MEAL SERVICES PROVIDER IN MAINE

DELIVERING NUTRITION, INDEPENDENCE, AND WELL-BEING TO INDIVIDUALS THROUGH MEDICALLY TAILORED AND SUPPORTIVE MEAL PROGRAMS

Meal Services in Maine play a critical role in promoting the health, safety, and independence of individuals with disabilities, chronic illnesses, or age-related limitations. These services are authorized under various MaineCare (Medicaid) programs and waivers, and may include home-delivered meals, congregate meals, and customized dietary support coordinated with healthcare providers.

1. GOVERNING AGENCIES

Agency: Maine Department of Health and Human Services (DHHS)

Role: Oversees statewide home and community-based services (HCBS), including nutrition-related supports

Agency: Office of Aging and Disability Services (OADS)

Role: Manages HCBS Waivers, including programs that authorize meal delivery for individuals with developmental or physical disabilities

Agency: Office of MaineCare Services (OMS)

Role: Administers Medicaid reimbursement and provider enrollment

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Ensures compliance with federal HCBS and Medicaid rules for meal-related supports

2. MEAL SERVICE OVERVIEW

Meal Services support individuals by ensuring consistent access to nutritious food that aligns with their health needs, functional abilities, and person-centered care plans. Depending on the program, services may include:

• Home-delivered meals (daily or weekly deliveries)

• Congregate/community meal services at adult day programs or residential settings

• Medically tailored meals (e.g., diabetic, renal, gluten-free)

• Support with meal prep or feeding when functionally necessary

• Nutrition education and consultation in coordination with a licensed dietitian

All services must be approved within the individual’s care plan under the relevant waiver or Medicaid service.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business with the Maine Secretary of State

• Obtain EIN and Type 2 NPI

• Enroll as a MaineCare provider under applicable waiver section (e.g., Section 19, Section 20, Section 21, or 29)

• Meet food safety and sanitation standards per the Maine Food Code

• Pass inspections (if preparing food directly) from the Maine Department of Agriculture, Conservation & Forestry

• Employ or contract with licensed food handlers, and if applicable, a registered dietitian

4. MAINECARE ENROLLMENT & WAIVER PARTICIPATION

Step 1: Establish the Business Entity

• Set up LLC, obtain federal EIN and NPI

• Prepare service descriptions and sample menus

Step 2: MaineCare Provider Enrollment

• Apply via Health PAS Online

• Select applicable waiver or Medicaid service sections (e.g., Section 19 – Elderly & Adults with Disabilities, Section 29 – Support Services for Adults with Intellectual Disabilities)

Step 3: Food Safety Compliance

• Obtain a food establishment license if preparing or storing meals

• Maintain safe food handling certification for all staff

Step 4: Begin Service Provision

• Accept referrals from case managers

• Deliver meals per plan of care and maintain documentation

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or LLC Registration

• IRS EIN letter and NPI confirmation

• Food establishment license and kitchen inspection reports (if applicable)

• MaineCare provider approval letter

• Policy & procedure manual including:

  • Intake forms and dietary assessment templates

  • Sample menus and delivery logs

  • Emergency meal preparation plan

  • HIPAA and client confidentiality policies

  • Client grievance and complaint procedures

  • Documentation and billing logs for each service

  • Staff credentials, background checks, and food safety certificates

6. STAFFING REQUIREMENTS

Role: Meal Service Coordinator

Requirements: Manages kitchen operations, quality assurance, and compliance with state food codes

Role: Delivery Personnel

Requirements: Background check, food handler certificate (if transporting unpackaged food), training in client interaction, and safety

Role: Dietitian Consultant (if medically tailored meals)

Requirements: Maine-licensed RD or LD to assess and approve dietary plans

Training Requirements for All Staff:

• HIPAA and confidentiality

• Safe food handling

• Person-centered meal support practices

• Elder and disability sensitivity training

7. MEDICAID WAIVER SERVICES

Meal Services are reimbursable under:

• MaineCare Section 19 – Elderly and Adults with Disabilities

• MaineCare Section 20 – Children with Special Health Needs

• MaineCare Section 21 & 29 – Adults with Intellectual Disabilities or Autism

• Other community aging programs are coordinated with Area Agencies on Aging (non-Medicaid)

Approved services may include:

• Scheduled meal delivery (hot, cold, or frozen)

• Special diets for chronic conditions (e.g., heart disease, diabetes)

• Feeding support when paired with homemaker or personal care services

• Wellness check-ins during delivery

8. TIMELINE TO LAUNCH

Phase: Business Formation

Timeline: 1–2 weeks

Phase: MaineCare Enrollment & Food Service Compliance

Timeline: 4–8 weeks

Phase: Kitchen Setup and Staff Credentialing

Timeline: 2–4 weeks

Phase: Client Referral Activation

Timeline: Ongoing, post-approval

9. CONTACT INFORMATION

Office of Aging and Disability Services (OADS)

Website: https://www.maine.gov/dhhs/oads

MaineCare Provider Enrollment (Health PAS Online)

Website: https://mainecare.maine.gov

Division of Environmental and Community Health (Food Licensing)

Website: https://www.maine.gov/dhhs/mecdc/environmental-health

Maine Department of Agriculture – Food Program

Website: https://www.maine.gov/dacf/qar/food_protection

Dietetic Licensing Board – Maine Board of Licensing of Dietetic Practice

Website: https://www.maine.gov/pfr/professionallicensing/professions/dietetic-practice-board

WAIVER CONSULTING GROUP'S START-UP ASSISTANCE SERVICE — MAINE MEAL SERVICES PROVIDER

We guide culinary entrepreneurs and health-focused service providers in launching compliant, Medicaid-reimbursable meal programs across Maine, supporting independent living for individuals with health and functional challenges.

Scope of Work:

• Business registration and licensing guidance

• Food establishment license and HACCP support

• MaineCare provider enrollment under HCBS waivers

• Policy & procedure manual tailored for meal services

• Client intake forms, delivery logs, and sample menus

• Website, domain, and HIPAA-compliant email setup

• Staff credentialing and food handler certification tracking

• Quality assurance and documentation tools

• Referral coordination with case managers and health teams

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.