Resource: Guidance on support technology and service planning
Page posted: 10/13/23
Minnesota has several services that fund and/or support the use of assistive technology and remote support service provision. It can be challenging to know which service to authorize and when to authorize it. This page provides lead agencies and providers with answers to frequently asked questions and additional guidance to use when they help people access support technology. It applies to people on the Brain Injury (BI), Community Alternative Care (CAC), Community Access for Disability Inclusion (CADI) and Developmental Disabilities (DD) waivers.
This page includes information about:
What is support technology?
Support technology refers to both assistive technology and/or enabling technology necessary to make remote support service provision possible.
Assistive technology
The federal definition of assistive technology is: “Any item, piece of equipment, or product system, whether acquired commercially off the shelf, modified, or customized, that is used to increase, maintain, or improve functional capabilities of individuals with disabilities.” Assistive technology is not just the equipment. It also includes the human expertise to:
Assistive technology ranges from “low tech” to “high tech.” Low-tech assistive technology includes devices or equipment that typically do not require much training, are less expensive and do not have complex or mechanical features. Examples of low-tech devices include pencil grips, magnifiers, reachers, walking canes, weighted silverware, bowls and plates with suction to hold them in place and sensory items such as fidgets and squishy balls.
High-tech assistive technology includes more complex devices or equipment with digital, electronic or computerized components. Examples of high-tech devices include electric wheelchairs, communication devices, alerting devices, apps, sensory technology, eye gaze technology and smart home devices.
Remote support
Remote support is the provision of a covered service by a staff or caregiver who is at a remote location and is engaged with a person through enabling technology that uses live two-way communication.
Enabling technology is the technology needed to make on-demand remote supervision and support possible. For information about how to fund enabling technology for remote support through assistive technology, specialized equipment and supplies or environmental accessibility adaptations, refer to the cost and authorization section. If the equipment meets the definition of monitoring technology (e.g., alarms, sensors, cameras, global positioning devices), the support team must also adhere to the policy on CBSM – Monitoring technology.
Live two-way communication is the real-time transfer of information between a person receiving services and an actively involved caregiver. This communication can happen through the exchange of speech, visuals, signals or writing, but it must flow both ways and be in actual time.
When choosing technology to use for remote support, the support planner must consider the person’s methods of communicating. “Communication” is not just verbal or written. It also includes non-verbal communication, such as visuals or signals. People express themselves and communicate their needs in various ways.
Is technology authorized differently depending on its use?
Technology is considered assistive technology if the person uses it to do something for themselves that they would otherwise need a staff or caregiver to do for them. The lead agency authorizes assistive technology through:
Technology is considered monitoring technology if it has a mechanism that alerts a staff or caregiver when a person may need additional assistance. The lead agency authorizes monitoring technology through EAA (refer to CBSM – EAA).
The following table is an overview of the services that either fund or support the use of technology, along with the applicable service codes.
Service | Waiver | HCPC code | When to use |
DD Waiver | T2029 UB Assistive Technology Equipment T2029 UD Assistive Technology Assessment | Use this service for assessment, equipment, devices, repairs and equipment rentals that allow the person to do one of the following: Through this service: An assistive technology assessment uses a qualified professional’s human expertise to: | |
BI, CAC and CADI waivers | T2029 | Use this service for devices (including assistive technology), controls, medical appliances or supplies specified in the person’s support plan that allow the person to do one of the following: Through this service: | |
Monitoring technology through EAA | BI, CAC, CADI and DD waivers | S5165 | Use this service for any technology or equipment that monitors the person in real time (e.g., GPS, camera or sensor) and alerts a staff or caregiver when the person may need additional assistance. Through this service, a $40,000 max applies to BI, CAC, CADI and DD. This max includes assessment(s). The lead agency may request an exception from DHS to exceed the annual limit for a person on BI, CAC, CADI or DD. For more information, refer to the section on exceptions on CBSM – EAA. |
EAA home or vehicle modification | BI, CAC, CADI and DD waivers | T1028 Home Assessment S5165 Home Install T2039 UD Vehicle Assessment T2039 Vehicle Install | Use this service for assessments and installations of home and vehicle modifications. Examples of home modifications include ramps, fences, bathrooms and flooring. Examples of vehicle modifications include adapted seat devices, roof extensions and wheelchair securement devices. An assessment: The lead agency can also use the T1028 home assessment code to authorize assistive technology assessments for people on the BI, CAC and CADI waivers. Assessments are not required. For information about when to authorize an EAA home modification assessment, refer to CBSM – Guide to home modifications under EAA. Through this service, there is a $40,000 max that applies to BI, CAC, CADI and DD. This max includes assessment(s). The lead agency may request an exception from DHS to exceed the annual limit for a person on BI, CAC, CADI or DD. For more information, refer to the section on exceptions on CBSM – EAA. |
BI, CAC, CADI and DD waivers | S5160 Installation and testing S5161 Monthly service fee S5162 System | Use this service for: PERS includes three parts. Each part has its own limit per service agreement year: Through this service, there is a $3,000 per year max for all PERS codes combined. PERS is not part of monitoring technology and does not include real-time monitoring, data collection, video or cameras. | |
24-hour emergency assistance – ongoing monthly monitoring fee | BI, CAC, CADI and DD waivers | T2034 | Use this service for the monthly, ongoing fee for real-time monitoring when using a third-party monitoring company. 24-hour emergency assistance includes on-call problem solving, counseling and immediate response for health or safety (non-equipment). 24-hour emergency assistance is a market rate service. Licensed 24-hour emergency assistance providers may sub-contract with monitoring technology companies to provide the technology assisted support functions when needed. |
BI, CAC, CADI and DD waivers | T2013 | Use this service for support with additional training or re-training for the person, staff or caregivers on how to use support technology equipment to meet the person’s individual needs. This service can also be used to fund an assistive technology assessment for a person on the BI, CAC or CADI waivers. | |
Remote support (method used for service provision) | Depends on the service provided | U4 modifier | Refer to CBSM – Remote support for the list of services that can be provided remotely. When authorizing remote delivery of a 15-minute unit-based service, the lead agency must use the appropriate procedure code and modifier combination. |
Why should the lead agency authorize assistive technology?
Assistive technology helps people do things for themselves that they would otherwise need a staff or caregiver to do for them. It allows people to be self-dependent instead of staff-dependent and provides them the opportunity to live as independently as possible. The use of support technology (assistive technology and enabling technology used in remote support service provision) is a promising strategy to address the workforce shortage.
Assistive technology is for everyone, including people who live in their own home, their family home or a residential setting. Authorizing assistive technology is not a duplication of service, regardless of where a person lives or how many staffing hours they receive. The lead agency can authorize equipment for a person to help them be more self-reliant instead of staff-reliant, even if the person has staff 24 hours a day. The goal is for people to be more self-reliant instead of staff-reliant.
Increased independence does not mean the person has to be completely independent with the assistive technology. They just need to be more independent than they were previously. People typically become more independent with technology over time, and their success often builds their confidence to try other types of assistive technology and further decreases over-reliance on staff.
Cost and authorization
Assistive technology is authorized through:
For all waivers, the equipment a person chooses must be “cost effective.” Cost effective does not mean cheapest.
When a person receives an assistive technology assessment or works with their support team to identify the best technology solutions, they often identify specific technology product(s) or software(s) to meet their disability-related assessed need(s). DHS recommends the case manager consult with the assistive technology assessment professional and/or technology vendor before substituting a product or software. A similar, less expensive product or software may not adequately meet the person’s assessed needs, which could lead to technology abandonment. For example, a similar item may not have the same features or pair correctly with other equipment or devices the person currently uses.
Monitoring technology
If the technology meets the definition of monitoring technology, the lead agency must:
When should the lead agency authorize remote support?
The lead agency should authorize remote support as a method of service delivery when all the following are true:
For a list of services that can be provided remotely to people on BI, CAC, CADI and DD waivers, refer to CBSM – Remote support.
How does the lead agency authorize remote support?
CBSM – Remote support describes the process lead agencies follow to authorize remote support services.
The support team must consider several factors to determine how remote support will meet a person’s needs as documented in their support plan. The following topics should guide the team’s discussion:
When authorizing remote delivery of a 15-minute unit-based service, the lead agency must use the appropriate procedure code and modifier combination to indicate the amount of the service that can be provided remotely. The service rate is the same whether the person receives the service in person or remotely. DHS has goals to increase the amount of remote service provision and uses the modifier to obtain this data.
Enabling technology
If the person wishes to receive any of their services remotely and does not already have the equipment needed, the lead agency may need to authorize enabling technology. Enabling technology is technology the person needs to make remote support service provision possible. This may include technology that meets the definition of assistive technology and/or technology that meets the definition of monitoring technology (MT), such as cameras, sensors, GPS devices or any device that alerts a caregiver that the person may need their assistance.
How to include technology discussions in support planning
Minn. Stat. §245D.071 requires people who receive specific 245D-licensed services to have discussions about including technology use in their support plan. In summary, the legislative requirement in Minn. Stat. §245D.071, subd. 3d states:
This legislation does not require the person to include the use of technology for service provision in the coordinated service and support plan, but the team must discuss and consider it.
The Technology Resource Center (TRC), developed by the Association of Residential Resources in Minnesota (ARRM), provides helpful information and tips on how to start the conversation about implementing technology supports. For more information, refer to ARRM – The conversation.
Notice of action forms
If the lead agency denies a request for assistive technology, the lead agency must provide the person or their guardian (if applicable) with a notice of action. This includes situations in which a provider staff makes a request on behalf of the person during a support planning meeting, per Minn. Stat. §245D.071, subd. 3d. If the lead agency denies a request, the notice of action must include the reason for the denial so the person has the information they need for an appeal if desired. For more information, refer to CBSM – Notice of action and CBSM – Appeals.
Additional questions
Do waivers cover internet costs?
No, waivers do not cover internet costs, but people can use other programs to get internet services at reduced costs. For more information, refer to the additional resources section at the bottom of this page.
Do waivers cover cell phones?
Waivers may cover the cost of the actual phone/device if it is the most appropriate device to meet the person’s disability assessed needs. Waivers do not cover the cost of the monthly cellular service plan.
What is the difference between remote monitoring and remote support?
Remote monitoring uses equipment to oversee, monitor and supervise a person who receives waiver services. Remote support requires live, two-way communication capabilities so a person can receive an eligible service from a staff or caregiver from a remote location.
How do I learn more about assistive technology resources?
Refer to the additional resources section at the bottom of this page for more information.
Does a person need to have a technology assessment to receive assistive technology support?
No, there are many instances when a person does not need an assistive technology assessment. A person may have earlier experience using a specific device. A person can try a device through MN Dept. of Administration – A System of Technology to Achieve Results (STAR) or other assistive technology lending libraries as well.
When does a person need a comprehensive assessment or a vendor consult?
A person is never required to have a comprehensive assistive technology assessment, but an assessment can be very helpful. This assessment reviews many different aspects of a person’s life and helps them choose the correct assistive technology solution(s) to meet their needs. It helps them choose technology solution(s) that allow them to complete desired tasks with the highest level of independence possible and within different environments.
However, if the support team already understands the person’s needs, the person may only need a vendor consult. For example, if the person needs technology to prevent elopement, a vendor that provides equipment and the ongoing monitoring of the equipment to prevent elopement can also assess the person’s environment and recommend the necessary technology.
How does a person on the DD Waiver obtain an assistive technology assessment?
A person on the DD Waiver can receive an assistive technology assessment under the assistive technology service (refer to CBSM – Assistive technology).
How does a person on the BI, CAC or CADI waivers obtain an assistive technology assessment?
A person on the BI, CAC or CADI waivers can receive an assistive technology assessment under either the EAA assessment code or the specialist services code from a 245D-licensed provider. For more information, refer to CBSM – EAA or CBSM – Specialist services.
Does the lead agency need to get two bids for assistive technology equipment?
No, the waivers only require two bids when a person requests a home modification under EAA that exceeds the $40,000 annual spending limit for that service. The person does not need a second bid on assistive technology equipment because assistive technology assessors consider cost effectiveness in their recommendations.
Is there a limit on how much or how many units of remote support a person can receive remotely?
No, with the exception of individualized home supports (IHS) and adult day services. IHS (with training, with family training and without training) and adult day services are the only BI, CAC, CADI or DD waiver services approved for remote support that have a limit on the units of remote support that can be included in their support plan. For service specific limitations, refer to CBSM – IHS and CBSM – Adult day services.
Note: The person still must receive some in-person support for delivery of any of the approved services.
How does the lead agency determine if a person’s waiver or their provider should cover the cost of technology equipment?
To determine if technology equipment should be covered by the person’s waiver, the lead agency should consider this question: “Could the person take the equipment with them if they were to move?” If the person can take the equipment with them when they move, the person’s waiver covers the equipment. If the person cannot take the equipment with them when they move, the equipment is a provider expense.
Does a person need to receive a written denial from Medical Assistance (MA) before their waiver can fund assistive technology?
No. If the person’s requested item is on MA’s “typically not funded” list, MA will not send a denial letter. If the item falls under the category of durable medical equipment (DME), MA may cover it.
Additional resources
For more information on assistive technology, refer to:
For more information on centers for independent living, refer to:
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