MEAL AND NUTRITION SERVICES PROVIDER IN KENTUCKY

Fatumata Kaba
Jul 25, 2025
4 min read

SUPPORTING HEALTH AND INDEPENDENCE THROUGH NUTRITIONAL PLANNING, EDUCATION, AND MEAL SUPPORT

Meal and Nutrition Services in Kentucky are designed to help Medicaid-eligible individuals maintain proper nutritional health while living independently in the community. These services are offered under Kentucky Medicaid’s Home and Community-Based Services (HCBS) waiver programs and focus on supporting individuals with disabilities, seniors, or those with chronic conditions who are at risk of malnutrition or food insecurity.

1. GOVERNING AGENCIES

Agency: Kentucky Cabinet for Health and Family Services (CHFS) — Department for Medicaid Services (DMS)

Role: Administers Medicaid and HCBS waivers, oversees provider enrollment and reimbursement for nutrition services

Agency: Kentucky Department for Aging and Independent Living (DAIL)

Role: Oversees HCBS waivers for aging populations, establishes nutrition-related service standards

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Ensures federal compliance and person-centered service delivery across Medicaid-funded nutrition programs

Agency: Managed Care Organizations (MCOs) in Kentucky Medicaid

Role: Authorize services, credential providers, and manage billing and service quality outcomes

2. SERVICE OVERVIEW

Meal and Nutrition Services include the provision of meals and professional dietary support to promote well-being, manage chronic conditions, and support independent living.

Approved providers may offer:

Home-delivered meals (hot, cold, frozen, shelf-stable options)
Congregate/community-based meals (where applicable)
Nutritional risk screening and individualized meal planning
Medical Nutrition Therapy (MNT) under referral
Education on meal preparation, budgeting, and food safety
Caregiver training on dietary needs and mealtime support
Coordination with primary care, dietitians, and case managers

Services must be based on the participant’s Person-Centered Service Plan (PCSP) and may require dietary or physician documentation for MNT components.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register your business with the Kentucky Secretary of State
Obtain IRS EIN and NPI (Type 2)
Enroll as a Medicaid provider through the Kentucky Medicaid Partner Portal Application (MPPA)
Maintain liability insurance and food service permits from the local health department
Employ or contract with a Licensed Dietitian/Nutritionist (LDN) or Registered Dietitian (RD) for nutrition assessments and menu development
Follow food safety guidelines per the Kentucky Department for Public Health and the USDA
Develop a Meal and Nutrition Services Policy & Procedure Manual
Implement HIPAA-compliant records and participant service documentation systems

4. KENTUCKY PROVIDER ENROLLMENT PROCESS

Step 1: Medicaid Enrollment

Apply via the Kentucky MPPA system for HCBS provider types (e.g., Home-Delivered Meals, Nutrition Counseling, MNT)
Credential with Kentucky’s MCOs (e.g., Aetna Better Health, Humana Healthy Horizons, WellCare, etc.)

Step 2: Documentation Submission

Submit business license, insurance, staff credentials, food service licenses, and nutrition policies

Step 3: Service Authorization & Delivery

Obtain a referral or a physician’s order if required
Coordinate with case managers to align meals and services with the PCSP
Deliver meals and/or provide counseling services
Submit claims using appropriate HCPCS/CPT codes

5. REQUIRED DOCUMENTATION

Articles of Incorporation or Kentucky business license
IRS EIN and NPI confirmation
General liability insurance and food handler certification
Licensure for RD/LDN staff
Meal and Nutrition Services Policy & Procedure Manual, including:
- Menu planning templates and dietary intake logs
- Nutrition risk assessments and care plan documentation
- Participant consent forms and grievance procedures
- Food delivery logs and service quality tracking
- Emergency meal delivery protocols
- Staff credentialing, training logs, and supervision policies
- HIPAA compliance, billing records, and audit templates

6. STAFFING REQUIREMENTS

Role: Meal Preparation Staff / Delivery Driver

Requirements: Food handler’s permit; training in food safety and handling; background screening clearance

Role: Registered Dietitian / Licensed Dietitian-Nutritionist (RD/LDN)

Requirements: Licensed in Kentucky; responsible for assessments, menu oversight, and nutritional education

All staff must complete:

HIPAA and participant confidentiality training
Food safety, hygiene, and infection control procedures
Emergency response training and delivery tracking procedures
Ongoing continuing education for RDs/LDNs

7. MEDICAID PROGRAMS & HCBS WAIVERS

Meal and Nutrition Services may be authorized under the following waivers:

Supports for Community Living (SCL) Waiver
Michelle P. Waiver (MPW)
Home and Community-Based (HCB) Waiver
Acquired Brain Injury (ABI and ABI-LTC) Waivers
Model II Waiver (MIIW)

Services must be outlined in the Person-Centered Service Plan (PCSP) and may include:

Routine meal delivery to the participant’s home
Congregate meals with community interaction
Medical Nutrition Therapy via physician referral
Nutrition education sessions or caregiver support training

8. TIMELINE TO LAUNCH

Phase: Business Registration and Licensing

Timeline: 1–2 months

Phase: MPPA Medicaid Enrollment and MCO Credentialing

Timeline: 60–90 days

Phase: Staff Hiring, Menu Development, and Quality Controls

Timeline: 1–2 months

Phase: Service Launch and Claims Setup

Timeline: 30–45 days

9. CONTACT INFORMATION

Kentucky Department for Medicaid Services (DMS)

Website: https://chfs.ky.gov/agencies/dms

Kentucky Cabinet for Health and Family Services (CHFS)

Website: https://chfs.ky.gov

MPPA Provider Portal (for enrollment): https://mppa.ky.gov

Kentucky Department for Aging and Independent Living (DAIL)

Website: https://chfs.ky.gov/agencies/dail

WAIVER CONSULTING GROUP’S START-UP ASSISTANCE SERVICE — KENTUCKY MEAL & NUTRITION PROVIDER

WCG assists community nutrition providers, nonprofit kitchens, and health professionals in launching Medicaid-compliant meal and nutrition programs across Kentucky.

Scope of Work:

Business registration, MPPA Medicaid enrollment, and MCO credentialing
Nutrition Policy & Procedure Manual development
Menu templates, meal logs, and diet tracking tools
Food handler certifications and staff training guides
Billing setup with nutrition-related codes and documentation tools
Referral and intake forms for RDs and meal services
Branding, website setup, and outreach materials to coordinate with hospitals, case managers, and waiver teams