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

Last reviewed: 2026-09-10

The Michigan Department of Health and Human Services (MDHHS) Behavioral and Physical Health and Aging Services Administration (BPHASA) funds Assistive Technology through the MI Choice Waiver, the Habilitation Supports Waiver (HSW), and the Children's Waiver Program. Providers must secure a direct subcontract with one of Michigan's regional MI Choice Waiver Agencies or Prepaid Inpatient Health Plans (PIHPs) to receive authorizations and reimbursement, as state-level Medicaid enrollment alone does not grant access to waiver participants.

Approval requires registering as a vendor in the state's SIGMA system before submitting a provider enrollment application through the Community Health Automated Medicaid Processing System (CHAMPS). Because Michigan does not issue a distinct facility or occupational license for assistive technology vendors, applicants enroll as Atypical providers or Medical Suppliers depending on the devices offered, relying on the regional waiver agency's network adequacy procurements for active participation.

1. Service Definition and Scope

Under Michigan's Medicaid HCBS waivers, Assistive Technology includes items, pieces of equipment, or product systems used to increase, maintain, or improve functional capabilities of waiver participants. The service covers the evaluation of the participant's needs, customization, maintenance, and repair of the devices.

The scope also mandates training or technical assistance for the participant, their family members, and paid caregivers to ensure the technology effectively reduces reliance on paid staff and integrates the individual into their community.

• Covered Items: Communication devices, adaptive switches, and specialized environmental controls.
• Excluded Items: Standard consumer electronics without a direct medical or adaptive purpose.
• Service Limits: Items over a specific cost threshold typically require an extended warranty or insurance.
• Assessment Requirement: An independent evaluation by an occupational therapist or speech-language pathologist is often required before purchase.
• Replacement Rules: Uninsured items that are damaged or lost are subject to strict replacement frequency limits.
• Installation: Providers must ensure all installations comply with local Michigan building codes.

2. Regulatory and Oversight Agencies

The Michigan Department of Health and Human Services (MDHHS) serves as the State Medicaid Agency and oversees all HCBS waiver programs. Within MDHHS, the Behavioral and Physical Health and Aging Services Administration (BPHASA) directly manages the MI Choice Waiver and sets provider policy.

Regional oversight is delegated to MI Choice Waiver Agencies and Prepaid Inpatient Health Plans (PIHPs), which handle direct provider contracting, credentialing, and quality monitoring.

• State Medicaid Agency: Michigan Department of Health and Human Services (MDHHS) (https://www.michigan.gov/mdhhs)
• Waiver Administration: Behavioral and Physical Health and Aging Services Administration (BPHASA) (https://www.michigan.gov/mdhhs/assistance-programs/medicaid/portalhome/medicaid-providers/programs/mi-choice-waiver-program)
• Enrollment Portal: Community Health Automated Medicaid Processing System (CHAMPS) (https://milogintp.michigan.gov)
• Vendor Registration: SIGMA Vendor Self Service (VSS) (https://sigma.michigan.gov/webapp/PRDVSS2X1/AltSelfService)
• Identity Management: MiLogin for Third Party (https://milogintp.michigan.gov)
• Technology Resource: Michigan Assistive Technology Program (MATP) (https://mi-at.org/)

3. Gatekeeping Prerequisites: Who Can Even Apply

Michigan does not operate an open-network fee-for-service model for HCBS waiver Assistive Technology. A provider cannot simply enroll in Medicaid and begin billing; they must be selected and contracted by a regional MI Choice Waiver Agency or PIHP.

Before a CHAMPS application can even be initiated, the applicant must obtain a SIGMA Vendor ID. Furthermore, waiver agencies only open their provider networks for new contracts when they identify a regional capacity need, meaning applications may be rejected if the local network is closed.

• Network Contracting: Required affiliation and subcontracting with a regional MI Choice Waiver Agency or PIHP.
• Procurement Access: Waiver agencies utilize closed networks and only issue RFPs or open enrollment windows when regional capacity dictates.
• Vendor Registration: Mandatory active registration in the State of Michigan SIGMA Vendor Self Service system prior to CHAMPS enrollment.
• Tax ID Requirement: Must possess a valid Employer Identification Number (EIN) linked to the SIGMA profile.
• NPI Requirement: Depending on the exact devices sold, a National Provider Identifier (NPI) may be required, though some pure vendors enroll as Atypical.
• Out-of-State Restrictions: Providers generally must have a physical location or established service radius within Michigan or a border county.

4. Licensure and Certification Requirements

Michigan does not have a specific statutory license for "Assistive Technology Providers." Instead, the required licensure depends on the provider's business model and the specific items dispensed.

Providers supplying standard Durable Medical Equipment (DME) alongside AT must hold a Michigan pharmacy or medical supplier license if applicable. Pure technology vendors providing non-medical adaptive equipment operate without a specific state health license but must maintain standard local business licenses.

• State Licensure: No distinct Assistive Technology license exists in Michigan.
• DME Providers: Must hold applicable state licenses if dispensing regulated medical equipment.
• Business License: Must hold a valid local business license or registration in the operating jurisdiction.
• Professional Evaluators: Staff conducting AT evaluations (e.g., OTs, PTs, SLPs) must hold active Michigan professional licenses.
• Manufacturer Standards: Providers must be authorized dealers for the specific technology brands they install and maintain.
• Building Codes: Any home modifications tied to AT must be performed by Michigan-licensed residential builders.

5. Medicaid Provider Enrollment

All providers serving Michigan Medicaid beneficiaries must be screened and enrolled in CHAMPS. For Assistive Technology, entities typically enroll using the Facility/Agency/Organization (FAO) or Atypical provider enrollment types.

Providers must first create a MiLogin account to access CHAMPS. During enrollment, the provider must link their SIGMA Vendor ID and complete all required disclosure of ownership forms within the portal.

• System: Community Health Automated Medicaid Processing System (CHAMPS).
• Enrollment Type: Facility/Agency/Organization (FAO) or Atypical, depending on NPI status.
• Application Fee: Required for FAO enrollments unless already paid to Medicare or another state's Medicaid program.
• Revalidation: All providers must revalidate their CHAMPS enrollment information a minimum of once every five years.
• Information Updates: Providers must notify MDHHS within 35 days of any change to their enrollment information.
• Managed Care: Enrollment in CHAMPS is required even if the provider only bills through managed care or waiver agencies.

6. Staffing, Training and Background Checks

Waiver agencies require contracted AT providers to ensure their staff are competent in the devices they supply. This includes manufacturer-specific training for installation and troubleshooting.

Any staff member entering a waiver participant's home must undergo criminal background checks. Michigan prohibits the employment of individuals with specific felony convictions related to healthcare fraud or abuse.

• Background Checks: Required for all personnel entering participant homes, typically utilizing Michigan State Police ICHAT.
• Federal Exclusions: Mandatory monthly screening against the OIG LEIE and SAM.gov databases.
• Competency: Staff must demonstrate technical proficiency with the specific communication or environmental control devices provided.
• Universal Precautions: Staff must be trained in and utilize universal precautions when interacting with participants.
• Participant Rights: Mandatory training on the MI Choice Participant Handbook and privacy notices.
• Subcontractors: All background check and training requirements flow down to any subcontracted installers.

7. Documentation, Policies and Records

Providers must maintain extensive documentation to support every AT claim. This includes the initial evaluation, the invoice for the device, and proof of delivery signed by the participant.

Waiver agencies audit these records to ensure the provided technology matches the specifications authorized in the participant's Person-Centered Service Plan (PCSP).

• Service Plan: The specific AT device and provider must be documented in the participant's approved PCSP.
• Proof of Delivery: Signed and dated delivery tickets confirming the participant received the device in working order.
• Warranties: Documentation of any extended warranties or insurance purchased for items over the state threshold.
• Training Logs: Records showing the participant and caregivers received instruction on how to use the device.
• Record Retention: All Medicaid records must be retained for a minimum of seven years.
• Incident Reporting: Policies must be in place to report any injuries or critical incidents related to device failure.

8. Billing, Rates and Claims

Assistive Technology providers do not bill MDHHS directly through CHAMPS for waiver services. Instead, claims are submitted to the specific MI Choice Waiver Agency or PIHP that authorized the service.

Rates are typically established through the contracting process with the waiver agency, often based on the wholesale cost of the item plus a negotiated dispensing or installation fee.

• Billing Entity: Claims are submitted to the authorizing MI Choice Waiver Agency or PIHP.
• Prior Authorization: No item can be billed without a prior authorization matching the PCSP.
• Rate Structure: Often reimbursed at MSRP minus a percentage, or invoice cost plus a markup, as defined in the agency contract.
• Coding: Standard HCPCS codes (e.g., T2028 for specialized medical equipment) are utilized as directed by the waiver agency.
• Duplication: Providers must verify that Medicaid State Plan or Medicare does not cover the item before billing the waiver.
• Timely Filing: Claims must typically be submitted within 365 days of the date of service, though waiver agencies may enforce stricter deadlines.

9. Approval Sequence and Timeline

The path to becoming an active provider involves multiple sequential systems. A provider cannot skip steps; SIGMA registration must precede CHAMPS, and CHAMPS must precede waiver agency contracting.

The entire process can take several months, heavily dependent on when a regional waiver agency opens its network for new AT vendor applications.

• Step 1: Register business entity and obtain EIN.
• Step 2: Register in SIGMA Vendor Self Service to obtain a Vendor ID (1-2 weeks).
• Step 3: Create a MiLogin account for state system access (Immediate).
• Step 4: Submit provider enrollment application in CHAMPS (30-60 days for state review).
• Step 5: Monitor regional MI Choice Waiver Agencies for open contracting windows.
• Step 6: Submit credentialing application and negotiate contract with the waiver agency (60-90 days).

10. Common Denials and Survey Findings

Enrollment applications in CHAMPS are frequently denied or returned for correction due to mismatched data between SIGMA, the IRS, and the CHAMPS application.

During waiver agency audits, the most common recoupment findings relate to missing proof of delivery or providing an item that was not explicitly detailed in the prior authorization.

• Data Mismatch: Discrepancies between the legal business name in SIGMA and CHAMPS.
• Revalidation Failure: Providers failing to complete their mandatory 5-year CHAMPS revalidation are automatically deactivated.
• Missing Signatures: Delivery tickets lacking the participant's signature or date.
• Unauthorized Substitutions: Billing for a different brand or model of device than what was authorized by the waiver agency.
• Network Closure: Waiver agencies denying contracts simply because they already have sufficient AT vendors in their region.
• State Plan Overlap: Billing the waiver for items that should have been billed to standard Medicaid DME.

11. Key Contacts and Resources

Providers should utilize the MDHHS Provider Support line for any technical issues related to CHAMPS enrollment or MiLogin access.

For questions regarding service definitions, contracting, and authorizations, providers must contact the specific MI Choice Waiver Agency operating in their target region.

• MDHHS Provider Support: 1-800-292-2550 (Option 4 for enrollment assistance).
• CHAMPS Portal: https://milogintp.michigan.gov
• SIGMA Help Desk: 1-888-734-9749 or [email protected].
• MI Choice Waiver Program Info: https://www.michigan.gov/mdhhs/assistance-programs/medicaid/portalhome/medicaid-providers/programs/mi-choice-waiver-program
• Michigan Assistive Technology Program (MATP): https://mi-at.org/
• Medicaid Provider Manual: https://www.mdch.state.mi.us/dch-medicaid/manuals/MedicaidProviderManual.pdf

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