ASSISTIVE TECHNOLOGY SERVICES PROVIDER IN OKLAHOMA

EMPOWERING INDIVIDUALS THROUGH CUSTOMIZED DEVICES THAT SUPPORT INDEPENDENCE AND ACCESSIBILITY

Assistive Technology Services in Oklahoma help individuals with disabilities access, acquire, and use specialized equipment and devices that enhance their functional abilities and promote community inclusion. These services range from mobility aids and communication tools to environmental control devices and home-based modifications. Assistive Technology is available through Oklahoma Medicaid programs, including HCBS waivers and State Plan services.

1. GOVERNING AGENCIES

Agency: Oklahoma Health Care Authority (OHCA)

Role: Administers SoonerCare (Medicaid) and authorizes assistive technology services through waiver and state plan programs.

Agency: Oklahoma Department of Human Services (OKDHS)**

Role: Coordinates waiver-based services and authorizations, especially through the ADvantage Waiver and Developmental Disabilities Services (DDS).

Agency: Oklahoma Department of Rehabilitation Services (DRS)**

Role: Provides assistive technology assessments and access supports under vocational and independent living programs (non-Medicaid).

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

Role: Ensures Medicaid-funded assistive technology services meet HCBS and medical necessity standards.

2. ASSISTIVE TECHNOLOGY SERVICES OVERVIEW

Assistive Technology includes any item, piece of equipment, or product system used to increase, maintain, or improve the functional capabilities of individuals with disabilities.

Approved providers may deliver:

• Assessment & Evaluation: Determining device needs based on individual goals and functional limitations.

• Device Acquisition & Customization: Procuring, adapting, or building equipment tailored to the user.

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

• Repair & Maintenance: Troubleshooting and servicing devices to ensure continued effectiveness.

• Home Integration Support: Ensuring compatibility with the individual’s home or living environment.

• Technology for Communication: AAC devices, speech-generating tools, and hearing assistive tech.

• Mobility & Safety Equipment: Walkers, wheelchairs, lifts, emergency call systems, and visual/auditory alerts.

• Environmental Controls: Smart switches, remote-access lighting, automated doors, and thermostats.

• Documentation: Maintaining assessments, service logs, vendor invoices, and Medicaid billing records.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register the business with the Oklahoma Secretary of State.

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

• Enroll as an Assistive Technology provider via OHCA’s SoonerCare Provider Portal or with OKDHS for DDS waiver services.

• Maintain general and product liability insurance.

• Work with approved suppliers, durable medical equipment (DME) vendors, or licensed therapists (OT, PT, SLP as needed).

• Develop policies for device delivery, maintenance, training, and documentation.

• Ensure all staff and vendors pass background checks and complete any required assistive technology or waiver-specific training.

4. OKLAHOMA PROVIDER ENROLLMENT PROCESS

Initial Application:

• Apply through OHCA or OKDHS (depending on waiver program and population served).

Documentation Submission:

• Submit Articles of Incorporation, insurance documentation, staff qualifications, training logs, and device handling policies.

Readiness Review:

• OHCA or OKDHS may request demonstrations of device delivery procedures, training materials, and quality assurance systems.

Approval & Medicaid Billing Activation:

• Upon approval, providers receive a SoonerCare billing ID and may begin delivering assistive technology services.

5. REQUIRED DOCUMENTATION

• Business registration and EIN confirmation

• NPI confirmation

• Insurance (general and product liability)

• Assistive Technology Policy & Procedure Manual, including:

  • Assessment, ordering, and device integration processes

  • Staff qualifications and continuing education logs

  • Delivery tracking, training checklists, and service logs

  • Device repair and warranty tracking

  • HIPAA compliance and participant rights documentation

  • Medicaid billing procedures and equipment inventory controls

  • Quality assurance and consumer feedback collection

6. STAFFING REQUIREMENTS

Role: Assistive Technology Coordinator

Requirements: Background in rehabilitation, occupational therapy, engineering, or DME coordination; experience in disability services and Medicaid compliance.

Role: Evaluators / Therapists (OTs, PTs, SLPs)**

Requirements: State licensure; experience conducting technology assessments and writing justification reports.

Role: Equipment Technicians / Trainers

Requirements: Experience in adaptive equipment setup, troubleshooting, and user training; background checks required.

All staff must complete:

• HIPAA and person-centered planning training

• Annual safety and documentation reviews

• Medicaid compliance and waiver-specific procedure training

• Ongoing education on emerging assistive technologies and accessibility tools

7. MEDICAID WAIVER PROGRAMS

Assistive Technology Services are available under:

• ADvantage Waiver – for older adults and individuals with physical disabilities

• Medically Fragile Waiver – for individuals needing complex medical support

• In-Home Supports Waiver for Adults or Children – via DDS

• Community Waiver (DDS) – comprehensive services including technology support

• State Plan SoonerCare (Medicaid) – limited AT coverage for children and youth through EPSDT

• Living Choice Program – AT to assist with institutional transitions

8. TIMELINE TO LAUNCH

Phase: Business Formation & Compliance Setup

Timeline: 1–2 months

Phase: Vendor Agreements & Policy Development

Timeline: 2–3 months

Phase: OHCA/OKDHS Enrollment & Program Readiness Review

Timeline: 60–90 days

Phase: Medicaid Billing Setup & Service Delivery

Timeline: 30–45 days

9. CONTACT INFORMATION

Oklahoma Health Care Authority (OHCA)

Website: https://oklahoma.gov/ohca

Oklahoma Department of Human Services (OKDHS)

Website: https://oklahoma.gov/okdhs

Oklahoma Department of Rehabilitation Services (DRS)

Website: https://oklahoma.gov/okdrs

Centers for Medicare & Medicaid Services (CMS)

Website: https://www.cms.gov

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

WCG helps providers launch and scale Medicaid-compliant Assistive Technology Services across Oklahoma, including:

Scope of Work:

• Business setup, Medicaid enrollment, and waiver-specific credentialing

• Policy manual development for device assessment, delivery, and documentation

• Staff credentialing systems and training templates

• Medicaid billing setup and audit-ready tracking systems

• Branding, website creation, and partnership development with therapists and DME vendors

• Quality assurance and consumer satisfaction tracking tools

• Collaboration strategies with case managers and AT assessment teams

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.