ADAPTIVE EQUIPMENT SERVICES PROVIDER IN INDIANA

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

Adaptive Equipment Services in Indiana support individuals with disabilities, chronic conditions, or functional limitations by providing specialized equipment that improves daily living, mobility, communication, and self-care abilities. These services are authorized under Indiana Medicaid Home and Community-Based Services (HCBS) Waiver programs and certain Medicaid State Plan benefits.

1. GOVERNING AGENCIES

Agency: Indiana Family and Social Services Administration (FSSA) — Office of Medicaid Policy and Planning (OMPP)

Role: Administers Medicaid and waiver funding for Adaptive Equipment Services, oversees provider enrollment and reimbursement

Agency: Indiana Bureau of Developmental Disabilities Services (BDDS) and Division of Aging

Role: Authorizes adaptive equipment under specific waiver programs and monitors quality assurance and participant satisfaction

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight ensuring Medicaid-funded Adaptive Equipment Services align with participant-centered planning, medical necessity, and HCBS quality standards

2. ADAPTIVE EQUIPMENT SERVICE OVERVIEW

Adaptive Equipment Services include the assessment, selection, purchase, fitting, training, and maintenance of specialized equipment designed to increase, maintain, or improve a participant’s functional capabilities.

Approved providers may deliver:

• Mobility aids (e.g., manual and powered wheelchairs, walkers, scooters)

• Communication devices (e.g., speech-generating devices, adaptive keyboards)

• Environmental control systems (e.g., automated doors, lighting control, adaptive switches)

• Self-care aids (e.g., adaptive utensils, dressing devices, transfer equipment)

• Specialized positioning equipment (e.g., custom seating, standers, bath chairs)

• Sensory aids (e.g., hearing amplification devices, vision aids)

All equipment must be identified as medically necessary or functionally supportive within the participant’s Individualized Service Plan (ISP) or Plan of Care (POC).

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business entity with the Indiana Secretary of State

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

• Enroll as a Medicaid Waiver provider through the Indiana Medicaid Provider Enrollment Portal

• Obtain Durable Medical Equipment (DME) supplier registration (if applicable)

• Maintain general liability and professional liability insurance

• Develop policies addressing equipment assessment, procurement, delivery, training, and maintenance

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

4. INDIANA PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

• Submit Provider Enrollment Application through the Indiana Medicaid Provider Portal for Adaptive Equipment or DME services under the appropriate waiver programs

Application and Documentation Submission:

• Provide Articles of Incorporation, proof of EIN/NPI, DME licensure (if applicable), insurance certificates, staff credentialing records, and service delivery policies

Program Readiness Review:

• FSSA (BDDS or Division of Aging) reviews provider readiness including service planning processes, equipment procurement standards, participant protection measures, and billing compliance

Approval & Medicaid Enrollment:

• Upon approval, providers are assigned billing codes for assessments, equipment purchases, fitting, and participant training services

5. REQUIRED DOCUMENTATION

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

• IRS EIN confirmation

• NPI confirmation

• Proof of DME supplier license (if applicable)

• Proof of general liability and professional liability insurance

• Adaptive Equipment Services Policy & Procedure Manual including:

  • Participant intake, assessment, and equipment recommendation procedures

  • Procurement, installation, fitting, and device usage training protocols

  • Maintenance, repair, and replacement procedures

  • Participant rights, HIPAA compliance, and grievance procedures

  • Staff credentialing, licensure, and competency verification records

  • Medicaid billing documentation and audit-readiness tracking systems

6. STAFFING REQUIREMENTS

Role: Adaptive Equipment Program Director / Supervisor

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

Role: Adaptive Equipment Technicians / Fitting Specialists

Requirements: Training in adaptive equipment fitting, participant training, and minor maintenance; background screening clearance

Role: Licensed Clinical Assessors (if conducting medical necessity evaluations)

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

All staff must complete:

• Participant safety and assistive technology usage training

• HIPAA compliance and participant rights training

• Abuse prevention and incident reporting training

• Annual competency evaluations and ongoing continuing education

7. MEDICAID WAIVER PROGRAMS

Adaptive Equipment Services are available under the following Indiana Medicaid programs:

• Community Integration and Habilitation (CIH) Waiver

• Family Supports Waiver (FSW)

• Aged and Disabled Waiver (A&D)

• Traumatic Brain Injury Waiver (TBI)

Approved providers may deliver:

• Adaptive equipment assessments and recommendations

• Procurement, customization, and fitting of devices

• Participant and caregiver training on proper device use

• Equipment maintenance support and replacement assistance

8. TIMELINE TO LAUNCH

Phase: Business Formation, Licensing (DME if needed), and Compliance Setup

Timeline: 1–2 months

Phase: Staff Hiring, Credentialing, and Service Program Development

Timeline: 2–3 months

Phase: Indiana Medicaid Enrollment and Readiness Review

Timeline: 60–90 days

Phase: Medicaid Billing Setup and Adaptive Equipment Services Launch

Timeline: 30–45 days

9. CONTACT INFORMATION

Indiana Family and Social Services Administration (FSSA)

Website: https://www.in.gov/fssa/

Indiana Bureau of Developmental Disabilities Services (BDDS)

Website: https://www.in.gov/fssa/ddrs/bureau-of-developmental-disabilities-services/

Centers for Medicare & Medicaid Services (CMS)

Website: https://www.cms.gov/

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

WCG assists adaptive equipment providers, DME suppliers, rehabilitation service agencies, and assistive technology specialists in launching Medicaid-compliant Adaptive Equipment Services across Indiana.

Scope of Work:

• Business registration, Medicaid enrollment, and DME compliance assistance

• Development of Adaptive Equipment Services Policy & Procedure Manual

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

• Medicaid billing system setup and audit-ready claims management

• Website, domain, and professional branding setup

• Participant assessment templates, equipment recommendation forms, and maintenance checklists

• Quality assurance programs for equipment delivery tracking, incident reporting, and participant satisfaction surveys

• Partnership development with case managers, therapists, and community service organizations

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