1. GOVERNING AGENCIES

Agency: California Department of Developmental Services (DDS)
Role: Oversees coordination and funding for respite services through Regional Centers and the Self-Determination Program

Agency: California Department of Health Care Services (DHCS)
Role: Administers Medicaid and HCBS Waiver programs, including funding for in-home respite services

Agency: Regional Centers (21 non-profit centers statewide)
Role: Approves service providers, authorizes respite hours, and manages individual budgets for clients

Agency: Centers for Medicare & Medicaid Services (CMS)
Role: Provides federal oversight and ensures waiver compliance

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2. RESPITE CARE SERVICE OVERVIEW

Respite services provide a break for unpaid caregivers while ensuring that the individual continues to receive appropriate care and supervision. Respite may be planned or offered during emergencies and is based on the needs defined in the individual’s Individual Program Plan (IPP) or Person-Centered Plan (PCP).

Approved providers may deliver:

• In-home respite (care provided in the individual’s home)
• Out-of-home respite (in a licensed facility or community setting)
• Supervision, personal care, and basic support during the caregiver’s absence
• Short-term behavioral support or companionship
• Documentation of service dates, hours, and individual well-being

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business with the California Secretary of State
• Obtain EIN from the IRS and NPI (Type 2)
• Enroll as a vendor with a Regional Center or Financial Management Service (FMS) if under the Self-Determination Program
• Comply with Title 17 California Code of Regulations
• Obtain Home Care Organization (HCO) license from the California Department of Social Services (if employing home care aides)
• Maintain liability insurance and staffing documentation systems

4. REGIONAL CENTER VENDORIZATION PROCESS

Step 1: Pre-Application Contact

Reach out to your local Regional Center and request a vendor application packet for Service Code 420 (In-Home Respite)

Step 2: Application Submission

Submit business documentation, service description, sample timesheets, staff qualifications, and emergency protocols

Step 3: Facility License (if applicable)

If providing out-of-home respite, obtain a Community Care Licensing (CCL) facility license

Step 4: Approval and Service Agreement

Once approved, receive a vendor number and begin accepting referrals through the Regional Center

5. REQUIRED DOCUMENTATION

• Articles of Incorporation or Fictitious Business Name (FBN)
• IRS EIN Letter
• NPI confirmation
• Liability insurance certificate
• HCO or CCL license (if required)

Policy & procedure manual including:

• Client intake and caregiver communication protocols
• Daily service logs and emergency contact procedures
• Medication reminder documentation (no medication administration unless licensed)
• Client rights, grievance policy, and confidentiality protections
• Staff qualifications, supervision logs, and training documentation
• Service authorization and Regional Center billing procedures

6. STAFFING REQUIREMENTS

Role: Respite Care Supervisor / Program Manager
Requirements: Background in caregiving, social services, or human development; experience in supervision preferred

Role: Respite Care Worker / In-Home Aide
Requirements:

• High school diploma or equivalent
• TB clearance, background check, and fingerprinting (Live Scan)
• CPR/First Aid certification
• Home Care Aide registration with DSS (if required)

Training Requirements for All Staff:

• Client safety, abuse prevention, and emergency response
• Confidentiality and cultural sensitivity
• Documentation and communication with families
• Annual refreshers on ethics, privacy, and rights

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7. MEDICAID WAIVER SERVICES

Respite Care Services in California are available through:

• 1915(c) HCBS Waiver for Individuals with Developmental Disabilities
• Regional Center Services (Lanterman Act)
• Self-Determination Program (SDP)
• California Children's Services (CCS) – eligible plans

Approved providers may deliver:

• Scheduled or emergency respite care in the home or community
• Supervision and support consistent with the individual’s IPP or PCP
• Documentation and coordination with service coordinators

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8. TIMELINE TO LAUNCH

Phase: Business Formation
Timeline: 1–2 weeks

Phase: Regional Center Vendor Application or HCO Licensing
Timeline: 60–90 days

Phase: Medicaid Enrollment or SDP Approval (if applicable)
Timeline: 30–60 days

Phase: Staff Hiring and Training
Timeline: 30–45 days

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9. CONTACT INFORMATION

California Department of Developmental Services (DDS)
Email: info@dds.ca.gov
Website: https://www.dds.ca.gov

California Department of Health Care Services (DHCS)
Website: https://www.dhcs.ca.gov

California Department of Social Services – Home Care Services Bureau
Website: https://www.cdss.ca.gov/home-care

Find Your Regional Center:
Website: https://www.dds.ca.gov/rc/lookup

10. SCOPE OF WORK 

• Business registration (LLC, EIN, NPI)
• Regional Center vendorization or Self-Determination FMS enrollment
• Policy & procedure manual for in-home respite operations
• Templates for service logs, emergency plans, and family communication
• Website, domain, and email setup
• Staff credentialing trackers and supervision logs
• Client intake packet, consent forms, and behavior plans
• Incident reporting systems and audit preparation tools
• Referral networking with Regional Centers, service coordinators, and local providers

WAIVER CONSULTING GROUP'S START-UP ASSISTANCE SERVICE — CALIFORNIA RESPITE CARE SERVICES PROVIDER

We support agencies and entrepreneurs in launching fully compliant Respite Care Services across California under the Regional Center, HCBS Waiver, and Self-Determination Program models.

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