ASSISTIVE TECHNOLOGY SERVICES PROVIDER IN CALIFORNIA

Fatumata Kaba
Jul 6
3 min read

ENABLING GREATER INDEPENDENCE AND FUNCTIONAL ABILITY THROUGH CUSTOMIZED DEVICES AND EQUIPMENT SUPPORT

Assistive Technology Services in California help individuals with developmental disabilities acquire, use, and maintain devices that support communication, mobility, self-care, learning, and community access. These services are offered through California’s Regional Centers, Self-Determination Program (SDP), and select Home and Community-Based Services (HCBS) Waivers.

1. GOVERNING AGENCIES

Agency: California Department of Developmental Services (DDS)

Role: Provides oversight for services delivered through Regional Centers and Self-Determination Program

Agency: California Department of Health Care Services (DHCS)

Role: Manages Medi-Cal programs and authorizes durable medical equipment (DME) under Medicaid

Agency: Regional Centers (21 nonprofit agencies)

Role: Approve vendors, authorize Assistive Technology Services in client IPPs, and monitor service delivery

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight of HCBS compliance for AT services

2. ASSISTIVE TECHNOLOGY SERVICE OVERVIEW

Assistive Technology Services include evaluation, procurement, customization, training, and maintenance of devices that improve daily functioning and access. These services are authorized in the Individual Program Plan (IPP) or Person-Centered Plan (PCP) and must support the participant’s specific goals.

Approved providers may deliver:

Functional needs assessments
Device selection, sourcing, and installation
Customization of assistive tools and mobility devices
Training for participants, caregivers, and staff
Maintenance, repair, and technical support
Documentation of service impact and device usage

Examples of covered technology include:

Communication devices (AAC), tablets with speech apps
Adaptive keyboards, switches, and environmental controls
Wheelchair modifications, lifts, and positioning systems
Sensory tools or vision/hearing aids
Medication dispensers and automated reminders

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register business with the California Secretary of State
Obtain EIN from the IRS and NPI (Type 2)
Submit vendor application to your local Regional Center
OR enroll as a provider through a Financial Management Service (FMS) under the Self-Determination Program
Maintain insurance and documentation systems for delivery and training
Employ or contract Assistive Technology Professionals (ATP), therapists, or trained technicians

4. REGIONAL CENTER VENDORIZATION PROCESS

Step 1: Contact Regional Center

Request application for Service Code 125 (Assistive Technology Services) or similar

Step 2: Submit Documentation

Provide business license, service description, device handling policies, and training procedures
Include resumes or certifications of staff providing direct service

Step 3: Approval and Referrals

Upon approval, receive vendor number and begin accepting service authorizations

5. REQUIRED DOCUMENTATION

Articles of Incorporation or Fictitious Business Name (FBN)
IRS EIN Letter
NPI confirmation
Vendor approval from a Regional Center or participation in the Self-Determination Program
Policy & procedure manual including:
- Client assessment forms and service logs
- Equipment selection and approval workflows
- Training and support protocols for users and caregivers
- Device warranty and maintenance tracking
- Consent, HIPAA, and rights documentation
- Incident reporting and corrective action procedures
- Quality assurance and customer service follow-up

6. STAFFING REQUIREMENTS

Role: Assistive Technology Specialist / Consultant

Requirements: Certification as an ATP, OT/PT with AT experience, or extensive experience in disability tech

Role: Technician / Setup and Training Staff

Requirements:

Knowledge of adaptive devices and disability accommodations
Background clearance, CPR/First Aid (recommended)
Communication skills for training and troubleshooting

Training Requirements for All Staff:

Device safety and proper usage
Person-centered service delivery and documentation
Confidentiality, ethics, and HIPAA
Annual updates on new technologies and compliance

7. MEDICAID WAIVER SERVICES

Assistive Technology Services are covered under:

HCBS Waiver for Individuals with Developmental Disabilities (1915(c))
Regional Center Services (Lanterman Act)
Self-Determination Program (SDP)
EPSDT (Early and Periodic Screening, Diagnostic, and Treatment) under Medi-Cal (for minors)

Approved providers may deliver:

AT assessments and recommendations
Delivery and training on approved devices
Repairs and replacements
Documentation tied to functional outcomes and goals

8. TIMELINE TO LAUNCH

Phase: Business Formation

Timeline: 1–2 weeks

Phase: Regional Center Vendorization or SDP Onboarding

Timeline: 30–90 days

Phase: Staff Hiring and Documentation Setup

Timeline: 2–4 weeks

Phase: Service Delivery and Referral Activation

Timeline: Ongoing

9. CONTACT INFORMATION

California Department of Developmental Services (DDS)

Email: info@dds.ca.gov

Website: https://www.dds.ca.gov

California Department of Health Care Services (DHCS)

Website: https://www.dhcs.ca.gov

Find Your Regional Center:

Website: https://www.dds.ca.gov/rc/lookup

Self-Determination Program Provider Portal:

Website: https://www.dds.ca.gov/initiatives/sdp

ASSISTIVE TECHNOLOGY SERVICES PROVIDER IN CALIFORNIA

WAIVER CONSULTING GROUP'S START-UP ASSISTANCE SERVICE — CALIFORNIA ASSISTIVE TECHNOLOGY SERVICES PROVIDER

We help technology consultants, DME providers, and therapists launch Medicaid-compliant Assistive Technology Services across California’s Regional Center and Self-Determination systems.

Scope of Work: