ENABLING INDEPENDENCE AND FUNCTIONAL ACCESS THROUGH PERSONALIZED TECHNOLOGY SOLUTIONS FOR MEDICAID MEMBERS

Assistive Technology (AT) Services in Colorado provide individuals with disabilities access to specialized devices, tools, and training to support daily living, mobility, communication, and safety. These services are available through select Home and Community-Based Services (HCBS) Waivers, including the Supported Living Services (SLS) waiver, Children’s Extensive Support (CES) waiver, and Developmental Disabilities (DD) waiver.

1. GOVERNING AGENCIES

Agency: Colorado Department of Health Care Policy and Financing (HCPF)
Role: Oversees Medicaid waivers that authorize Assistive Technology services and monitors provider compliance

Agency: Centers for Medicare & Medicaid Services (CMS)
Role: Ensures that AT services meet federal HCBS requirements for medical necessity and person-centered planning

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2. ASSISTIVE TECHNOLOGY SERVICE OVERVIEW

Assistive Technology includes any item, device, software, or system that increases, maintains, or improves the functional capabilities of individuals with disabilities. Services may include assessment, training, customization, and repair of AT devices as authorized in the individual’s service plan.

Approved providers may deliver:

• AT assessments and evaluations
• Purchase, rental, or customization of approved devices
• Setup, installation, and user training
• Repairs and maintenance (as authorized)
• Documentation of functionality and service utilization
• Coordination with interdisciplinary teams and care managers

Examples of eligible assistive technology:

• Communication devices (e.g., AAC devices)
• Environmental control units (e.g., smart switches)
• Mobility and positioning devices (e.g., adapted seating)
• Hearing, vision, or cognitive support tools
• Specialized computer software and hardware

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3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

• Register business with the Colorado Secretary of State
• Obtain EIN from the IRS and NPI (Type 2)
• Enroll as a Medicaid Waiver Provider through the Gainwell Technologies Provider Portal
• Obtain approval from HCPF for Assistive Technology as a service type
• Employ or contract qualified professionals ( Assistive Technology Professionals - ATPs, occupational therapists, or speech-language pathologists)
• Carry general liability insurance and have HIPAA-compliant documentation procedures

4. PROVIDER ENROLLMENT PROCESS

Step 1: Register as a business and acquire NPI

• Complete business formation and IRS registration
• Apply for Type 2 NPI for organizational enrollment

Step 2: Apply through the Gainwell Medicaid Provider Portal

• Select appropriate waiver programs and service type: Assistive Technology
• Submit documentation of qualifications, resumes, and service description

Step 3: Coordinate with Case Management Agencies (CMAs)

• Work with case managers and interdisciplinary teams to receive referrals and service authorizations

5. REQUIRED DOCUMENTATION

Articles of Incorporation or proof of business registration

• IRS EIN Letter
• NPI confirmation
• Medicaid provider enrollment approval

Policy & procedure manual including:

• AT intake and evaluation forms
• Purchase justification templates and prior authorization tracking
• Delivery, installation, and training documentation
• Consent forms and HIPAA privacy compliance
• Device inventory, maintenance logs, and repair protocols
• Incident reporting and problem resolution process
• Staff credentialing and continuing education documentation

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6. STAFFING REQUIREMENTS

Role: Assistive Technology Specialist / Consultant
Requirements:

• Certification as an ATP or licensed OT, SLP, or PT with AT experience
• Familiarity with HCBS guidelines and device customization

Role: Installation Technician / Support Trainer
Requirements:

• Technical proficiency with adaptive devices
• Background check and HIPAA training

Training Requirements for All Staff:

• HIPAA and participant confidentiality
• Person-centered planning and AT documentation
• Infection control (for in-home installations)
• Emergency and incident response protocols

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7. MEDICAID WAIVER SERVICES

Assistive Technology is reimbursed under:

• HCBS-SLS (Supported Living Services) Waiver
• HCBS-CES (Children’s Extensive Support) Waiver
• HCBS-DD (Developmental Disabilities) Waiver

Approved providers may deliver:

• Technology assessments and planning
• Purchase, installation, and training on use of devices
• Device maintenance and repair
• Coordination with caregivers, therapists, and CMAs
• Reporting and justification for Medicaid audit readiness

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8. TIMELINE TO LAUNCH

Phase: Business Formation
Timeline: 1–2 weeks

Phase: Medicaid Enrollment (Gainwell Portal)
Timeline: 30–60 days

Phase: Staffing and Referral Network Development
Timeline: 2–4 weeks

Phase: Service Authorization and Delivery Readiness
Timeline: Ongoing

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9. CONTACT INFORMATION

Colorado Department of Health Care Policy and Financing (HCPF)
Email: hcpf_hcbs_questions@state.co.us
Website: https://hcpf.colorado.gov

Colorado Medicaid Provider Enrollment (Gainwell Technologies)
Website: https://portal.co.gov

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10. SCOPE OF WORK

• Business registration (LLC, EIN, NPI)
• Medicaid waiver provider enrollment and compliance setup
• Policy & procedure manual for evaluations, equipment delivery, and training
• Templates for AT assessments, service logs, and purchase justifications
• Website, domain, and email setup
• Staff credentialing trackers and licensing documentation
• Client intake packet, consent forms, and troubleshooting tools
• Incident reporting systems and audit preparation tools
• Referral networking with CMAs, schools, therapists, and support teams