SUPPORTED EMPLOYMENT SERVICES PROVIDER IN PENNSYLVANIA

Fatumata Kaba
Oct 8
4 min read

EMPOWERING INDIVIDUALS WITH DISABILITIES TO ACCESS MEANINGFUL WORK AND INTEGRATE INTO THE WORKFORCE THROUGH PERSON-CENTERED SUPPORTS

Supported Employment Services in Pennsylvania are Medicaid-funded and state-supported services that assist individuals with intellectual disabilities, autism, and other disabilities in preparing for, obtaining, and maintaining competitive integrated employment. These services are delivered through the Office of Developmental Programs (ODP) and authorized under Pennsylvania’s HCBS Waivers, including the Consolidated, Person/Family Directed Support (P/FDS), and Community Living Waivers. Additional coordination may occur with the Pennsylvania Office of Vocational Rehabilitation (OVR).

1. GOVERNING AGENCIES

Agency: Pennsylvania Department of Human Services (DHS) – Office of Developmental Programs (ODP)

Role: Administers the state’s Medicaid waivers and oversees provider enrollment, training, and compliance.

Agency: Office of Vocational Rehabilitation (OVR)

Role: Funds and coordinates short-term employment supports and transitions to long-term waiver-funded services.

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight for HCBS waivers, including Supported Employment services.

Agency: Pennsylvania Secretary of State – Department of State (DOS)

Role: Registers legal business entities providing employment services in Pennsylvania.

2. SUPPORTED EMPLOYMENT SERVICES OVERVIEW

Supported Employment includes individualized services to help people find and maintain competitive employment in integrated community settings.

Approved providers may deliver:

Career Assessment & Discovery: Identifying skills, preferences, and support needs.
Job Development & Placement: Resume building, interview coaching, job matching, and placement assistance.
Job Coaching & Training: On-site support to ensure job retention and skill mastery.
Follow-Along Supports: Periodic monitoring, coaching, and intervention as needed to sustain employment.
Self-Employment Support: Assistance with starting and managing a small business.
Benefits Counseling (optional): Helping individuals understand how employment impacts their benefits.
Documentation: Service logs, progress notes, time studies, and billing records for waiver and OVR compliance.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register your business with the Pennsylvania Department of State.
Obtain an EIN from the IRS and a Type 2 NPI.
Enroll as a qualified provider through ODP’s HCSIS system and PROMISe™ (Medicaid provider portal).
Complete ODP-required trainings, including ISP development and person-centered thinking.
Maintain liability and workers’ compensation insurance.
Develop a Supported Employment Services Policy & Procedure Manual based on ODP’s standards and CMS guidance.

4. PENNSYLVANIA PROVIDER ENROLLMENT PROCESS

Step 1: Register your business and obtain EIN and NPI.

Step 2: Complete provider qualification process in HCSIS (Home and Community Services Information System).

Step 3: Submit your PROMISe™ Medicaid provider application.

Step 4: Upload policies, proof of insurance, and staff credentials to HCSIS.

Step 5: Once qualified, enter into contracts with Supports Coordination Organizations (SCOs) and begin receiving referrals.

5. REQUIRED DOCUMENTATION

Articles of Incorporation or business registration
EIN and NPI confirmations
Insurance certificates (liability and workers’ comp)
ODP qualification approval
Supported Employment Policy & Procedure Manual including:
- Employment planning and job matching processes
- Coaching and follow-along protocols
- Emergency procedures and client safety plans
- Client rights and complaint resolution processes
- Documentation, data tracking, and Medicaid billing standards
- HIPAA compliance and confidentiality safeguards
- Staff training policies and supervision guidelines

6. STAFFING REQUIREMENTS

Role: Employment Specialist / Job Coach

Requirements: Background check; high school diploma or higher; experience in employment services or disability supports; completion of ODP-approved training.

Role: Program Supervisor

Requirements: Manages caseloads, quality assurance, and compliance; must complete additional supervisory training modules.

Optional Role: Benefits Counselor

Requirements: Certification through a Social Security Administration-approved program (e.g., CWIC).

All staff must complete:

ODP-required training modules
Person-centered thinking and planning
Incident management and abuse reporting
HIPAA and documentation best practices
Annual refresher and professional development training

7. MEDICAID WAIVER PROGRAMS

Supported Employment Services are available under:

Consolidated Waiver – Full array of employment and residential supports
Person/Family Directed Support (P/FDS) Waiver – For individuals living with families or independently
Community Living Waiver – For individuals not receiving 24-hour residential services
OVR Short-Term Employment Services – Provided before transitioning to waiver-funded long-term supports

8. TIMELINE TO LAUNCH

Phase: Business Formation & Policy Manual Development

Timeline: 1–2 months

Phase: ODP Qualification & PROMISe™ Enrollment

Timeline: 2–3 months

Phase: Staff Hiring, Training & Credentialing

Timeline: 30–60 days

Phase: Referral Network Building & Service Launch

Timeline: Begins once contracts are in place with SCOs and OVR (if applicable)

9. CONTACT INFORMATION

Office of Developmental Programs (ODP)

Website: https://www.myodp.org