ADAPTIVE EQUIPMENT SERVICES PROVIDER IN RHODE ISLAND

Fatumata Kaba
Oct 9
3 min read

ENHANCING INDEPENDENCE AND SAFETY THROUGH CUSTOMIZED EQUIPMENT SOLUTIONS FOR INDIVIDUALS WITH DISABILITIES AND FUNCTIONAL LIMITATIONS

Adaptive Equipment Services in Rhode Island are Medicaid-funded supports that help individuals obtain, maintain, and use devices that promote greater independence at home and in the community. These services are primarily funded through the state’s Medicaid 1115 Global Waiver and Developmental Disabilities (DD) Waivers. Adaptive equipment may include mobility aids, communication devices, self-care tools, and home accessibility supports.

1. GOVERNING AGENCIES

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

Role: Oversees Medicaid authorization and reimbursement for adaptive equipment and assistive technology.

Agency: Department of Behavioral Healthcare, Developmental Disabilities & Hospitals (BHDDH)

Role: Authorizes and monitors equipment services under DD Waivers for individuals with disabilities.

Agency: Centers for Medicare & Medicaid Services (CMS)**

Role: Provides federal guidelines for Medicaid-funded durable medical equipment and HCBS settings.

Agency: Rhode Island Department of Health (RIDOH)**

Role: May regulate provider facilities or personnel if clinical assessments or medical customization is involved.

2. ADAPTIVE EQUIPMENT SERVICES OVERVIEW

These services ensure individuals with disabilities have access to equipment that helps them perform daily activities, communicate, and remain safe in their environment.

Approved providers may deliver:

Assessment & Recommendation: Evaluation of functional needs by therapists or specialists.
Procurement & Customization: Ordering and fitting of adaptive devices (e.g., walkers, communication aids, shower chairs).
Training & Instruction: Teaching participants and caregivers how to safely use equipment.
Maintenance & Repairs: Fixing or replacing equipment to ensure continued usability.
Documentation & Compliance: Recording needs, service delivery, and Medicaid billing forms.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register your business with the Rhode Island Secretary of State.
Obtain EIN and Type 2 NPI.
Enroll as a Medicaid provider under adaptive equipment/DME codes or HCBS waiver support services.
Hire or contract with licensed occupational or physical therapists for assessments, as needed.
Maintain product liability and general business insurance.
Develop an Adaptive Equipment Services Policy & Procedure Manual covering safety, training, and documentation.

4. RHODE ISLAND PROVIDER ENROLLMENT PROCESS

Step 1: Register your business, secure EIN, NPI, and insurance.

Step 2: Apply to EOHHS for enrollment as a Medicaid HCBS provider or DME vendor.

Step 3: If servicing individuals with IDD, submit a provider application to BHDDH.

Step 4: Submit your policy manual, staffing plan, and product sourcing documentation.

Step 5: Begin receiving service authorizations and participant referrals.

5. REQUIRED DOCUMENTATION

Articles of Incorporation and state business registration
EIN and NPI confirmation
Medicaid enrollment acceptance
Therapist licenses or consultant contracts
Insurance coverage (product liability, general, workers' comp)
Adaptive Equipment Services Policy & Procedure Manual including:
- Evaluation and recommendation process
- Equipment training and caregiver instruction procedures
- Safety protocols and maintenance schedules
- Documentation and billing templates
- Participant rights and consent forms
- Repair/replacement workflows and Medicaid compliance

6. STAFFING REQUIREMENTS

Role: Occupational Therapist (OT) or Physical Therapist (PT)

Requirements: RI licensure, Medicaid credentials, experience in adaptive equipment assessment.

Role: Equipment Technician / Installer

Requirements: Knowledge of mobility/accessibility devices, safety training, background check.

Role: Program Coordinator

Requirements: Manages referrals, Medicaid authorizations, and participant service documentation.

All staff must complete:

HIPAA and participant rights training
Equipment use, safety, and troubleshooting instruction
Abuse prevention and incident reporting
Documentation and Medicaid billing training
Cultural sensitivity and family engagement education

7. MEDICAID WAIVER PROGRAMS

Adaptive Equipment Services are available through:

BHDDH DD Waivers (e.g., Community Living, Shared Living): Covers equipment not otherwise funded by Medicare/insurance.
1115 Global Waiver (HCBS): Authorizes adaptive devices for participants in community-based care.
Katie Beckett/TEFRA Program: Pediatric participants may receive customized equipment.
State Plan DME Coverage (when applicable): May coordinate with waiver services to avoid duplication.

8. TIMELINE TO LAUNCH

Phase: Business Formation & Manual Creation

Timeline: 1–2 months

Phase: Medicaid Enrollment & Staff Contracting

Timeline: 2–3 months

Phase: Vendor Sourcing & Referral Agreements

Timeline: 30–60 days

Phase: Participant Service Initiation

Timeline: Begins upon authorization and care plan approval

9. CONTACT INFORMATION

Rhode Island Executive Office of Health and Human Services (EOHHS)

Website: https://eohhs.ri.gov

Rhode Island Medicaid Provider Portal

Website: https://www.riproviderportal.org

Department of Behavioral Healthcare, Developmental Disabilities & Hospitals (BHDDH)

Website: https://bhddh.ri.gov

Rhode Island Department of Health (RIDOH)

Website: https://health.ri.gov

Centers for Medicare & Medicaid Services (CMS)

Website: https://www.cms.gov

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

WCG supports providers launching adaptive equipment services that meet the specialized mobility and communication needs of Medicaid-eligible individuals in Rhode Island.

Scope of Work: