ADAPTIVE EQUIPMENT SERVICES PROVIDER IN MASSACHUSETTS

Fatumata Kaba
Aug 7
4 min read

DELIVERING SPECIALIZED TOOLS THAT SUPPORT MOBILITY, COMMUNICATION, AND DAILY LIVING FOR INDIVIDUALS WITH DISABILITIES

Adaptive Equipment Services in Massachusetts are designed to provide individuals with disabilities the tools they need to live as independently and safely as possible. These services cover the assessment, acquisition, customization, delivery, and maintenance of specialized equipment that enhances functional ability. They are reimbursable under MassHealth (Medicaid), Home and Community-Based Services (HCBS) waivers, and occasionally through the Massachusetts Rehabilitation Commission (MRC) or Department of Developmental Services (DDS).

1. GOVERNING AGENCIES

Agency: MassHealth (Medicaid)

Role: Authorizes and reimburses adaptive equipment under durable medical equipment (DME) and HCBS waiver policies

Agency: Executive Office of Health and Human Services (EOHHS)

Role: Oversees waiver services and Medicaid benefits

Agency: Massachusetts Rehabilitation Commission (MRC)

Role: Provides adaptive equipment supports and evaluations for eligible non-Medicaid participants

Agency: Department of Developmental Services (DDS)

Role: Coordinates funding and referrals for individuals with intellectual or developmental disabilities

Agency: Centers for Medicare & Medicaid Services (CMS)Role: Provides federal approval and oversight for Medicaid-funded adaptive services

2. ADAPTIVE EQUIPMENT SERVICE OVERVIEW

Adaptive equipment includes tools and technologies that support an individual’s ability to perform everyday activities or ensure safety within the home and community.

Examples of adaptive equipment:

Manual or power wheelchairs and scooters
Communication devices (AAC, speech boards)
Hospital beds and bed rails
Adaptive utensils, dressing aids, and toileting equipment
Transfer boards, patient lifts, and fall prevention systems
Hearing or visual assistance devices
Mounting systems and positioning supports
Customized modifications to standard equipment

Services typically include assessment, procurement, delivery, fitting, training, and repairs. All equipment must be medically necessary and listed in the individual’s Plan of Care (POC) or Individual Support Plan (ISP).

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register your business with the Massachusetts Secretary of the Commonwealth
Obtain IRS EIN and Type 2 NPI
Secure general liability and product liability insurance
Hire or contract Assistive Technology Professionals (ATP), therapists, or certified DME fitters
Maintain HIPAA-compliant documentation and secure storage of health-related equipment

For Equipment Providers:

Enroll as a Durable Medical Equipment (DME) provider with MassHealth
Ensure staff have relevant certifications (ATP, RESNA, OT/PT)
Develop policies for delivery, servicing, warranties, and user training

4. PROVIDER ENROLLMENT PROCESS

Step 1: Enroll with MassHealth

Apply via the Provider Online Service Center (POSC)

Step 2: Apply for DME or HCBS Waiver Provider Status

Submit credentials, equipment lists, staff qualifications, and service areas

Step 3: Contract with DDS or MRC (if applicable)Become an approved vendor for non-Medicaid or waiver-funded equipment support

Step 4: Finalize Contracts and Submit Purchase Authorization Requests

Coordinate with waiver support coordinators, therapists, and case managers

5. REQUIRED DOCUMENTATION

Articles of Incorporation or business registration
IRS EIN and Type 2 NPI confirmations
Certificates of liability insurance
Adaptive Equipment Services Policy & Procedure Manual, including:
- Equipment assessment and intake forms
- Procurement and delivery logs
- Installation and safety testing checklists
- Warranty, repair, and replacement protocols
- User training records and consent forms
- Staff qualifications and ATP certifications
- HIPAA and compliance audit logs
- Billing documentation and invoice tracking

6. STAFFING REQUIREMENTS

Role: Assistive Technology Professional (ATP)

Requirements: RESNA-certified or equivalent experience with complex equipment evaluations

Role: Equipment Delivery Technician / Fitter

Requirements: Training in adaptive equipment setup, safety testing, and user education

Role: OT/PT Consultant (if offering assessments)Requirements: Massachusetts licensure and experience in assistive device assessments

Required Trainings:

ADA and accessibility compliance
Infection control and sanitization of equipment
Safe handling and injury prevention
Medicaid documentation and audit readiness
Person-centered equipment customization

7. MASSHEALTH & WAIVER PROGRAMS COVERING ADAPTIVE EQUIPMENT

Adaptive equipment is covered under:

Durable Medical Equipment (DME) Benefits (MassHealth Standard and CommonHealth)
DDS Waivers (Community Living, Intensive Supports)
ABI Waivers (Acquired Brain Injury)
MFP Waivers (Community Living and Residential Supports)
MRC Statewide Programs (for non-Medicaid participants)

Services must be:

Pre-authorized based on medical need
Non-duplicative of insurance or other benefits
Justified in clinical assessments and POCs
Delivered and installed with documentation and user training

8. TIMELINE TO LAUNCH

Phase: Business and Insurance Registration

Timeline: 2–3 weeks

Phase: MassHealth/DME or Waiver Provider Enrollment

Timeline: 1–2 months

Phase: Policy Manual Completion and Staff Credentialing

Timeline: 4–6 weeks

Phase: Referral Networking and Equipment Fulfillment

Timeline: Ongoing based on POC authorizations and need-based referrals

9. CONTACT INFORMATION

MassHealth Provider Enrollment

https://www.mass.gov/orgs/masshealth

Massachusetts Rehabilitation Commission (MRC)

https://www.mass.gov/orgs/massachusetts-rehabilitation-commission

Department of Developmental Services (DDS)

https://www.mass.gov/orgs/department-of-developmental-services

National Registry of Rehabilitation Technology Suppliers (NRRTS)

https://nrrts.org

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

https://www.resna.org

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

WCG supports DME businesses, rehabilitation therapists, and equipment installers in launching adaptive equipment services for Medicaid-eligible individuals across Massachusetts.

Scope of Work: