ADAPTIVE EQUIPMENT SERVICES PROVIDER IN DELAWARE

Fatumata Kaba
Jul 7
3 min read

ENHANCING DAILY FUNCTION AND INDEPENDENCE THROUGH CUSTOMIZED TOOLS, DEVICES, AND SUPPORTIVE TECHNOLOGY

Adaptive Equipment Services in Delaware provide individuals with intellectual, developmental, or physical disabilities access to equipment that supports mobility, communication, safety, and independence. These services are funded through the Delaware Lifespan Waiver, administered by the Division of Developmental Disabilities Services (DDDS), and must align with the participant’s Individual Service Plan (ISP).

1. GOVERNING AGENCIES

Agency: Delaware Division of Developmental Disabilities Services (DDDS)

Role: Authorizes, monitors, and reimburses adaptive equipment services under the Lifespan Waiver

Agency: Delaware Division of Medicaid and Medical Assistance (DMMA)

Role: Oversees Medicaid reimbursement and program integrity

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight to ensure Medicaid HCBS waiver rules are met

2. ADAPTIVE EQUIPMENT SERVICE OVERVIEW

Adaptive Equipment Services provide assessment, procurement, delivery, and training for devices designed to meet specific functional needs outlined in the participant’s ISP. These devices improve safety, increase independence, and reduce reliance on caregivers.

Approved providers may deliver:

Mobility aids (e.g., gait trainers, walkers, adapted wheelchairs)
Sensory items and therapeutic equipment
Adaptive utensils, toileting systems, or dressing aids
Communication supports (non-AAC devices)
Specialized beds, supports, or seating systems
Equipment modifications or customization
Setup, training, usage documentation, and repairs (as authorized)

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register your business with the Delaware Division of Corporations
Obtain EIN from the IRS and NPI (Type 2)
Apply to become an Adaptive Equipment provider through DDDS
Provide proof of vendor or technician expertise (e.g., ATP certification, DME experience, vendor contracts)
Carry liability and product insurance
Maintain a system for service authorization tracking and delivery verification
Comply with HIPAA and secure documentation requirements

4. PROVIDER ENROLLMENT PROCESS

Step 1: Register your business and obtain an NPI

Step 2: Submit a provider application to DDDS for Adaptive Equipment services

Include service descriptions, delivery protocols, and staff qualifications

Step 3: Complete Medicaid provider enrollment via DMAP (if directly billing Medicaid)

Step 4: Coordinate with support coordinators for equipment referrals and ISP alignment

Step 5: Deliver equipment, provide training (if applicable), and submit documentation of use and effectiveness

5. REQUIRED DOCUMENTATION

Articles of Incorporation or business registration
IRS EIN Letter
NPI confirmation
Liability and product insurance
DDDS provider approval
Policy & procedure manual including:
- Intake, assessment, and ordering process
- Delivery and training verification forms
- Safety protocols and return/replacement procedures
- HIPAA compliance and participant confidentiality
- Consent forms and incident reporting procedures
- Tracking logs for equipment usage and maintenance
- Staff and subcontractor credentials (if applicable)

6. STAFFING REQUIREMENTS

Role: Adaptive Equipment Specialist / Technician

Requirements:

Experience with assistive technology or DME
Knowledge of device customization, delivery, and participant training
Background check and training in HIPAA and participant interaction

Role: Program Coordinator / Service Liaison

Requirements:

Handles referrals, ISP coordination, and customer service
Ensures equipment aligns with waiver-authorized services

Training Requirements for All Staff:

HIPAA and client confidentiality
Safe equipment handling and setup
Cultural sensitivity and person-centered communication
Documentation and DDDS reporting compliance

7. MEDICAID WAIVER SERVICES

Adaptive Equipment is reimbursed under:

Delaware Lifespan Waiver (administered by DDDS)
May also be covered under State Plan DME if prescribed and medically necessary

Approved providers may deliver:

Evaluated and authorized devices
In-home delivery, setup, and training
Documentation of usage and benefit
Equipment repairs or replacement (when authorized by DDDS)

8. TIMELINE TO LAUNCH

Phase: Business Formation

Timeline: 1–2 weeks

Phase: DDDS Enrollment

Timeline: 30–60 days

Phase: Medicaid Enrollment (if applicable)

Timeline: 30–60 days

Phase: Referral Setup and Service Delivery

Timeline: Ongoing

9. CONTACT INFORMATION

Delaware Division of Developmental Disabilities Services (DDDS)

Phone: (302) 744-9600

Website: https://dhss.delaware.gov/dhss/ddds

Delaware Division of Medicaid and Medical Assistance (DMMA)

Phone: (302) 255-9500

Website: https://dhss.delaware.gov/dhss/dmma

Delaware Medicaid Provider Enrollment (DMAP)

Website: https://www.demap.dhss.delaware.gov

ADAPTIVE EQUIPMENT SERVICES PROVIDER IN DELAWARE

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

We help suppliers, assistive technology professionals, and equipment vendors launch fully compliant Adaptive Equipment services through Delaware’s Lifespan Waiver.

Scope of Work: