ADAPTIVE EQUIPMENT SERVICES PROVIDER IN SOUTH DAKOTA

SUPPORTING SAFETY, INDEPENDENCE, AND DAILY FUNCTION THROUGH SPECIALIZED EQUIPMENT FOR INDIVIDUALS WITH DISABILITIES

Adaptive Equipment Services in South Dakota provide Medicaid-funded evaluation, acquisition, customization, and maintenance of assistive devices that enable individuals with disabilities to perform daily living tasks, improve mobility, or communicate more effectively. These services are covered under multiple waiver programs including the CHOICES Waiver, Family Support 360 Waiver, and the Medically Fragile Waiver, and are authorized by the South Dakota Department of Human Services (DHS).

1. GOVERNING AGENCIES

Agency: South Dakota Department of Human Services (DHS) – Division of Developmental Disabilities (DDD)

Role: Authorizes adaptive equipment under waiver programs and ensures provider compliance.

Agency: South Dakota Department of Social Services (DSS) – Medical Services Division

Role: Manages funding and Medicaid billing policies for covered durable medical equipment (DME) and adaptive devices.

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

Role: Regulates federal Medicaid requirements for adaptive equipment and DME services under HCBS waivers and State Plan benefits.

2. ADAPTIVE EQUIPMENT SERVICES OVERVIEW

Adaptive equipment includes any item, device, or product system that is used to increase, maintain, or improve the functional capabilities of individuals with disabilities.

Approved services may include:

• Functional Assessments for Equipment Needs

• Procurement and Delivery of Devices

• Customization and Fitting of Equipment

• Instruction and Training on Device Use

• Maintenance, Repairs, and Adjustments

• Coordination with Therapists or Prescribers (e.g., OT, PT, SLP)

• Billing Documentation and Medical Necessity Forms

Examples of covered equipment:

• Adaptive utensils and dressing tools

• Bath/shower chairs and lifts

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

• Adaptive keyboards or computer access systems

• Wheelchair modifications and positioning aids

• Environmental control units (ECUs)

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business with South Dakota Secretary of State

• Obtain EIN and Type 2 NPI

• Apply to DHS-DDD or DSS as a Medicaid waiver provider or DME supplier

• Partner with licensed professionals for assessments (e.g., OT, PT, SLP if required)

• Maintain liability insurance and service warranty documentation

• Develop an Adaptive Equipment Services Policy & Procedure Manual

4. SOUTH DAKOTA PROVIDER ENROLLMENT PROCESS

Step 1: Register entity and obtain EIN/NPI

Step 2: Apply for Medicaid DME enrollment or waiver provider approval

Step 3: Submit sample invoices, assessment templates, and repair logs

Step 4: Complete DHS or DSS onboarding process

Step 5: Begin fulfilling equipment requests authorized in participant service plans

5. REQUIRED DOCUMENTATION

• Business registration, EIN, NPI

• Medicaid/DME supplier enrollment or waiver provider letter

• Insurance policies and warranties

• Adaptive Equipment Services Policy & Procedure Manual including:

  • Equipment request and order workflow

  • Coordination with therapy providers

  • Medical necessity and justification forms

  • Delivery logs and user training documentation

  • Repair/maintenance tracking

  • HIPAA and participant rights protections

  • Medicaid billing and service tracking forms

6. STAFFING REQUIREMENTS

Role: Equipment Specialist / Provider Technician

Requirements: Knowledge of DME/adaptive devices, background check, documentation training

Role (optional): Licensed Therapist (OT, PT, or SLP)

Requirements: May perform assessments or justify medical necessity for certain devices

All staff must complete:

• HIPAA and safety protocol training

• Documentation, delivery, and reporting procedures

• Product-specific training for device setup and user instruction

• Infection control and maintenance standards

7. MEDICAID WAIVER PROGRAMS

Adaptive Equipment is covered under:

• CHOICES Waiver – For adults with IDD

• Family Support 360 Waiver – For children and adults with disabilities in family homes

• Medically Fragile Waiver – For individuals with complex health needs

• State Plan Medicaid DME Benefit – For qualifying durable medical equipment when prescribed

8. TIMELINE TO LAUNCH

Phase: Business Registration & Manual Creation

Timeline: 1–2 months

Phase: Medicaid Enrollment or DME Licensing

Timeline: 2–3 months

Phase: Equipment Partner Sourcing & Documentation Prep

Timeline: 30–60 days

Phase: Begin Service Delivery

Timeline: Upon receiving service authorizations

9. CONTACT INFORMATION

South Dakota Department of Human Services – Division of Developmental Disabilities (DDD)

Website: https://dhs.sd.gov

South Dakota Department of Social Services (DSS)

Website: https://dss.sd.gov

Centers for Medicare & Medicaid Services (CMS)

Website: https://www.cms.gov

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

WCG helps equipment providers, therapists, and entrepreneurs launch compliant adaptive equipment programs to meet the functional needs of South Dakota Medicaid participants.

Scope of Work:

• DME or waiver-based provider enrollment

• Adaptive Equipment Policy & Procedure Manual development

• Equipment request, delivery, and repair form templates

• Justification and medical necessity letter formats

• Coordination workflows for therapists and prescribers

• Medicaid billing and warranty tracking systems

Continue To Our Client Portal To Get Started

Our Client Portal offers a wealth of resources that you can explore related to various programs and state requirements.