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

Last reviewed: 2026-09-10

The Wyoming Department of Health (WDH) Home and Community-Based Services (HCBS) Section certifies Assistive Technology providers to deliver services under the Community Choices Waiver (CCW) and the Developmental Disabilities (DD) Comprehensive and Supports Waivers. Approval requires applicants to pass a multi-step background screening before they are even permitted to request access to the Wyoming Health Provider (WHP) portal to begin the certification application.

Assistive Technology in Wyoming encompasses the evaluation, provision of devices, and training necessary to increase a waiver participant's functional capability and reduce reliance on paid staff. Because Wyoming does not issue a distinct facility or agency license for assistive technology, providers must meet the specific educational, professional, and business standards outlined in the HCBS Administrative Rules to achieve waiver certification and subsequent Medicaid enrollment.

1. Service Definition and Scope

Assistive Technology under Wyoming's CCW and DD waivers includes the assessment of a participant's need for equipment, the purchase or leasing of devices, and the training of the participant and their caregivers on proper use. The service is designed to promote autonomy and directly decrease the need for paid human assistance.

Services must be directly tied to a functional need identified in the participant's individualized service plan and cannot duplicate items already owned by the individual or standard household amenities.

• Evaluation: specialized assessment of the participant's functional needs by a qualified professional.
• Device Provision: purchasing, leasing, or modifying equipment that enhances independence.
• Training: instructing the participant, family, and caregivers on the operation and maintenance of the device.
• Maintenance: repairing or replacing authorized equipment as specified in the service plan.
• Exclusions: items used solely for entertainment, recreation, or general internet access are not covered.

2. Regulatory and Oversight Agencies

The Wyoming Department of Health (WDH) oversees all Medicaid waiver programs through its Division of Healthcare Financing. The HCBS Section specifically manages provider certification, while the Medicaid fiscal agent handles claims and provider enrollment.

Providers must interact with both the HCBS Section for initial and ongoing certification and the fiscal agent for billing and Medicaid agreements.

• Wyoming Department of Health (WDH): https://health.wyo.gov/
• WDH Division of Healthcare Financing: https://health.wyo.gov/healthcarefin/
• WDH HCBS Section: https://health.wyo.gov/healthcarefin/hcbs/
• Wyoming Medicaid Provider Portal: http://www.wyomingmedicaid.com/

3. Gatekeeping Prerequisites: Who Can Even Apply

Wyoming does not require a Certificate of Need (CON), regional board sponsorship, or competitive procurement (RFP) to become an Assistive Technology provider. The state operates an open enrollment model for HCBS waiver providers.

The primary structural precondition is the mandatory completion of all background screenings and training before an applicant is allowed to access the application portal.

• Certificate of Need: genuinely none exists for this service in Wyoming.
• Network Affiliation: genuinely none exists; providers enroll directly with Wyoming Medicaid.
• Procurement Windows: genuinely none exists; applications are accepted on a rolling basis.
• Portal Access Prerequisite: applicants must complete all required training and background screenings before requesting access to the WHP portal.

4. Licensure and Certification Requirements

Wyoming does not issue a distinct Assistive Technology Agency license. Instead, providers must obtain HCBS Waiver Certification from the WDH HCBS Section.

Professionals conducting evaluations, such as Occupational Therapists or Physical Therapists, must hold active Wyoming state licenses in their respective disciplines to perform clinical assessments.

• Agency Licensure: Wyoming does not license AT agencies; approval is via HCBS certification.
• Professional Licensure: evaluating staff must hold current Wyoming OT, PT, or Speech-Language Pathology licenses if performing clinical assessments.
• Application Portal: Wyoming Health Provider (WHP) portal.
• Application Timeline: applications initiated in the WHP portal must be submitted within 90 days or they are automatically canceled.

5. Medicaid Provider Enrollment

After receiving HCBS certification, providers must enroll with Wyoming Medicaid through the fiscal agent's portal. This step generates the Medicaid Provider ID necessary for billing.

Enrollment requires signing the Wyoming Medicaid Provider Agreement and complying with federal screening mandates based on provider risk levels.

• Enrollment System: Wyoming Medicaid Provider Portal.
• Provider Agreement: applicants must sign the Wyoming Medicaid Provider Agreement.
• Revalidation: required every 5 years for all enrolled Medicaid providers.
• Application Fee: subject to the federal Medicaid application fee for institutional providers, unless waived or paid to Medicare.

6. Staffing, Training and Background Checks

All HCBS providers in Wyoming must pass a rigorous, multi-step background screening process before applying. Staff must also complete state-mandated training modules prior to delivering services.

Federal database checks are conducted to ensure no owners or managing employees are excluded from participating in federal healthcare programs.

• Background Screening: multi-step process including state and national criminal history checks.
• Screening Timing: must be successfully passed before requesting WHP portal access.
• Federal Database Checks: OIG LEIE and SAM.gov checks required for all owners and managing employees.
• Provider Training: mandatory HCBS training modules must be completed prior to certification.

7. Documentation, Policies and Records

Certified providers must maintain comprehensive records demonstrating service delivery in accordance with the participant's individualized service plan. Documentation must support all claims billed to Wyoming Medicaid.

Records must clearly show how the provided technology reduces the participant's reliance on paid staff and meets the goals outlined in their care plan.

• Service Plan Alignment: equipment and training provided must be explicitly authorized in the participant's service plan.
• Delivery Documentation: records must include the date of installation or delivery and a description of the item.
• Training Logs: date, time, location, and names of individuals who received training on the device.
• Record Retention: providers must retain all service and billing records for a minimum of six years.

8. Billing, Rates and Claims

Assistive Technology services are billed to Wyoming Medicaid using specific HCPCS codes authorized in the participant's service plan. Rates are established by the WDH Division of Healthcare Financing and are subject to waiver budget limits.

Providers must ensure that the cost of the equipment includes all necessary warranties and allowable fees as defined by the waiver rules.

• Billing System: claims are submitted via the Wyoming Medicaid Provider Portal.
• Prior Authorization: all AT purchases and evaluations require prior authorization from the participant's case manager.
• Budget Limits: subject to individual waiver caps, such as the Supports Waiver budget limits.
• Included Costs: purchase price must include necessary internet fees if applicable and allowed, monthly fees, and warranties.

9. Approval Sequence and Timeline

The approval process begins with background checks and training, followed by the WHP portal application, and concludes with Medicaid enrollment.

The entire sequence typically takes several months depending on the applicant's responsiveness and the speed of the background check processing.

• Step 1: complete required training and multi-step background screenings.
• Step 2: request WHP portal access, with approval taking up to 48 hours.
• Step 3: submit the complete HCBS certification application within 90 days.
• Step 4: receive HCBS certification from WDH.
• Step 5: complete Wyoming Medicaid provider enrollment.

10. Common Denials and Survey Findings

Applications are frequently delayed or denied due to incomplete background checks or failure to meet the 90-day submission deadline in the WHP portal.

Post-enrollment, providers may face recoupment if documentation does not match the authorized service plan or if training logs are missing.

• Application Cancellation: automatic cancellation if the WHP application is not submitted within 90 days.
• Background Check Failures: denial due to disqualifying criminal history or failure to complete all screening steps.
• Unauthorized Services: billing for equipment not explicitly approved in the participant's service plan.
• Incomplete Documentation: missing delivery dates or training logs in the participant's file.

11. Key Contacts and Resources

Prospective providers should utilize the WDH HCBS Section's resources and contact the credentialing specialists for guidance.

The WHP portal and Medicaid fiscal agent websites are essential tools for navigating the application and enrollment process.

• WDH HCBS Section: https://health.wyo.gov/healthcarefin/hcbs/
• HCBS Provider Credentialing Email: [email protected]
• Wyoming Medicaid Provider Portal: http://www.wyomingmedicaid.com/
• WHP Portal Login: https://wyohcbs.us.auth0.com/

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