Delaware - Prevocational Services — Licensing, Medicaid Enrollment and Startup Requirements

Last reviewed: 2026-09-09

Delaware's Division of Developmental Disabilities Services (DDDS) authorizes Prevocational Services through the Lifespan HCBS Waiver and the Pathways to Employment 1915(i) program. Applicants must first pass the DDDS Authorized Provider Committee review before they are permitted to bid on the mandatory Request for Proposals (RFP) issued by the Division of Management Services (DMS).

Approval requires navigating a four-phase authorization sequence that culminates in a formal contract with the DDDS Office of Business Supports and Services (OBSS). Agencies cannot recruit or accept service recipients until they secure an RFP award, enroll through Gainwell Technologies, and receive final authorization.

1. Service Definition and Scope

Prevocational Services in Delaware provide time-limited learning and work experiences to develop general, non-job-task-specific strengths and skills. The service focuses on workplace readiness, including attendance, task completion, problem-solving, and safety, preparing individuals for competitive integrated employment.

The service is designed to be a stepping stone rather than a permanent day placement, aligning with the state's employment-first initiatives.

• Target Population: Individuals enrolled in the Lifespan Waiver or Pathways to Employment program.
• Service Focus: General work readiness rather than specific job skill training.
• Setting Requirements: Must comply with the HCBS Settings Rule, delivered in community settings or provider facilities.
• Time Limits: Time-limited with the explicit goal of transitioning to supported or competitive employment.
• Exclusions: Cannot duplicate services available under the Rehabilitation Act of 1973 or IDEA.

2. Regulatory and Oversight Agencies

Multiple divisions within the Delaware Department of Health and Social Services (DHSS) oversee this service. DDDS handles programmatic approval, while DMMA and DMS manage Medicaid enrollment and contracting.

Providers must interact with different portals for programmatic authorization, procurement, and claims processing.

• Program Authority: Division of Developmental Disabilities Services (DDDS) https://dhss.delaware.gov/ddds/
• Medicaid Authority: Division of Medicaid and Medical Assistance (DMMA) https://dhss.delaware.gov/dmma/
• Procurement Oversight: Division of Management Services (DMS) https://dhss.delaware.gov/dms/
• Enrollment Vendor: Gainwell Technologies https://medicaid.dhss.delaware.gov
• RFP Portal: Bonfire Hub https://dhss.bonfirehub.com/portal/?tab=openOpportunities

3. Gatekeeping Prerequisites: Who Can Even Apply

Delaware does not use a traditional open-enrollment model for DDDS waiver services. Instead, providers must pass a strict multi-phase authorization and procurement process.

Agencies cannot simply submit a Medicaid application; they must be invited to enroll after passing programmatic and financial reviews.

• Initial Authorization: Must pass the DDDS Authorized Provider Committee review before Medicaid enrollment.
• Procurement Mandate: Must respond to and be awarded the open and continuous RFP "Home and Community Based Services for Individuals with Intellectual and Developmental Disabilities".
• Existing Provider Threshold: Existing providers applying to add services must score 86% or higher on the Provider Compliance Checklist.
• Business Registration: Must hold a valid Delaware State Business License or 501(c)(3) status.
• Setting Compliance: Facilities must pass HCBS Settings Rule validation prior to approval.

4. Licensure and Certification Requirements

Delaware does not issue a specific facility license for Prevocational Services. Instead, providers achieve certification through the DDDS Provider Authorization process.

The application process requires strict adherence to formatting and submission guidelines to be considered for review.

• Licensure Status: No distinct state facility license exists for prevocational services.
• Certification Standard: DDDS Provider Standards serve as the regulatory baseline.
• Application Format: Must submit the Requirements Summary Checklist and supporting documents as a .ZIP file.
• Submission Destination: Applications are emailed to [email protected].
• Denial Lockout: Denied applicants must wait six months before submitting a new or revised application.

5. Medicaid Provider Enrollment

After receiving the Qualified Provider Authorization Letter from DDDS, agencies must enroll as Delaware Medicaid providers. This process is managed by Gainwell Technologies.

Enrollment can occur concurrently with the RFP submission process to expedite final contracting.

• System: Delaware Medical Assistance Portal operated by Gainwell Technologies.
• Prerequisite Document: DDDS Qualified Provider Authorization Letter.
• Identifier: National Provider Identifier (NPI) required for the agency.
• Supplier Registration: Must register as a new Supplier with the State of Delaware via the eSupplier portal.
• Concurrent Processing: Medicaid enrollment can be completed concurrently with the DMS RFP submission.

6. Staffing, Training and Background Checks

Direct Support Professionals (DSPs) and job coaches delivering prevocational services must meet strict state background and training mandates.

Agencies are responsible for ensuring all staff complete required disability-specific training before providing billable services.

• Age Requirement: Direct care personnel must be at least 18 years of age.
• Registry Checks: Mandatory screening against the child abuse and adult abuse registries.
• Service Letters: Must obtain service letters in accordance with 19 Del. C. Section 708.
• Criminal Background: Required in accordance with 11 Del. C. Sections 8563 and 8564.
• Training: Must complete DDDS-required training, including participant-specific service plan and disability needs training.

7. Documentation, Policies and Records

DDDS requires comprehensive policy documentation during the Phase 2 application. Providers must maintain records demonstrating compliance with Medicaid and HCBS standards.

Financial stability is heavily scrutinized during the initial application phase.

• Compliance Plan: Must submit documents meeting the "Essential Elements to a Medicaid Compliance Plan".
• Financial Records: Budget review by the DDDS Chief of Administration to determine financial stability.
• Service Plans: Documentation must align with the participant's person-centered service plan.
• Non-Duplication: Records must prove services are not funded by the Rehabilitation Act or IDEA.
• Electronic Systems: Providers must utilize the state's Electronic Client Data Management System and Electronic Training System.

8. Billing, Rates and Claims

Reimbursement rates are established during the final contracting phase with DDDS. Claims are processed through the Gainwell MMIS.

Providers must be fully registered in the state's eSupplier system to receive payments.

• Rate Establishment: Rates are finalized during the meeting with the DDDS Office of Business Supports and Services (OBSS).
• Claims Processor: Gainwell Technologies MMIS.
• Billing Codes: Determined by the specific waiver (Lifespan or Pathways) and published in the DDDS Service Definitions.
• Contracting: A formal service contract must be issued by DDDS before any billing can occur.
• Supplier Portal: Payments are routed through the State of Delaware eSupplier system.

9. Approval Sequence and Timeline

The DDDS authorization process is divided into four distinct phases. Timelines depend heavily on the quarterly RFP review schedule.

Applicants must complete all phases before they are permitted to accept referrals.

• Phase 1: Information Gathering, including mandatory review of 12 overview sessions and HCBS Service Options.
• Phase 2: Application submission and Authorized Provider Committee Interview.
• Phase 3: Medicaid Enrollment (Gainwell), RFP submission (Bonfire), and DDDS Orientation.
• Phase 4: Contracting and final approval with DDDS OBSS.
• RFP Review Cycle: The DMS Procurement Office and DDDS review proposals once per quarter.

10. Common Denials and Survey Findings

Applications are frequently delayed or denied due to incomplete submissions or failure to meet financial stability standards.

DDDS strictly enforces formatting rules for the initial application packet.

• Incomplete Applications: DDDS immediately returns applications missing any element from the Requirements Summary Checklist.
• Formatting Errors: Failure to submit the checklist in Word format or supporting documents as separate PDFs in a .ZIP file.
• Financial Instability: Denials issued by the DDDS Chief of Administration during the budget review phase.
• Compliance Failures: Existing providers scoring below 86% on the Provider Compliance Checklist.
• Premature Recruitment: Agencies penalized for recruiting service recipients before Phase 4 final approval.

11. Key Contacts and Resources

Providers must utilize specific state portals and email addresses for application submission and technical assistance.

The Bonfire Hub is the exclusive portal for submitting the mandatory RFP response.

• DDDS Provider Authorization Committee: [email protected]
• Division of Developmental Disabilities Services (DDDS): https://dhss.delaware.gov/ddds/
• Division of Medicaid and Medical Assistance (DMMA): https://dhss.delaware.gov/dmma/
• Delaware Medical Assistance Portal (Gainwell): https://medicaid.dhss.delaware.gov
• Bonfire Hub (RFP Submissions): https://dhss.bonfirehub.com/portal/?tab=openOpportunities

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