ADAPTIVE EQUIPMENT SERVICES PROVIDER IN GEORGIA

Fatumata Kaba
Jul 14
4 min read

IMPROVING MOBILITY, INDEPENDENCE, AND QUALITY OF LIFE THROUGH CUSTOMIZED EQUIPMENT SOLUTIONS

Adaptive Equipment Services in Georgia provides individuals with disabilities or chronic conditions with specialized equipment necessary to improve functional abilities, safety, and independence at home and in the community. These services are authorized under Georgia’s Medicaid Home and Community-Based Services (HCBS) waiver programs, helping participants overcome environmental and physical barriers.

1. GOVERNING AGENCIES

Agency: Georgia Department of Community Health (DCH)

Role: Oversees Medicaid provider enrollment, service authorization, and reimbursement for Adaptive Equipment Services

Agency: Georgia Department of Behavioral Health and Developmental Disabilities (DBHDD)

Role: Administers adaptive equipment approvals under the NOW and COMP waivers

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight, ensuring Adaptive Equipment Services meet Medicaid HCBS standards

2. ADAPTIVE EQUIPMENT SERVICE OVERVIEW

Adaptive Equipment Services provides assessment, acquisition, customization, delivery, and training related to specialized devices that enable participants to perform daily activities safely and independently.

Approved providers may deliver:

Evaluations to determine adaptive equipment needs
Procurement and customization of adaptive equipment
Delivery, setup, and participant training on equipment use
Maintenance, repairs, and modifications to adaptive devices
Assistance in integrating adaptive equipment into home or community settings

Examples of adaptive equipment include:

Wheelchairs (manual and powered) and custom seating systems
Transfer aids (e.g., mechanical lifts, slide boards)
Specialized beds, mattresses, and positioning devices
Augmentative communication devices (AAC)
Assistive technology for environmental control (e.g., adapted door openers, lighting control systems)
Modified utensils, adaptive writing devices, and custom mobility aids

All equipment must be medically necessary, authorized in the participant’s Individual Service Plan (ISP), and directly linked to improving independence, health, or safety.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register your business with the Georgia Secretary of State
Obtain EIN from the IRS and NPI (Type 2)
Enroll as a Medicaid provider through the Georgia Medicaid Management Information System (GAMMIS)
Complete DBHDD Provider Enrollment for Adaptive Equipment Services
Obtain appropriate professional certifications if assessing (Assistive Technology Professional (ATP) certification preferred)
Maintain general liability and product liability insurance
Develop policies for equipment assessment, delivery, maintenance, participant training, and warranty management

4. DBHDD/DCH PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

Submit a Letter of Intent to DBHDD for Adaptive Equipment Services
Complete pre-qualification checklist, including business registration, licensure, and insurance

Application and Documentation Submission:

Submit Articles of Incorporation, proof of EIN/NPI, insurance certificates, staff credentialing documentation, and sample participant intake forms
Provide documentation of product sourcing, warranty handling, equipment maintenance procedures, and emergency protocols

Program Readiness Review:

DBHDD reviews readiness, including providers’ assessment systems, participant support documentation, and Medicaid compliance systems

Approval & Medicaid Enrollment:

Upon DBHDD approval, complete Medicaid enrollment through GAMMIS
Configure billing codes for Adaptive Equipment evaluation, acquisition, and training services

5. REQUIRED DOCUMENTATION

Articles of Incorporation or Business License (Georgia Secretary of State)
IRS EIN confirmation
NPI confirmation
Proof of general and product liability insurance
Professional certification verification (if applicable, e.g., ATP)
DBHDD-Compliant Policy & Procedure Manual including:
- Participant intake, assessment, and equipment recommendation protocols
- Equipment ordering, delivery, and training procedures
- Repair, replacement, and warranty service processes
- Emergency response protocols related to device failures
- Client rights, HIPAA confidentiality, and grievance policies
- Staff credentialing, background checks, and continuing education records
- Medicaid billing, authorization tracking, and service documentation procedures

6. STAFFING REQUIREMENTS

Role: Adaptive Equipment Services Manager / Lead Specialist

Requirements: Certification as an Assistive Technology Professional (ATP) preferred; experience with adaptive devices and mobility support; background screening clearance

Role: Adaptive Equipment Technicians / Trainers

Requirements: Experience in adaptive equipment fitting, setup, and user training preferred; background screening clearance

All staff must complete:

HIPAA confidentiality, participant rights, and safety training
Adaptive equipment setup, troubleshooting, and maintenance training
Emergency procedures and incident reporting training
Annual continuing education on emerging adaptive technologies and Medicaid documentation standards

7. MEDICAID WAIVER SERVICES

The following Georgia Medicaid Waivers authorize Adaptive Equipment Services:

Comprehensive Supports Waiver Program (COMP)
New Options Waiver Program (NOW)
Independent Care Waiver Program (ICWP) (where adaptive equipment supports are medically necessary)

Approved providers may deliver:

Adaptive equipment evaluations and recommendations
Equipment procurement, setup, and participant training
Repairs, maintenance, and warranty management for Medicaid-funded devices

8. TIMELINE TO LAUNCH

Phase: Business Formation and Initial Setup

Timeline: 1–2 weeks

Phase: DBHDD Provider Application and Readiness Review

Timeline: 60–90 days

Phase: Staff Hiring, Credentialing, and Equipment Vendor Setup

Timeline: 30–45 days

Phase: Medicaid Enrollment and Billing System Setup

Timeline: 45–60 days

9. CONTACT INFORMATION

Georgia Department of Behavioral Health and Developmental Disabilities (DBHDD)

Website: https://dbhdd.georgia.gov/

Georgia Department of Community Health (DCH)

Website: https://dch.georgia.gov/

Georgia Medicaid Management Information System (GAMMIS)

Website: https://www.mmis.georgia.gov/

Rehabilitation Engineering and Assistive Technology Society of North America (RESNA)

Website: https://www.resna.org/ (for ATP certification info)

ADAPTIVE EQUIPMENT SERVICES PROVIDER IN GEORGIA

WAIVER CONSULTING GROUP’S START-UP ASSISTANCE SERVICE — GEORGIA ADAPTIVE EQUIPMENT SERVICES PROVIDER

WCG supports adaptive technology vendors and service organizations in launching Medicaid-compliant Adaptive Equipment Services under Georgia’s HCBS waiver programs.

Scope of Work: