Waiver Consulting Group — Start any program. In any state.

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

Last reviewed: 2026-09-10

Tennessee funds Specialized Medical Equipment, Supplies and Assistive Technology through its 1915(c) waivers and Employment and Community First (ECF) CHOICES programs, overseen by the Department of Intellectual and Developmental Disabilities (DDA) and TennCare. The service covers devices, adaptive aids, and controls designed for individuals with special functional needs, including the cost of the item and basic training on its operation and maintenance.

Providers must first obtain a Medicaid ID through TennCare's Provider Data Management System (PDMS) before applying for credentialing. Effective June 1, 2024, DDA serves as the credentialing authority for providers delivering 1915(c) and Katie Beckett services, while providers seeking to offer only CHOICES services must credential directly with the managed care organizations (MCOs).

1. Service Definition and Scope

In Tennessee, the service is officially titled Specialized Medical Equipment, Supplies and Assistive Technology. It encompasses assistive devices, adaptive aids, or controls that enable individuals to increase their functional capability and reduce reliance on paid staff.

The service requires that all applicable Medicaid State Plan or TennCare Program services be exhausted prior to using waiver funds. The purchase price includes both the cost of the equipment and the basic training required for the person supported to operate and maintain the item.

2. Regulatory and Oversight Agencies

The primary oversight agencies for this service are the Tennessee Department of Intellectual and Developmental Disabilities (DDA) and the Division of TennCare. DDA manages the programmatic rules and credentialing for 1915(c) and Katie Beckett waivers.

TennCare manages the Medicaid enrollment process and the overarching Medicaid rules. Managed Care Organizations (MCOs) oversee the credentialing and contracting for the CHOICES program.

3. Gatekeeping Prerequisites: Who Can Even Apply

Tennessee requires all prospective providers to obtain a valid Medicaid ID from TennCare before any credentialing application is accepted by DDA or the MCOs. Without an active Medicaid ID, providers cannot be considered for contracting.

Additionally, providers must secure an approved itemized competitive bid for the specific assistive technology requested. If the requirement for an itemized competitive bid is applicable, documentation of the approved bid must be submitted with the request, or the service will be denied.

4. Licensure and Certification Requirements

Tennessee does not issue a distinct facility or agency license specifically for Assistive Technology vendors. Instead, providers are approved through the DDA credentialing process or MCO contracting.

Providers must comply with all TennCare-approved policies, procedures, and rules for waiver service providers, including quality monitoring requirements, rather than holding a specific Department of Health license for this service.

5. Medicaid Provider Enrollment

Provider enrollment begins with the TennCare Provider Data Management System (PDMS). Providers must register electronically to receive a Medicaid ID, which is mandatory for MCO contracting and DDA credentialing.

TennCare utilizes Data Spring (formerly CAQH) for profile data management. Once data is received from Data Spring and approved by TennCare, the Medicaid ID is assigned and updated automatically upon subsequent profile changes.

6. Staffing, Training and Background Checks

Staff who have direct contact with or direct responsibility for the service recipient must undergo strict background checks. This includes criminal history and registry checks to ensure the safety of waiver participants.

While assistive technology is often provided by vendors rather than direct support professionals, any staff delivering training on the devices must meet these background requirements and possess the necessary expertise to instruct the individual.

7. Documentation, Policies and Records

Providers must maintain comprehensive records of the assistive technology provided, including the itemized competitive bids, invoices, and proof of delivery. Documentation must clearly show that Medicaid State Plan services were exhausted first.

Records must also include evidence that the required basic training on the device's operation and maintenance was delivered to the person supported.

8. Billing, Rates and Claims

Reimbursement for Specialized Medical Equipment, Supplies and Assistive Technology is subject to the approval of an itemized competitive bid. The approved bid sets the reimbursement rate for the specific item.

The service is subject to a strict financial cap. The purchase price reimbursed by the waiver includes both the physical item and the cost of basic training.

9. Approval Sequence and Timeline

The approval sequence begins with obtaining a Medicaid ID through TennCare's PDMS and Data Spring. This step must be completed before any credentialing application is submitted.

Once the Medicaid ID is active, the provider submits the New Provider Credentialing Application to DDA (for 1915c/Katie Beckett) or contacts the MCOs directly (for CHOICES). Following credentialing, the provider executes contracts with the MCOs.

10. Common Denials and Survey Findings

Applications for Assistive Technology services are frequently denied if the provider fails to submit the required itemized competitive bid documentation with the service request. Without this bid, DDA and the MCOs will automatically reject the authorization.

Another common issue is failing to document that Medicaid State Plan services were exhausted before requesting waiver funds, or exceeding the $10,000 biennial cap.

11. Key Contacts and Resources

Providers should utilize the official state portals and agency websites for the most current forms, manuals, and enrollment instructions. The TennCare PDMS portal is the primary starting point for all new providers.

For credentialing questions related to 1915(c) and Katie Beckett waivers, providers should contact the Department of Intellectual and Developmental Disabilities (DDA).

See all Tennessee services · Tennessee Medicaid consulting · book a consultation.