ASSISTIVE TECHNOLOGY SERVICES PROVIDER IN INDIANA

ENHANCING INDEPENDENCE, COMMUNICATION, AND MOBILITY THROUGH CUSTOMIZED TECHNOLOGY SOLUTIONS

Assistive Technology Services in Indiana support individuals with disabilities or functional limitations by providing specialized devices, adaptations, and training that enhance their ability to live independently, participate in daily activities, and access community resources. These services are authorized under Indiana Medicaid Home and Community-Based Services (HCBS) Waiver programs and certain State Plan benefits.

1. GOVERNING AGENCIES

Agency: Indiana Family and Social Services Administration (FSSA) — Division of Disability and Rehabilitative Services (DDRS)

Role: Oversees authorization, service standards, and quality monitoring for Assistive Technology under Medicaid Waivers

Agency: Indiana Office of Medicaid Policy and Planning (OMPP)

Role: Administers Medicaid waiver funding for Assistive Technology Services and manages provider enrollment and reimbursement

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight ensuring Assistive Technology Services meet HCBS participant-centered planning, quality assurance, and medical necessity standards

2. ASSISTIVE TECHNOLOGY SERVICE OVERVIEW

Assistive Technology Services include the assessment, customization, acquisition, installation, training, and maintenance of devices that enable individuals to improve or maintain their functional capabilities.

Approved providers may deliver:

• Assessments and evaluations to determine assistive technology needs

• Selection, procurement, and customization of assistive devices

• Installation and environmental modifications related to the technology

• Participant and caregiver training on the use and maintenance of devices

• Technical support and maintenance to ensure continued functionality

• Reassessments and upgrades as participants’ needs evolve

Types of assistive technology may include:

• Communication devices (AAC systems)

• Mobility aids (powered wheelchairs, walkers)

• Environmental controls (smart home technology, adaptive switches)

• Sensory aids (hearing, vision, and cognitive assistance tools)

• Computer adaptations (alternative input devices, screen readers)

All services must be based on the participant’s Individualized Service Plan (ISP) and must directly support community living, independence, or access to services.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business entity with the Indiana Secretary of State

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

• Enroll as a Medicaid HCBS Waiver provider through the Indiana Medicaid Provider Enrollment Portal

• Obtain Durable Medical Equipment (DME) supplier licensure or certification if applicable (when supplying medical-grade equipment)

• Maintain general liability and product liability insurance

• Develop policies for participant assessment, device delivery, installation, maintenance, and documentation

• Ensure staff meet the required training in assistive technology assessment, installation, and participant safety protocols

4. INDIANA PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

• Submit Provider Enrollment Application through Indiana Medicaid Provider Portal for Assistive Technology Services under applicable waiver programs

Application and Documentation Submission:

• Provide Articles of Incorporation, EIN/NPI confirmation, insurance certificates, service delivery policies, and staff credentialing/training documentation

Program Readiness Review:

• FSSA (DDRS) reviews provider readiness including device procurement procedures, participant training protocols, health and safety standards, and billing compliance systems

Approval & Medicaid Enrollment:

• Upon approval, providers are assigned billing codes for assessments, device provision, customization, installation, training, and support services

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License (Indiana Secretary of State)

• IRS EIN confirmation

• NPI confirmation

• DME license (if applicable)

• Proof of general liability and product liability insurance

• Assistive Technology Services Policy & Procedure Manual including:

  • Participant intake, assessment, recommendation, and service planning procedures

  • Device procurement, installation, and participant training protocols

  • Technical support, maintenance, and replacement procedures

  • Participant rights protections, HIPAA compliance, and grievance resolution policies

  • Staff credentialing, training records, and technical competency evaluations

  • Medicaid billing and audit-ready documentation systems

6. STAFFING REQUIREMENTS

Role: Assistive Technology Program Director / Supervisor

Requirements: Background in occupational therapy, rehabilitation engineering, assistive technology specialization, or related field; background screening clearance

Role: Assistive Technology Specialists / Technicians

Requirements: Training in assistive technology evaluation, device fitting, participant training, and technical maintenance; background screening clearance

Role (if clinical evaluation required): Licensed Assessors (OT, PT, SLP)

Requirements: Active Indiana license in respective discipline; background clearance

All staff must complete:

• Assistive technology-specific training and competency testing

• Participant safety, emergency response, and abuse prevention training

• HIPAA confidentiality and participant rights training

• Annual technical competency evaluations and continuing education

7. MEDICAID WAIVER PROGRAMS

Assistive Technology Services are available under the following Indiana Medicaid Waivers:

• Community Integration and Habilitation (CIH) Waiver

• Family Supports Waiver (FSW)

• Aged and Disabled (A&D) Waiver

• Traumatic Brain Injury (TBI) Waiver

Approved providers may deliver:

• Assistive device evaluations and recommendations

• Device procurement, installation, customization, and training

• Device maintenance and upgrade services

• Participant and caregiver support and technical assistance

8. TIMELINE TO LAUNCH

Phase: Business Formation, DME Licensing (if applicable), and Compliance Setup

Timeline: 1–2 months

Phase: Staff Hiring, Credentialing, and Service Development

Timeline: 1–2 months

Phase: Indiana Medicaid Enrollment and Readiness Review

Timeline: 60–90 days

Phase: Medicaid Billing Setup and Assistive Technology Service Launch

Timeline: 30–45 days

9. CONTACT INFORMATION

Indiana Family and Social Services Administration (FSSA) — Division of Disability and Rehabilitative Services (DDRS)

Website: https://www.in.gov/fssa/ddrs/

Indiana Medicaid Provider Portal

Website: https://www.in.gov/medicaid/providers/

Centers for Medicare & Medicaid Services (CMS)

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

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

WCG supports assistive technology providers, rehabilitation specialists, and DME suppliers in launching Medicaid-compliant Assistive Technology Services across Indiana.

Scope of Work:

• Business registration, Medicaid enrollment, and DME compliance support (if needed)

• Development of Assistive Technology Services Policy & Procedure Manual

• Staff credentialing templates, participant assessment forms, device delivery logs, and training templates

• Medicaid billing system setup and audit-ready claims management

• Website, domain, and branding development

• Technical support workflow templates and participant satisfaction tracking systems

• Quality assurance systems for service delivery monitoring, documentation audits, and participant feedback

• Strategic partnership development with rehabilitation clinics, schools, and community organizations

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