RESPITE CARE SERVICES PROVIDER IN KANSAS

Fatumata Kaba
Jul 24
4 min read

GIVING CAREGIVERS A BREAK WHILE PROVIDING SAFE, SUPPORTIVE CARE FOR PARTICIPANTS

Respite Care Services in Kansas provide short-term care and supervision for individuals with disabilities, chronic illnesses, or age-related needs when their primary caregivers are unavailable. These services are authorized under Kansas Medicaid (KanCare) through several Home and Community-Based Services (HCBS) waiver programs to prevent caregiver burnout and maintain stability in the home.

1. GOVERNING AGENCIES

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

Role: Manages HCBS waiver programs and defines standards for respite care service delivery

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

Role: Oversees Medicaid provider enrollment, eligibility, and billing under KanCare

Agency: Managed Care Organizations (MCOs) under KanCare

Role: Authorize respite services, review Individualized Service Plans (ISPs), and reimburse providers

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight to ensure services comply with Medicaid regulations and HCBS principles

2. RESPITE CARE SERVICE OVERVIEW

Respite Care Services provide temporary relief for unpaid primary caregivers, ensuring continuity of care for participants in a safe and supervised setting.

Approved providers may deliver:

In-home respite care (temporary care provided in the participant’s home)
Out-of-home respite care (care provided in a licensed provider setting)
Planned respite for scheduled breaks and self-care time
Emergency or crisis respite when caregivers face unplanned absences
Overnight, hourly, or weekend care, based on service authorization
Supervision, personal care, and safety monitoring aligned with participant needs

All respite services must be included in the participant’s Person-Centered Service Plan (PCSP) and cannot overlap with other billed services.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register business with the Kansas Secretary of State
Obtain EIN from the IRS and NPI (Type 2)
Enroll as a Kansas Medicaid provider via the Kansas Medical Assistance Program (KMAP) portal
Coordinate with MCOs for credentialing and service authorization
Carry general liability and professional liability insurance
Develop policies on emergency care, safety, supervision, and documentation
Ensure staff complete background checks, CPR/First Aid training, and personal care assistance instruction

4. KANSAS PROVIDER ENROLLMENT PROCESS

Initial Application:

Enroll as an HCBS Respite Care provider through the KMAP portal
Notify KanCare MCOs (Sunflower Health Plan, UnitedHealthcare, Aetna) for credentialing and contracting

Documentation Submission:

Submit Articles of Incorporation, EIN/NPI confirmation, policy manual, insurance certificates, and training records

Program Readiness Review:

KDADS or MCOs may request a service readiness interview or program review

Approval & Medicaid Enrollment:

Upon approval, billing codes for respite services are assigned (typically by 15-minute units or daily care)

5. REQUIRED DOCUMENTATION

Articles of Incorporation or Business License (Kansas Secretary of State)
IRS EIN confirmation
NPI confirmation
Proof of general liability and professional liability insurance
Respite Care Services Policy & Procedure Manual including:
- Intake and care planning procedures
- Emergency preparedness, incident reporting, and supervision protocols
- HIPAA compliance, participant rights, and grievance procedures
- Staff credentialing, background checks, and training logs
- Medicaid billing forms, care logs, and audit-ready documentation

6. STAFFING REQUIREMENTS

Role: Respite Program Supervisor

Requirements: Background in health, human services, or caregiving coordination preferred; background check clearance

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

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

All staff must complete:

HIPAA and confidentiality training
Emergency response and abuse prevention training
Participant safety, care documentation, and rights training
Annual competency evaluations and continuing education

7. MEDICAID WAIVER PROGRAMS

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

Intellectual/Developmental Disability (IDD) Waiver
Physical Disability (PD) Waiver
Frail Elderly (FE) Waiver
Brain Injury (BI) Waiver
Autism Waiver
Technology Assisted (TA) Waiver (when applicable)

Approved providers may deliver:

Temporary supervision and personal assistance in-home or off-site
Short-term caregiver relief during planned or emergency needs
Personal care, meal prep, and mobility assistance during respite periods

8. TIMELINE TO LAUNCH

Phase: Business Formation, Policy Development, and Insurance Setup

Timeline: 1–2 months

Phase: Staff Hiring, Credentialing, and Training

Timeline: 2–3 months

Phase: Medicaid Enrollment and MCO Credentialing

Timeline: 60–90 days

Phase: Billing System Setup and Respite Service Launch

Timeline: 30–45 days

9. CONTACT INFORMATION

Kansas Department for Aging and Disability Services (KDADS)

Website: https://kdads.ks.gov

Kansas Department of Health and Environment (KDHE)

Website: https://www.kdhe.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 RESPITE CARE PROVIDER

WCG supports caregiver agencies, direct care organizations, and HCBS service agencies in launching Medicaid-compliant Respite Care Services throughout Kansas under KanCare.

Scope of Work: