ASSISTIVE TECHNOLOGY SERVICES PROVIDER IN WASHINGTON

Fatumata Kaba
2 hours ago
4 min read

DELIVERING TOOLS, EQUIPMENT, AND TRAINING TO ENHANCE INDEPENDENCE, SAFETY, AND COMMUNICATION FOR INDIVIDUALS WITH DISABILITIES

Assistive Technology (AT) Services in Washington support individuals with disabilities by providing devices, adaptations, and training that help them function more independently at home, school, work, or in the community. These services enable people to perform tasks they might otherwise be unable to do due to physical, sensory, or cognitive limitations.

AT services are covered under Washington Medicaid, specifically through Home and Community-Based Services (HCBS) Waivers managed by the Developmental Disabilities Administration (DDA) and the Health Care Authority (HCA). AT may also be included under the Community First Choice (CFC) program and through school-based or vocational programs, depending on the setting.

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1. GOVERNING AGENCIES

Agency: Developmental Disabilities Administration (DDA)

Role: Authorizes assistive technology for waiver participants and oversees provider standards.

Agency: Health Care Authority (HCA)

Role: Manages Medicaid funding through Apple Health and defines AT as a State Plan or waiver service.

Agency: Department of Social and Health Services (DSHS)

Role: Administers Medicaid HCBS waiver services and contracts with AT providers.

2. ASSISTIVE TECHNOLOGY SERVICES OVERVIEW

Assistive Technology includes both the equipment and the related services required to select, obtain, and train individuals and caregivers in the use of such equipment.

Examples of covered AT include:

Communication devices (e.g., speech-generating devices)
Hearing or vision aids (if not already covered under other benefits)
Environmental controls (e.g., voice-activated lights, adaptive remotes)
Computer access tools (adaptive keyboards, switches, screen readers)
Mounting systems or custom adaptations
Smart home safety devices (e.g., fall detectors, medication reminders)

AT-related services may include:

Evaluations and needs assessments
Device customization or fabrication
Fitting, setup, and installation
Training for individuals, families, and caregivers
Repairs and maintenance for approved devices

All services must be included in an individual’s Person-Centered Service Plan (PCSP) and pre-authorized by DDA or an MCO, depending on waiver type.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register your business with the Washington Secretary of State
Obtain an EIN and Type 2 NPI
Apply to become a DDA-approved Assistive Technology Provider
Enroll in Medicaid through the ProviderOne portal
Develop a Policy & Procedure Manual for Assistive Technology services
For suppliers of durable medical equipment (DME), apply for a DME license if needed

4. WASHINGTON PROVIDER ENROLLMENT PROCESS

Step 1: Register business and obtain EIN and NPI

Step 2: Submit application to DDA as an AT provider

Step 3: Enroll in Medicaid via ProviderOne for billing authorization

Step 4: Document qualifications for assessments, customization, or training

Step 5: Establish documentation systems and obtain referrals

Step 6: Begin services upon authorization in the individual’s PCSP

5. REQUIRED DOCUMENTATION

Business registration, EIN, and NPI
DDA provider qualification and Medicaid enrollment proof
Policy & Procedure Manual including:
- AT evaluation, customization, and installation guidelines
- Staff credentialing and training logs
- Participant rights, HIPAA, and consent documentation
- Repair and maintenance tracking
- Incident reporting and safe-use documentation
- Coordination templates for therapists, physicians, or educators

6. STAFFING REQUIREMENTS

Role: Assistive Technology Specialist / Consultant

Qualifications:

Relevant experience in occupational therapy, rehab engineering, assistive tech, or special education
Certifications preferred: RESNA ATP (Assistive Technology Professional) or OT/PT license

Role: Technician / Installer (if applicable)Responsibilities:

Must follow installation and safety procedures
Basic familiarity with adaptive and smart tech systems

All staff must complete:

HIPAA and confidentiality training
Participant rights and informed consent procedures
Emergency protocols and device-specific training
Ongoing technical and clinical competency evaluations

7. MEDICAID WAIVERS & PROGRAMS THAT COVER AT

Assistive Technology is reimbursable under:

Basic Plus Waiver – For individuals living in family or supported settings
Core Waiver – For clients with complex needs requiring long-term AT use
Individual and Family Services (IFS) Waiver – May cover AT with an annual budget cap
Community First Choice (CFC) – Certain AT items are covered for functional independence
School-based or VR Programs – May co-fund assessments or devices for education or employment

Each request must include medical necessity documentation and be approved as part of the PCSP.

8. TIMELINE TO LAUNCH

Phase: Business Registration & Qualification

Timeline: 2–3 weeks

Phase: DDA Approval & Medicaid Enrollment

Timeline: 4–6 weeks

Phase: P&P Manual Development and Staffing

Timeline: 2–3 weeks

Phase: Referral Coordination & Service Launch

Timeline: Begins upon authorization and service plan integration

9. CONTACT INFORMATION

Developmental Disabilities Administration (DDA)