Robotic Arms and Assistive Technology

Revised: September 11, 2025

· Overview

· Eligible Providers

· Eligible Members

· Covered Services

· Noncovered Services

· Authorization

· Billing

· Legal References

Overview

Assistive technology refers to equipment that assists members with severely limited use of their upper extremities in performing activities of daily living (ADLs) or instrumental activities of daily living (IADLs). ADLs include, but are not limited to, bathing, dressing, drinking, eating, hygiene activities and toileting, and other activities specified in the treatment plan. IADLs allow an individual to live independently and include, but are not limited to, accessing public transportation, food preparation, housekeeping, opening doors, shopping, and taking medication.

Assistive technology includes robotic arms and robotic assistive feeding devices. Robotic arms refer to powered devices that are attached to a member’s power wheelchair. Members control the robotic arm via a joystick. Robotic assistive feeding devices refer to powered devices that are placed on a flat surface and aid members in eating.

Eligible Providers

Assistive technology vendors must be enrolled as medical equipment providers. The following are eligible to provide assistive technology devices:

· Federally qualified health centers

· Home health agencies

· Hospitals

· Indian health services

· Medical suppliers

· Rural health clinics

Eligible Members

Assistive technology devices are covered for eligible Medical Assistance and MinnesotaCare members who suffer from a disability that severely restricts use of their upper extremities. MHCP only covers one type of assistive technology device per eligible member.

Potential diagnoses include, but are not limited to:

· Amyotrophic lateral sclerosis (ALS)

· Arthrogryposis

· Cerebral palsy

· Multiple sclerosis

· Muscular dystrophy

· Parkinson’s disease

· Quadriplegia

· Spinal cord injury

· Spinal muscular atrophy

· Stroke

Covered Services

Codes: E1399 U9, E1399 UA, K0108
MHCP covers robotic arms and robotic assistive eating devices. Assistive technology devices are coded as miscellaneous HCPCS code E1399. Use modifier U9 for robotic arms and modifier UA for robotic assistive feeding devices.

Robotic arms
Robotic arms are covered if the following criteria are met:

· The member is a full-time power wheelchair user; and

· Documentation indicates the member is unable to use both of their upper extremities against gravity, as evident by Manual Muscle Testing; and

· Documentation shows the device will allow the member to be independent in multiple ADLs or IADLs.

· A trial demonstrates the member is able to use the device.

Robotic assistive feeding devices
Robotic assistive feeding devices are covered if the following criteria are met:

· Documentation shows the member only requires a device to be independent in eating; and

· Documentation indicates the member is unable to use both of their upper extremities against gravity, as evident by Manual Muscle Testing; or

· Documentation indicates the member has uncontrollable spastic movements in their arms which prevent them from eating independently; and

· A trial demonstrates the member is able to use the device.

Providers must obtain documentation from the member or the member’s authorized representative acknowledging that the member understands the device may affect future requests for PCA or home care services before dispensing and billing for this item. The documentation must be made available to the Minnesota Department of Human Services (DHS) or its authorized agent upon request.

Noncovered Services

MHCP does not cover assistive technology devices that are not registered with the U.S. Food and Drug Administration.

Refer to information under the Noncovered Services heading in the Billing the Member (Recipient) section of the MHCP Provider Manual to review the conditions required to bill the member.

Authorization

Authorization is required for all assistive technology devices. Submit authorization requests and required documentation to the Medical Review Agent. Requests for coverage are reviewed according to procedures for reviewing durable medical equipment (DME) requests. Coverage determinations are based upon a review of submitted case-specific information.

Documentation for authorization requests must include:

· Member’s diagnosis and clinical history; and

· Order; and

· Letter of medical necessity; and

· A face-to-face evaluation by a physical or occupational therapist; and

· Results of device trial period including links to unedited trial videos of the member completing ADLs or other desired IADLs; and

· Consideration of less-costly alternatives, including documentation stating why other devices are not appropriate for member’s condition and medical needs. If requesting robotic arm, explain why robotic assistive feeding devices are not appropriate for the member’s condition and medical needs; and

· Statement or acknowledgement from the member or their authorized representative that approval may affect future requests for PCA or home care services; and

· A detailed list of products and accessories including manufacturer, model number, product description, and manufacturer’s suggested retail price (MSRP).

The provider must appropriately train the member on the use of the equipment, including any necessary adjustments. These costs are not separately reimbursable.

Robotic arms
MHCP policy requires a three-month trial for robotic arms before purchase. Authorization is required for purchase of the device. Trial periods must be initiated before requesting authorization and payment will only be provided upon the successful completion of the trial period. The review process is as follows:

· The provider and medical supplier evaluate the member’s medical needs, attach the device to the member’s power wheelchair, and provide necessary training and adjustments.

· The member uses the device in their usual living arrangement.

· During the three-month trial period, a request for purchase of the device must be submitted along with documentation from a physician or therapist illustrating ongoing, safe use of the device.

· Requests for purchase may be submitted four weeks into the trial period or later, however, purchase will only be effective after completion of the full three-month trial.

· If during the trial period the member does not wish to convert the robotic arm to a purchase, the device must be detached and returned to the provider.

· MHCP receives and reviews request for a robotic arm according to procedures for reviewing DME.

· If the robotic arm is approved, the device becomes the member’s property.

Three-month trial periods are only required for robotic arms. Trials for all assistive technology must include links to unedited videos of the member using the device.

Billing

Providers are responsible to coordinate services. Refer to the Billing Policy Overview section of the MHCP Provider Manual for general billing information.

Bill assistive technology devices using MN–ITS 837P Professional. Refer to the Billing for Durable Medical Equipment, Medical Supplies, Prosthetics, Orthotics, and Augmentative Devices MN–ITS user manual for general billing requirements and guidance when submitting claims.

· Bill using HCPCS code E1399 for assistive technology devices and K0108 for accessories that do not have a more appropriate HCPCS code.

· Use modifier U9 with E1399 for robotic arms.

· Use modifier UA with E1399 for robotic assistive feeding devices.

· Use modifier NU for purchases.

· Use modifier RR for rentals.

· Do not bill MHCP for repairs when the device is under warranty.

· If the member has Medicare or other insurance coverage as primary, include documentation with the request demonstrating the device is a noncovered item by the primary insurance.

Assistive technology devices have a warranty period in which the manufacturer is to pay for maintenance and repair. MHCP will only reimburse for one month of rental while a device is being repaired.

When adding a robotic arm to an existing mobility device, the provider is responsible for the replacement of the joystick and interface controls or electronics needed for the operation of the robotic arm.

Legal References

Minnesota Statutes, 256B.0625, subdivision 31 (Covered Services)
Code of Federal Regulations, title 21, section 890.3420 (a)(b)