MEAL AND NUTRITION SERVICES PROVIDER IN NORTH CAROLINA

PROMOTING HEALTH AND WELL-BEING THROUGH PERSONALIZED MEAL PLANNING AND NUTRITION SUPPORT

Meal and Nutrition Services in North Carolina assist individuals with disabilities, chronic conditions, or age-related challenges by providing access to nutritious meals, dietary planning, and nutritional education. These services support health maintenance, chronic condition management, and enhanced quality of life. Meal and Nutrition Services are authorized under North Carolina Medicaid Home and Community-Based Services (HCBS) Waiver programs.

1. GOVERNING AGENCIES

Agency: North Carolina Department of Health and Human Services (NCDHHS)

Role: Administers Medicaid waiver funding for Meal and Nutrition Services and oversees provider enrollment, service authorization, and reimbursement.

Agency: North Carolina Division of Health Benefits (NC Medicaid)

Role: Manages Medicaid waiver services and oversees Medicaid provider participation.

Agency: North Carolina Division of Mental Health, Developmental Disabilities, and Substance Abuse Services (DMH/DD/SAS)

Role: Provides oversight for meal and nutrition services targeting individuals with developmental disabilities and behavioral health needs.

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight to ensure Medicaid-funded Meal and Nutrition Services meet quality, safety, and person-centered care standards.

2. MEAL AND NUTRITION SERVICES OVERVIEW

Meal and Nutrition Services provide individuals with assistance in meal preparation, dietary planning, and nutritional education to maintain health and manage specific dietary needs.

Approved providers may deliver:

• Meal Preparation: Cooking and preparing balanced meals that align with dietary restrictions.

• Meal Delivery: Providing pre-cooked, nutritionally balanced meals to homes.

• Dietary Assessment: Evaluating nutritional needs based on medical conditions or dietary goals.

• Nutritional Counseling: Offering guidance on healthy eating and meal planning.

• Special Diet Management: Preparing meals tailored for diabetes, hypertension, or other chronic conditions.

• Food Safety Education: Teaching safe food handling and storage practices.

• Shopping Assistance: Helping individuals purchase groceries and plan healthy meals.

• Culinary Skill Training: Teaching basic cooking skills for increased independence.

• Community Meal Programs: Organizing group dining events to enhance social interaction.

• Documentation: Maintaining records of meal plans, dietary assessments, and nutritional education.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register the business entity with the North Carolina Secretary of State.

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

• Enroll as a Medicaid Waiver Meal and Nutrition provider via the NCTracks Provider Portal.

• Maintain general liability and professional liability insurance.

• Develop policies for meal planning, dietary safety, and client nutrition education.

• Ensure staff complete required background checks, health screenings, and nutrition training.

4. NORTH CAROLINA PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

• Complete the Provider Enrollment Application via the NCTracks Portal for Meal and Nutrition Services under HCBS waivers.

Application and Documentation Submission:

• Submit Articles of Incorporation, proof of EIN/NPI, insurance certificates, nutrition policies, and staff training documentation.

Program Readiness Review:

• NCDHHS and DMH/DD/SAS evaluate provider readiness, including meal safety protocols, dietary planning standards, and staff qualifications.

Approval & Medicaid Enrollment:

• Upon approval, providers are authorized to bill Medicaid for Meal and Nutrition Services using designated billing codes.

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License (North Carolina Secretary of State)

• IRS EIN confirmation

• NPI confirmation

• Proof of general and professional liability insurance

• Meal and Nutrition Policy & Procedure Manual including:

  • Meal planning, preparation, and delivery protocols

  • Nutritional assessment and dietary planning guidelines

  • Staff credentialing, background checks, and ongoing training records

  • Documentation standards for meal tracking and Medicaid billing

  • HIPAA compliance, participant rights, and grievance handling

  • Safety, hygiene, and food handling protocols

  • Quality assurance and compliance monitoring

6. STAFFING REQUIREMENTS

Role: Nutrition Program Director

Requirements: Registered Dietitian (RD) license, Bachelor’s or Master’s in Nutrition or Dietetics; experience in meal planning and program management.

Role: Dietitians/Nutritionists

Requirements: State licensure and certification in dietetics or nutrition; experience in dietary planning and meal preparation.

Role: Meal Preparation Staff

Requirements: Experience in food service, meal preparation, and dietary compliance; food handler certification preferred.

Role: Delivery Drivers

Requirements: Valid driver’s license; experience in food delivery and customer service; background clearance.

All staff must complete:

• Training in food safety, nutrition planning, and dietary management

• HIPAA compliance and participant rights education

• Annual competency evaluations and ongoing professional development

• Safety, hygiene, and emergency response training

• Documentation and record-keeping best practices

7. MEDICAID WAIVER PROGRAMS

Meal and Nutrition Services are available under the following North Carolina Medicaid Waivers:

• Innovations Waiver

• Community Alternatives Program for Disabled Adults (CAP/DA)

• Community Alternatives Program for Children (CAP/C)

• Traumatic Brain Injury (TBI) Waiver

• Home and Community-Based Services (HCBS) Waiver

8. TIMELINE TO LAUNCH

Phase: Business Formation and Compliance Preparation

Timeline: 1–2 months

Phase: Staff Hiring, Credentialing, and Program Development

Timeline: 2–3 months

Phase: North Carolina Medicaid Provider Enrollment and Readiness Review

Timeline: 60–90 days

Phase: Medicaid Billing Setup and Service Launch

Timeline: 30–45 days

9. CONTACT INFORMATION

North Carolina Department of Health and Human Services (NCDHHS)

Website: https://www.ncdhhs.gov/

NCTracks Provider Enrollment Portal

Website: https://www.nctracks.nc.gov/

North Carolina Division of Health Benefits (NC Medicaid)

Website: https://medicaid.ncdhhs.gov/

North Carolina Division of Mental Health, Developmental Disabilities, and Substance Abuse Services (DMH/DD/SAS)

Website: https://www.ncdhhs.gov/divisions/mhddsas

Centers for Medicare & Medicaid Services (CMS)

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

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

WCG supports agencies in launching Medicaid-compliant Meal and Nutrition Services in North Carolina, offering:

Scope of Work:

• Business registration, Medicaid enrollment, and licensing assistance

• Policy manual development for dietary planning and meal safety

• Staff credentialing, training program templates, and compliance documentation

• Medicaid billing setup and audit-prepared financial management

• Branding, website development, and client outreach strategies

• Quality assurance systems for meal service and compliance monitoring

• Collaboration with dietitians, healthcare providers, and community organizations

Continue To Our Client Portal To Get Started

Our Client Portal offers a wealth of resources that you can explore related to various programs and state requirements.