Introduction 

In Tennessee, becoming a licensed Medicaid Waiver provider allows you to offer Home and Community-Based Services (HCBS) to individuals with disabilities, the elderly, and other eligible Medicaid recipients. The process is managed by the Tennessee Department of Intellectual and Developmental Disabilities (DIDD) and TennCare, the state's Medicaid agency. This guide walks you through each step of the application process to help you become a licensed Medicaid Waiver provider in Tennessee, covering eligibility, documentation, and approval requirements specific to the state. 

1. Understand Tennessee's Medicaid Waiver Programs 

Description: 

Tennessee administers several Medicaid Waiver programs, each targeting different populations and service needs. The most common waiver programs are for individuals with developmental or intellectual disabilities and those requiring long-term services and support (LTSS). 

Key Waiver Programs: 

Employment and Community First CHOICES: Focuses on individuals with intellectual and developmental disabilities, providing employment services, community living support, and personal care. 

CHOICES in Long-Term Services and Supports (LTSS): For elderly individuals or adults with physical disabilities, covering nursing facility care and home-based services such as personal care, home health, and respite. 

Comprehensive Aggregate Cap (CAC) Waiver: For individuals with developmental disabilities, offering residential and day services, employment support, and more. 

Self-Determination Waiver: Focuses on providing flexibility for individuals with developmental disabilities, allowing participants to direct their own care. 

Tips: 

Review the full list of Tennessee’s HCBS waivers on TennCare’s website and identify which waiver aligns with the services you plan to offer. 

Visit the DIDD website for additional guidance on waiver services specific to intellectual and developmental disabilities. 

2. Meet Provider Eligibility Criteria in Tennessee 

Description: 

Before applying for licensing in Tennessee, you must ensure that you meet the state’s basic eligibility criteria, including business requirements, staff qualifications, and liability insurance coverage. 

Key Steps: 

Establish a Legal Entity: Register your business with the Tennessee Secretary of State. This may involve creating a Limited Liability Company (LLC), Corporation, or other legal structure. 

Obtain a Taxpayer Identification Number (TIN): Apply for an Employer Identification Number (EIN) from the IRS for tax purposes. 

Secure Liability Insurance: Tennessee requires Medicaid Waiver providers to maintain liability insurance. Confirm the minimum coverage requirements by contacting TennCare or DIDD. 

Ensure Staff Qualifications: Depending on the services you will provide, your staff must meet specific qualifications, including: 

Certified Nursing Assistants (CNAs): If offering personal care services. 

Licensed Nurses: For home health services or nursing care. 

Direct Care Workers: Must have required certifications, such as CPR and First Aid. 

Clinical Supervisors: For certain services, your staff may require clinical licenses (e.g., RNs, social workers). 

Pass Background Checks: All staff providing direct care must undergo state and federal criminal background checks, including fingerprinting. 

Tips: 

Carefully review staff qualification requirements and ensure they have proper certifications before starting the application process. Refer to TennCare’s provider resources for up-to-date requirements. 

3. Complete the Medicaid Waiver Provider Application in Tennessee 

Description: 

To officially apply for a license as a Medicaid Waiver provider in Tennessee, you must complete the provider application with TennCare and DIDD. This requires providing detailed information about your business, services, and staff. 

Key Steps: 

Obtain the Application Form: The TennCare provider application can be found on the TennCare website or requested through DIDD. 

Gather Required Documentation: 

Proof of business registration and tax documentation. 

Proof of liability insurance coverage. 

Staff qualifications and certifications, such as CNAs, RNs, or direct care workers. 

Background check and fingerprinting results for all staff. 

Facility safety inspections or licenses (if applicable). 

Develop Written Policies and Procedures: You will need to submit detailed policies, including: 

Client Intake and Care Plans: How you assess client needs and develop service plans. 

Incident Reporting: Procedures for reporting critical incidents, abuse, or neglect. 

Service Delivery: Plans for how services will be delivered to clients (e.g., personal care, respite care). 

Client Rights: Policies ensuring client autonomy, rights, and access to grievance procedures. 

Submit the Application: Send the completed application and supporting documents to TennCare and DIDD for review. Some documents may need to be uploaded through TennCare’s provider enrollment portal. 

Tips: 

Be thorough and double-check that all required documents are included to avoid delays. Use the application checklist provided by TennCare to ensure completeness. 

4. Undergo Facility Inspections and Review (If Applicable) 

Description: 

If you plan to provide facility-based services, such as adult day care or group home services, you must meet Tennessee’s facility and safety standards, which will be verified during an inspection. 

Key Steps: 

Prepare for the Inspection: Make sure your facility complies with health and safety standards, such as: 

Fire safety measures, including sprinklers, smoke alarms, and fire extinguishers. 

Accessible emergency exits and ADA compliance. 

Cleanliness and maintenance of the facility. 

Proper storage of medical equipment or medications. 

Conduct a Mock Inspection: Use a checklist provided by DIDD or TennCare to conduct an internal review of your facility and address any potential deficiencies before the official inspection. 

Schedule the Inspection: Once your application has been reviewed, TennCare or DIDD will schedule a site visit to assess your facility and ensure it meets state requirements. 

Tips: 

Request a pre-inspection checklist from DIDD or TennCare to ensure you are fully prepared for the inspection process. 

5. Attend Provider Orientation and Training (If Required) 

Description: 

In Tennessee, certain Medicaid Waiver programs may require providers to attend training or orientation sessions to familiarize themselves with waiver requirements, billing procedures, and compliance standards. 

Key Steps: 

Complete Required Training: Providers may be required to complete training programs, including: 

Person-centered planning and care coordination. 

Compliance with Medicaid billing and reimbursement policies. 

Incident reporting, client rights, and HCBS regulations. 

Access TennCare and DIDD Training Resources: Both TennCare and DIDD offer webinars, workshops, and training manuals on how to comply with waiver program requirements. 

Tips: 

Attend all mandatory training sessions promptly to avoid delays in certification. 

6. Receive Your Provider Approval and Medicaid Certification 

Description: 

After successfully completing the application, facility inspection, and training requirements, you will receive your official approval as a licensed Medicaid Waiver provider in Tennessee. 

Key Steps: 

Receive Your Medicaid Provider Identification Number (PID): Once approved, your agency will be assigned a Medicaid Provider Identification Number (PID) and/or National Provider Identifier (NPI). 

Complete Medicaid Provider Enrollment: Finalize your enrollment in TennCare’s Medicaid billing system, which allows you to submit claims for services rendered under the waiver program. 

Ensure Access to Electronic Billing Systems: Tennessee Medicaid providers must use the state’s electronic billing platform to submit claims. Familiarize yourself with the system and ensure your staff is trained in proper billing procedures. 

Tips: 

Keep your Medicaid provider number and licensing approval documents in a secure and accessible location, as you will need them for audits and claims submissions. 

7. Begin Delivering Medicaid Waiver Services and Maintaining Compliance 

Description: 

Once you receive approval and certification, you can begin delivering Medicaid Waiver services to eligible clients in Tennessee. Ongoing compliance with TennCare and DIDD regulations is critical to maintaining your provider status. 

Key Steps: 

Implement Service Delivery Plans: Ensure that all services provided to clients are in compliance with Medicaid Waiver requirements and are properly documented. This includes creating care plans, documenting services, and reporting critical incidents. 

Submit Claims and Maintain Documentation: Use TennCare’s electronic billing system to submit claims for reimbursement. Ensure that all claims are supported by proper documentation. 

Maintain Ongoing Staff Training: Ensure that all staff maintain their certifications and complete any required ongoing training to stay compliant with TennCare regulations. 

Prepare for Audits and Inspections: TennCare and DIDD will conduct regular audits and inspections to ensure continued compliance. Keep accurate records of services provided, billing, and staff qualifications. 

Tips: 

Perform regular internal audits to ensure documentation, billing, and staff certifications remain compliant. 

How Waiver Consulting Group Can Help 

Waiver Consulting Group offers expert assistance to help Medicaid Waiver providers in Tennessee navigate the licensing and compliance process. Our services include: 

Application Assistance: We guide you through the Tennessee Medicaid provider application, ensuring all necessary documentation is included and accurate. 

Policy and Procedure Development: We help create comprehensive policies and procedures that comply with Tennessee Medicaid Waiver regulations. 

Staff Training Programs: We offer training for your team to ensure compliance with waiver requirements and service delivery standards. 

Ongoing Compliance Monitoring: We provide audits and monitoring services to ensure your agency maintains compliance with TennCare and DIDD regulations. 

For more information on how we can assist your agency, get started with Waiver Consulting Group or schedule a consultation. 

Conclusion 

Navigating the licensing process for Medicaid Waiver providers in Tennessee involves multiple steps, including meeting eligibility requirements, completing the application, undergoing inspections, and maintaining compliance. By following this step-by-step guide, you can streamline the process and successfully become a licensed provider of Medicaid Waiver services in Tennessee. Waiver Consulting Group is here to support your agency through every stage of the process, ensuring compliance and operational success.