ASSISTIVE TECHNOLOGY SERVICES PROVIDER IN FLORIDA

EMPOWERING INDIVIDUALS WITH INDEPENDENT LIVING SOLUTIONS THROUGH DEVICES AND TECHNOLOGY SUPPORT

Assistive Technology (AT) Services in Florida help individuals with disabilities acquire, use, and maintain devices or equipment that improve their functional capabilities and support greater independence. These services are authorized under Florida’s Medicaid Home and Community-Based Services (HCBS) waiver programs and are critical for enhancing mobility, communication, self-care, and participation in daily life.

1. GOVERNING AGENCIES

Agency: Florida Agency for Persons with Disabilities (APD)

Role: Manages Assistive Technology services under the iBudget Florida Waiver for individuals with developmental disabilities

Agency: Florida Agency for Health Care Administration (AHCA)

Role: Oversees Medicaid enrollment and reimbursement for assistive technology purchases and services

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight ensuring compliance with HCBS assistive technology service standards

2. ASSISTIVE TECHNOLOGY SERVICE OVERVIEW

Assistive Technology Services provide individualized support to assess, acquire, customize, and train participants in the use of technology and devices.

Approved providers may deliver:

• Assessment and evaluation of assistive technology needs

• Purchase, leasing, or acquisition of assistive devices and supplies

• Setup, customization, and installation of equipment

• Participant and caregiver training on proper use and maintenance

• Troubleshooting and minor repairs of devices

• Ongoing support to integrate AT into daily living activities

Examples of assistive technology include:

• Communication devices (AAC devices)

• Mobility aids (wheelchairs, scooters)

• Environmental control systems (e.g., smart home technologies)

• Specialized computer software or adaptive keyboards

• Sensory aids (hearing aids, visual supports)

All services must be authorized in the participant’s person-centered support plan and demonstrate a clear functional need.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business with the Florida Division of Corporations (Sunbiz)

• Obtain EIN from the IRS and NPI (Type 2)

• Complete APD Qualified Provider Application

• Maintain liability insurance and ensure device warranties or manufacturer certifications

• Develop policies for assessment, procurement, training, and equipment maintenance

• Staff must meet specific competency standards, with experience in assistive technology or rehabilitation preferred

4. APD/AHCA PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

• Request Assistive Technology Services provider application packet from APD

• Attend APD or Medicaid waiver provider orientation (recommended)

Application and Documentation Submission:

• Submit Articles of Incorporation, proof of EIN/NPI, insurance documentation, and staffing plan

• Provide sample participant intake forms, AT assessment templates, training materials, and purchase tracking forms

• Submit staff credentialing records and background screening documentation

Program Readiness Review:

• APD reviews provider’s service delivery model, equipment sourcing plans, and participant support documentation

• Medicaid reviews service authorization and billing readiness

Approval & Medicaid Enrollment:

• Upon APD approval, complete Medicaid enrollment through the Florida Medicaid Provider Enrollment Portal

• Configure billing codes specific to Assistive Technology Services

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License (from Sunbiz)

• IRS EIN confirmation

• NPI confirmation

• General liability insurance certificate

• APD-Compliant Policy & Procedure Manual including:

  • Participant intake and assistive technology needs assessment protocols

  • Procurement and acquisition procedures

  • Installation, training, and usage documentation

  • Incident reporting and equipment malfunction procedures

  • Participant rights, HIPAA confidentiality policies, and grievance procedures

  • Staff background checks, certifications, and training logs

  • Medicaid billing, service authorization tracking, and quality assurance protocols

6. STAFFING REQUIREMENTS

Role: Assistive Technology Specialist / Program Manager

Requirements: Bachelor’s degree in rehabilitation science, occupational therapy, special education, assistive technology, or a related field preferred; background screening clearance

Role: Assistive Technology Technician (for delivery and setup)

Requirements: High school diploma or GED required; technical experience in equipment installation; background screening clearance

All staff must complete:

• Medicaid service documentation training

• HIPAA compliance and confidentiality training

• Participant rights, abuse prevention, and emergency response training

• Annual continuing education in assistive technology trends and maintenance

7. MEDICAID WAIVER SERVICES

The following Florida Medicaid Waivers authorize Assistive Technology Services:

• iBudget Florida Waiver (for individuals with intellectual and developmental disabilities)

• Statewide Medicaid Managed Care (SMMC) Long-Term Care (LTC) Program (for medically necessary assistive equipment)

Approved providers may deliver:

• Functional needs assessments for AT

• Purchase and setup of assistive devices

• Training for participants and caregivers

• Minor repairs and troubleshooting of existing devices

8. TIMELINE TO LAUNCH

Phase: Business Formation and Initial Setup

Timeline: 1–2 weeks

Phase: APD Qualified Provider Application and Readiness Review

Timeline: 60–90 days

Phase: Staff Hiring, Training, and Documentation Finalization

Timeline: 30–45 days

Phase: Medicaid Enrollment and Billing Configuration

Timeline: 45–60 days

9. CONTACT INFORMATION

Florida Agency for Persons with Disabilities (APD)

Website: https://apd.myflorida.com/

Florida Agency for Health Care Administration (AHCA)

Website: https://ahca.myflorida.com/

Florida Medicaid Provider Enrollment Portal

Website: https://home.flmedicaidmanagedcare.com/

WAIVER CONSULTING GROUP’S START-UP ASSISTANCE SERVICE — FLORIDA ASSISTIVE TECHNOLOGY SERVICES PROVIDER

WCG supports assistive technology providers, rehabilitation agencies, and entrepreneurs in launching Medicaid-compliant Assistive Technology Services under Florida’s HCBS Waiver programs.

Scope of Work:

• Business registration and EIN/NPI setup

• APD Qualified Provider Application and Medicaid enrollment support

• Development of Assistive Technology Policy & Procedure Manual

• Staff credentialing templates and assistive technology needs assessment forms

• Medicaid billing system setup and service authorization tracking

• Website, domain, and email setup

• Equipment procurement templates and maintenance tracking forms

• Participant intake and training documentation packets

• Quality assurance systems for service monitoring and equipment support

• Community referral networking and vendor relationship development

Continue To Our Client Portal To Get Started

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