FINANCIAL ASSISTANCE SERVICES PROVIDER IN FLORIDA

HELPING INDIVIDUALS WITH DISABILITIES MAINTAIN HOUSING, INDEPENDENCE, AND ESSENTIAL NEEDS THROUGH FINANCIAL SUPPORT

Financial Assistance Services in Florida help individuals with disabilities, chronic illnesses, or long-term care needs access to limited financial resources necessary to establish or maintain living arrangements in the community. These services are authorized under Florida’s Medicaid Home and Community-Based Services (HCBS) waiver programs and are designed to promote stability, prevent institutionalization, and support person-centered living goals.

1. GOVERNING AGENCIES

Agency: Florida Agency for Health Care Administration (AHCA)

Role: Oversees Medicaid enrollment, reimbursement, and service compliance for Financial Assistance Services

Agency: Florida Agency for Persons with Disabilities (APD)

Role: Coordinates Financial Assistance Services for participants enrolled in the iBudget Florida Waiver

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight, ensuring that Financial Assistance Services meet Medicaid HCBS requirements

2. FINANCIAL ASSISTANCE SERVICE OVERVIEW

Financial Assistance Services provide limited funding or payment arrangements for essential expenses necessary for an individual’s health, safety, and community living stability.

Approved providers may deliver:

• One-time assistance with security deposits for housing

• Payment of utility setup fees (electricity, water, gas)

• Payment of essential household start-up items (basic furniture, appliances)

• Emergency rent assistance (if needed to prevent eviction and authorized in the plan of care)

• Assistance with medically necessary non-covered services or expenses (where authorized)

All services must be specifically authorized in the participant’s individualized service plan (ISP) and cannot be ongoing income supports. Assistance is typically one-time, non-recurring, and directly tied to the participant’s ability to transition to or remain in a home and community setting.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business with the Florida Division of Corporations (Sunbiz)

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

• Complete APD Qualified Provider Application

• Maintain general liability insurance

• Develop strong financial management, fund tracking, and participant rights protection systems

• Implement policies for verifying participant eligibility and documenting authorized expenses

4. APD PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

• Request Financial Assistance Services provider application packet from APD

• Attend APD provider orientation sessions (recommended)

Application and Documentation Submission:

• Submit Articles of Incorporation, proof of EIN/NPI, insurance coverage, financial accountability policies, and staff qualifications

• Provide sample fund disbursement tracking forms, participant intake forms, and emergency protocols

Program Readiness Review:

• APD reviews provider systems for verifying participant needs, tracking disbursements, safeguarding funds, and documenting expenses

• Medicaid compliance and billing documentation processes are assessed

Approval & Medicaid Enrollment:

• Upon APD approval, complete Medicaid enrollment through the Florida Medicaid Provider Enrollment Portal

• Configure appropriate service billing codes for Financial Assistance Services

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License (Sunbiz)

• IRS EIN confirmation

• NPI confirmation

• Proof of liability insurance

• APD-Compliant Policy & Procedure Manual including:

  • Participant intake, eligibility verification, and needs assessment protocols

  • Expense authorization, payment, and documentation procedures

  • Emergency financial assistance criteria and process

  • Client rights, confidentiality, and grievance resolution procedures

  • Internal controls for safeguarding Medicaid funds and participant resources

  • Staff credentialing, background checks, and training records

  • Medicaid billing, service authorization tracking, and audit readiness policies

6. STAFFING REQUIREMENTS

Role: Financial Assistance Program Manager / Supervisor

Requirements: Bachelor’s degree in human services, finance, business, or social work preferred; experience in financial management or case management; background screening clearance

Role: Financial Assistance Support Staff

Requirements: High school diploma or GED; training in Medicaid documentation and participant support; background screening clearance

All staff must complete:

• Financial accountability, Medicaid compliance, and audit readiness training

• HIPAA confidentiality and client rights training

• Abuse prevention, emergency procedures, and incident reporting training

• Annual refresher training on Medicaid financial management standards

7. MEDICAID WAIVER SERVICES

The following Florida Medicaid Waivers authorize Financial Assistance Services:

• iBudget Florida Waiver (for individuals with intellectual and developmental disabilities)

• Statewide Medicaid Managed Care (SMMC) Long-Term Care (LTC) Program (specific financial transition supports may be authorized)

Approved providers may deliver:

• Security deposit and utility setup assistance

• One-time essential furnishing procurement

• Emergency rent or service payment assistance (where allowed)

• Fund disbursement and financial record-keeping in accordance with Medicaid regulations

8. TIMELINE TO LAUNCH

Phase: Business Formation and Initial Setup

Timeline: 1–2 weeks

Phase: APD Qualified Provider Application and Readiness Review

Timeline: 60–90 days

Phase: Staff Hiring, Training, and Financial System Finalization

Timeline: 30–45 days

Phase: Medicaid Enrollment and Billing System Setup

Timeline: 45–60 days

9. CONTACT INFORMATION

Florida Agency for Persons with Disabilities (APD)

Website: https://apd.myflorida.com/

Florida Agency for Health Care Administration (AHCA)

Website: https://ahca.myflorida.com/

Florida Medicaid Provider Enrollment Portal

Website: https://home.flmedicaidmanagedcare.com/

WAIVER CONSULTING GROUP’S START-UP ASSISTANCE SERVICE — FLORIDA FINANCIAL ASSISTANCE SERVICES PROVIDER

WCG supports financial services agencies and community support organizations in launching Medicaid-compliant Financial Assistance Services under Florida’s Medicaid and HCBS waiver programs.

Scope of Work:

• Business registration and EIN/NPI setup

• APD Qualified Provider Application and Medicaid enrollment support

• Development of Financial Assistance Services Policy & Procedure Manual

• Staff credentialing templates and financial tracking documentation

• Medicaid billing setup and authorization management systems

• Website, domain, and email setup

• Participant intake, financial needs assessment, and fund disbursement tracking templates

• Emergency financial assistance and incident reporting procedures

• Quality assurance and audit-readiness systems

• Community partnership development for housing, utilities, and emergency support services

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