Robotic Arms and Assistive Technology

Revised: May 4, 2026

· 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, unless substantial documentation articulates why the member’s unique medical needs prevent them from using the robotic arm for eating.

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: A9900, E1399 U9, E1399 UA, K0108
MHCP covers robotic arms and robotic assistive eating devices. Assistive technology devices are coded as miscellaneous HCPCS code E1399. Providers must use modifier U9 for robotic arms and modifier UA for robotic assistive feeding devices. Authorization is always required.

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.

Assistive technology devices are not included in the per diem for members living in a nursing facility or the per diem for members living in an intermediate care facility for people with developmental disabilities (ICF/DD).

Robotic Arms
Codes: E1399 U9, K0108

Robotic arms are covered with authorization 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; and

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

Documentation must identify the ADLs for which the robotic arm is requested and the member’s performance during the trial period. Providers must give special consideration to eating as an ADL, including the member’s ability to operate the joystick and grasp and use utensils.

Providers must use HCPCS code K0108 for robotic arm accessories that do not have a more appropriate HCPCS code.

Robotic Assistive Feeding Devices
Codes: E1399 UA, A9900

Robotic assistive feeding devices are covered with authorization 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 use HCPCS code A9900 for robotic assistive feeding devices accessories that do not have a more appropriate HCPCS code. Dispensing of a robotic assistive feeding device includes the charging cable, placemat, plate, pressure switches, and utensils. MHCP covers additional placemats, plates, and utensils with authorization. Documentation must support the quantity requested.

Replacement charging cables and pressure switches are covered for member-owned devices when the original item no longer functions. Document in the medical record that the original item is no longer functional.

MHCP considers both a robotic arm and a robotic assistive feeding device as duplication of services for most members. MHCP only covers robotic assistive feeding devices for members with robotic arms if the member’s unique medical condition physically prevents them from effectively or safely using the robotic arm for eating. MHCP does not cover robotic assistive feeding devices for purposes of convenience.

MHCP reviews robotic assistive feeding devices for members with robotic arms only when documentation substantially demonstrates medical necessity. The review process is as follows:

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

· The member uses the robotic arm in their usual living arrangement.

· MHCP receives and reviews the request for a robotic arm. If the robotic arm is approved, the device becomes the member’s property.

· The member continues using the robotic arm. If it becomes apparent that the member is unable to effectively or safely use the robotic arm for eating, and there is no expected improvement, then the provider and medical supplier evaluate the member’s medical needs for eating.

· Request for a robotic assistive feeding device is submitted. Documentation must include:

· Description of member’s unique medical condition that physically prevents them from effectively or safely using the robotic arm for eating; and

· Description of member’s use of the robotic arm for eating and how device use has failed to meet the member’s medical needs; and

· MHCP receives and reviews request for a robotic assistive feeding device.

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

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 always required. Submit authorization requests and required documentation to the Medical Review Agent.

Documentation 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

· Description of the member’s current medical services and treatments, including PCA or home care services; and

· Results of device trial period including links to unedited trial videos of the member completing ADLs or other desired IADLs. Documentation must identify the ADLs and IADLs for which the device is requested. Providers must specifically address eating as an ADL during the device trial; and

· Description of member performance of ADLs during trial period; 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).

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 and the initiation of device trial must be less than 180 days old.

The provider must appropriately train the member on 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. Providers must document the exact start date of the trial and the expected date of completion.

· 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.

· Use modifier NU for purchases.

· Use modifier RR for rentals.

· Bill HCPCS code E1399 for assistive technology devices.

· Bill HCPCS code E1399 with modifier U9 for robotic arms.

· Bill HCPCS code E1399 with modifier UA for robotic assistive feeding devices.

· Bill HCPCS code K0108 for robotic arm accessories that do not have a more appropriate HCPCS code.

· Bill HCPCS code A9900 for robotic assistive feeding devices accessories that do not have a more appropriate HCPCS code.

· 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)