1. Governing Agencies

Agency: Illinois Department of Human Services (DHS) — Division of Rehabilitation Services (DRS) and Division of Developmental Disabilities (DDD)
Role: Oversees assessment, service delivery authorization, provider compliance, and participant rights for assistive technology services

Agency: Illinois Department of Healthcare and Family Services (HFS)
Role: Administers Medicaid waiver funding for Assistive Technology Services and manages provider enrollment, billing, and quality assurance

Agency: Centers for Medicare & Medicaid Services (CMS)
Role: Provides federal oversight ensuring Assistive Technology Services meet participant-centered goals, community integration, and medical necessity requirements under Medicaid HCBS rules

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2. Assistive Technology Service Overview

Assistive Technology Services involve the assessment, acquisition, customization, training, and ongoing support of devices or systems that enable participants to perform daily tasks they would otherwise be unable to do independently.

Approved providers may deliver:

• Assessment and evaluation of assistive technology needs
• Selection, procurement, and customization of AT devices
• Installation, fitting, and integration of devices into the participant’s home, workplace, or school
• Training participants and caregivers on effective use and maintenance of devices
• Technical assistance and repair services
• Reassessment for upgrades or replacement as functional needs evolve

Common types of assistive technology include:

• Communication aids (augmentative and alternative communication devices)
• Mobility aids (powered wheelchairs, exoskeletons)
• Environmental control systems (voice-activated lights, door openers)
• Computer access adaptations (adaptive keyboards, screen readers)
• Sensory aids ( hearing devices, visual aids)

All services must be prescribed in the participant’s Individualized Service Plan (ISP) or Person-Centered Plan (PCP) and must demonstrate a direct impact on functional independence.

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3. Licensing & Provider Approval Requirements

Prerequisites:

• Register business entity with the Illinois Secretary of State
• Obtain EIN from the IRS and NPI (Type 2)
• Enroll as a Medicaid Waiver provider through the Illinois Medicaid Provider Enrollment Portal (IMPACT system)
• Maintain general liability and professional liability insurance
• Obtain Durable Medical Equipment (DME) supplier license (if applicable) or partner with licensed vendors
• Develop comprehensive policies for assessment coordination, device procurement, participant training, and ongoing support
• Ensure all staff (e.g., assistive technology specialists) meet certification, training, and background screening requirements

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4. Illinois Provider Enrollment Process

Initial Interest and Application:

• Submit Provider Enrollment Application through the IMPACT system for Assistive Technology Services under applicable waiver programs

Application and Documentation Submission:

• Submit Articles of Incorporation, proof of EIN/NPI, insurance certificates, staff credentialing and training documents, DME licensure (if applicable), and program operational policies

Program Readiness Review:

• DHS and/or HFS review provider readiness including service planning procedures, AT assessment practices, documentation systems, and billing compliance

Approval & Medicaid Enrollment:

• Upon approval, providers are assigned billing codes for assessments, device purchases, installation, training, and ongoing supports

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5. Required Documentation

• Articles of Incorporation or Business License (Illinois Secretary of State)
• IRS EIN confirmation
• NPI confirmation
• Proof of general and professional liability insurance
• DME supplier licensure or vendor partnership agreements (if applicable)

Assistive Technology Services Policy & Procedure Manual including:

• Participant intake, assessment, and assistive technology recommendation procedures
• Procurement, delivery, fitting, and device training protocols
• Maintenance and technical assistance guidelines
• Participant rights, HIPAA compliance, and grievance procedures
• Staff credentialing, background checks, and continuing education tracking
• Medicaid billing documentation and audit readiness systems

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6. Staffing Requirements

Role: Assistive Technology Program Director / Supervisor
Requirements: Certification as an Assistive Technology Professional (ATP) preferred, background in occupational therapy, rehabilitation engineering, special education, or related fields, background clearance

Role: Assistive Technology Specialists / Technicians
Requirements: Training in assistive technology assessments, device integration, and participant training; background clearance

Role: Licensed Assessors (for clinical evaluations when necessary)
Requirements: Licensed Occupational Therapist (OT), Physical Therapist (PT), Speech-Language Pathologist (SLP), or Rehabilitation Engineer, background clearance

All staff must complete:

• Assistive technology-specific training
• Participant safety and equipment usage training
• Abuse prevention, HIPAA compliance, and participant rights training
• Emergency preparedness and infection control training
• Annual competency evaluations and ongoing professional development

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7. Medicaid Waiver Programs

Assistive Technology Services are available under the following Illinois Medicaid waivers:

• Adults with Developmental Disabilities Waiver
• Children and Young Adults with Developmental Disabilities Waiver
• Persons with Brain Injury (BI) Waiver
• Persons with Disabilities (PD) Waiver
• Elderly Waiver (Community Care Program) — limited to specified needs

Approved providers may deliver:

• Comprehensive assistive technology assessments
• Device customization, training, and ongoing support
• Environmental control system integration
• Adaptive communication and mobility device solutions
• Technical maintenance and device troubleshooting

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8. Timeline to Launch

Phase: Business Formation and Licensing Preparation
Timeline: 1–2 months

Phase: Staff Hiring, Credentialing, and Program Setup
Timeline: 2–3 months

Phase: IMPACT Medicaid Provider Enrollment and DHS Readiness Review
Timeline: 60–90 days

Phase: Medicaid Billing Configuration and Service Launch
Timeline: 30–45 days

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9. Contact Information

Illinois Department of Human Services (DHS) — Division of Rehabilitation Services (DRS)
Website: https://www.dhs.state.il.us/page.aspx?item=29737

Illinois Department of Healthcare and Family Services (HFS)
Website: https://www.hfs.illinois.gov/

Centers for Medicare & Medicaid Services (CMS)
Website: https://www.cms.gov/

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10. Scope of Work

• Business registration, Medicaid enrollment, and DME compliance guidance
• Development of Assistive Technology Services Policy & Procedure Manual
• Staff credentialing templates, participant intake forms, and assistive device tracking systems
• Medicaid billing system setup and claims management assistance
• Website, domain, and professional branding development
• Assistive technology selection guides, training manuals, and maintenance checklists
• Quality assurance programs for service delivery tracking and participant satisfaction
• Partnership development with rehabilitation hospitals, schools, and disability service agencies