ASSISTIVE TECHNOLOGY SERVICES PROVIDER IN HAWAII

Fatumata Kaba
1 day ago
4 min read

ENHANCING INDEPENDENCE AND COMMUNITY PARTICIPATION THROUGH CUSTOMIZED TECHNOLOGICAL SOLUTIONS

Assistive Technology (AT) Services in Hawaii help individuals with disabilities, chronic illnesses, or aging-related needs acquire and use adaptive devices to perform everyday activities more independently. These services are authorized under Hawaii’s Medicaid Home and Community-Based Services (HCBS) waiver programs and aim to remove barriers to community living, employment, and personal autonomy.

1. GOVERNING AGENCIES

Agency: Hawaii Department of Human Services (DHS) — Med-QUEST Division

Role: Oversees Medicaid provider enrollment, service authorization, and reimbursement for Assistive Technology Services

Agency: Hawaii Department of Health (DOH) — Developmental Disabilities Division (DDD)

Role: Administers HCBS waiver services for individuals with intellectual and developmental disabilities, including AT services

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight, ensuring Assistive Technology Services meet Medicaid HCBS standards and person-centered planning principles

2. ASSISTIVE TECHNOLOGY SERVICE OVERVIEW

Assistive Technology Services involve assessing the individual’s needs, selecting appropriate devices, training participants and caregivers, and maintaining or repairing devices to ensure optimal function.

Approved providers may deliver:

Functional assessments to determine AT needs
Recommendations for appropriate devices and equipment
Purchase, leasing, or customization of assistive devices
Installation, setup, and participant training on device usage
Repair, maintenance, and technical support for AT equipment
Integration of AT solutions into the participant’s daily routines at home, work, or in the community

Examples of covered devices may include:

Communication aids (e.g., speech-generating devices)
Mobility aids (e.g., power wheelchairs, transfer devices)
Environmental control units (e.g., adapted switches, smart home devices)
Sensory equipment (e.g., visual or auditory alerting systems)
Adaptive computer hardware and software

Services must align with the participant’s Individualized Service Plan (ISP) and be aimed at enhancing functional independence and community engagement.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register your business with the Hawaii Department of Commerce and Consumer Affairs (DCCA)
Obtain EIN from the IRS and NPI (Type 2)
Enroll as a Medicaid provider with Hawaii’s Med-QUEST Division
Complete enrollment and approval through Hawaii’s HCBS Waiver Provider Standards (specifically for AT services)
Maintain general and product liability insurance
Employ qualified staff such as Assistive Technology Professionals (ATP) when required
Develop service protocols for device assessment, installation, maintenance, and participant training

4. MED-QUEST/DHS PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

Submit Provider Enrollment Application for HCBS services to Hawaii Med-QUEST
Include identification as an Assistive Technology Services provider under the applicable waiver (e.g., DD/ID Waiver)

Application and Documentation Submission:

Submit Articles of Incorporation, proof of EIN/NPI, service descriptions, policies for AT assessment and support, and staff qualifications
Include service delivery protocols, warranty policies, and emergency backup support plans

Program Readiness Review:

DHS and Med-QUEST review the provider’s staffing, operational readiness, participant support systems, and Medicaid documentation compliance

Approval & Medicaid Enrollment:

Upon approval, configure billing codes for Assistive Technology Assessment, Device Procurement, Training, and Maintenance

5. REQUIRED DOCUMENTATION

Articles of Incorporation or Business Registration (Hawaii DCCA)
IRS EIN confirmation
NPI confirmation
Proof of general and product liability insurance
HCBS-Compliant Policy & Procedure Manual including:
- Participant intake and functional needs assessment protocols
- AT device selection, procurement, and setup procedures
- Training procedures for participants and caregivers
- Emergency backup, repair, and maintenance service plans
- Client rights, HIPAA confidentiality, and grievance policies
- Staff credentialing, background checks, and training documentation
- Medicaid billing, authorization tracking, and audit readiness systems

6. STAFFING REQUIREMENTS

Role: Assistive Technology Specialist / Program Manager

Requirements: Assistive Technology Professional (ATP) certification preferred or equivalent experience; background screening clearance

Role: Adaptive Equipment Technicians / Trainers

Requirements: Experience with device setup, customization, and user training; background screening clearance

All staff must complete:

HIPAA confidentiality and participant rights training
Emergency response and device safety training
Training on Medicaid service documentation and device integration practices
Annual continuing education on emerging technologies and best practices in assistive technology service delivery

7. MEDICAID WAIVER PROGRAMS

The following Hawaii Medicaid Waivers authorize Assistive Technology Services:

Developmental Disabilities/Intellectual Disabilities (DD/ID) Waiver
Community Care Services (CCS) Program (for adults with serious mental illness and chronic conditions)

Approved providers may deliver:

Functional assessments and evaluations
Device procurement and customization
Participant and caregiver training
Maintenance, repair, and replacement services for AT devices

8. TIMELINE TO LAUNCH

Phase: Business Formation and Initial Credentialing Setup

Timeline: 1–2 weeks

Phase: Med-QUEST Provider Application and Review

Timeline: 60–90 days

Phase: Staff Hiring, Credentialing, and Service System Development

Timeline: 30–45 days

Phase: Medicaid Enrollment and Billing Setup

Timeline: 45–60 days

9. CONTACT INFORMATION

Hawaii Department of Human Services (DHS) — Med-QUEST Division

Website: https://medquest.hawaii.gov/

Hawaii Department of Health (DOH) — Developmental Disabilities Division (DDD)

Website: https://health.hawaii.gov/ddd/

Centers for Medicare & Medicaid Services (CMS)

Website: https://www.cms.gov/

ASSISTIVE TECHNOLOGY SERVICES PROVIDER IN HAWAII

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

WCG supports adaptive technology vendors, service providers, and community health organizations in launching Medicaid-compliant Assistive Technology Services under Hawaii’s HCBS waiver programs.

Scope of Work: