ADAPTIVE EQUIPMENT SERVICES PROVIDER IN CALIFORNIA

Fatumata Kaba
Jul 6
4 min read

SUPPORTING FUNCTIONAL INDEPENDENCE THROUGH CUSTOMIZED EQUIPMENT AND ASSISTIVE DEVICES FOR INDIVIDUALS WITH DISABILITIES

Adaptive Equipment Services in California provides access to specialized equipment and assistive devices that help individuals with intellectual and developmental disabilities (IDD) maintain safety, mobility, communication, and independence in their homes and communities. These services are funded through California’s Regional Center system under the Lanterman Act, as well as authorized in some cases through Home and Community-Based Services (HCBS) Waivers.

1. GOVERNING AGENCIES

Agency: California Department of Developmental Services (DDS)

Role: Oversees the provision of adaptive equipment and ensures purchases are tied to the individual’s IPP (Individual Program Plan)

Agency: Regional Centers (21 agencies statewide)

Role: Authorize equipment requests and vendorize providers who supply adaptive equipment and related services

Agency: California Department of Health Care Services (DHCS)

Role: Administers Medi-Cal (California Medicaid), which may cover certain Durable Medical Equipment (DME)

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Ensures Medicaid-funded services meet HCBS standards when applicable

2. ADAPTIVE EQUIPMENT SERVICE OVERVIEW

Adaptive Equipment Services provide individuals with the tools and technology needed to navigate daily life safely and independently. Devices must be functionally necessary, linked to the consumer’s IPP, and not otherwise covered by Medi-Cal or insurance.

Approved providers may deliver:

Mobility devices (e.g., walkers, gait trainers, manual wheelchairs)
Communication devices (e.g., AAC devices, talking boards)
Sensory tools and positioning equipment
Adaptive utensils, shower chairs, toileting aids
Customized or modified devices tailored to specific functional needs
Equipment setup, training, maintenance, and minor repairs
Documentation of delivery, client training, and use effectiveness

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register your business with the California Secretary of State
Obtain EIN from the IRS and NPI (Type 2)
Apply to become a Vendor with a California Regional Center for Adaptive Equipment (typically Service Code 125 or 130)
Provide a Program Design describing your scope of services, ordering process, and client training
Carry liability and product insurance
Employ or partner with trained technicians or rehabilitation specialists as needed
Maintain a secure documentation and billing system

4. PROVIDER ENROLLMENT PROCESS

Step 1: Register your business and obtain an NPI

Step 2: Contact a Regional Center and request the Vendor Application Packet for Adaptive Equipment

Step 3: Submit required forms, Program Design, pricing structure, and insurance certificates

Step 4: Complete a vendor orientation, site visit (if required), and DDS approval

Step 5: Begin accepting referrals for equipment procurement, customization, and delivery

5. REQUIRED DOCUMENTATION

Articles of Incorporation or proof of business registration
IRS EIN Letter
NPI confirmation
Regional Center vendor approval letter
Program Design (per DDS guidelines)
Policy & procedure manual including:
- Equipment request, ordering, and fulfillment protocols
- Participant intake and training forms
- Delivery verification and consent forms
- Maintenance, return, and replacement procedures
- Incident and safety reporting
- HIPAA compliance and privacy safeguards
- Staff credentialing and supervision protocols

6. STAFFING REQUIREMENTS

Role: Equipment Specialist / Technician

Requirements:

Experience in adaptive equipment, DME, or rehab technology
Training in proper installation and participant education
Background check and product safety certification (if applicable)

Role: Program Coordinator / Intake Manager

Requirements:

Oversight of referrals, documentation, and service timeliness
Communication with Regional Center Service Coordinators

Training Requirements for All Staff:

HIPAA and client confidentiality
Equipment handling and safety standards
Infection control (especially for reused devices)
Documentation protocols for Regional Centers and audits
Customer service and cultural sensitivity

7. MEDICAID WAIVER SERVICES

Adaptive Equipment may be funded under:

Lanterman Act via California Regional Centers (primary source)
HCBS Waivers (as an exception, when tied to the Individual Program Plan and not covered by Medi-Cal or private insurance)
Medi-Cal Durable Medical Equipment (DME) (for medically prescribed, basic equipment needs)

Approved providers may deliver:

Evaluated and approved adaptive equipment aligned with the IPP
In-home delivery, setup, and training
Documentation of outcomes and usage
Coordination with therapists, physicians, and case coordinators

8. TIMELINE TO LAUNCH

Phase: Business Formation

Timeline: 1–2 weeks

Phase: Regional Center Vendorization

Timeline: 30–60 days

Phase: Staff Training and Referral Activation

Timeline: 2–4 weeks

Phase: Equipment Ordering and Delivery

Timeline: Ongoing

9. CONTACT INFORMATION

California Department of Developmental Services (DDS)

Phone: (916) 654-1690

Website: https://www.dds.ca.gov

California Department of Health Care Services (DHCS)

Phone: (800) 541-5555

Website: https://www.dhcs.ca.gov

List of Regional Centers:

Website: https://www.dds.ca.gov/rc/listings

ADAPTIVE EQUIPMENT SERVICES PROVIDER IN CALIFORNIA

WAIVER CONSULTING GROUP'S START-UP ASSISTANCE SERVICE — CALIFORNIA ADAPTIVE EQUIPMENT SERVICES PROVIDER

We help suppliers, DME vendors, and accessibility professionals launch vendor-compliant Adaptive Equipment services for individuals served by California’s Regional Centers.

Scope of Work: