PERSONAL ASSISTANCE SERVICES PROVIDER IN HAWAII

ENABLING INDEPENDENCE BY SUPPORTING DAILY LIVING ACTIVITIES IN HOMES AND COMMUNITY SETTINGS

Personal Assistance Services (PAS) in Hawaii provide direct support to individuals with disabilities, chronic illnesses, or aging-related needs, helping them perform essential daily activities and participate in community life. These services are authorized under Hawaii’s Medicaid Home and Community-Based Services (HCBS) waiver programs and are designed to promote dignity, self-sufficiency, and full inclusion.

​​1. GOVERNING AGENCIES

Agency: Hawaii Department of Human Services (DHS) — Med-QUEST Division

Role: Oversees Medicaid provider enrollment, service authorization, and reimbursement for Personal Assistance Services

Agency: Hawaii Department of Health (DOH) — Developmental Disabilities Division (DDD)

Role: Administers HCBS waiver services, including Personal Assistance for individuals with intellectual and developmental disabilities (IDD)

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight, ensuring Personal Assistance Services meet Medicaid HCBS standards and promote person-centered care

2. PERSONAL ASSISTANCE SERVICE OVERVIEW

Personal Assistance Services (PAS) provide hands-on support to help participants accomplish tasks of daily living that they would otherwise be unable to perform independently.

Approved providers may deliver:

• Assistance with Activities of Daily Living (ADLs) such as bathing, dressing, toileting, grooming, eating, and mobility

• Support with Instrumental Activities of Daily Living (IADLs) such as meal preparation, laundry, light housekeeping, medication reminders, and shopping

• Community access support (e.g., escorting to appointments, recreational activities)

• Health and safety monitoring

• Communication assistance and social support

• Emergency response assistance as needed

All services must be individualized and consistent with the goals identified in the participant’s Individualized Service Plan (ISP).

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register your business with the Hawaii Department of Commerce and Consumer Affairs (DCCA)

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

• Enroll as a Medicaid provider with Hawaii’s Med-QUEST Division

• Complete DDD Provider Certification if serving DD/ID Waiver participants

• Maintain general liability and professional liability insurance

• Develop policies for participant intake, service delivery, emergency response, and participant rights protections

4. MED-QUEST/DHS PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

• Submit Provider Enrollment Application for Personal Assistance Services through Hawaii’s Med-QUEST Division

• Identify service areas and staff qualifications

Application and Documentation Submission:

• Submit Articles of Incorporation, proof of EIN/NPI, operational policies, staff training plans, and proof of insurance

• Provide sample daily service logs, participant intake forms, and emergency response protocols

Program Readiness Review:

• DHS and DOH review provider readiness, including participant safety systems, service tracking documentation, and Medicaid compliance

Approval & Medicaid Enrollment:

• Upon approval, configure billing codes for Personal Assistance Services (hourly or daily units)

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License (Hawaii DCCA)

• IRS EIN confirmation

• NPI confirmation

• Proof of general and professional liability insurance

• HCBS-Compliant Policy & Procedure Manual including:

  • Participant intake, needs assessment, and service planning procedures

  • Daily living assistance protocols and emergency response procedures

  • Daily documentation and incident tracking systems

  • HIPAA confidentiality, participant rights, and grievance handling policies

  • Staff credentialing, background checks, and competency verification

  • Medicaid billing, service authorization tracking, and audit readiness procedures

6. STAFFING REQUIREMENTS

Role: Personal Assistance Program Manager / Supervisor

Requirements: Experience in managing personal care services, community supports, or disability services; background screening clearance

Role: Personal Care Aides / Direct Support Professionals (DSPs)

Requirements: High school diploma or GED; CPR/First Aid certification preferred; background screening clearance

All staff must complete:

• HIPAA confidentiality, abuse prevention, and participant rights training

• Emergency preparedness, CPR/First Aid, and incident management training

• Person-centered service delivery and cultural sensitivity training

• Annual continuing education in personal support services and Medicaid compliance

7. MEDICAID WAIVER PROGRAMS

The following Hawaii Medicaid Waivers authorize Personal Assistance Services:

• Developmental Disabilities/Intellectual Disabilities (DD/ID) Waiver

• Community Care Services (CCS) Program (for adults with serious mental illnesses and chronic conditions)

Approved providers may deliver:

• ADL and IADL support in homes and community settings

• Health and safety monitoring and non-clinical health supports

• Assistance with accessing community-based activities and appointments

8. TIMELINE TO LAUNCH

Phase: Business Formation and Initial Credentialing Setup

Timeline: 1–2 weeks

Phase: Med-QUEST Provider Application and Readiness Review

Timeline: 60–90 days

Phase: Staff Hiring, Credentialing, and Participant Intake System Setup

Timeline: 30–45 days

Phase: Medicaid Enrollment and Billing System Configuration

Timeline: 45–60 days

9. CONTACT INFORMATION

Hawaii Department of Human Services (DHS) — Med-QUEST Division

Website: https://medquest.hawaii.gov/

Hawaii Department of Health (DOH) — Developmental Disabilities Division (DDD)

Website: https://health.hawaii.gov/ddd/

Centers for Medicare & Medicaid Services (CMS)

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

WAIVER CONSULTING GROUP’S START-UP ASSISTANCE SERVICE — HAWAII PERSONAL ASSISTANCE SERVICES PROVIDER

WCG supports personal care agencies, direct support organizations, and home- and community-based service providers in launching Medicaid-compliant Personal Assistance Services under Hawaii’s HCBS waiver programs.

Scope of Work:

• Business registration and EIN/NPI setup

• Medicaid provider enrollment and certification support

• Development of Personal Assistance Services Policy & Procedure Manual

• Staff credentialing templates and participant intake/service planning documents

• Medicaid billing system setup and claims management

• Website, domain, and email setup

• Participant intake, daily service delivery, and incident reporting templates

• Emergency preparedness and participant health monitoring systems

• Quality assurance programs for service delivery and participant satisfaction tracking

• Community outreach and partnership development strategies

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