MEAL & NUTRITION SERVICES PROVIDER IN WEST VIRGINIA
- Fatumata Kaba
- Apr 14
- 3 min read
SUPPORTING HEALTH, INDEPENDENCE, AND WELL-BEING THROUGH NUTRITIOUS MEALS AND DIETARY EDUCATION IN COMMUNITY AND HOME SETTINGS
Meal & Nutrition Services in West Virginia offer essential meal preparation, delivery, and nutritional counseling for individuals who are elderly, disabled, or medically fragile and unable to consistently prepare or access healthy meals on their own. These services promote health stability, reduce hospitalizations, and support community living.
Meal services may be authorized through West Virginia’s Aged and Disabled Waiver (ADW), Intellectual/Developmental Disabilities (I/DD) Waiver, and Children with Serious Emotional Disorder Waiver (CSEDW). Oversight is provided by the WV Department of Health and Human Resources (WVDHHR) and Bureau for Medical Services (BMS), with service plan approvals handled by Acentra Health (formerly Kepro).
1. GOVERNING AGENCIES
Agency: West Virginia Department of Health and Human Resources (WVDHHR)
Role: Administers waiver programs and ensures provider compliance with service standards.
Agency: Bureau for Medical Services (BMS)
Role: Handles Medicaid billing, provider enrollment, and reimbursement guidelines.
Agency: Acentra Health (formerly Kepro)
Role: Reviews and authorizes nutrition-related services through the participant’s ISP or PCSP.
2. MEAL & NUTRITION SERVICES OVERVIEW
These services ensure that individuals receiving HCBS supports have access to nutritious meals and guidance on managing health conditions through dietary planning.
Covered services may include:
Home-Delivered Meals (Hot or Frozen) based on medical need and care plan
Congregate Meals provided in adult day or community settings
Nutritional Counseling by a licensed dietitian for diabetes, weight loss, swallowing issues, etc.
Meal Planning and Shopping Assistance
Specialized Diet Preparation (pureed, low-sodium, gluten-free, diabetic-friendly)
Meals must meet dietary standards, be documented per Medicaid rules, and align with the individual’s assessed needs in their waiver service plan.
3. LICENSING & PROVIDER APPROVAL REQUIREMENTS
Prerequisites:
Register business with the WV Secretary of State
Obtain a Federal EIN and Type 2 NPI
Enroll with Gainwell Technologies as a Medicaid provider
If providing therapeutic diets or counseling, employ a licensed dietitian
Food handlers and delivery staff must comply with state food safety laws
Submit a Meal & Nutrition Services Policy & Procedure Manual
4. WEST VIRGINIA PROVIDER ENROLLMENT PROCESS
Step 1: Register business and secure EIN and NPI
Step 2: Apply to become a waiver Meal/Nutrition provider with BMS
Step 3: Enroll in WV Medicaid via Gainwell Technologies
Step 4: Submit credentials for dietitians, kitchen managers, and delivery staff
Step 5: Submit policy manual, sample menus, and nutritional tracking templates
Step 6: Begin services upon ISP authorization and care team referral
5. REQUIRED DOCUMENTATION
Business registration and NPI confirmation
WV Medicaid provider agreement
Meal & Nutrition Services P&P Manual including:
Menu planning templates and dietary tracking forms
Nutrition counseling documentation (for dietitians)
Delivery and storage protocols
Food safety and sanitation policies
Emergency meal delivery procedures
Consent forms, billing logs, and incident reporting templates
Staff training and credentialing logs
6. STAFFING REQUIREMENTS
Role: Nutritionist / Registered Dietitian (RD)
Requirements: WV licensure, HIPAA compliance, and experience with therapeutic diets
Role: Food Service Manager / Chef (optional)
Requirements: Food handler certification, experience with mass meal production
Role: Delivery Driver / Meal Transport Aide
Requirements: Background check, food safety training, valid driver's license
All staff must complete:
HIPAA and confidentiality training
Foodborne illness prevention and storage training
Client communication and cultural sensitivity training
7. MEDICAID WAIVERS THAT COVER MEAL & NUTRITION SERVICES
Aged and Disabled Waiver (ADW) – Provides home-delivered meals for those at risk of institutionalization
I/DD Waiver – May allow nutrition education and meal preparation assistance
CSEDW – For children with serious emotional disorders needing dietary guidance
State Plan Medicaid / EPSDT – May cover dietitian services for qualifying youth
Note: All services must be documented in the ISP and approved in advance by Acentra Health.
8. TIMELINE TO LAUNCH
Phase: Business Registration & Program Design
Timeline: 2–3 weeks
Phase: Medicaid Enrollment & Staff Onboarding
Timeline: 1–2 months
Phase: Policy Manual Submission & Menu Prep
Timeline: 30–45 days
Phase: Service Launch
Timeline: Begins upon ISP authorization and care coordinator referral
9. CONTACT INFORMATION
WV Bureau for Medical Services (BMS)
Website: https://dhhr.wv.gov/bms
Acentra Health (formerly Kepro)
Website: https://wv.acentra.com
WV Secretary of State – Business Registration
Website: https://sos.wv.gov
Gainwell Technologies – WV Medicaid Portal
Website: https://www.wvmmis.com
WAIVER CONSULTING GROUP’S START-UP ASSISTANCE SERVICE — WEST VIRGINIA MEAL & NUTRITION SERVICES PROVIDER
WCG helps agencies build Medicaid-compliant nutrition programs that meet dietary standards, optimize delivery logistics, and align with state regulations.
Scope of Work:
Medicaid enrollment and waiver provider registration
Meal & Nutrition Services P&P Manual development
Staff credentialing checklists and food handler tracking
Menu templates, nutrition logs, and billing forms
HIPAA and food safety documentation tools
Emergency and seasonal service planning kits
Our Client Portal offers a wealth of resources that you can explore related to various programs and state requirements.
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