SUPPORTING ACCESS AND INDEPENDENCE THROUGH CUSTOMIZED DEVICES AND TECHNOLOGY FOR INDIVIDUALS WITH DISABILITIES

Assistive Technology Services in Arizona help individuals with developmental or physical disabilities acquire, use, and maintain equipment and devices that support their functional needs. These services are provided under the Arizona Long Term Care System (ALTCS) and the Division of Developmental Disabilities (DDD) as part of Home and Community-Based Services (HCBS), allowing people to live more independently and engage in daily life with greater ease.

1. GOVERNING AGENCIES

Agency: Arizona Department of Economic Security (DES) – Division of Developmental Disabilities (DDD)
Role: Approves Qualified Vendors, authorizes services, and monitors the delivery and appropriateness of assistive devices

Agency: Arizona Health Care Cost Containment System (AHCCCS)
Role: Administers Medicaid reimbursement and provider enrollment for assistive technology services

Agency: Centers for Medicare & Medicaid Services (CMS)
Role: Provides federal oversight of HCBS services and ensures compliance with Medicaid standards

2. ASSISTIVE TECHNOLOGY SERVICE OVERVIEW

Assistive Technology (AT) Services include the evaluation, purchase, customization, training, and maintenance of technology solutions that improve an individual’s functional abilities in areas like mobility, communication, vision, and learning.

Approved providers may deliver:

• Functional needs assessments for AT
• Identification and recommendation of appropriate devices
• Purchase or rental of assistive technology equipment
• Device fitting, customization, and setup
• Training on device usage for individuals and caregivers
• Maintenance, repair, or replacement of AT items
• Documentation of service delivery and impact on independence

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3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business with the Arizona Corporation Commission
• Obtain EIN from the IRS and NPI (Type 2)
• Apply through the Qualified Vendor Application and Directory System (QVADS)
• Demonstrate experience in AT assessment and equipment sourcing
• Carry liability insurance and establish written service procedures
• Hire or contract professionals (e.g., occupational therapists, rehab techs) as needed based on device type

4. DDD QUALIFIED VENDOR ENROLLMENT PROCESS

Step 1: Attend Orientation and Review AT Scope

• Complete the required DDD Qualified Vendor orientation
• Understand limitations and billing rules for AT through HCBS

Step 2: Submit QVADS Application

Include:

• Business and service plan
• Staff credentials and training
• Sample assessment tools and service logs
• Policy on device warranties, repairs, and replacements
• Intake and participant consent forms

Step 3: Contracting and Directory Listing

• Upon approval, providers sign a Qualified Vendor Agreement
• Services become available in the Qualified Vendor Directory

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5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Business License
• IRS EIN Letter
• NPI confirmation
• Proof of QVADS registration and DDD approval

Policy & Procedure Manual including:

• Participant intake, referral, and assessment policies
• Documentation of device recommendations and installation
• Training protocols for individuals and caregivers
• Warranty, repair, and support procedures
• Safety, data privacy, and client consent forms
• Staff qualifications, continuing education, and supervision plans
• Inventory tracking and reporting systems
• Billing and claims submission workflow

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6. STAFFING REQUIREMENTS

Role: Assistive Technology Specialist / Coordinator
Requirements: Background in rehabilitation, occupational therapy, special education, or assistive technology

Role: Support Technician / Service Provider
Requirements:

• Experience with equipment configuration and installation
• Training in disability-related AT solutions
• Background check and training in confidentiality

Training Requirements for All Staff:

• Device safety, sanitation, and maintenance
• Documentation and reporting procedures
• HIPAA, participant rights, and consent practices
• Annual refresher and technical skill updates

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7. MEDICAID WAIVER SERVICES

The following Arizona Medicaid Waivers authorize Assistive Technology Services:

• ALTCS – Division of Developmental Disabilities (DDD) Waiver
• ALTCS – Elderly and Physically Disabled (EPD) Waiver (in limited cases)
• Arizona Early Intervention Program (AzEIP) (when approved)

Approved providers may deliver:

• AT assessments, device procurement, and setup
• Technical assistance, maintenance, and caregiver training
• Written documentation of functional goals and technology outcomes
• Coordination with case managers and other HCBS services

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8. TIMELINE TO LAUNCH

Phase: Business Formation
Timeline: 1–2 weeks

Phase: QVADS Application and Service Plan Submission
Timeline: 60–90 days

Phase: Staff Onboarding and Credentialing
Timeline: 30–45 days

Phase: AHCCCS Medicaid Enrollment and Claims Setup
Timeline: 45–60 days

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9. CONTACT INFORMATION

Arizona Department of Economic Security (DES) – Division of Developmental Disabilities (DDD)
Email: DDDProviderRegistration@azdes.gov
Phone: (602) 542-6874
Website: https://des.az.gov/services/disabilities/developmental-disabilities

Arizona Health Care Cost Containment System (AHCCCS)
Email: ProviderRegistration@azahcccs.gov
Website: https://www.azahcccs.gov

Qualified Vendor Application Portal (QVADS): https://vendorhub.azdes.gov

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10. SCOPE OF WORK

• Business registration (LLC, EIN, NPI)
• QVADS application and assistive tech documentation development
• Policy & Procedure Manual for AT device delivery and tracking
• Templates for needs assessments, service logs, and participant consent
• AHCCCS enrollment and billing setup
• WEBSITE, DOMAIN, AND EMAIL SETUP
• DEVICE INVENTORY TRACKERS AND WARRANTY MANAGEMENT TOOLS
• STAFF TRAINING GUIDES AND TECHNICAL CERTIFICATION PLANS
• CLIENT INTAKE PACKET AND FUNCTIONAL NEEDS FORM
• REFERRAL NETWORKING WITH OT/PT PROVIDERS, CASE MANAGERS, AND SUPPORT COORDINATORS

WAIVER CONSULTING GROUP'S START-UP ASSISTANCE SERVICE — ARIZONA ASSISTIVE TECHNOLOGY SERVICES PROVIDER

We support providers in launching fully compliant Assistive Technology Services under Arizona’s Medicaid HCBS and ALTCS programs.