RESPITE CARE SERVICES PROVIDER IN INDIANA

SUPPORTING CAREGIVERS AND PROMOTING PARTICIPANT WELL-BEING THROUGH SHORT-TERM RELIEF SERVICES

Respite Care Services in Indiana provide temporary, short-term relief for unpaid caregivers of individuals with disabilities, chronic illnesses, or age-related needs. These services help prevent caregiver burnout, support family stability, and ensure participants continue receiving safe, high-quality care. Respite Care is authorized under Indiana Medicaid Home and Community-Based Services (HCBS) Waiver programs.

1. GOVERNING AGENCIES

Agency: Indiana Family and Social Services Administration (FSSA) — Division of Disability and Rehabilitative Services (DDRS) and Division of Aging

Role: Oversees authorization, provider enrollment, quality assurance, and participant protections for Respite Care Services under HCBS Waivers

Agency: Indiana Office of Medicaid Policy and Planning (OMPP)

Role: Administers Medicaid funding for Respite Services and manages provider enrollment and claims reimbursement

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight, ensuring Medicaid-funded Respite Care Services align with HCBS Settings Rule, participant-centered care principles, and safety standards

2. RESPITE CARE SERVICE OVERVIEW

Respite Care Services offer substitute support and supervision for participants when their primary caregiver is unavailable, whether for planned relief, emergency situations, or unexpected caregiver needs.

Approved providers may deliver:

• In-home respite care: Provided in the participant’s primary residence

• Out-of-home respite care: Provided at a qualified facility or provider-operated setting

• Planned respite: Scheduled relief to support caregiver self-care and personal needs

• Emergency respite: Crisis-based temporary care due to caregiver hospitalization, emergencies, or urgent needs

• Personal assistance during respite: Support with Activities of Daily Living (ADLs), medication reminders, mobility support, and basic health monitoring

All services must be aligned with the participant’s Individualized Service Plan (ISP) and based on assessed needs for caregiver relief and participant safety.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business entity with the Indiana Secretary of State

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

• Enroll as a Medicaid Waiver provider through the Indiana Medicaid Provider Enrollment Portal

• Maintain general liability and professional liability insurance

• Obtain necessary facility licensure if providing facility-based respite (if applicable)

• Develop policies for participant intake, emergency procedures, staffing, participant rights, and incident reporting

• Ensure all direct care staff meet background screening, credentialing, and training standards

4. INDIANA PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

• Submit Provider Enrollment Application through the Indiana Medicaid Provider Portal for Respite Care Services under the appropriate waiver programs

Application and Documentation Submission:

• Provide Articles of Incorporation, EIN/NPI confirmation, insurance certificates, operational policies, staff credentialing records, and participant intake procedures

Program Readiness Review:

• FSSA (DDRS or Division of Aging) reviews provider readiness, including staffing, participant safety protocols, documentation systems, and service quality standards

Approval & Medicaid Enrollment:

• Upon approval, providers are authorized to bill Medicaid for respite care services by unit (hourly, daily), depending on the program guidelines

5. REQUIRED DOCUMENTATION

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

• IRS EIN confirmation

• NPI confirmation

• Proof of general liability and professional liability insurance

• Facility licensing (if providing overnight facility-based care)

• Respite Care Services Policy & Procedure Manual, including:

  • Participant intake, caregiver relief planning, and emergency response procedures

  • Personal assistance, medication reminder, and supervision protocols

  • Participant rights protections, HIPAA confidentiality, and grievance policies

  • Staff hiring, background checks, credentialing, and training policies

  • Critical incident reporting and risk management protocols

  • Medicaid billing, service tracking, and audit readiness documentation

6. STAFFING REQUIREMENTS

Role: Respite Services Program Director / Supervisor

Requirements: Bachelor’s degree in human services, healthcare, or a related field preferred; background screening clearance; supervisory experience in direct care settings

Role: Respite Care Workers / Direct Support Professionals (DSPs)

Requirements: High school diploma or GED minimum; CPR/First Aid certification recommended; completion of direct care training; background screening clearance

All staff must complete:

• Participant safety, abuse prevention, and emergency preparedness training

• HIPAA compliance and participant confidentiality training

• Infection control and emergency response training

• Person-centered care and support strategies training

• Annual competency assessments and continuing education

7. MEDICAID WAIVER PROGRAMS

Respite Care Services are available under the following Indiana Medicaid Waivers:

• Community Integration and Habilitation (CIH) Waiver

• Family Supports Waiver (FSW)

• Aged and Disabled (A&D) Waiver

• Traumatic Brain Injury (TBI) Waiver

Approved providers may deliver:

• Temporary in-home or facility-based care

• Supervision and support with ADLs and health maintenance tasks

• Emergency respite during caregiver crises

• Personal support to maintain participant health, safety, and engagement

8. TIMELINE TO LAUNCH

Phase: Business Formation, Licensing (if facility-based), and Compliance Preparation

Timeline: 1–2 months

Phase: Staff Hiring, Credentialing, and Respite Program Development

Timeline: 2–3 months

Phase: Indiana Medicaid Enrollment and Provider Readiness Review

Timeline: 60–90 days

Phase: Medicaid Billing Setup and Respite Care Service Launch

Timeline: 30–45 days

9. CONTACT INFORMATION

Indiana Family and Social Services Administration (FSSA) — Division of Disability and Rehabilitative Services (DDRS)

Website: https://www.in.gov/fssa/ddrs/

Indiana Division of Aging

Website: https://www.in.gov/fssa/da/

Indiana Medicaid Provider Portal

Website: https://www.in.gov/medicaid/providers/

Centers for Medicare & Medicaid Services (CMS)

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

WAIVER CONSULTING GROUP’S START-UP ASSISTANCE SERVICE — INDIANA RESPITE CARE SERVICES PROVIDER

WCG supports respite care agencies, home care companies, and facility-based care providers in launching Medicaid-compliant Respite Care Services across Indiana.

Scope of Work:

• Business registration, Medicaid enrollment, and compliance setup support

• Development of Respite Care Services Policy & Procedure Manual

• Staff credentialing templates, intake and care planning forms, and incident tracking tools

• Medicaid billing system setup and claims management support

• Website, domain, and professional branding setup

• Emergency response and crisis respite program development

• Quality assurance systems for service monitoring, documentation audits, and participant satisfaction surveys

• Partnership development with case managers, hospitals, and caregiver support organizations

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.