ASSISTIVE TECHNOLOGY SERVICES PROVIDER IN KANSAS

ENHANCING INDEPENDENCE THROUGH CUSTOM DEVICES, EQUIPMENT, AND TECHNOLOGICAL SUPPORTS

Assistive Technology (AT) Services in Kansas provide individuals with disabilities access to specialized equipment and support needed to improve communication, mobility, environmental control, and independence. These services are offered under various Home and Community-Based Services (HCBS) waiver programs through Kansas Medicaid (KanCare) and are tailored to meet each participant’s functional needs in their home or community setting.

1. GOVERNING AGENCIES

Agency: Kansas Department for Aging and Disability Services (KDADS)

Role: Defines eligibility and service guidelines for AT under HCBS waivers and monitors usage and outcomes

Agency: Kansas Department of Health and Environment (KDHE) — Division of Health Care Finance

Role: Oversees Medicaid provider enrollment, equipment billing, and reimbursement

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight, ensuring Assistive Technology Services comply with Medicaid regulations

Agency: Managed Care Organizations (MCOs) under KanCare

Role: Authorize services, approve device purchases, and reimburse providers

2. ASSISTIVE TECHNOLOGY SERVICE OVERVIEW

Assistive Technology includes any item, piece of equipment, software, or product system that increases, maintains, or improves the functional capabilities of individuals with disabilities.

Approved providers may deliver:

• Evaluation of assistive technology needs

• Device selection, customization, and trialing

• Procurement, setup, and training on the use of devices

• Maintenance and repairs for approved AT items

• Instructional support for caregivers and team members

• Documentation and submission of funding or warranty claims

• Coordination with therapists or specialists to ensure fit and function

Examples of covered AT include:

• Communication devices (AAC), voice output systems

• Environmental control systems (e.g., smart switches)

• Modified keyboards or computer access tools

• Specialized seating, adaptive utensils, or visual aids

• Portable ramps, mounts, or reachers (not covered under DME)

All devices must be authorized as medically necessary and functionally supportive under the participant’s Individualized Service Plan (ISP) or Plan of Care (POC).

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business with the Kansas Secretary of State

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

• Enroll as an AT provider through the Kansas Medical Assistance Program (KMAP) portal

• Maintain product liability and general business insurance

• Have contracts or partnerships with AT vendors, suppliers, or manufacturers

• Develop policies covering evaluation, device delivery, training, documentation, and participant safety

• Ensure staff are trained in assistive technology use, safety, and device-specific handling

4. KANSAS PROVIDER ENROLLMENT PROCESS

Initial Application:

• Apply through KMAP as an Assistive Technology provider

• Coordinate with KanCare MCOs (Sunflower, UnitedHealthcare, Aetna) for authorization and contracting

Documentation Submission:

• Submit Articles of Incorporation, proof of EIN/NPI, insurance documents, AT training documentation, and sample equipment tracking forms

Authorization and Fulfillment:

• Obtain prescription or justification from licensed professional (OT, SLP, PT)

• Submit equipment proposal and quotes for MCO approval

• Upon authorization, deliver, install, and document AT support

5. REQUIRED DOCUMENTATION

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

• IRS EIN confirmation

• NPI confirmation

• Proof of product liability and general insurance

• Assistive Technology Policy & Procedure Manual including:

  • Evaluation, procurement, and installation workflows

  • Device tracking, maintenance, and replacement protocols

  • Safety and training documentation

  • HIPAA compliance, participant rights, and grievance processes

  • Staff credentials and vendor agreements

  • Medicaid billing forms and audit-ready service logs

6. STAFFING REQUIREMENTS

Role: Assistive Technology Specialist / Coordinator

Requirements: Background in rehab engineering, special education, OT, SLP, or AT certification (e.g., RESNA ATP preferred); background screening clearance

Role: Installation Technicians / Support Personnel

Requirements: Training in device safety and setup; manufacturer certification preferred; background check clearance

Role (optional): Licensed Therapist (OT, PT, SLP)Requirements: Evaluates need and prescribes/justifies AT for medical necessity

All staff must complete:

• HIPAA and participant confidentiality training

• Device safety and handling protocol training

• Participant interaction, communication, and documentation training

• Annual equipment competency and safety refresher

7. MEDICAID WAIVER PROGRAMS

Assistive Technology Services are authorized under the following Kansas HCBS waivers:

• Intellectual/Developmental Disability (IDD) Waiver

• Physical Disability (PD) Waiver

• Technology Assisted (TA) Waiver

• Autism Waiver

• Brain Injury (BI) Waiver

• Frail Elderly (FE) Waiver

Approved providers may deliver:

• Evaluation and fitting of devices

• Purchase, setup, and training in AT usage

• Repairs or replacements for previously authorized items

• AT items that are not covered under standard DME

8. TIMELINE TO LAUNCH

Phase: Business Formation and Equipment Sourcing Setup

Timeline: 1–2 months

Phase: Staff Hiring, Training, and Policy Development

Timeline: 2–3 months

Phase: KMAP and MCO Enrollment

Timeline: 60–90 days

Phase: Billing System Setup and AT Services Launch

Timeline: 30–45 days

9. CONTACT INFORMATION

Kansas Department for Aging and Disability Services (KDADS)

Website: https://kdads.ks.gov

Kansas Department of Health and Environment (KDHE)

Website: https://www.kdhe.ks.gov

Kansas Medical Assistance Program (KMAP)

Website: https://www.kmap-state-ks.us

KanCare MCOs:

• Sunflower Health Plan: https://www.sunflowerhealthplan.com

• UnitedHealthcare Community Plan: https://www.uhccommunityplan.com/ks

• Aetna Better Health of Kansas: https://www.aetnabetterhealth.com/kansas

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

WCG supports DME vendors, rehabilitation specialists, and HCBS providers in launching Medicaid-compliant Assistive Technology Services throughout Kansas.

Scope of Work:

• Business registration, KMAP enrollment, and MCO credentialing

• Development of AT Policy & Procedure Manual

• Vendor sourcing, pricing templates, and device tracking forms

• Medicaid billing setup and AT-specific documentation workflows

• Website, branding, and digital AT catalogs

• Quality assurance tools for device reviews, training logs, and satisfaction surveys

• Referral development with schools, therapists, hospitals, and case managers

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