Colorado - Assistive Technology Services — Licensing, Medicaid Enrollment and Startup Requirements

Last reviewed: 2026-09-09

The Colorado Department of Health Care Policy and Financing (HCPF) funds Assistive Technology Services through the Home and Community-Based Services for Persons with Developmental Disabilities (HCBS-DD), Supported Living Services (HCBS-SLS), and Children's Extensive Support (CES) waivers. Under 10 CCR 2505-10 8.600, this service encompasses the evaluation of a person's need for assistive technology, selecting and obtaining devices, customizing equipment, and training the individual or family members to increase functional capabilities.

Approval requires submitting a Letter of Intent to the Colorado Department of Public Health and Environment (CDPHE) for HCBS certification recommendation before applying through the Gainwell Technologies Provider Web Portal. Applicants must also complete the mandatory HCBS Provider Training Course via the Train Learning Management System prior to submitting their Medicaid enrollment application.

1. Service Definition and Scope

In Colorado, Assistive Technology Services are defined under 10 CCR 2505-10 8.600 as interventions that increase, maintain, or improve the functional capabilities of individuals with disabilities. The service is designed to reduce reliance on paid staff by empowering members through technology.

The scope includes not just the physical devices, but the comprehensive wrap-around services required to make the technology effective, including clinical evaluation, fitting, repair, and targeted training.

• Waiver Authority: Funded under the HCBS-DD, HCBS-SLS, and CES waivers.
• Device Definition: Any item, piece of equipment, or product system used to increase, maintain, or improve functional capabilities.
• Service Scope: Includes evaluation, selecting/obtaining devices, designing/customizing, purchasing/repairing, and training.
• Exclusions: Cannot duplicate or replace services available under the Medicaid State Plan.

2. Regulatory and Oversight Agencies

The Colorado Department of Health Care Policy and Financing (HCPF) serves as the state Medicaid agency, setting policy and rates. The Colorado Department of Public Health and Environment (CDPHE) is contracted by HCPF to recommend certification and licensure for HCBS providers.

Gainwell Technologies acts as the fiscal agent for HCPF, managing the Colorado interChange system and the Provider Web Portal where enrollments and claims are processed.

• Medicaid Agency: Colorado Department of Health Care Policy and Financing (HCPF) (https://hcpf.colorado.gov)
• Certification Agency: Colorado Department of Public Health and Environment (CDPHE) (https://cdphe.colorado.gov)
• Fiscal Agent: Gainwell Technologies (https://hcpf.colorado.gov/provider-enrollment)
• System Portal: Colorado interChange / Provider Web Portal (https://colorado.pwp.gainwelltechnologies.com)

3. Gatekeeping Prerequisites: Who Can Even Apply

Colorado does not restrict Assistive Technology Services through a closed network, Request for Proposals (RFP), or Certificate of Need process. Enrollment is open to any qualified entity that meets the state's certification standards.

However, a structural prerequisite exists: providers must obtain an HCBS certification recommendation from CDPHE before HCPF will approve the Medicaid enrollment application. Additionally, mandatory state training must be completed prior to application submission.

• Network Status: Open enrollment; no RFP, moratorium, or Certificate of Need currently in effect.
• Certification Prerequisite: Must submit a Letter of Intent to CDPHE and receive a certification recommendation.
• Training Prerequisite: Mandatory HCBS/CFC/MFP Provider Training Course certificate from the Train Learning Management System.
• Location Requirement: Each physical service location must be enrolled separately with its own application and fee (if applicable).

4. Licensure and Certification Requirements

Assistive Technology providers do not require a specific facility license from the Department of Regulatory Agencies (DORA) unless they are providing specialized clinical evaluations that fall under a licensed profession (e.g., Occupational Therapy).

Instead, the agency must obtain HCBS certification from CDPHE. This process begins with a Letter of Intent and is managed through the state's health facilities portal.

• Initial Step: Submit a Letter of Intent via Google Forms to CDPHE for newly enrolling providers.
• Portal Management: Use the CDPHE Colorado Health Facilities Interactive (COHFI) Portal for processing and maintaining certification.
• Professional Licensure: DORA license required only if the evaluator's specific discipline mandates it.
• Business Registration: Must be registered and in good standing with the Colorado Secretary of State.

5. Medicaid Provider Enrollment

Providers apply through the Provider Web Portal managed by Gainwell Technologies. HCBS providers submit one application for the HCBS provider type, which includes all specialties or services they provide.

Providers do not need to submit a separate application for each type of waiver (e.g., DD, SLS, CES), but they must submit separate applications for additional physical locations.

• Application Type: HCBS Provider Type application via the Provider Web Portal.
• Tax Documentation: IRS SS-4 or 147c letter required for EIN enrollments.
• W-9 Requirement: Must be signed within the last six months, with an address matching the application.
• Banking Verification: Voided check or bank letter signed within the last six months, including account and routing numbers.
• Processing Time: New applications are currently processed by the fiscal agent within eight (8) business days on average.

6. Staffing, Training and Background Checks

Staff providing Assistive Technology Services must possess the appropriate knowledge and skills to evaluate members, customize devices, and deliver effective training. Agencies must ensure compliance with state background check requirements.

While specific degrees are not universally mandated for all technology types, clinical evaluations must be performed by appropriately credentialed professionals.

• Mandatory Training: HCBS/CFC/MFP Provider Training Course via Train LMS required for enrollment.
• Evaluator Qualifications: Must hold appropriate credentials or manufacturer certifications for the specific technology being assessed.
• Background Checks: Required for all staff providing direct services or training to waiver members.
• Liability Insurance: Malpractice/liability insurance information must be entered on the application (proof attachment not required).

7. Documentation, Policies and Records

Providers must maintain comprehensive records of evaluations, device purchases, warranties, and training sessions. Documentation must clearly link the technology to the member's functional goals as outlined in their service plan.

Agencies must also maintain internal policies that comply with HCPF and CDPHE standards regarding member rights and data security.

• Device Records: Documentation of device cost, warranties, and repair history.
• Evaluation Reports: Detailed assessments justifying the need for the specific technology to increase independence.
• Training Logs: Records of training provided to the member or family, including dates and outcomes.
• Policy Requirement: Written policies ensuring member rights, privacy, and HIPAA compliance.

8. Billing, Rates and Claims

Claims are submitted through the Colorado interChange system via the Provider Web Portal. Rates for Assistive Technology Services are determined by HCPF's standardized rate-setting methodology.

Services must be prior authorized by the member's Case Management Agency and included in the approved service plan before billing can occur.

• Billing System: Provider Web Portal / Colorado interChange.
• Rate Methodology: Standardized rate setting by HCPF, published in the official provider fee schedule.
• Prior Authorization: Required for all waiver services based on the member's support level and service plan.
• Claim Adjudication: Processed immediately through the Provider Web Portal.

9. Approval Sequence and Timeline

The approval sequence requires completing state training, securing CDPHE certification, and finally enrolling through the Medicaid fiscal agent. Steps must be completed in order.

Once the application reaches Gainwell Technologies, the processing timeline is relatively fast, provided all documentation is accurate and current.

• Step 1: Complete the HCBS Provider Training Course via Train LMS.
• Step 2: Submit the Letter of Intent to CDPHE.
• Step 3: Obtain CDPHE certification recommendation via the COHFI portal.
• Step 4: Submit the Medicaid enrollment application via the Provider Web Portal.
• Timeline: Gainwell processes applications in approximately 8 business days after submission.

10. Common Denials and Survey Findings

Enrollment applications are frequently delayed or denied due to simple administrative errors, particularly mismatched addresses or outdated financial forms.

During surveys, CDPHE often cites providers for failing to maintain adequate documentation linking the technology to the member's specific functional goals.

• Address Mismatch: W-9 or bank letter address does not exactly match an address listed on the application.
• Outdated Forms: W-9 or bank letter signed more than six months prior to application submission.
• Missing Training: Failure to attach the required Train LMS certificate.
• Multiple Locations: Attempting to enroll multiple physical service locations on a single application.

11. Key Contacts and Resources

Providers should utilize HCPF for policy and billing guidance, CDPHE for certification requirements, and Gainwell Technologies for enrollment portal technical assistance.

The state maintains specific portals for certification (COHFI) and Medicaid billing (interChange).

• HCPF Provider Enrollment: https://hcpf.colorado.gov/provider-enrollment
• CDPHE Licensure and Certification: https://cdphe.colorado.gov/health-facilities-licensure-and-certification-contact
• CDPHE COHFI Portal: https://www.cohfi.colorado.gov
• Provider Web Portal: https://colorado.pwp.gainwelltechnologies.com

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