SPECIALIZED MEDICAL EQUIPMENT PROVIDER IN KANSAS

EMPOWERING INDEPENDENT LIVING THROUGH CUSTOMIZED MEDICAL EQUIPMENT AND ASSISTIVE TECHNOLOGY

Specialized Medical Equipment (SME) services in Kansas provide individuals with the devices and supplies necessary to enhance functional independence, mobility, communication, and safety in the home or community. These services are available under Kansas Medicaid (KanCare) and are typically authorized through specific HCBS waiver programs.

1. GOVERNING AGENCIES

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

Role: Administers Medicaid benefits and oversees provider enrollment and reimbursement for durable medical equipment (DME) and SME.

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

Role: Establishes service standards for SME within HCBS waivers, including definitions of covered equipment and clinical criteria.

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Ensures federal guidelines are met for reimbursement and medical necessity of equipment under Medicaid.

Agency: Managed Care Organizations (MCOs) under KanCare

Role: Approve service authorizations, facilitate claims processing, and monitor care outcomes for participants receiving SME.

2. SERVICE OVERVIEW

Specialized Medical Equipment includes items not typically covered under standard DME, designed to meet specific participant needs.

Approved providers may supply:

• Adaptive devices to promote self-care and independence

• Environmental controls and alert systems (e.g., voice-activated lights, emergency call systems)

• Mobility and transfer aids (e.g., customized wheelchairs, Hoyer lifts)

• Specialized communication equipment

• Assistive technology tailored to the individual’s disability

• Modifications to equipment to accommodate the participant’s environment or needs

All equipment must be listed in the participant’s Individualized Service Plan (ISP) and justified with supporting clinical documentation and a physician’s order.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register your business with the Kansas Secretary of State

• Obtain IRS EIN and Type 2 NPI

• Enroll with Kansas Medicaid via the Kansas Medical Assistance Program (KMAP)

• Secure general liability and product liability insurance

• Submit equipment pricing and procurement policies

• Employ or contract with licensed professionals (e.g., Assistive Technology Professionals, Occupational or Physical Therapists, as needed for assessments)

• Ensure HIPAA compliance and develop protocols for equipment delivery, maintenance, and documentation

4. KANSAS PROVIDER ENROLLMENT PROCESS

Step 1: Medicaid Enrollment

• Apply through KMAP as a provider of Specialized Medical Equipment/Durable Medical Equipment

• Complete credentialing with each KanCare MCO

Step 2: Documentation Submission

• Provide proof of business registration, insurance, product sourcing, and maintenance capabilities

• Submit staff credentials and the equipment-related policy manual

Step 3: Authorization & Service Delivery

• Obtain the physician’s order and clinical documentation

• Coordinate assessment (if required) for the participant’s equipment needs

• Submit a service request to MCO for approval

• Deliver, install, and train participants on equipment use

• Submit claims using appropriate HCPCS or CPT codes

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or a Kansas business license

• IRS EIN verification

• NPI registration confirmation

• Proof of insurance coverage (liability/product liability)

• Vendor agreements or product catalogs

• SME Provider Policies & Procedures Manual, including:

  • Equipment delivery and maintenance policies

  • Intake and equipment assessment forms

  • Informed consent and training documentation

  • Recordkeeping and claims protocols

  • Critical incident response and equipment malfunction protocols

  • Staff qualifications and HIPAA compliance policies

6. STAFFING REQUIREMENTS

Role: Equipment Technician / Delivery Specialist

Requirements: Experience in medical equipment installation, maintenance, and participant training; background check clearance

Role (optional): Assistive Technology Specialist or Therapist

Requirements: Certified ATP, OT, or PT for assessments and clinical justification; licensed in Kansas

All staff must complete:

• HIPAA training

• Infection control and equipment sanitization procedures

• Emergency response and participant safety training

• Annual training on new technologies and Medicaid updates

7. MEDICAID PROGRAMS & HCBS WAIVERS

SME is covered under:

• Kansas Medicaid State Plan (DME coverage)

• KanCare MCO contracts

• HCBS Waivers (with ISP documentation):

  • Intellectual/Developmental Disability (IDD) Waiver

  • Physical Disability (PD) Waiver

  • Frail Elderly (FE) Waiver

  • Technology Assisted (TA) Waiver

  • Brain Injury (BI) Waiver

  • Autism Waiver

Delivery settings may include:

• Participant homes

• Adult day programs

• Residential care settings

• Virtual consultations for tech support or training

8. TIMELINE TO LAUNCH

Phase: Business Registration and Manual Development

Timeline: 1–2 months

Phase: KMAP Enrollment and MCO Credentialing

Timeline: 2–3 months

Phase: Staff Onboarding and Service Workflow Setup

Timeline: 1 month

Phase: Equipment Procurement and Services Launch

Timeline: 30–60 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 SPECIALIZED MEDICAL EQUIPMENT PROVIDER

WCG supports DME suppliers, home health agencies, and tech-based providers in establishing compliant SME services under Medicaid and HCBS waivers across Kansas.

Scope of Work:

• Business formation and KMAP enrollment

• MCO credentialing and SME policy manual development

• Staff hiring templates, equipment sourcing protocols, and maintenance tracking tools

• Medicaid coding, billing setup, and audit documentation preparation

• Branding, website development, and referral outreach

• Care coordination tools and outcomes tracking systems

Continue To Our Client Portal To Get Started

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