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

Last reviewed: 2026-08-16

In Indiana, Assistive Technology Services are defined as the evaluation, customization, acquisition, installation, training, and maintenance of devices that increase a Medicaid waiver participant's functional capability and reduce their reliance on paid staff. These services are authorized under Home and Community-Based Services (HCBS) waivers, including the Community Integration and Habilitation (CIH) Waiver, Family Supports Waiver (FSW), Traumatic Brain Injury (TBI) Waiver, and the PathWays for Aging program.

The single biggest structural barrier to entry for this service in Indiana is the mandatory pre-certification sequence: applicants cannot directly enroll in the Indiana Health Coverage Programs (IHCP) as an Assistive Technology provider. A provider must first secure HCBS Waiver Certification from the applicable Indiana Family and Social Services Administration (FSSA) division—either the Office of Medicaid Policy and Planning (OMPP) or the Division of Disability and Rehabilitative Services (DDRS)—before an IHCP Medicaid enrollment application will even be accepted.

1. Service Definition and Scope

Assistive Technology Services in Indiana encompass a broad range of interventions designed to foster independence. The service covers the entire lifecycle of the technology, from the initial clinical evaluation of the participant's needs to the final installation and ongoing maintenance of the device.

Approved providers are responsible for ensuring that the technology provided directly addresses a functional limitation identified in the participant's person-centered service plan and demonstrably reduces the need for human assistance.

• Assessment: Evaluating the participant's functional needs to determine the most appropriate assistive technology device.
• Acquisition: Purchasing or leasing the approved medical or adaptive equipment.
• Customization: Adapting, modifying, or programming equipment to meet the specific physical or cognitive needs of the participant.
• Installation: Setting up the equipment safely in the participant's home or vehicle.
• Training: Educating the participant, their family members, and unpaid caregivers on the safe and effective use of the device.
• Maintenance: Repairing and maintaining the devices to ensure continued functionality and safety.

2. Regulatory and Oversight Agencies

Oversight of Assistive Technology Services in Indiana is divided among several divisions within the Family and Social Services Administration (FSSA), depending on the specific waiver program funding the service.

Providers must interact with both the programmatic divisions for certification and quality assurance, and the Medicaid agency for enrollment and claims processing.

• Indiana Family and Social Services Administration (FSSA): The umbrella state agency overseeing all Medicaid and HCBS waiver programs in Indiana (https://www.in.gov/fssa/).
• Office of Medicaid Policy and Planning (OMPP): Administers Medicaid funding, oversees the PathWays for Aging and TBI waivers, and manages the OMPP Certification Portal (https://www.in.gov/fssa/ompp/).
• Division of Disability and Rehabilitative Services (DDRS): Oversees service standards, provider readiness, and authorization for the CIH and FSW waivers (https://www.in.gov/fssa/ddrs/).
• Bureau of Disabilities Services (BDS): A bureau within DDRS that directly manages provider enrollment and incident reporting for developmental disability waivers (https://www.in.gov/fssa/ddrs/developmental-disability-services/).
• Indiana Health Coverage Programs (IHCP): The state's Medicaid program entity that manages the provider enrollment portal and MMIS claims processing (https://www.in.gov/medicaid/providers/).

3. Gatekeeping Prerequisites: Who Can Even Apply

Indiana does not utilize a Certificate of Need (CON) program, closed network, or competitive Request for Proposals (RFP) procurement process to limit the number of Assistive Technology providers. Enrollment is generally open to any willing and qualified provider.

However, strict sequential prerequisites act as structural gates. An applicant is entirely blocked from Medicaid enrollment until they have successfully navigated the FSSA division-level certification process.

• FSSA Pre-Certification: Providers must obtain HCBS Waiver Certification from OMPP or DDRS/BDS before an IHCP enrollment application can be submitted.
• Business Registration: The operating entity must be registered and in good standing with the Indiana Secretary of State.
• NPI Requirement: Applicants must obtain a Type 2 National Provider Identifier (NPI) from the federal NPPES registry prior to initiating the state application.
• Managed Care Contracting: For the PathWays for Aging program, providers must successfully contract and credential with designated Managed Care Entities (MCEs) after IHCP enrollment to receive authorizations and payment.
• DME Supplier Status: If the provider intends to supply medical-grade equipment as part of their technology services, they must meet standard Durable Medical Equipment (DME) supplier requirements, which may include Medicare enrollment.

4. Licensure and Certification Requirements

Indiana does not issue a distinct "Assistive Technology License" through a traditional health department or licensing board. Instead, providers are approved and certified directly through the HCBS Waiver Certification process managed by the FSSA.

Providers must submit comprehensive operational policies and proof of insurance to demonstrate they meet the service-specific standards outlined in the Indiana Administrative Code.

• OMPP Certification Portal: The required entry point for providers seeking certification under the PathWays for Aging, Health & Wellness, and TBI waivers (https://omppproviders.fssa.in.gov/).
• BDS Provider Enrollment: The required application pathway for providers seeking to serve the CIH and FSW developmental disability waivers.
• Liability Insurance: Applicants must submit active policies or formal quotes for General Liability and Professional Liability Insurance meeting state minimums.
• Service Delivery Policies: Providers must submit written policies detailing participant assessment, device delivery, installation, maintenance, and emergency response.
• HCBS Settings Rule Compliance: Providers must complete the Setting Rule Survey to ensure their business practices comply with 42 CFR Part 441 regarding participant rights and integration.

5. Medicaid Provider Enrollment

Once FSSA HCBS Certification is granted, the provider must formally enroll in the Indiana Health Coverage Programs (IHCP) to obtain a Medicaid provider number and billing privileges.

This process is completed electronically through the state's MMIS portal and requires the submission of specific tax and specialty documentation.

• IHCP Provider Healthcare Portal: The official system for submitting the Medicaid enrollment application and managing provider files (https://portal.indianamedicaid.com/hcp/provider/Home/ProviderEnrollment/tabid/477/Default.aspx).
• Schedule J Form: A mandatory enrollment attachment where the provider lists all approved HCBS waiver provider specialties they are certified to deliver.
• W-9 Form: Must be uploaded to verify the entity's taxpayer identification and legal business name.
• IRS SS-4: A copy of the IRS confirmation letter is required to verify the Employer Identification Number (EIN).
• Application Fee: Providers may be subject to the ACA institutional provider application fee unless they qualify for a waiver or have already paid the fee to Medicare or another state Medicaid program.

6. Staffing, Training and Background Checks

Staff conducting Assistive Technology evaluations, installations, and training must meet specific professional qualifications and pass rigorous background screenings.

Indiana Administrative Code (460 IAC 6) dictates the minimum standards for direct care and assessment staff operating under HCBS waivers.

• Criminal History Checks: Mandatory background screening is required for all staff with direct participant contact, pursuant to 460 IAC 6-10-5.
• Professional Qualifications: Staff performing clinical assessments must hold appropriate credentials (e.g., Assistive Technology Professional (ATP) certification, licensed Occupational Therapist) commensurate with the complexity of the device.
• Staff Training: Personnel must complete required training in assistive technology assessment, installation, and participant safety protocols per 460 IAC 6-14-4.
• Incident Reporting Training: All staff must be trained on the Bureau of Quality Improvement Services (BQIS) incident reporting procedures and timelines.
• Health Screening: Direct support staff must meet state health screening and communicable disease requirements prior to interacting with participants.

7. Documentation, Policies and Records

Assistive Technology providers must maintain rigorous documentation to satisfy FSSA service standards, justify billing, and survive audits by the Bureau of Quality Improvement Services (BQIS).

Records must clearly link the provided technology to the functional deficits identified in the participant's service plan.

• Articles of Incorporation: Corporate formation documents must be maintained and submitted during the initial FSSA readiness review.
• Participant Assessments: Detailed clinical or functional evaluations justifying why the specific technology is necessary and how it reduces reliance on paid staff.
• Device Procurement Records: Providers must retain all receipts, invoices, and manufacturer warranties for acquired devices.
• Training Logs: Signed documentation proving that the participant and their caregivers received adequate training on how to use the device.
• Maintenance Protocols: Written policies detailing how the provider will handle device repairs, replacements, and technical support.
• Incident Reports: Copies of all BQIS incident reports related to equipment failure or participant injury must be retained in the provider's files.

8. Billing, Rates and Claims

Assistive Technology Services are billed according to the guidelines in the IHCP Provider Reference Materials and the specific fee schedules for each waiver.

Because technology costs vary wildly, services often require manual pricing review and strict prior authorization before any equipment is purchased or delivered.

• Prior Authorization: All AT services, devices, and evaluations must be explicitly approved on the participant's Notice of Action (NOA) or Service Plan before delivery.
• Billing Codes: Providers are assigned specific HCPCS codes (e.g., T2028 or similar state-defined codes) for assessments, device provision, and training.
• Claim Submission: Claims are submitted electronically through the IHCP Provider Healthcare Portal or via standard 837P EDI transactions.
• Budget Modification Requests (BMR): Providers must submit a BMR if the cost of the required technology exceeds standard waiver caps or the participant's initial budget allocation.
• MCE Billing: For participants in the PathWays for Aging program, claims must be routed directly to the participant's Managed Care Entity (e.g., Anthem, Humana, CareSource) rather than the state MMIS.

9. Approval Sequence and Timeline

Becoming an Assistive Technology provider in Indiana is a multi-stage process that requires sequential approvals from different state systems.

Providers should expect the entire end-to-end process, from initial business formation to being ready to bill, to take between 4 and 6 months.

• Step 1: Business Formation and NPI Acquisition: Register with the Secretary of State and obtain an NPI and EIN (1-2 weeks).
• Step 2: FSSA HCBS Certification Application: Submit policies and insurance via the OMPP Portal or BDS process (30-60 days for state review).
• Step 3: Program Readiness Review: FSSA evaluates the provider's service delivery policies and issues the official HCBS Certification (30-45 days).
• Step 4: IHCP Provider Enrollment: Submit the Medicaid application with Schedule J through the IHCP Portal (30-60 days).
• Step 5: MCE Contracting: For PathWays for Aging, apply for network participation and credentialing with Managed Care Entities (60-90 days).

10. Common Denials and Survey Findings

Applications for Assistive Technology enrollment are frequently delayed or denied due to procedural errors, missing documentation, or applying out of sequence.

During ongoing operations, BQIS audits often cite providers for failing to maintain adequate documentation linking the technology to functional outcomes.

• Premature IHCP Application: The most common denial occurs when a provider applies to IHCP before receiving their official FSSA HCBS Certification.
• Incomplete Schedule J: Applications are Returned to Provider (RTP) if the Schedule J form does not accurately match the specialties approved on the FSSA certification.
• Insufficient Insurance: Applications are rejected for providing expired insurance certificates or failing to meet the state's minimum liability coverage limits.
• Policy Deficiencies: FSSA will deny certification if the submitted service delivery policies lack required emergency response or BQIS incident reporting protocols.
• Unjustified Costs: Claims or prior authorizations are frequently denied if the assessment documentation fails to prove that the device will actually reduce the participant's reliance on paid staff.

11. Key Contacts and Resources

Providers must utilize specific state portals and division websites to navigate the certification, enrollment, and billing processes.

Below are the authoritative links for Indiana Assistive Technology provider enrollment.

• OMPP HCBS Certification Portal: The starting point for PathWays and TBI waiver certification (https://omppproviders.fssa.in.gov/).
• IHCP Provider Healthcare Portal: The system for Medicaid enrollment and claims (https://portal.indianamedicaid.com/hcp/provider/Home/ProviderEnrollment/tabid/477/Default.aspx).
• Indiana FSSA DDRS: Information on developmental disability waivers and BDS enrollment (https://www.in.gov/fssa/ddrs/).
• Indiana Medicaid Providers Page: General IHCP provider reference materials and manuals (https://www.in.gov/medicaid/providers/).
• Humana Healthy Horizons in Indiana: Managed Care Entity for PathWays for Aging (https://provider.humana.com/medicaid/indiana-medicaid).
• CareSource Indiana: Managed Care Entity for PathWays for Aging (https://www.caresource.com/in/providers/education/become-caresource-provider/medicaid/).

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