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

Last reviewed: 2026-09-09

The Georgia Department of Behavioral Health and Developmental Disabilities (DBHDD) and the Department of Community Health (DCH) administer Assistive Technology Services through the New Options Waiver (NOW) and Comprehensive Supports Waiver Program (COMP). This service funds evaluations, specialized devices, and training designed to increase a waiver participant's functional capability and reduce their reliance on paid caregivers.

Prospective providers must first submit a new agency application through the Georgia Collaborative ASO portal before DCH will accept a Medicaid enrollment application via the Georgia Medicaid Management Information System (GAMMIS). Applicants denied by DCH face a mandatory one-year lockout period before they can reapply to provide NOW or COMP services.

1. Service Definition and Scope

Assistive Technology Services under Georgia's NOW and COMP waivers encompass the evaluation, procurement, and training associated with specialized equipment. The primary goal is to enhance the independence of individuals with intellectual and developmental disabilities, thereby reducing the need for direct, paid staff interventions.

This service covers items not typically funded by the standard Medicaid State Plan, such as specialized communication devices, adapted beds, and environmental control units. It explicitly excludes items that are considered standard durable medical equipment (DME) covered by regular Medicaid.

• Target Population: Medicaid members actively enrolled in the NOW or COMP waiver programs.
• Covered Items: Communication devices, specialized beds, freestanding lifts, and daily living aids.
• Service Limitations: Items costing over $500 typically require insurance or an extended warranty.
• Replacement Rules: Uninsured items that are damaged, stolen, or lost may generally be replaced only once every two years.
• Exclusions: Assistive Technology cannot overlap with, replace, or duplicate similar services provided through the Medicaid State Plan.
• Assessments: DBHDD may require an on-site assessment of the environmental concern by an appropriate Medicaid-enrolled professional.

2. Regulatory and Oversight Agencies

The administration of Assistive Technology Services is split between the state's Medicaid authority and the operating agency for developmental disability waivers. DCH handles the financial and final enrollment aspects, while DBHDD manages programmatic rules and initial provider vetting.

A third-party administrative services organization (ASO) acts as the front door for all new developmental disability provider applications, managing the initial document collection and credentialing phases.

• Medicaid Agency: Georgia Department of Community Health (DCH) (https://dch.georgia.gov).
• Operating Agency: Department of Behavioral Health and Developmental Disabilities (DBHDD) (https://dbhdd.georgia.gov).
• Enrollment Broker: Georgia Collaborative ASO (Carelon) (https://www.georgiacollaborative.com).
• Medicaid Portal: Georgia Medicaid Management Information System (GAMMIS) (https://www.mmis.georgia.gov).

3. Gatekeeping Prerequisites: Who Can Even Apply

Georgia utilizes a strict sequential approval process for NOW and COMP waiver providers. An applicant cannot simply submit a Medicaid enrollment application to DCH; they must first be vetted and recommended by DBHDD's contracted ASO.

The state enforces a strict penalty for failed applications to prevent administrative backlog. Providers must ensure their business credentials are fully established before initiating the ASO process.

• Initial Vetting: Applicants must submit their initial application to the Georgia Collaborative ASO; direct applications to DCH are rejected.
• Lockout Rule: Applicants denied by DCH cannot reapply as a COMP/NOW provider for one year from the date of denial.
• Corporate Registration: Applicants must hold a current and active registration with the Georgia Secretary of State.
• Local Authority: Providers must possess a current local Business License or Permit from their city or county.
• Conflict of Interest: The provider cannot be the member's designated case management agency.

4. Licensure and Certification Requirements

Georgia does not issue a distinct healthcare facility license specifically for Assistive Technology providers. Instead, these entities operate as specialized vendors under standard commercial business licenses, subject to DBHDD certification.

While no facility license (such as a Personal Care Home permit) is required to sell or install devices, the provider must maintain compliance with all local building codes and DBHDD programmatic standards.

• Facility License: Not required for Assistive Technology vendors, unlike residential waiver services.
• Business License: A standard commercial business license from the local municipality is mandatory.
• Secretary of State: Active corporate registration in Georgia is required for all non-community service board providers.
• DBHDD Certification: Granted via a Letter of Agreement after successful ASO review and DCH approval.
• Building Codes: All installed technology must comply with applicable state or local building codes and installation standards.

5. Medicaid Provider Enrollment

Enrolling as a Medicaid provider for this service requires navigating both the ASO's credentialing system and the state's MMIS portal. The process is entirely digital, with paper applications only accepted under extreme, pre-approved hardship circumstances.

Final enrollment authority rests with DCH, which utilizes Gainwell Technologies to issue the actual Medicaid provider numbers and link the approved waiver services to the provider's file.

• ASO Application: Submitted via the Individual IDD Connects portal or emailed to [email protected].
• DCH Application: Completed online via the GAMMIS Provider Enrollment Wizard only after ASO direction.
• Application Fee: Providers must pay the federally mandated Medicaid application fee unless they qualify for a waiver.
• Hardship Exceptions: Requests to submit paper applications must be submitted in writing to the DBHDD Office of Provider Enrollment.
• Final Approval: Gainwell Technologies reviews the DCH application and issues an approval letter with the provider number.

6. Staffing, Training and Background Checks

Because Assistive Technology providers often interact with vulnerable adults in their homes, staff must meet basic safety and competency standards. This includes personnel who deliver, install, or train members on the use of the equipment.

If the provider utilizes clinicians to conduct the required environmental or technological assessments, those individuals must hold the appropriate state professional licenses.

• Background Checks: Required for any staff member who will have direct contact with waiver participants.
• Professional Evaluators: Occupational, physical, or speech therapists conducting assessments must hold active Georgia professional licenses.
• Training Requirements: Staff must complete DBHDD-mandated provider trainings upon request.
• Universal Precautions: Personnel must be trained in and utilize universal precautions during in-home installations and evaluations.
• Computer Literacy: Staff must have the computer skills necessary to navigate the state-mandated web-based case management systems.

7. Documentation, Policies and Records

Providers must maintain rigorous documentation to justify the billing of high-cost technology items. This includes keeping records of the initial assessments, the exact specifications of the devices provided, and proof of delivery.

State auditors frequently review these records to ensure that the equipment provided matches what was authorized in the member's care plan and that no duplication of Medicaid State Plan services occurred.

• Prior Authorization: Providers must retain the approved service authorizations from DBHDD for all items.
• Warranties: Records of insurance or extended warranties must be kept for any item costing over $500.
• Invoices: Detailed billing invoices matching the authorized Assistive Technology devices must be maintained.
• Delivery Proof: Documentation confirming the member's receipt of the device and any associated training provided.
• Assessment Records: Copies of any required on-site environmental or clinical assessments justifying the technology.

8. Billing, Rates and Claims

Assistive Technology claims are processed through the GAMMIS portal. Providers must ensure that they only bill for items explicitly listed and approved in the member's prior authorization.

Because this is a waiver service, providers must verify that the requested item cannot be funded by standard Medicaid or Medicare before billing the NOW or COMP waiver.

• Billing System: All claims must be submitted electronically via the GAMMIS web portal.
• Prior Approval: Claims will automatically deny without an active, matching prior authorization on file in GAMMIS.
• Payer of Last Resort: Providers must verify and document that standard Medicaid or Medicare does not cover the item.
• Reimbursement: Paid according to the DCH NOW/COMP fee schedule or the specific authorized invoice amount.
• Service Codes: Billed using specific HCPCS codes designated for waiver assistive technology and environmental adaptations.

9. Approval Sequence and Timeline

The approval sequence is highly structured and requires coordination between the provider, the ASO, DBHDD, and DCH. Attempting to skip steps will result in immediate application rejection.

Providers should expect the process to take several months, as it involves multiple layers of review and a final status report generation by DBHDD before DCH even begins its enrollment processing.

• Step 1: Submit the new agency application and required business documents to the Georgia Collaborative ASO.
• Step 2: The ASO reviews the application for completeness and forwards it to DBHDD.
• Step 3: DBHDD reviews the application and submits a final Status Report to DCH.
• Step 4: The provider is directed to complete the GAMMIS online Provider Enrollment Wizard.
• Step 5: Gainwell Technologies processes the DCH application and issues the final approval letter and provider number.

10. Common Denials and Survey Findings

Many prospective Assistive Technology providers fail the initial application process due to administrative errors or a misunderstanding of the sequential enrollment rules. The one-year lockout makes these errors particularly costly.

During post-enrollment audits, providers frequently face recoupments for failing to document that the waiver was the payer of last resort or for missing extended warranty documentation on expensive items.

• Premature Enrollment: Attempting to apply in GAMMIS before receiving explicit direction from the Georgia Collaborative ASO.
• Missing Documents: Failure to upload a current local business license or active Secretary of State registration.
• Service Duplication: Attempting to bill the waiver for standard DME items covered by the Medicaid State Plan.
• Lockout Violation: Reapplying within the mandatory one-year penalty period following a DCH denial.
• Warranty Deficiencies: Failing to secure or document extended warranties for technology items exceeding $500.

11. Key Contacts and Resources

Providers must utilize specific state portals for different phases of the enrollment and billing process. The Georgia Collaborative ASO handles the front-end credentialing, while GAMMIS handles the back-end billing.

Policy manuals for the NOW and COMP waivers are updated quarterly and should be reviewed regularly via the GAMMIS portal to ensure ongoing compliance.

• Georgia Collaborative ASO: Provider Enrollment and initial applications (https://www.georgiacollaborative.com).
• DCH Provider Enrollment: GAMMIS Portal for Medicaid applications and billing (https://www.mmis.georgia.gov).
• DBHDD: Operating agency for NOW/COMP Waiver policy information (https://dbhdd.georgia.gov).
• Georgia State ADA Coordinator: Resource for statewide assistive technology initiatives (https://ada.georgia.gov).

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