Arkansas - Medical Supply Service — Licensing, Medicaid Enrollment and Startup Requirements

Last reviewed: 2026-09-09

The Arkansas Department of Human Services (DHS) Division of Medical Services (DMS) enrolls Medical Supply Service providers to furnish durable medical equipment (DME) and disposable supplies to participants in waivers such as ARChoices in Homecare and the Community and Employment Supports (CES) Waiver. Providers do not obtain a distinct HCBS medical supply license; instead, they must enroll as standard Arkansas Medicaid DME or Pharmacy providers and add the appropriate waiver taxonomy codes.

Before an application is accepted in the Arkansas Medicaid MMIS Provider Portal, applicants must secure CMS-recognized accreditation and active Medicare enrollment. Arkansas Medicaid requires the submission of a Medicare Verification Form with the enrollment package, and failure to provide proof of active Medicare enrollment results in immediate denial of the state Medicaid application.

1. Service Definition and Scope

In Arkansas, Medical Supply Services encompass durable medical equipment and disposable supplies furnished, fitted, and serviced for waiver participants. These items must be necessary to address the participant's physical conditions and assist them in remaining in their home or community.

The service covers items not otherwise covered by the Medicaid State Plan or Medicare, or items where the State Plan limits have been exhausted. All supplies and equipment must be authorized in the participant's Person-Centered Service Plan (PCSP).

• Covered Items: Durable medical equipment, nutritional supplements, and disposable medical supplies.
• Exclusions: Items that are not of direct medical or remedial benefit to the participant.
• Authorization: Must be explicitly detailed and approved in the participant's PCSP.
• Delivery: Providers must ensure direct delivery and proper fitting of equipment at the participant's residence.
• Maintenance: Includes routine servicing and repair of provided durable medical equipment.

2. Regulatory and Oversight Agencies

The primary oversight body for Medicaid enrollment and policy in Arkansas is the Department of Human Services (DHS) Division of Medical Services (DMS). DMS manages the provider enrollment process, sets reimbursement rates, and enforces compliance with state and federal Medicaid regulations.

Waiver-specific oversight is shared with the DHS Division of Provider Services and Quality Assurance (DPSQA) and the Division of Developmental Disabilities Services (DDS), depending on the specific waiver program the participant is enrolled in.

• Arkansas Department of Human Services (DHS): https://humanservices.arkansas.gov
• DHS Division of Medical Services (DMS): https://humanservices.arkansas.gov/divisions-shared-services/medical-services
• Arkansas Medicaid MMIS Provider Portal: https://portal.mmis.arkansas.gov
• DHS Division of Provider Services and Quality Assurance (DPSQA): https://humanservices.arkansas.gov/divisions-shared-services/provider-services-quality-assurance
• Centers for Medicare & Medicaid Services (CMS): https://www.cms.gov

3. Gatekeeping Prerequisites: Who Can Even Apply

Arkansas does not issue a standalone HCBS license for Medical Supply Services. Instead, applicants must meet the structural prerequisites for standard DME or Pharmacy provider enrollment. The state strictly enforces federal and state-specific prerequisites before an application can be processed.

Applicants must possess active Medicare enrollment and CMS-recognized accreditation. Arkansas Medicaid requires a completed Medicare Verification Form; applications submitted without this documentation are rejected.

• Medicare Enrollment: Mandatory active enrollment as a Medicare DMEPOS supplier.
• CMS Accreditation: Must hold current accreditation from a CMS-approved accrediting organization.
• Business Licensure: Must hold a valid Arkansas business license or out-of-state equivalent if operating across state lines.
• Physical Location: Must maintain a physical operating location that matches the practice location address on the application.
• NPI Requirement: Must possess an active National Provider Identifier (NPI) Type 2 for the organization.

4. Licensure and Certification Requirements

Because there is no specific HCBS Medical Supply license, providers must comply with the licensing requirements applicable to their specific provider type (e.g., DME supplier or Pharmacy). The license name, number, and expiration date must exactly match Arkansas licensing board records.

Providers must forward license and certification renewals to Arkansas Medicaid within 30 days of issuance. Failure to maintain and report active licensure results in the cancellation of Medicaid enrollment.

• Pharmacy Board Licensure: Required if dispensing medical gases or other items regulated by the Arkansas State Board of Pharmacy.
• DME Certification: Must maintain CMS-recognized DMEPOS accreditation.
• Out-of-State Providers: Must hold a valid professional license in good standing in their home state.
• Renewal Reporting: Renewals must be submitted to DMS within 30 days of issuance.
• Name Matching: The business name on the license must exactly match the W-9 and Medicaid application.

5. Medicaid Provider Enrollment

Enrollment is conducted electronically through the Arkansas Medicaid MMIS Provider Portal. Providers must submit demographic data, taxonomy codes, and specific supplementary forms, including the DMS-675 Ownership and Conviction Disclosure.

Institutional and high-risk providers are subject to the CY 2026 federal application fee of $750. Providers inactive for 6 months must submit a completely new application.

• Application Portal: All initial applications must be submitted via the MMIS Provider Portal.
• Federal Fee: $750 application fee applies to high-risk institutional providers.
• Form DMS-675: Ownership and Conviction Disclosure form is mandatory for all applicants.
• W-9 Form: Must include a certified W-9 with a Tax Identification Number matching IRS records.
• EFT Authorization: Electronic Funds Transfer is the only payment method; requires a voided check or bank letter.

6. Staffing, Training and Background Checks

While Medical Supply Services do not involve extensive direct care staffing, personnel who interact with waiver participants or handle sensitive data must meet state background check requirements. Arkansas utilizes the DCO-92 form for criminal history record checks.

Staff responsible for fitting or servicing equipment must hold the appropriate professional credentials or manufacturer certifications required for the specific equipment provided.

• Form DCO-92: Arkansas Criminal History Record Check Request required for staff serving vulnerable populations.
• Exclusion Checks: Providers must verify staff against the Arkansas DHS Excluded Provider List and federal OIG LEIE.
• Professional Credentials: Respiratory therapists or specialized fitters must maintain active state licenses.
• Manufacturer Training: Staff must be trained and certified by manufacturers for complex rehab technology or specialized DME.
• Record Maintenance: Personnel files must contain proof of background checks and current credentials.

7. Documentation, Policies and Records

Providers must maintain comprehensive records demonstrating that supplies and equipment were authorized, delivered, and received by the participant. Documentation must align with the participant's PCSP and Arkansas Medicaid provider manual requirements.

Records must be retained for a minimum of five years from the date of service and must be readily available for audit by DMS or DPSQA.

• Delivery Receipts: Must include the participant's signature, date of delivery, and description of items received.
• PCSP Alignment: Records must show that all billed items were explicitly authorized in the service plan.
• Warranty Records: Must maintain documentation of equipment warranties and repair histories.
• Financial Records: Must keep accurate billing and EFT remittance records.
• Retention Period: All service and billing records must be retained for at least five years.

8. Billing, Rates and Claims

Medical Supply Services are billed using specific HCPCS procedure codes as outlined in the Arkansas Medicaid DME Provider Manual. Claims are submitted electronically through the MMIS portal.

Reimbursement is based on the Arkansas Medicaid fee schedule. Items requiring prior authorization must have the authorization number included on the claim to ensure payment.

• Claim Format: Claims must be submitted electronically using the 837P format or via the MMIS portal.
• Procedure Codes: Must use valid HCPCS codes corresponding to the authorized equipment or supplies.
• Prior Authorization: Required for specific high-cost or specialized items before delivery and billing.
• Fee Schedule: Rates are published on the Arkansas Medicaid website and updated periodically.
• Payment Method: All reimbursements are processed via Electronic Funds Transfer (EFT).

9. Approval Sequence and Timeline

The approval process begins with securing Medicare enrollment and CMS accreditation. Once these are obtained, the provider submits the electronic application via the MMIS Provider Portal along with all required attachments.

Arkansas Medicaid reviews the application, verifies licenses and Medicare status, and processes the DCO-92 background checks. The standard processing time is 30 to 60 days, provided all documentation is accurate and complete.

• Step 1: Obtain CMS-recognized accreditation and Medicare DMEPOS enrollment.
• Step 2: Submit the electronic application through the MMIS Provider Portal.
• Step 3: Upload required forms including DMS-675, W-9, and Medicare Verification Form.
• Step 4: Submit DCO-92 background check forms to the Provider Enrollment Unit.
• Step 5: Receive the unique Arkansas Medicaid provider number upon final approval.

10. Common Denials and Survey Findings

Applications are frequently denied or delayed due to missing documentation or mismatched information. Arkansas DHS rejects applications missing any required document, which restarts the entire submission cycle.

During audits, common findings include billing for items not authorized in the PCSP, missing delivery signatures, and failure to report license renewals within the required 30-day window.

• Name Mismatches: Discrepancies between the W-9, application, and state licenses cause immediate denial.
• Missing Medicare Proof: Failure to include the Medicare Verification Form results in application rejection.
• Incomplete DCO-92: Missing or improperly signed background check forms halt the enrollment process.
• Unauthorized Billing: Audits frequently penalize providers for billing items not listed in the PCSP.
• Missing Signatures: Lack of participant signatures on delivery receipts leads to recoupment of funds.

11. Key Contacts and Resources

Providers should utilize the official Arkansas DHS resources for the most current manuals, fee schedules, and enrollment forms. The Provider Enrollment Unit is the primary point of contact for application status inquiries.

The MMIS Provider Portal serves as the central hub for both enrollment applications and ongoing claims submission.

• Arkansas Medicaid Provider Enrollment Unit: (501) 376-2211 or (800) 457-4454
• Arkansas DHS Division of Medical Services: https://humanservices.arkansas.gov/divisions-shared-services/medical-services
• MMIS Provider Portal: https://portal.mmis.arkansas.gov
• CMS Provider Enrollment: https://www.cms.gov/medicare/provider-enrollment-and-certification
• Arkansas Secretary of State (Rules and Regs): https://www.sos.arkansas.gov

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