RESPITE CARE SERVICES PROVIDER IN OKLAHOMA

Fatumata Kaba
Sep 3
4 min read

PROVIDING TEMPORARY RELIEF FOR FAMILY CAREGIVERS WHILE ENSURING CONTINUITY OF QUALITY SUPPORT FOR PARTICIPANTS

Respite Care Services in Oklahoma offer short-term relief to unpaid primary caregivers of individuals with disabilities, chronic conditions, or aging-related needs. These services can be delivered in the home or community, ensuring the individual receives appropriate care while the caregiver rests or attends to personal responsibilities. Respite Care Services are authorized under Oklahoma Medicaid Home and Community-Based Services (HCBS) Waiver programs and the State Plan (when applicable).

1. GOVERNING AGENCIES

Agency: Oklahoma Health Care Authority (OHCA)

Role: Oversees Medicaid reimbursement, provider enrollment, and policy implementation for respite services.

Agency: Oklahoma Department of Human Services (OKDHS) – Aging and Developmental Disabilities Services

Role: Coordinates respite authorizations and care planning for waiver-enrolled individuals.

Agency: Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS)

Role: May coordinate crisis-related respite services for individuals with behavioral health needs.

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Ensures that respite care services comply with federal HCBS waiver standards and participant protections.

2. RESPITE CARE SERVICES OVERVIEW

Respite care provides temporary support and supervision for individuals who are normally cared for by family or other unpaid caregivers. It is intended to prevent caregiver burnout and promote long-term caregiving sustainability.

Approved providers may deliver:

In-Home Respite: Providing care and supervision in the participant’s residence.
Out-of-Home Respite: Temporary care in licensed respite centers, adult day settings, or certified provider homes.
Emergency Respite: Crisis-based support for families during unexpected events or caregiver illness.
Planned Respite: Scheduled short-term care based on caregiver needs.
Behavioral Support (if applicable): Care for individuals with behavioral needs during respite stays.
Personal Care: Bathing, dressing, feeding, toileting, and basic health monitoring.
Documentation: Recording time, services provided, participant condition, and incident reports.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register your business with the Oklahoma Secretary of State.
Obtain an EIN from the IRS and NPI (Type 2).
Enroll through the Oklahoma SoonerCare Provider Portal (OHCA) or OKDHS Provider Enrollment (for waiver-based services).
Maintain general and professional liability insurance.
Obtain necessary licensure or certification if offering out-of-home care in a facility setting.
Develop policies for supervision, emergency response, personal care, and documentation.
Ensure staff complete background checks and meet respite care training requirements.

4. OKLAHOMA PROVIDER ENROLLMENT PROCESS

Initial Application:

Apply as a respite care provider through OHCA or OKDHS depending on the waiver population.

Documentation Submission:

Submit business credentials, insurance documentation, staff training logs, policy manuals, and service models.

Compliance Review:

Agencies review readiness, emergency planning, staffing ratios, and health/safety protocols.

Approval & Medicaid Billing:

Once approved, providers receive Medicaid billing authorization and may begin delivering services.

5. REQUIRED DOCUMENTATION

Articles of Incorporation or Business License
IRS EIN confirmation
NPI registration
Insurance certificates (liability, workers’ compensation)
Respite Care Policy & Procedure Manual including:
- Participant supervision and safety procedures
- Staff credentialing and training documentation
- Service logs and Medicaid billing protocols
- Emergency response and incident reporting protocols
- HIPAA compliance, participant rights, and grievance handling
- Infection control and home safety procedures
- Quality assurance and caregiver satisfaction tracking

6. STAFFING REQUIREMENTS

Role: Respite Program Administrator

Requirements: Experience in home and community-based care, program management, and HCBS compliance.

Role: Respite Caregivers / Direct Support Staff

Requirements: High school diploma or GED; CPR/First Aid certified; background check clearance; training in personal care and participant safety.

Role: Licensed Nursing Staff (if providing skilled respite care)

Requirements: Active Oklahoma RN or LPN license; oversight of delegated care tasks.

All staff must complete:

Respite care training including ADLs, safety, and emergency protocols
HIPAA and participant rights modules
Annual competency assessments and continuing education
Incident documentation and reporting protocols

7. MEDICAID WAIVER PROGRAMS

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

ADvantage Waiver – for older adults and adults with physical disabilities
Medically Fragile Waiver – for individuals with high medical needs
In-Home Supports Waiver for Adults – via Developmental Disabilities Services (DDS)
In-Home Supports Waiver for Children – via DDS
Community Waiver – for individuals with IDD needing full-time supports
Living Choice Program – for transitioning individuals from institutional care
SoonerCare State Plan – limited respite care under EPSDT or behavioral health plans