9 (rights and behavioral interventions)
• CPR/First Aid and abuse prevention
• Emergency response, documentation, and ethics training
• Annual refreshers per Arizona Administrative Code

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7. MEDICAID WAIVER SERVICES

The following Arizona Medicaid Waiver Programs authorize Respite Care Services:

• ALTCS – Elderly and Physically Disabled (EPD) Waiver
• ALTCS – Division of Developmental Disabilities (DDD) Waiver
• Arizona Early Intervention Program (AzEIP) (limited respite cases)

Approved providers may deliver:

• Intermittent, short-term care to relieve unpaid caregivers
• Supervised, in-home or community-based support
• ADL/IADL assistance, safety monitoring, and therapeutic interaction
• Documentation of all care provided during the respite episode

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8. TIMELINE TO LAUNCH

Phase: Business Formation and Initial Setup
Timeline: 1–2 weeks

Phase: QVADS Application and Review
Timeline: 60–90 days

Phase: Staff Hiring and Training Compliance
Timeline: 30–45 days

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

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9. CONTACT INFORMATION

Arizona Department of Economic Security (DES) – Division of Developmental Disabilities (DDD)
Email: DDDProviderRegistration@azdes.gov
Phone: (602) 542-6874
Website: https://des.az.gov/services/disabilities/developmental-disabilities

Arizona Health Care Cost Containment System (AHCCCS)
Email: ProviderRegistration@azahcccs.gov
Phone: (602) 417-7670
Website: https://www.azahcccs.gov

Qualified Vendor Application Portal (QVADS): https://vendorhub.azdes.gov/

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10. SCOPE OF WORK

• Business registration (LLC, EIN, NPI)
• DES DDD Qualified Vendor application and QVADS support
• Policy & Procedure Manual development tailored to Arizona requirements
• Templates for service logs, incident reports, caregiver notes, and documentation
• AHCCCS Medicaid enrollment and billing setup
• WEBSITE, DOMAIN, AND EMAIL SETUP
• CLIENT INTAKE AND RESPITE SERVICE PLAN PACKET
• STAFF ONBOARDING CHECKLIST AND TRAINING TRACKERS
• QUALITY ASSURANCE SYSTEMS AND COMPLIANCE MONITORING TOOLS
• REFERRAL NETWORKING WITH SUPPORT COORDINATORS AND DDD CASE MANAGERS

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WAIVER CONSULTING GROUP'S START-UP ASSISTANCE SERVICE — ARIZONA RESPITE CARE SERVICES PROVIDER

We help new providers navigate the licensing, contracting, and enrollment processes to launch compliant and high-quality Respite Care Services under Arizona's Medicaid HCBS system.​​​​​​​​​​​