ASSISTIVE TECHNOLOGY SERVICES PROVIDER IN COLORADO

Fatumata Kaba
1 day ago
3 min read

ENABLING INDEPENDENCE AND FUNCTIONAL ACCESS THROUGH PERSONALIZED TECHNOLOGY SOLUTIONS FOR MEDICAID MEMBERS

Assistive Technology (AT) Services in Colorado provide individuals with disabilities access to specialized devices, tools, and training to support daily living, mobility, communication, and safety. These services are available through select Home and Community-Based Services (HCBS) Waivers, including the Supported Living Services (SLS) waiver, Children’s Extensive Support (CES) waiver, and Developmental Disabilities (DD) waiver.

1. GOVERNING AGENCIES

Agency: Colorado Department of Health Care Policy and Financing (HCPF)

Role: Oversees Medicaid waivers that authorize Assistive Technology services and monitors provider compliance

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Ensures that AT services meet federal HCBS requirements for medical necessity and person-centered planning

2. ASSISTIVE TECHNOLOGY SERVICE OVERVIEW

Assistive Technology includes any item, device, software, or system that increases, maintains, or improves the functional capabilities of individuals with disabilities. Services may include assessment, training, customization, and repair of AT devices as authorized in the individual’s service plan.

Approved providers may deliver:

AT assessments and evaluations
Purchase, rental, or customization of approved devices
Setup, installation, and user training
Repairs and maintenance (as authorized)
Documentation of functionality and service utilization
Coordination with interdisciplinary teams and care managers

Examples of eligible assistive technology:

Communication devices (e.g., AAC devices)
Environmental control units (e.g., smart switches)
Mobility and positioning devices (e.g., adapted seating)
Hearing, vision, or cognitive support tools
Specialized computer software and hardware

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register business with the Colorado Secretary of State
Obtain EIN from the IRS and NPI (Type 2)
Enroll as a Medicaid Waiver Provider through the Gainwell Technologies Provider Portal
Obtain approval from HCPF for Assistive Technology as a service type
Employ or contract qualified professionals (e.g., Assistive Technology Professionals - ATPs, occupational therapists, or speech-language pathologists)
Carry general liability insurance and have HIPAA-compliant documentation procedures

4. PROVIDER ENROLLMENT PROCESS

Step 1: Register as a business and acquire NPI

Complete business formation and IRS registration
Apply for Type 2 NPI for organizational enrollment

Step 2: Apply through the Gainwell Medicaid Provider Portal

Select appropriate waiver programs and service type: Assistive Technology
Submit documentation of qualifications, resumes, and service description

Step 3: Coordinate with Case Management Agencies (CMAs)

Work with case managers and interdisciplinary teams to receive referrals and service authorizations

5. REQUIRED DOCUMENTATION

Articles of Incorporation or proof of business registration
IRS EIN Letter
NPI confirmation
Medicaid provider enrollment approval
Policy & procedure manual including:
- AT intake and evaluation forms
- Purchase justification templates and prior authorization tracking
- Delivery, installation, and training documentation
- Consent forms and HIPAA privacy compliance
- Device inventory, maintenance logs, and repair protocols
- Incident reporting and problem resolution process
- Staff credentialing and continuing education documentation

6. STAFFING REQUIREMENTS

Role: Assistive Technology Specialist/Consultant

Requirements:

Certification as an ATP or licensed OT, SLP, or PT with AT experience
Familiarity with HCBS guidelines and device customization

Role: Installation Technician / Support Trainer

Requirements:

Technical proficiency with adaptive devices
Background check and HIPAA training

Training Requirements for All Staff:

HIPAA and participant confidentiality
Person-centered planning and AT documentation
Infection control (for in-home installations)
Emergency and incident response protocols

7. MEDICAID WAIVER SERVICES

Assistive Technology is reimbursed under:

HCBS-SLS (Supported Living Services) Waiver
HCBS-CES (Children’s Extensive Support) Waiver
HCBS-DD (Developmental Disabilities) Waiver

Approved providers may deliver:

Technology assessments and planning
Purchase, installation, and training on use of devices
Device maintenance and repair
Coordination with caregivers, therapists, and CMAs
Reporting and justification for Medicaid audit readiness

8. TIMELINE TO LAUNCH

Phase: Business Formation

Timeline: 1–2 weeks

Phase: Medicaid Enrollment (Gainwell Portal)

Timeline: 30–60 days

Phase: Staffing and Referral Network Development

Timeline: 2–4 weeks

Phase: Service Authorization and Delivery Readiness

Timeline: Ongoing

9. CONTACT INFORMATION

Colorado Department of Health Care Policy and Financing (HCPF)

Email: hcpf_hcbs_questions@state.co.us

Website: https://hcpf.colorado.gov

Colorado Medicaid Provider Enrollment (Gainwell Technologies)

Website: https://portal.co.gov

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

We assist technology consultants, therapists, and disability service providers in launching Medicaid-compliant Assistive Technology services under Colorado’s HCBS waiver programs.

Scope of Work: