ASSISTIVE TECHNOLOGY SERVICES PROVIDER IN VIRGINIA

Fatumata Kaba
3 days ago
3 min read

DELIVERING PERSONALIZED TECHNOLOGICAL SOLUTIONS THAT ENHANCE COMMUNICATION, MOBILITY, INDEPENDENCE, AND DAILY LIVING FOR INDIVIDUALS WITH DISABILITIES

Assistive Technology (AT) Services in Virginia provide individuals with disabilities the assessment, acquisition, customization, and training needed to use devices that support communication, mobility, and independent functioning. AT enables participants in Medicaid waiver programs to overcome barriers and actively participate in home, work, school, and community life. These services are authorized under Virginia’s Community Living (CL), Family and Individual Supports (FIS), and Commonwealth Coordinated Care Plus (CCC Plus) Waivers. Oversight is provided by the Virginia Department of Medical Assistance Services (DMAS) and coordinated through Community Services Boards (CSBs) or Managed Care Organizations (MCOs).

https://video.wixstatic.com/video/dcc8e4_1b457d4871f04f4c90deb82f03c9249f/1080p/mp4/file.mp4

1. GOVERNING AGENCIES

Agency: Virginia Department of Medical Assistance Services (DMAS)

Role: Administers waiver coverage and provider enrollment for Assistive Technology services.

Agency: Community Services Boards (CSBs)

Role: Authorize AT services for CL and FIS Waiver participants, ensuring alignment with the ISP.

Agency: Managed Care Organizations (MCOs)

Role: Approve service authorizations under the CCC Plus Waiver and manage care coordination.

2. ASSISTIVE TECHNOLOGY SERVICES OVERVIEW

Assistive Technology services involve evaluating needs, acquiring devices, and providing user training to help participants gain independence in areas like mobility, communication, learning, and environmental control.

Examples of covered technologies include:

Communication devices (e.g., speech-generating devices, AAC systems)
Adaptive switches and software for computer or phone use
Environmental control units (e.g., smart home tech, remote controls)
Augmented vision or hearing tools
Adapted educational and learning devices
Customized seating systems or ergonomic tools
Modifications to existing technologies for accessibility

All devices must be medically necessary, linked to ISP goals, and not covered by other insurance.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register business with the Virginia State Corporation Commission (SCC)
Obtain an EIN and Type 2 NPI
If selling or distributing devices, register as a medical device vendor (as needed)
Hire or contract with a qualified Assistive Technology Professional (ATP) or licensed therapist for assessments
Develop an Assistive Technology Services Policy & Procedure Manual
Enroll as a Medicaid provider through the MES portal
Contract with CSBs (CL/FIS) and/or MCOs (CCC Plus)

4. VIRGINIA PROVIDER ENROLLMENT PROCESS

Step 1: Register business, obtain EIN and NPI

Step 2: Hire/contract AT professionals or specialists

Step 3: Prepare documentation protocols and consent forms

Step 4: Enroll as a provider via the MES Medicaid portal

Step 5: Contract with CSBs or MCOs for service referrals

Step 6: Begin service delivery upon ISP authorization

5. REQUIRED DOCUMENTATION

SCC registration, EIN, and NPI
Medicaid provider enrollment confirmation
AT Services Policy & Procedure Manual including:
- Evaluation procedures and assessment forms
- ISP coordination and medical justification protocols
- Device delivery and installation documentation
- Training and follow-up support logs
- Maintenance and repair plans
- HIPAA, safety, and client rights policies
- Technology use agreements and return policies

6. STAFFING REQUIREMENTS

Role: Assistive Technology Professional (ATP) / Specialist

Requirements:

Certification (e.g., RESNA ATP) or licensed therapist with AT experience
Skilled in assessing needs and matching technology solutions
Must collaborate with CSBs, MCOs, and therapists

Role: Technician / Installer / Trainer (optional)

Responsibilities:

Equipment setup, user training, and maintenance

All staff must complete:

HIPAA and safety training
Documentation and client education protocols
Person-centered planning and ISP goal alignment
Annual skills updates and technology refreshers

7. MEDICAID WAIVER PROGRAMS

Assistive Technology is reimbursed under:

Community Living (CL) Waiver – For individuals with ID/DD needing AT to improve function
Family and Individual Supports (FIS) Waiver – For participants living with family or independently
CCC Plus Waiver – For individuals with physical disabilities or complex medical needs

All services must be included in the participant’s ISP or Plan of Care and be approved by the CSB or MCO. Annual caps and pre-approval may apply.

8. TIMELINE TO LAUNCH

Phase: Business Registration & Policy Manual Prep

Timeline: 2–3 weeks

Phase: Medicaid Enrollment & Staffing

Timeline: 4–6 weeks

Phase: Contracts with CSBs or MCOs

Timeline: 3–5 weeks

Phase: Service Launch

Timeline: Begins after device authorization and ISP documentation

9. CONTACT INFORMATION

Virginia Department of Medical Assistance Services (DMAS)