ADAPTIVE EQUIPMENT SERVICES PROVIDER IN ILLINOIS

ENHANCING INDEPENDENCE, SAFETY, AND DAILY LIVING THROUGH CUSTOMIZED EQUIPMENT SOLUTIONS

Adaptive Equipment Services in Illinois assist individuals with disabilities, chronic health conditions, or age-related limitations by providing specialized equipment that supports mobility, communication, self-care, and participation in daily life activities. These services are authorized under Illinois Medicaid Home and Community-Based Services (HCBS) Waiver programs to improve quality of life and promote community living.

​​​​​1. GOVERNING AGENCIES

Agency: Illinois Department of Healthcare and Family Services (HFS)

Role: Administers Medicaid waiver funding for Adaptive Equipment Services, oversees provider enrollment, service authorization, and billing

Agency: Illinois Department of Human Services (DHS) — Division of Developmental Disabilities (DDD) and Division of Rehabilitation Services (DRS)

Role: Coordinates participant assessments, service planning, adaptive equipment approval, and quality monitoring

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight, ensuring Medicaid-funded Adaptive Equipment Services meet quality, participant-centered care, and medical necessity requirements

2. ADAPTIVE EQUIPMENT SERVICE OVERVIEW

Adaptive Equipment Services include the assessment, selection, purchase, customization, and delivery of specialized devices that support functional abilities and independence.

Approved providers may deliver:

• Mobility aids (e.g., wheelchairs, walkers, scooters, canes)

• Communication devices (e.g., speech-generating devices, assistive communication boards)

• Environmental control units (e.g., voice-activated lights, door openers)

• Self-care aids (e.g., adaptive utensils, bathing chairs, dressing aids)

• Specialized positioning equipment (e.g., adaptive seating, standers)

• Hearing and vision aids (e.g., amplified phones, magnifiers)

Services must be medically necessary, based on professional assessments, and outlined in the participant’s Individualized Service Plan (ISP) or Person-Centered Plan (PCP).

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business entity with the Illinois Secretary of State

• Obtain EIN from the IRS and NPI (Type 2)

• Enroll as a Medicaid Waiver provider through the Illinois Medicaid Provider Enrollment Portal (IMPACT system)

• Obtain any required Durable Medical Equipment (DME) or Rehabilitation Equipment Supplier licenses if applicable

• Maintain general liability and professional liability insurance

• Develop policies for assessment coordination, equipment procurement, installation, training, and maintenance

• Ensure staff (e.g., assessors, technicians) meet training, certification, and background screening requirements

4. ILLINOIS PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

• Submit Provider Enrollment Application through the IMPACT system for Adaptive Equipment Services under applicable waiver programs

Application and Documentation Submission:

• Provide Articles of Incorporation, proof of EIN/NPI, DME licenses (if applicable), insurance certificates, staff credentialing and training documentation, and operational policies

Program Readiness Review:

• DHS and/or HFS conduct a readiness review of equipment procurement procedures, service documentation, participant training protocols, and billing compliance processes

Approval & Medicaid Enrollment:

• Upon approval, providers are assigned billing codes for Adaptive Equipment acquisition, fitting, training, and ongoing support

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License (Illinois Secretary of State)

• IRS EIN confirmation

• NPI confirmation

• DME license or proof of supplier authorization (if applicable)

• Proof of general and professional liability insurance

• Adaptive Equipment Services Policy & Procedure Manual including:

  • Participant assessment, authorization, and equipment recommendation procedures

  • Procurement, delivery, installation, and participant training protocols

  • Maintenance, repair, and replacement service procedures

  • Incident reporting, participant rights, and HIPAA compliance standards

  • Staff credentialing, background checks, and continuing education documentation

  • Medicaid billing and claims documentation systems

6. STAFFING REQUIREMENTS

Role: Adaptive Equipment Program Director / Supervisor

Requirements: Background in rehabilitation, occupational therapy, physical therapy, assistive technology, or healthcare management preferred; background clearance

Role: Equipment Specialists / Technicians

Requirements: Training in adaptive equipment fitting, usage training, and basic maintenance; background clearance; DME supplier certification preferred if working with mobility equipment

Role: Licensed Assessors (for clinical evaluations if required)

Requirements: Licensed Occupational Therapist (OT), Physical Therapist (PT), Speech-Language Pathologist (SLP), or Rehabilitation Engineer as appropriate; background clearance

All staff must complete:

• Participant safety, equipment usage, and infection control training

• Abuse prevention, HIPAA compliance, and participant rights training

• Emergency procedures training

• Annual competency evaluations and continuing education updates

7. MEDICAID WAIVER PROGRAMS

Adaptive Equipment Services are available under the following Illinois Medicaid waivers:

• Adults with Developmental Disabilities Waiver

• Children and Young Adults with Developmental Disabilities Waiver

• Persons with Brain Injury (BI) Waiver

• Persons with Disabilities (PD) Waiver

• Elderly Waiver (Community Care Program) — limited equipment covered

Approved providers may deliver:

• Equipment selection, fitting, training, and customization

• Preventive maintenance and minor repairs

• Participant education on safe and effective use

• Reassessment for equipment replacement as functional needs change

8. TIMELINE TO LAUNCH

Phase: Business Formation and Licensing Preparation

Timeline: 1–2 months

Phase: Staff Hiring, Credentialing, and Program Development

Timeline: 2–3 months

Phase: IMPACT Medicaid Provider Enrollment and Readiness Review

Timeline: 60–90 days

Phase: Medicaid Billing Setup and Adaptive Equipment Service Launch

Timeline: 30–45 days

9. CONTACT INFORMATION

Illinois Department of Healthcare and Family Services (HFS)Website: https://www.hfs.illinois.gov/

Illinois Department of Human Services (DHS)Website: https://www.dhs.state.il.us/

Centers for Medicare & Medicaid Services (CMS)Website: https://www.cms.gov/

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

WCG assists adaptive equipment providers, rehabilitation technology suppliers, and assistive living companies in launching Medicaid-compliant Adaptive Equipment Services under Illinois’ HCBS Waiver programs.​​​​

​​​​​​​​​​​​Scope of Work:

• Business registration, Medicaid enrollment, and DME compliance support

• Development of Adaptive Equipment Services Policy & Procedure Manual

• Staff credentialing templates, participant intake forms, and equipment tracking systems

• Medicaid billing system setup and claims management support

• Website, domain, and professional branding assistance

• Adaptive equipment selection guides, training protocols, and maintenance tracking templates

• Quality assurance programs for service delivery monitoring and participant satisfaction

• Partnership development with therapists, rehabilitation centers, and waiver case managers

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