ASSISTIVE TECHNOLOGY SERVICES PROVIDER IN NORTH CAROLINA

ENHANCING INDEPENDENCE AND ACCESSIBILITY THROUGH CUSTOMIZED TECHNOLOGICAL SOLUTIONS

Assistive Technology Services in North Carolina help individuals with disabilities or chronic conditions improve their independence and quality of life by providing technology-based solutions. These services support daily living, communication, mobility, and environmental control. Assistive Technology Services are authorized under North Carolina Medicaid Home and Community-Based Services (HCBS) Waiver programs.

1. GOVERNING AGENCIES

Agency: North Carolina Department of Health and Human Services (NCDHHS)

Role: Administers Medicaid waiver funding for Assistive Technology Services and oversees provider enrollment, service authorization, and reimbursement.

Agency: North Carolina Division of Health Benefits (NC Medicaid)

Role: Manages Medicaid waiver services and oversees Medicaid provider participation.

Agency: North Carolina Division of Mental Health, Developmental Disabilities, and Substance Abuse Services (DMH/DD/SAS)

Role: Provides oversight for assistive technology services targeting individuals with developmental disabilities and behavioral health needs.

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight to ensure Medicaid-funded Assistive Technology Services meet quality, safety, and person-centered care standards.

2. ASSISTIVE TECHNOLOGY SERVICES OVERVIEW

Assistive Technology Services involve the assessment, acquisition, customization, and training related to devices that enhance functional capabilities and accessibility.

Approved providers may deliver:

• Technology Assessment: Identifying individual needs to determine suitable assistive devices.

• Device Acquisition: Procuring and delivering technology solutions that support independence.

• Customization and Setup: Adapting devices for individual usability and safety.

• Training and Education: Teaching individuals and caregivers how to effectively use the technology.

• Maintenance and Repairs: Providing ongoing technical support and equipment repairs.

• Environmental Modifications: Integrating technology into the home for accessibility (e.g., automated lighting and adaptive controls).

• Communication Devices: Providing tools for speech generation and alternative communication.

• Mobility Aids: Supplying powered wheelchairs, adaptive driving equipment, and more.

• Sensory Aids: Offering devices for visual or hearing impairments, including screen readers and hearing amplifiers.

• Documentation: Maintaining records of assessments, device setups, and training sessions.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register the business entity with the North Carolina Secretary of State.

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

• Enroll as a Medicaid Waiver Assistive Technology provider via the NCTracks Provider Portal.

• Maintain general liability and professional liability insurance.

• Develop policies for technology assessment, device management, and user training.

• Ensure staff complete required background checks, health screenings, and technology training.

4. NORTH CAROLINA PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

• Complete the Provider Enrollment Application via the NCTracks Portal for Assistive Technology Services under HCBS waivers.

Application and Documentation Submission:

• Submit Articles of Incorporation, proof of EIN/NPI, insurance certificates, technology policies, and staff training documentation.

Program Readiness Review:

• NCDHHS and DMH/DD/SAS evaluate provider readiness, including technology protocols, training plans, and staff qualifications.

Approval & Medicaid Enrollment:

• Upon approval, providers are authorized to bill Medicaid for Assistive Technology Services using designated billing codes.

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License (North Carolina Secretary of State)

• IRS EIN confirmation

• NPI confirmation

• Proof of general and professional liability insurance

• Assistive Technology Policy & Procedure Manual including:

  • Technology assessment and device customization procedures

  • Device maintenance, repair, and user training protocols

  • Safety and usability evaluation guidelines

  • Staff credentialing, background checks, and ongoing training records

  • Documentation standards for device setup, training, and Medicaid billing

  • HIPAA compliance, participant rights, and grievance handling

  • Emergency response and device safety protocols

  • Quality assurance and compliance monitoring

6. STAFFING REQUIREMENTS

Role: Assistive Technology Program Director

Requirements: Bachelor’s or Master’s degree in rehabilitation technology, biomedical engineering, or healthcare administration; experience in assistive technology and program management.

Role: Assistive Technology Specialists

Requirements: Certification in assistive technology or related field; experience in device customization and training; background clearance.

Role: Technicians/Support Staff

Requirements: Experience with device installation, maintenance, and technical support; background clearance.

All staff must complete:

• Training in assistive technology application, device management, and client interaction

• HIPAA compliance and participant rights education

• Annual competency evaluations and ongoing professional development

• Safety, emergency response, and technical troubleshooting training

• Documentation and record-keeping best practices

7. MEDICAID WAIVER PROGRAMS

Assistive Technology Services are available under the following North Carolina Medicaid Waivers:

• Innovations Waiver

• Community Alternatives Program for Disabled Adults (CAP/DA)

• Community Alternatives Program for Children (CAP/C)

• Traumatic Brain Injury (TBI) Waiver

• Home and Community-Based Services (HCBS) Waiver

8. TIMELINE TO LAUNCH

Phase: Business Formation and Compliance Preparation

Timeline: 1–2 months

Phase: Staff Hiring, Credentialing, and Program Development

Timeline: 2–3 months

Phase: North Carolina Medicaid Provider Enrollment and Readiness Review

Timeline: 60–90 days

Phase: Medicaid Billing Setup and Assistive Technology Service Launch

Timeline: 30–45 days

9. CONTACT INFORMATION

North Carolina Department of Health and Human Services (NCDHHS)

Website: https://www.ncdhhs.gov/

NCTracks Provider Enrollment Portal

Website: https://www.nctracks.nc.gov/

North Carolina Division of Health Benefits (NC Medicaid)

Website: https://medicaid.ncdhhs.gov/

North Carolina Division of Mental Health, Developmental Disabilities, and Substance Abuse Services (DMH/DD/SAS)

Website: https://www.ncdhhs.gov/divisions/mhddsas

Centers for Medicare & Medicaid Services (CMS)

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

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

WCG supports agencies in launching Medicaid-compliant Assistive Technology Services in North Carolina, offering:

Scope of Work:

• Business registration, Medicaid enrollment, and licensing assistance

• Policy manual development for device management and user training

• Staff credentialing, training program templates, and compliance documentation

• Medicaid billing setup and audit-prepared financial management

• Branding, website development, and community outreach strategies

• Quality assurance systems for adaptive technology and compliance monitoring

• Collaboration with healthcare providers, rehabilitation specialists, and community organizations

Continue To Our Client Portal To Get Started

Our Client Portal offers a wealth of resources that you can explore related to various programs and state requirements.