PERSONAL EMERGENCY RESPONSE SYSTEM (PERS) PROVIDER IN WEST VIRGINIA

Fatumata Kaba
2 days ago
3 min read

PROVIDING 24/7 MONITORED ALERT DEVICES TO HELP VULNERABLE INDIVIDUALS LIVE SAFELY AND INDEPENDENTLY IN THEIR OWN HOMES

Personal Emergency Response Systems (PERS) are electronic devices that allow individuals to quickly summon help in an emergency. Commonly used by older adults and individuals with disabilities, these systems are vital for people at risk of falls, sudden illness, or living alone. In West Virginia, PERS is a covered service under Medicaid waiver programs, especially the Aged and Disabled Waiver (ADW) and Traumatic Brain Injury Waiver (TBIW). Oversight is provided by the West Virginia Department of Health and Human Resources (WVDHHR) and the Bureau for Medical Services (BMS), with prior authorization and utilization review handled by Acentra Health (formerly Kepro).

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1. GOVERNING AGENCIES

Agency: West Virginia Department of Health and Human Resources (WVDHHR)

Role: Manages Medicaid waiver programs and PERS provider oversight.

Agency: Bureau for Medical Services (BMS)

Role: Processes provider enrollment, billing, and PERS policy compliance.

Agency: Acentra Health (formerly Kepro)

Role: Conducts functional assessments, approves service plans, and authorizes PERS use.

2. PERSONAL EMERGENCY RESPONSE SYSTEM SERVICES OVERVIEW

PERS provides 24/7 access to emergency support. Participants wear a pendant or wristband with an alert button that connects them to a response center, which dispatches emergency services or a designated caregiver.

Covered services may include:

Installation of the electronic unit and wearable alert device
24/7 monitoring by a certified emergency response center
Maintenance, testing, and equipment replacement
Caregiver or emergency contact notifications
Optional fall detection technology

PERS must be listed in the Person-Centered Service Plan (PCSP) or Individual Service Plan (ISP) as medically necessary to prevent institutionalization.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register your business with the WV Secretary of State
Obtain an EIN and Type 2 NPI
Enroll as a Medicaid waiver provider through Gainwell Technologies
Submit a PERS provider application to BMS or a waiver-specific program
Establish a contract with a 24/7 emergency monitoring center
Develop a PERS Services Policy & Procedure Manual
Ensure staff receive training on equipment setup, documentation, and HIPAA compliance

4. WEST VIRGINIA PROVIDER ENROLLMENT PROCESS

Step 1: Register the business and secure an EIN and an NPI

Step 2: Submit provider enrollment to BMS via Gainwell Technologies

Step 3: Submit application to provide PERS under the applicable waiver (e.g., ADW, TBIW)

Step 4: Provide documentation for the monitoring center partnership and backup systems

Step 5: Submit Policy & Procedure Manual for review

Step 6: Begin accepting referrals upon approval and ISP/PCSP authorization

5. REQUIRED DOCUMENTATION

Business registration and Medicaid provider ID
Agreement with a certified 24/7 emergency monitoring center
Medicaid waiver authorization from Acentra (participant-specific)
Policy & Procedure Manual including:
- Installation protocols and user education
- Device maintenance and monitoring standards
- Emergency call response workflows
- Equipment failure procedures and replacement timelines
- HIPAA and client privacy policies
- Incident reporting and documentation templates
- Monthly service logs and billing records

6. STAFFING REQUIREMENTS

Role: PERS Technician / Installer

Requirements:

Trained in device installation, troubleshooting, and participant instruction
HIPAA-compliant and capable of documenting service provision
Background check through WV CARES

Role: Monitoring Center Operator (external or subcontracted)

Requirements:

Available 24/7/365
Certified to respond to medical and non-medical alerts
Must maintain documentation logs and emergency response records

All staff must complete:

HIPAA and abuse prevention training
Emergency response training
Documentation and billing standards orientation
Annual policy and safety reviews

7. MEDICAID PROGRAMS THAT COVER PERS

Aged and Disabled Waiver (ADW) – When PERS is necessary to support community living
Traumatic Brain Injury Waiver (TBIW) – For individuals with memory, mobility, or cognitive impairments
Other waiver programs on a case-by-case basis, based on risk and ISP/PCSP recommendations

Note: PERS may not be reimbursed under State Plan Medicaid outside of a waiver program.

8. TIMELINE TO LAUNCH

Phase: Business Registration & Medicaid Enrollment

Timeline: 2–4 weeks

Phase: Monitoring Center Partnership & Manual Development

Timeline: 2–3 weeks

Phase: Documentation Submission & Authorization Approval

Timeline: 1–2 months

Phase: Service Launch

Timeline: Begins once referrals are received and ISP/PCSP authorization is issued

9. CONTACT INFORMATION

WV Bureau for Medical Services (BMS)