ENVIRONMENTAL ACCESSIBILITY ADAPTATION SERVICES PROVIDER IN KANSAS

ENABLING SAFE, ACCESSIBLE LIVING THROUGH STRUCTURAL HOME MODIFICATIONS

Environmental Accessibility Adaptation (EAA) Services in Kansas provide medically necessary modifications to the homes of Medicaid waiver participants to promote safety, accessibility, and independence. These adaptations allow individuals with physical, developmental, or cognitive disabilities to remain in their homes and communities, reducing reliance on institutional care.

1. GOVERNING AGENCIES

Agency: Kansas Department of Health and Environment (KDHE) — Division of Health Care Finance

Role: Administers Medicaid, oversees reimbursement, and manages provider enrollment

Agency: Kansas Department for Aging and Disability Services (KDADS)

Role: Administers HCBS waivers and ensures EAA services meet participant needs and program goals

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight of HCBS waivers and ensures EAA services comply with 1915(c) requirements

Agency: Managed Care Organizations (MCOs) under KanCare

Role: Authorize EAA services in accordance with the participant’s Person-Centered Service Plan (PCSP), manage service approvals, and reimburse providers

2. SERVICE OVERVIEW

Environmental Accessibility Adaptation (EAA) Services are physical modifications to a participant’s primary residence that are required to accommodate their disability and promote health, safety, and independence.

Covered adaptations may include:

• Wheelchair ramps and stair lifts

• Door widening and threshold removal

• Roll-in showers, grab bars, and accessible bathroom fixtures

• Lowered counters and accessible sinks in kitchens or bathrooms

• Installation of handrails, non-slip flooring, or visual/auditory alert systems

• Minor electrical or plumbing work related to adaptation

• Smart-home modifications (e.g., voice-activated lights, door controls) if medically necessary

Modifications must be:

• Medically necessary

• Cost-effective

• Approved in the participant’s PCSP

• Authorized by the participant’s MCO before installation

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register your business with the Kansas Secretary of State

• Obtain IRS EIN and Type 2 NPI

• Enroll with Kansas Medicaid via the Kansas Medical Assistance Program (KMAP)

• Maintain general liability and workers’ compensation insurance

• Employ or subcontract with licensed contractors in compliance with Kansas construction codes

• Follow ADA and Kansas Residential Building Code requirements

• Develop an Environmental Accessibility Adaptation Policy & Procedure Manual

• Implement HIPAA-compliant documentation and billing systems

4. KANSAS PROVIDER ENROLLMENT PROCESS

Step 1: KMAP Medicaid Enrollment

• Apply as an EAA provider under relevant HCBS waiver categories

Step 2: Credentialing with KanCare MCOs

• Enroll with each of the three KanCare MCOs (Sunflower Health Plan, UnitedHealthcare, Aetna Better Health)

Step 3: Documentation Submission

• Provide business license, contractor credentials, insurance, and internal policy manual

• Submit estimate and adaptation templates, safety checklists, and participant service tracking logs

Step 4: Service Delivery Upon Authorization

• Assess the participant's home and prepare a modification plan

• Submit an itemized cost estimate to MCO for approval

• Complete installation and submit completion documentation with photos and receipts for reimbursement

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Kansas business license

• IRS EIN and NPI registration

• Proof of general liability and workers’ compensation insurance

• Contractor licenses and subcontractor agreements

• Environmental Accessibility Adaptation Policy & Procedure Manual, including:

  • Participant intake and home safety assessment forms

  • ADA compliance verification checklists

  • Cost estimate templates and approval tracking logs

  • Completion confirmation forms and before/after photos

  • Staff credentialing and background check logs

  • HIPAA-compliant consent forms and service documentation

  • Incident reporting procedures and service satisfaction surveys

  • Medicaid billing templates and audit-ready records

6. STAFFING REQUIREMENTS

Role: Project Manager / EAA Coordinator

Requirements: Experience in home accessibility modifications, Medicaid service coordination, and compliance; cleared background check

Role: Licensed Contractor / Skilled Tradesperson

Requirements: Licensed and insured in Kansas for applicable work (construction, plumbing, electrical); ADA and safety knowledge

Role (optional): Occupational Therapist or Accessibility Evaluator

Requirements: Licensed in Kansas; assists with assessing participant needs and recommending appropriate modifications

All staff and subcontractors must complete:

• HIPAA training and confidentiality agreements

• ADA compliance and Kansas residential code orientation

• Medicaid documentation and incident response protocols

7. MEDICAID PROGRAMS & HCBS WAIVERS

EAA Services are authorized under the following waivers:

• Frail Elderly (FE) Waiver

• Physical Disability (PD) Waiver

• Intellectual/Developmental Disability (IDD) Waiver

• Brain Injury (BI) Waiver

• Autism Waiver

• Technology Assisted (TA) Waiver

Eligibility notes:

• Services must be listed in the PCSP

• Rental properties require landlord consent

• Services must not duplicate those available under standard Medicaid DME coverage

8. TIMELINE TO LAUNCH

Phase: Business Formation and Manual Development

Timeline: 1–2 months

Phase: KMAP Enrollment and MCO Credentialing

Timeline: 60–90 days

Phase: Contractor Network Development and Compliance Training

Timeline: 30–45 days

Phase: Participant Referrals and Project Launch

Timeline: Rolling, based on MCO approvals and case manager referrals

9. CONTACT INFORMATION

Kansas Medical Assistance Program (KMAP)

Website: https://www.kmap-state-ks.us

Kansas Department of Health and Environment (KDHE)

Website: https://www.kdhe.ks.gov

Kansas Department for Aging and Disability Services (KDADS)

Website: https://kdads.ks.gov

KanCare MCOs:

• Sunflower Health Plan — https://www.sunflowerhealthplan.com

• UnitedHealthcare Community Plan — https://www.uhccommunityplan.com/ks

• Aetna Better Health of Kansas — https://www.aetnabetterhealth.com/kansas

WAIVER CONSULTING GROUP’S START-UP ASSISTANCE SERVICE — KANSAS EAA PROVIDER

WCG supports contractors, accessibility experts, and home safety professionals in launching Medicaid-compliant Environmental Accessibility Adaptation services across Kansas.

Scope of Work:

• Business registration, KMAP enrollment, and MCO credentialing

• Development of EAA Policy & Procedure Manual

• Estimate templates, ADA checklists, and installation documentation

• HIPAA and Medicaid billing compliance tools

• Coordination strategies with occupational therapists, case managers, and transition teams

• Referral marketing and audit preparation guidance

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