ASSISTIVE TECHNOLOGY SERVICES PROVIDER IN OHIO

ENABLING INDEPENDENCE THROUGH CUSTOMIZED DEVICES AND TECHNOLOGY SUPPORTS

Assistive Technology Services in Ohio help individuals with disabilities or age-related impairments access tools and equipment that enhance communication, mobility, safety, and daily functioning. These services include assessment, acquisition, customization, and training on the use of assistive devices that support independence and community integration. Assistive Technology Services are authorized under Ohio Medicaid Home and Community-Based Services (HCBS) Waiver programs.

1. GOVERNING AGENCIES

Agency: Ohio Department of Medicaid (ODM)

Role: Oversees Medicaid funding, billing, and program compliance for assistive technology services.

Agency: Ohio Department of Developmental Disabilities (DODD)

Role: Certifies providers serving individuals with intellectual or developmental disabilities and coordinates technology supports.

Agency: Ohio Department of Aging (ODA)

Role: Coordinates assistive device services under waivers like PASSPORT for older adults.

Agency: Centers for Medicare & Medicaid Services (CMS)**

Role: Ensures federally funded technology services meet person-centered HCBS standards.

2. ASSISTIVE TECHNOLOGY SERVICES OVERVIEW

Assistive Technology Services help participants access and effectively use devices that improve functional capabilities and participation in daily life.

Approved providers may deliver:

• Needs Assessment & Evaluation: Identifying the most appropriate assistive devices through individualized evaluations.

• Device Acquisition: Procuring and customizing adaptive tools, from low-tech to high-tech.

• Installation & Setup: Ensuring devices are properly installed, configured, and accessible.

• Training & Instruction: Teaching individuals and caregivers how to use and maintain devices.

• Maintenance & Troubleshooting: Providing ongoing support, repairs, or replacements.

• Environmental Control Units (ECUs): Assisting with smart home devices that control lights, doors, or appliances.

• Communication Devices: Supplying augmentative and alternative communication (AAC) systems.

• Mobility Aids & Safety Tools: Supporting items such as alert systems, adaptive switches, and power chairs.

• Documentation: Maintaining records of assessments, training, repairs, and device use outcomes.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register your business with the Ohio Secretary of State.

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

• Enroll through the DODD Provider Certification Portal or Ohio Medicaid Provider Network.

• Maintain general and professional liability insurance.

• Have staff trained in assistive technology and device safety.

• Ensure vendors or suppliers are approved to provide devices in accordance with Medicaid and waiver requirements.

• Comply with federal ADA, HIPAA, and accessibility standards.

4. OHIO PROVIDER ENROLLMENT PROCESS

Initial Application:

• Apply via DODD (for DD waiver populations) or through ODM/ODA for other waiver programs.

Submit Documentation:

• Business registration, proof of insurance, technology assessment procedures, training logs, and inventory protocols.

Review & Readiness Check:

• Agencies evaluate the provider’s service model, staff qualifications, and documentation systems.

Approval & Medicaid Billing Authorization:

• Once approved, providers receive a Medicaid billing number and may begin service delivery.

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business Registration

• EIN Confirmation

• NPI Confirmation

• Liability Insurance Documentation

• Assistive Technology Policy & Procedure Manual including:

  • Assessment and customization processes

  • Device tracking and usage monitoring protocols

  • Staff credentials and training records

  • Maintenance, troubleshooting, and replacement procedures

  • HIPAA compliance and participant rights

  • Documentation standards for billing and progress tracking

  • Quality assurance, consumer satisfaction, and grievance handling

6. STAFFING REQUIREMENTS

Role: Assistive Technology Program Manager

Requirements: Experience in rehabilitation engineering, occupational therapy, or human services; knowledge of adaptive technology and Medicaid programs.

Role: Technology Specialists / Technicians

Requirements: Certification or training in assistive technology (e.g., RESNA, ATP preferred); background check clearance; experience with device setup and user training.

Role: Trainers / Support Staff

Requirements: Experience with in-home technology education; ability to work with individuals of varying abilities.

All staff must complete:

• HIPAA and participant rights training

• Safety protocols for device installation and use

• Annual refresher training on Medicaid compliance and documentation

• Customer service and communication skills training

7. MEDICAID WAIVER PROGRAMS

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

• Individual Options (IO) Waiver

• SELF Waiver

• Level One Waiver (limited services)

• PASSPORT Waiver

• Ohio Home Care Waiver

• MyCare Ohio (Managed LTSS for dual-eligible individuals)

8. TIMELINE TO LAUNCH

Phase: Business Registration & Policy Development

Timeline: 1–2 months

Phase: Staff Onboarding & Training

Timeline: 2–3 months

Phase: Medicaid Enrollment & Readiness Review

Timeline: 60–90 days

Phase: Billing Setup & Service Delivery Launch

Timeline: 30–45 days

9. CONTACT INFORMATION

Ohio Department of Medicaid (ODM)

Website: https://medicaid.ohio.gov

Ohio Department of Developmental Disabilities (DODD)

Website: https://dodd.ohio.gov

Ohio Department of Aging (ODA)

Website: https://aging.ohio.gov

Centers for Medicare & Medicaid Services (CMS)

Website: https://www.cms.gov

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

WCG supports new agencies in launching Medicaid-compliant Assistive Technology Services in Ohio, including:

Scope of Work:

• Business registration, Medicaid enrollment, and DODD/ODA certification

• Policy and procedure manual creation tailored to device services

• Staff credentialing, training templates, and service tracking tools

• Medicaid billing setup and audit-readiness preparation

• Branding, website development, and assistive tech service outreach

• Partnerships with device vendors, rehabilitation specialists, and waiver case managers

• Quality assurance systems for device use, satisfaction, and safety compliance

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.