PERSONAL CARE SERVICES PROVIDER IN KANSAS

SUPPORTING DAILY INDEPENDENCE FOR INDIVIDUALS THROUGH ASSISTANCE WITH ROUTINE LIVING TASKS

Personal Care Services in Kansas help individuals with disabilities, chronic health conditions, or age-related needs perform essential daily tasks. These services are provided under Kansas Medicaid (KanCare) through various Home and Community-Based Services (HCBS) waiver programs. The goal is to support participants in maintaining their independence and avoiding institutional placement.

1. GOVERNING AGENCIES

Agency: Kansas Department of Health and Environment (KDHE) — Division of Health Care Finance

Role: Oversees Medicaid eligibility, provider enrollment, and reimbursement

Agency: Kansas Department for Aging and Disability Services (KDADS)

Role: Manages HCBS waiver programs and defines service guidelines for Personal Care Services

Agency: Managed Care Organizations (MCOs) under KanCare

Role: Authorize services, develop participant care plans, and reimburse providers

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight, ensuring Personal Care Services meet quality, safety, and compliance standards under Medicaid

2. PERSONAL CARE SERVICE OVERVIEW

Personal Care Services include non-medical, hands-on assistance with everyday tasks required to live safely at home and in the community. Services must be part of the participant’s Person-Centered Service Plan (PCSP).

Approved providers may deliver:

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

• Help with Instrumental Activities of Daily Living (IADLs) like meal preparation, laundry, light housekeeping, and medication reminders

• Supervision and cueing for individuals with cognitive impairments

• Transfer and mobility assistance within the home

• Basic health observation and reporting of changes to supervisors

• Community support related to functional needs, when authorized

All services must be delivered in accordance with the participant’s service authorization and may not duplicate services provided by informal supports.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register your business with the Kansas Secretary of State

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

• Enroll as a Medicaid provider through the Kansas Medical Assistance Program (KMAP) portal

• Maintain general liability and professional liability insurance

• Develop service delivery, safety, documentation, and participant protection policies

• Ensure compliance with background checks and staff training standards

4. KANSAS PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

• Apply through the KMAP portal as a Personal Care Services provider

• Notify the appropriate MCOs (Sunflower Health Plan, Aetna Better Health of Kansas, and UnitedHealthcare Community Plan) to initiate credentialing

Documentation Submission:

• Submit Articles of Incorporation, EIN/NPI, liability insurance, policy manual, and training verification

Readiness Review:

• KDADS or MCOs may conduct a readiness review, including assessment of documentation systems, staff files, and service protocols

Approval & Medicaid Enrollment:

• Upon approval, billing codes are assigned, typically for 15-minute service units

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License (Kansas Secretary of State)

• IRS EIN confirmation

• NPI confirmation

• Proof of general and professional liability insurance

• Personal Care Services Policy & Procedure Manual, including:

  • Participant intake, care plan implementation, and task tracking procedures

  • Incident reporting, infection control, and emergency preparedness policies

  • Confidentiality, participant rights, and grievance handling protocols

  • Staff training records, background checks, and supervision logs

  • Medicaid billing forms, service logs, and audit-ready documentation

6. STAFFING REQUIREMENTS

Role: Personal Care Services Program Supervisor

Requirements: Experience in healthcare, social services, or personal assistance program oversight preferred; background check required

Role: Personal Care Aides / Attendants

Requirements: High school diploma or GED preferred; CPR/First Aid certification encouraged; completion of personal care training; background check clearance

All staff must complete:

• HIPAA compliance and participant rights training

• Emergency response, abuse prevention, and infection control training

• ADL/IADL task training aligned with participant support needs

• Annual evaluations and continuing education updates

7. MEDICAID WAIVER PROGRAMS

Personal Care Services are authorized under the following Kansas HCBS waiver programs:

• Frail Elderly (FE) Waiver

• Physical Disability (PD) Waiver

• Intellectual/Developmental Disability (IDD) Waiver

• Brain Injury (BI) Waiver

• Technology Assisted (TA) Waiver

Approved providers may deliver:

• In-home assistance with ADLs/IADLs

• Supervision and behavioral prompting when necessary

• Mobility and transfer support

• Short-term and ongoing personal care support aligned with the PCSP

8. TIMELINE TO LAUNCH

Phase: Business Registration and Documentation Development

Timeline: 1–2 months

Phase: Staff Hiring, Credentialing, and Policy Finalization

Timeline: 2–3 months

Phase: KMAP Enrollment and MCO Credentialing

Timeline: 60–90 days

Phase: Billing Setup and Personal Care Service Launch

Timeline: 30–45 days

9. CONTACT INFORMATION

Kansas Department of Health and Environment (KDHE)

Website: https://www.kdhe.ks.gov

Kansas Department for Aging and Disability Services (KDADS)

Website: https://kdads.ks.gov

Kansas Medical Assistance Program (KMAP)

Website: https://www.kmap-state-ks.us

KanCare MCOs:

• Sunflower Health Plan: https://www.sunflowerhealthplan.com

• UnitedHealthcare Community Plan: https://www.uhccommunityplan.com/ks

• Aetna Better Health of Kansas: https://www.aetnabetterhealth.com/kansas

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

WCG supports personal care agencies, independent care providers, and Medicaid service organizations in launching Personal Care Services across Kansas under KanCare.

Scope of Work:

• Business formation, Medicaid enrollment, and MCO credentialing

• Personal Care Services Policy & Procedure Manual development

• Staff credentialing tools, ADL/IADL task logs, and supervision templates

• Medicaid billing system setup and audit-readiness support

• Website, domain, and professional branding services

• Participant intake documentation and compliance workflow design

• Quality assurance systems for service tracking, grievances, and performance review

• Referral development with discharge planners, care coordinators, and case managers

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