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

Last reviewed: 2026-09-10

The Minnesota Department of Human Services (DHS) Disability Services Division funds Assistive Technology through the Brain Injury (BI), Community Alternative Care (CAC), Community Access for Disability Inclusion (CADI), Developmental Disabilities (DD), and Elderly Waiver (EW) programs. Providers do not obtain a 245D Home and Community-Based Services license for this service; instead, they enroll directly as a Minnesota Health Care Programs (MHCP) waiver provider or Durable Medical Equipment (DME) vendor.

Approval requires passing a DHS background study via NETStudy 2.0 and submitting an enrollment application through the Minnesota Provider Screening and Enrollment (MPSE) portal. Applicants must hold appropriate professional credentials if providing evaluations, or maintain a retail business location if supplying devices, and must secure lead agency authorization on a member's Service Agreement before billing.

1. Service Definition and Scope

Under Minnesota's HCBS waivers, Assistive Technology encompasses devices, equipment, and professional evaluations that maintain or improve a person's functional capabilities. The service aims to reduce the member's reliance on paid human assistance.

The scope includes the purchasing or leasing of equipment, maintenance and repairs, and specialized training for the member or their caregivers. It excludes items covered by standard Medicaid state plan DME benefits.

2. Regulatory and Oversight Agencies

The Minnesota Department of Human Services (DHS) serves as the primary operating agency for Medicaid waivers and provider enrollment. Within DHS, specific divisions handle policy, enrollment, and background checks.

Because Assistive Technology is not a 245D-licensed service, the DHS Licensing Division does not oversee these providers. Oversight occurs through the MHCP enrollment process and lead agency authorization.

3. Gatekeeping Prerequisites: Who Can Even Apply

Minnesota does not impose a Certificate of Need, competitive procurement (RFP), or closed-network moratorium on Assistive Technology waiver providers. The current 245D licensing moratorium does not apply to Assistive Technology because it is an unlicensed service.

Providers must meet structural business requirements before applying. Evaluators must hold specific professional licenses, and equipment vendors must have an established business infrastructure.

4. Licensure and Certification Requirements

Minnesota does not issue a distinct facility or agency license for Assistive Technology. Instead, the state relies on the underlying professional licenses of the individuals performing evaluations or the business credentials of the equipment suppliers.

Providers must ensure that any staff conducting assessments hold the appropriate Minnesota state professional license for their discipline.

5. Medicaid Provider Enrollment

Providers must enroll directly with Minnesota Health Care Programs (MHCP) using the Minnesota Provider Screening and Enrollment (MPSE) portal. The enrollment type depends on whether the provider is supplying devices or conducting professional evaluations.

Applicants must submit a complete profile, including ownership disclosures and electronic funds transfer setup. MHCP charges an application fee for certain institutional providers, though individual practitioners may be exempt.

6. Staffing, Training and Background Checks

All controlling individuals and direct-contact staff must clear a Minnesota DHS background study. This process is managed entirely through the NETStudy 2.0 system.

While there is no state-mandated standardized training curriculum for device vendors, professionals providing training to members must be competent in the specific technology delivered.

7. Documentation, Policies and Records

Enrolled providers must maintain comprehensive records demonstrating that the assistive technology was delivered, installed, and functioning as authorized. DHS requires strict adherence to data privacy laws.

Documentation must align with the member's Coordinated Services and Supports Plan (CSSP) developed by the lead agency case manager.

8. Billing, Rates and Claims

Assistive Technology claims are submitted electronically through the MN-ITS system. Services are authorized by the lead agency and must match the approved Service Agreement exactly.

Rates for devices are generally market-based or manually priced based on invoices, while evaluation and training services may have established unit rates under the Disability Waiver Rate System (DWRS).

9. Approval Sequence and Timeline

The approval process begins with establishing the business entity and obtaining necessary professional licenses. Once the infrastructure is in place, the provider initiates the background study and enrollment phases.

Because no 245D license is required, the timeline is significantly shorter than for traditional residential or day services, depending primarily on MPSE processing times.

10. Common Denials and Survey Findings

Enrollment applications are most frequently delayed or denied due to incomplete ownership disclosures or failure to clear background studies. DHS strictly enforces the requirement to list all controlling individuals.

Post-enrollment, billing denials usually stem from authorization mismatches or failure to document that the state plan was billed first.

11. Key Contacts and Resources

Providers should utilize the official DHS manuals and portals for the most current policy and billing instructions. The MHCP Provider Resource Center is the primary contact for enrollment and claim issues.

The Community-Based Services Manual (CBSM) is the definitive policy guide for waiver services in Minnesota.

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