PERSONAL CARE ASSISTANCE SERVICES PROVIDER IN FLORIDA

Fatumata Kaba
4 days ago
4 min read

SUPPORTING INDEPENDENCE THROUGH HANDS-ON ASSISTANCE WITH DAILY ACTIVITIES IN HOME AND COMMUNITY SETTINGS

Personal Care Assistance (PCA) Services in Florida provide hands-on support with activities of daily living (ADLs) and instrumental activities of daily living (IADLs) for individuals with disabilities, chronic illnesses, or age-related needs. These services are authorized under Florida’s Medicaid Home and Community-Based Services (HCBS) waiver programs to help individuals maintain their independence and remain safely in their homes and communities.

1. GOVERNING AGENCIES

Agency: Florida Agency for Health Care Administration (AHCA)

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

Agency: Florida Agency for Persons with Disabilities (APD)

Role: Manages service delivery for individuals with developmental disabilities under the iBudget Florida Waiver

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight, ensuring services meet HCBS standards and person-centered planning requirements

2. PERSONAL CARE ASSISTANCE SERVICE OVERVIEW

Personal Care Assistance Services provide direct support to individuals in completing essential daily activities that they would otherwise be unable to perform independently.

Approved providers may deliver:

Assistance with Activities of Daily Living (ADLs), including bathing, grooming, dressing, toileting, and mobility
Support with Instrumental Activities of Daily Living (IADLs) such as meal preparation, housekeeping, shopping, and laundry
Medication reminders (non-nursing)
Accompaniment and assistance during community activities and medical appointments
Basic health monitoring (e.g., vital sign reminders) within the scope of practice
Supervision and protective oversight to ensure participant safety

All services must be documented in the participant’s individualized support plan and must not duplicate other Medicaid services provided simultaneously.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register business with the Florida Division of Corporations (Sunbiz)
Obtain EIN from the IRS and NPI (Type 2)
Complete APD Qualified Provider Application for serving individuals with developmental disabilities
Obtain a Homemaker and Companion Services License from AHCA if providing services to the elderly or other non-DD populations (for certain program types)
Maintain liability insurance coverage
Develop clear policies for service delivery, participant rights, documentation, and emergency response

4. APD/AHCA PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

Request a Personal Care Assistance provider application packet from APD or AHCA (depending on the target waiver population)
Attend HCBS provider orientation sessions (recommended)

Application and Documentation Submission:

Submit Articles of Incorporation, proof of insurance, organizational charts, and service model descriptions
Provide participant intake forms, staff background check policies, and training documentation
Submit daily activity documentation templates, emergency procedures, and participant safety protocols

Program Readiness Review:

APD or AHCA reviews readiness for service delivery, including staff competency, emergency protocols, and documentation systems

Approval & Medicaid Enrollment:

Upon state approval, complete Medicaid provider enrollment through the Florida Medicaid Provider Enrollment Portal
Configure service billing codes for Personal Care Assistance Services

5. REQUIRED DOCUMENTATION

Articles of Incorporation or Business License (Sunbiz)
IRS EIN confirmation
NPI confirmation
Proof of general liability insurance
(If applicable) Homemaker and Companion Services License from AHCA
APD-Compliant Policy & Procedure Manual including:
- Participant intake and service planning
- ADL/IADL support procedures and daily service logs
- Medication reminder protocols (non-nursing tasks)
- Emergency preparedness, incident reporting, and participant safety policies
- Confidentiality, HIPAA compliance, and participant rights protections
- Staff credentialing, background screening, and training records
- Medicaid billing and service authorization tracking systems

6. STAFFING REQUIREMENTS

Role: Personal Care Services Program Manager

Requirements: Experience in healthcare, social services, or disability support management; background screening clearance

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

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

All staff must complete:

Training on assisting with ADLs/IADLs
Participant rights, confidentiality, and abuse prevention training
Emergency procedures and incident management training
Medicaid documentation and service delivery standards training
Annual continuing education on best practices in caregiving and participant safety

7. MEDICAID WAIVER SERVICES

The following Florida Medicaid Waivers authorize Personal Care Assistance Services:

iBudget Florida Waiver (for individuals with intellectual and developmental disabilities)
Statewide Medicaid Managed Care (SMMC) Long-Term Care (LTC) Program (for seniors and disabled adults)
Traumatic Brain Injury/Spinal Cord Injury (TBI/SCI) Waiver

Approved providers may deliver: