MEAL AND NUTRITION SERVICES PROVIDER IN INDIANA

PROMOTING HEALTH, INDEPENDENCE, AND WELLNESS THROUGH HOME-DELIVERED AND CONGREGATE MEALS

Meal and Nutrition Services in Indiana support individuals who are elderly, disabled, or managing chronic health conditions by providing access to nutritious meals and nutrition education. These services help maintain participants' health, prevent malnutrition, and support independent living in the community. Meal and Nutrition Services are authorized under Indiana Medicaid Home and Community-Based Services (HCBS) Waiver programs and state-funded aging programs.

1. GOVERNING AGENCIES

Agency: Indiana Family and Social Services Administration (FSSA) — Division of Aging

Role: Oversees state- and federally-funded nutrition programs, sets meal standards, and monitors provider compliance for older adults and individuals with disabilities

Agency: Indiana Office of Medicaid Policy and Planning (OMPP)

Role: Administers Medicaid waiver funding for Meal and Nutrition Services and manages provider enrollment and reimbursement

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight ensuring Medicaid-funded Meal and Nutrition Services meet HCBS standards for participant-centered, high-quality service delivery

2. MEAL AND NUTRITION SERVICE OVERVIEW

Meal and Nutrition Services provide nutritious, balanced meals and nutrition education to participants who may have difficulty preparing meals independently due to health, disability, or aging.

Approved providers may deliver:

• Home-delivered meals: Fresh, frozen, or shelf-stable meals delivered directly to the participant's home

• Congregate meals: Meals served in group settings such as senior centers, community centers, or adult day programs

• Special diet meals: Meals customized to meet medical dietary needs (e.g., diabetic, renal, cardiac diets)

• Nutrition education: Counseling and classes to promote healthy eating habits, chronic disease management, and food safety

All services must align with the participant’s Individualized Service Plan (ISP) or Waiver Service Plan.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business entity with the Indiana Secretary of State

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

• Enroll as a Medicaid Waiver provider through the Indiana Medicaid Provider Enrollment Portal

• Obtain necessary food service permits (e.g., food establishment permits through local health departments)

• Maintain general liability and product liability insurance

• Comply with Indiana State Department of Health (ISDH) food safety standards

• Develop policies for meal preparation, delivery logistics, participant safety, food handling, and documentation

• Ensure all food preparation staff meet ServSafe or equivalent food safety training standards

4. INDIANA PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

• Submit Provider Enrollment Application through the Indiana Medicaid Provider Portal for Meal and Nutrition Services under the HCBS Waiver programs

Application and Documentation Submission:

• Provide Articles of Incorporation, EIN/NPI verification, food safety certifications, liability insurance certificates, operational policies, and staff credentialing documentation

Program Readiness Review:

• FSSA and local Area Agencies on Aging (AAAs) may review provider readiness, including kitchen operations, menu compliance with dietary guidelines, and delivery procedures

Approval & Medicaid Enrollment:

• Upon approval, providers are assigned billing codes for meal delivery, congregate meal service, and nutrition education activities

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business Registration (Indiana Secretary of State)

• IRS EIN confirmation

• NPI confirmation

• Food service permits and kitchen inspection reports

• Proof of general liability and product liability insurance

• Meal and Nutrition Services Policy & Procedure Manual including:

  • Participant intake, eligibility verification, and service scheduling procedures

  • Meal preparation, portion control, diet-specific menu development, and food safety standards

  • Delivery route planning and meal temperature control protocols

  • Emergency preparedness, backup meal plans, and disaster response strategies

  • Participant rights, HIPAA compliance, and grievance procedures

  • Staff credentialing, background checks, food handler certifications, and training logs

  • Medicaid billing, service tracking, and audit readiness documentation

6. STAFFING REQUIREMENTS

Role: Program Director / Nutrition Services Manager

Requirements: Bachelor’s degree in nutrition, dietetics, public health, or related field preferred; experience managing food service programs; background clearance

Role: Registered Dietitian (RD) (if providing medical nutrition therapy)

Requirements: Active Indiana dietitian license; background clearance

Role: Food Preparation and Delivery Staff

Requirements: Food Handler Certification (e.g., ServSafe); background screening clearance; training in safe food preparation, infection control, and participant interaction

All staff must complete:

• Food safety and sanitation training

• HIPAA compliance and participant confidentiality training

• Elder abuse prevention and mandatory reporting training

• Emergency procedures and infection control training

• Annual continuing education and competency evaluations

7. MEDICAID WAIVER PROGRAMS

Meal and Nutrition Services are available under the following Indiana Medicaid programs:

• Aged and Disabled Waiver (A&D)

• Traumatic Brain Injury Waiver (TBI)

Approved providers may deliver:

• Home-delivered meals (daily or multiple deliveries per week)

• Congregate meals at certified group dining sites

• Specialized diet meals per medical plan

• Nutrition education classes or individual counseling sessions

8. TIMELINE TO LAUNCH

Phase: Business Formation, Food Safety Compliance, and Licensing

Timeline: 1–2 months

Phase: Staff Hiring, Credentialing, and Program Development

Timeline: 2–3 months

Phase: Indiana Medicaid Enrollment and Service Authorization Readiness

Timeline: 60–90 days

Phase: Medicaid Billing Setup and Service Launch

Timeline: 30–45 days

9. CONTACT INFORMATION

Indiana Family and Social Services Administration (FSSA) — Division of Aging

Website: https://www.in.gov/fssa/da/

Indiana Office of Medicaid Policy and Planning (OMPP)

Website: https://www.in.gov/fssa/ompp/

Centers for Medicare & Medicaid Services (CMS)

Website: https://www.cms.gov/

WAIVER CONSULTING GROUP’S START-UP ASSISTANCE SERVICE — INDIANA MEAL AND NUTRITION SERVICES PROVIDER

WCG assists nutrition service agencies, home-delivered meal providers, and community-based organizations in launching Medicaid-compliant Meal and Nutrition Services across Indiana.

Scope of Work:

• Business registration, food service licensing, and Medicaid enrollment support

• Development of Meal and Nutrition Services Policy & Procedure Manual

• Staff credentialing templates, meal tracking systems, and dietary compliance forms

• Medicaid billing system setup and audit-ready claims management

• Website, domain, and professional branding assistance

• Menu development guidance, special diet compliance templates, and emergency meal planning tools

• Quality assurance systems for food safety inspections, participant satisfaction surveys, and service delivery monitoring

• Partnership development with Area Agencies on Aging, hospitals, and community service organizations

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