ASSISTIVE TECHNOLOGY SERVICES PROVIDER IN PENNSYLVANIA

Fatumata Kaba
Oct 8
4 min read

ENHANCING INDEPENDENCE THROUGH TECHNOLOGY THAT CONNECTS INDIVIDUALS TO THEIR ENVIRONMENTS, COMMUNITIES, AND GOALS

Assistive Technology (AT) Services in Pennsylvania are Medicaid-funded supports that provide individuals with disabilities the tools, devices, and training necessary to increase, maintain, or improve their functional abilities at home and in the community. These services are authorized under Pennsylvania’s Home and Community-Based Services (HCBS) waivers through the Office of Developmental Programs (ODP), Office of Long-Term Living (OLTL), and Community HealthChoices (CHC) managed care organizations (MCOs).

1. GOVERNING AGENCIES

Agency: Pennsylvania Department of Human Services (DHS) – Office of Developmental Programs (ODP)

Role: Administers AT services under the Consolidated, Community Living, and P/FDS waivers.

Agency: DHS – Office of Long-Term Living (OLTL)

Role: Oversees AT for adults with physical disabilities and aging-related needs through HCBS waivers.

Agency: Community HealthChoices (CHC) MCOs

Role: Authorizes AT assessments, purchases, and training for CHC-eligible individuals.

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal guidance and oversight of Medicaid-funded assistive technology.

Agency: Pennsylvania Department of State

Role: Handles business registration and licensure (if required for certain devices or services).

2. ASSISTIVE TECHNOLOGY SERVICES OVERVIEW

AT includes equipment and training that helps individuals perform tasks they would otherwise be unable to do or could only do with difficulty. Services may range from simple devices to complex, customized systems.

Approved providers may deliver:

AT Needs Assessments: Evaluations conducted to determine the most appropriate equipment.
Device Procurement: Ordering, purchasing, and delivering approved AT devices.
Customization & Installation: Fitting, configuring, or adjusting devices for personal use.
Training & Education: Teaching individuals and caregivers how to properly use the equipment.
Maintenance & Repairs: Troubleshooting, updating, and fixing approved equipment.
Documentation: Evaluation reports, device logs, training notes, and Medicaid billing forms.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register your business with the PA Department of State.
Obtain an EIN and Type 2 NPI.
Enroll in PROMISe™ as a Medicaid provider.
Contract with ODP, OLTL, or CHC MCOs depending on your target population.
Obtain any required professional certifications (e.g., Assistive Technology Professional [ATP] from RESNA) if providing clinical assessments.
Maintain liability, workers’ compensation, and equipment insurance (if applicable).
Develop an Assistive Technology Services Policy & Procedure Manual per DHS and CMS guidelines.

4. PENNSYLVANIA PROVIDER ENROLLMENT PROCESS

Step 1: Register your business and obtain EIN, NPI, and insurance.

Step 2: Enroll in PROMISe™ under applicable AT-related provider type.

Step 3: Contract with CHC MCOs or apply for ODP/OLTL provider qualification.

Step 4: Upload documentation, licensure (if required), and service procedures.

Step 5: Begin receiving referrals from support coordinators or service coordinators.

5. REQUIRED DOCUMENTATION

Business registration and Articles of Incorporation
EIN and NPI confirmations
Proof of ATP certification (if applicable)
Insurance certificates
Assistive Technology Policy & Procedure Manual including:
- Evaluation and intake processes
- Equipment sourcing, customization, and delivery workflows
- User training and education procedures
- Safety and maintenance guidelines
- Incident reporting and troubleshooting protocols
- Medicaid documentation and billing procedures
- HIPAA and participant rights safeguards

6. STAFFING REQUIREMENTS

Role: Assistive Technology Specialist

Requirements: Experience in AT delivery; ATP certification (optional but preferred); background check and training in HCBS documentation.

Role: Program Coordinator

Requirements: Oversees referrals, authorizations, and equipment records.

Role: Licensed Clinician (optional)

Requirements: OT, PT, or SLP with expertise in AT evaluations and medical justifications.

All staff must complete:

HIPAA and confidentiality training
Safety and device handling training
Medicaid documentation and billing protocols
Annual compliance reviews and continuing education (as needed)

7. MEDICAID WAIVER PROGRAMS

Assistive Technology is covered through:

ODP Waivers:
- Consolidated Waiver – Full range of AT supports
- Community Living Waiver – Moderate AT needs for individuals in shared or family living
- P/FDS Waiver – AT services within the individual’s annual budget
OLTL Waivers:
- Aging Waiver – AT for seniors living independently
- Independence & OBRA Waivers – For physically disabled adults requiring devices to function at home
Community HealthChoices (CHC):
- MCO-authorized AT assessments, purchases, and follow-up training