Community Living Assistance and Support Services Provider Manual

Appendix IAdaptive Aids

Revision 15-2; Effective November 20, 2015

Adaptive aids are items or services necessary to assist an individual to maintain function or to treat, rehabilitate, prevent or compensate for conditions resulting in disability or loss of function. Adaptive aids enable individuals with functional impairments to perform activities of daily living or to control the environment in which they live. Adaptive aids purchased through the Community Living Assistance and Support Services (CLASS) program are essential items or services provided to enhance the individual's independence in the community. For some individuals, adaptive aids are basic to making the environment usable so activities such as preparing food, eating, dispensing medications, dressing and grooming, maintaining the home, and moving within the community, can be performed as independently as possible. Adaptive aids are devices, controls, appliances or services that enable individuals with related conditions to:

  • increase their abilities to perform activities of daily living and decrease the need for paid staff;
  • prevent the risk of institutionalization;
  • control the environment in which they live;
  • modify or improve the individual's ability to live successfully in the community;
  • increase the individual's safety, security and accessibility; and
  • improve service accessibility and delivery.

Adaptive aids may be provided to meet the needs identified in an assessment conducted by an appropriate, licensed professional, as outlined in this appendix. The long-range cost effectiveness of adaptive aids will be considered since these items often provide several years of service.

Limits on the amount, frequency, or duration of this service:

Nutritional supplements and enteral feeding formulas and supplies available through the CLASS program are limited to those listed on the website maintained by Noridian Healthcare Solutions at:

To determine if the requested nutritional supplement might be available through the CLASS program, navigate to the Noridian Healthcare Solutions website. On that Web page, in the section labeled “Search DMEPOS Product Classification List,” enter the product name in the text box labeled “Product Name,” and click the “GO” button. If the product is displayed on the resulting page, the nutritional supplements may be reimbursed by the CLASS program, based on the justification provided.

The same website can also provide a list of all nutritional supplements. Navigate to the same website listed above and in the section labeled “Search DMEPOS Product Classification List,” locate the text at box labeled “Classification.” Highlight the category “Enteral Nutrition” and click the “GO” button. This will provide a list of all nutritional products that may be reimbursable through the CLASS program.

Adaptive Aids are provided under this waiver when no other financial resource is available or when other available resources have been exhausted.

Form 3660, Request for Adaptive Aids, Medical Supplies, Minor Home Modifications or Dental Services/Sedation, is required for all requested adaptive aids. Requests for adaptive aids that require additional information to be provided by the appropriate licensed professional (as listed below) or require bids must accompany Form 3660, as applicable.

If the requested adaptive aid is related to transportation services, the case manager must complete Form 3598, Individual Transportation Plan, based on the deliberations of the service planning team (SPT). This form must be submitted to the Health and Human Services Commision/Department of Aging and Disability Services (HHSC/DADS) in conjunction with applicable forms as outlined below.

All assessments for adaptive aids requested through the CLASS program must:

  • be based on a face-to-face evaluation of the individual by the appropriate licensed professional, practicing within the scope of his/her licensure, conducted not more than one year before the date of purchase of the adaptive aid;
  • include a description of and a recommendation for a specific adaptive aid listed in this appendix and any associated items or modifications necessary to make the adaptive aid functional;
  • include the individual's diagnosis of a related condition(s) and identify how this adaptive aid will meet the needs of the individual and must include consideration of alternatives known to the appropriate licensed professional to meet the individual’s need(s) based on this diagnosis (for example, cerebral palsy, quadriplegia or deafness);
  • include a description of the symptom(s) related to the diagnosis (for example, unable to ambulate without assistance); and
  • include a description of the specific needs of the individual and how the adaptive aid will meet those needs (for example, the individual needs to ambulate safely and independently from room to room and the use of a walker will allow him to do so).

Adaptive aids needed on an ongoing basis will require documentation to justify the need for the adaptive aid(s) once per Individual Plan of Care (IPC) period. Repair and maintenance of items purchased through the CLASS program do not require justification unless the cost of the repair is expected to exceed $300.

However, the repair does require justification from a licensed professional if the cost exceeds $300 or the repair is to an adaptive aid not purchased through CLASS.

The maximum amount HHSC/DADS authorizes as payment to a direct services agency (DSA) for all adaptive aids and dental treatment combined for an individual is $10,000 per IPC period, which includes the cost of repair and maintenance of an adaptive aid. A maximum of $300 per IPC period may be authorized for repair and maintenance of an adaptive aid(s) so the SPT is not required to complete Form 3660 for repair and maintenance funds requests that do not exceed $300. The SPT must include the amount requested on an individual's IPC in the adaptive aids service category.

The SPT must:

  • consider a written assessment from the appropriate licensed professional recommending an adaptive aid;
  • document any discussion about the recommended adaptive aid; and
  • agree that the recommended adaptive aid is necessary and should be purchased.

For purchases of an adaptive aid or medical supply costing over $500, the case management agency (CMA), DSA and individual/legally authorized representative (LAR) must complete and sign Form 3849-A, Specifications for Adaptive Aids/Medical Supplies/Minor Home Modifications, to signify agreement with the specifications.

All individuals must attempt to obtain needed adaptive aids or durable medical equipment through all possible non-waiver resources available to that individual. Medicare and Medicaid are two common resources available to many individuals in the CLASS program that must be accessed prior to requesting an adaptive aid through CLASS.

The CMA must obtain one of the following as proof of non-coverage by Medicaid:

  • a letter from Texas Medicaid Healthcare Partnership (TMHP) that includes:
  • a statement that the requested adaptive aid is denied under the Texas Medicaid Home Health Services or the Texas Health Steps programs; and
  • the reason for the denial, which must not be one of the following:
  • Medicare is the primary source of coverage;
  • information submitted to TMHP was incomplete, missing, insufficient or incorrect;
  • the request was not made in a timely manner; or
  • the adaptive aid must be leased; or
  • a provision from the current Texas Medicaid Providers Procedure Manual stating the requested adaptive aid is not covered by the Texas Medicaid Home Health Services or the Texas Health Steps programs.

In addition to the documentation required above for an individual eligible for Medicare, a CMA must obtain one of the following documents that specifies denial of an adaptive aid:

  • a letter from Cigna Government Services that includes:
  • a statement that the requested adaptive aid is denied under Medicare; and
  • the reason for the denial, which must not be one of the following:
  • information submitted to Cigna Government Services to make payment was incomplete, missing, insufficient or incorrect;
  • the request was not made in a timely manner; or
  • the adaptive aid must be leased;
  • a letter from Cigna Government Services stating that the adaptive aid is approved and the amount to be paid, which must be less than the cost of the requested adaptive aid; or
  • a provision from the current Region C DMERC (Durable Medical Equipment Region C) DMEPOS (Durable Medical Equipment Prosthetics, Orthotics, and Supplies) Supplier Manual stating that the requested adaptive aid is not covered by Medicare.

The following are examples of documentation that are not acceptable as proof of non-coverage:

  • a statement from a Medicaid enrolled durable medical equipment (DME) provider that the adaptive aid requested is not covered by the Texas Medicaid Home Health Services or the Texas Health Steps programs; and
  • a statement from a Medicare DME provider that the adaptive aid requested is not covered by Medicare.

The CMA is responsible for assisting the individual or legally authorized representative (LAR), as necessary, to pursue all non-CLASS resource options for an adaptive aid prior to requesting an adaptive aid through CLASS. Some examples may include private insurance coverage or other state or local program resources for which the individual may be eligible.

Within five business days of receipt of this record, the CMA must provide copies of all documentation to the DSA) verifying that non-CLASS resources were exhausted.

As specified in the instructions for Form 3660, the case manager provides Form 3660 to the individual/LAR when an adaptive aid, medical supply, minor home modification, dental service or dental sedation is requested. Form instructions for Part A specify this section must be completed by the case manager or individual/LAR. Additionally, the case manager completes Part B before the form is then provided to the DSA. DSAs must arrange for the appropriate professional, practicing within the scope of licensure, and as identified adjacent to each adaptive aid listed below to complete Part C of Form 3660. The DSA representative completes Part D. The DSA then submits Form 3660 to the case manager along with written documentation as outlined in Section 3500, Service Initiation.

For adaptive aids with a cost of $500 or higher, a DSA must obtain comparable bids for the requested adaptive aid from three vendors. Comparable bids describe the adaptive aid and any associated items or modifications identified in an assessment for an adaptive aid. A bid must:

  • state the total cost of the requested adaptive aid;
  • include the name, address and telephone number of the vendor;
  • include a complete description of the adaptive aid and any associated items, modifications or specifications, which may include pictures or other descriptive information from a catalog, website or brochure;
  • include the number of hours of direct service to be provided and the hourly rate of the service (only for those adaptive aids that are services); and
  • be obtained within one year after the written assessment is obtained.

A DSA may obtain only one bid for the following adaptive aids:

  • eyeglasses;
  • hearing aids, batteries and repairs; and
  • orthotic devices, orthopedic shoes and braces.

A DSA may obtain only one bid or two comparable bids for an adaptive aid if the DSA has written justification for obtaining less than three bids because the adaptive aid is available from a limited number of vendors.

If a DSA requests authorization for payment for an adaptive aid that is not based on the lowest bid, the DSA must have written justification for payment of a higher bid.

The following are examples of justifications that support payment of a higher bid:

  • the higher bid is based on the inclusion of a longer warranty for the adaptive aid; and
  • the higher bid is from a vendor that is more accessible to the individual than another vendor.

The only items and services purchasable by the DSA as adaptive aids are listed in this appendix. The maximum amount HHSC/DADS authorizes as payment to the DSA for all adaptive aids purchased for an individual receiving CLASS program services is $10,000 per IPC period.

With the exception of a vehicle modification, all adaptive aids purchased for an individual through the CLASS program are the exclusive property of that individual.

The CLASS program does not purchase adaptive aids or medical supplies offered as pre-owned, used or refurbished.

Adaptive aids identified on the IPC must include documentation describing how the item or service:

  • is necessary to protect the individual's health and welfare in the community;
  • addresses the individual's related condition;
  • is not available to the individual through any other source, including the Medicaid state plan, other governmental programs, private insurance or the individual's natural supports;
  • enhances an individual's integration in the community and prevents admission to an institution while maintaining and improving independent functioning;
  • is the most appropriate type and amount of CLASS program services to meet the individual's needs; and
  • is cost effective.

Individuals must be assessed by the most qualified, licensed professional who can justify the need and appropriateness of a requested adaptive aid.

Following are licensed professionals who may assess the need for an adaptive aid in the CLASS program.

  • Audiologist (AU) — A person licensed as an audiologist in accordance with Chapter 401 of the Texas Occupations Code.
  • Licensed Psychological Associate (PSA) — A person licensed in accordance with Texas Occupations Code, Chapter 501.
  • Licensed Professional Counselor (LPC) — A person licensed in accordance with Texas Occupations Code, Chapter 503.
  • Licensed Dental Practitioner (DDS) — A person licensed in accordance with Texas Occupations Code, Chapter 251.
  • Dietitian (DI) — A person licensed as a dietitian in accordance with Chapter 701 of the Texas Occupations Code.
  • Registered Nurse (RN) — A person licensed to practice professional nursing by the Texas Board of Nurse Examiners in accordance with Chapter 301 of the Texas Occupations Code.
  • Physician (MD)(DO) — A person licensed as a physician in accordance with the Texas Occupations Code, Chapter 155. This includes professionals practicing as a medical doctor or as a doctor of osteopathic medicine.
  • Occupational Therapist (OT) — A person licensed as an occupational therapist in accordance with Chapter 454 of the Texas Occupations Code.
  • Ophthalmology (OPH) — A person licensed as a physician in accordance with the Texas Occupations Code, Chapter 155, and certified by the American Board of Ophthalmology.
  • Optometrist (OPT) — A person licensed as an optometrist or therapeutic optometrist in accordance with the Texas Occupations Code, Chapter 351.
  • Physical Therapist (PT) — A person licensed as a physical therapist in accordance with Chapter 453 of the Texas Occupations Code.
  • Psychologist (PS) — A person licensed as a psychologist, provisionally licensed psychologist or psychological associate in accordance with Chapter 501 of the Texas Occupations Code.
  • Speech-Language Pathologist (SP) — A person licensed as a speech-language pathologist in accordance with Chapter 401 of the Texas Occupations Code.
  • Licensed Clinical Social Worker (SW) — A person licensed as a clinical social worker in accordance with the Texas Occupations Code, Chapter 505.
Other Abbreviations and Numbers

(1) — The item must meet Medicaid standards/specifications.
(2) — Equipment rental is highly recommended by /HHSCDADS prior to purchase.

Adaptive aids that may be covered in the CLASS program must be included on the following list and include the installation, maintenance and repair of approved items not covered by warranty:

  1. Lifts
  2. wheelchair lifts (OT, PT)
  3. porch or stair lifts (OT, PT)
  4. stairway lifts (only in residences owned by the individual/family) (OT, PT)
  5. bathtub seat lifts (OT, PT)
  6. ceiling lifts that transport the individual around the home via tracks (only in residences owned by the individual and/or family) (OT, PT)
  7. other hydraulic, manual or other electronic lifts (OT, PT)
  8. Mobility Aids (including batteries and chargers) — wheelchairs and scooters for facilitating participation in recreational activities and sports are not covered
  9. manual/electric wheelchairs and necessary accessories (OT, PT, MD, DO)
  10. adult stroller/travel chair (OT, PT)
  11. mobility bases for customized chairs (OT, PT)
  12. braces, crutches, walkers, canes (including white canes) and necessary accessories (OT, PT, MD, DO)
  13. prescribed prosthetic devices (OT, PT, MD, DO)
  14. orthopedic
  15. bus passes, metro transit services, taxi services for non-medical transportation only (for specific purposes related to individual's habilitation goals; not to be used in lieu of medical transportation) (any listed licensed professional)
  16. portable ramps that do not require installation (OT, PT)
  17. automatic door openers (OT, PT)
  18. gait trainer (OT, PT)
  19. mobility aids for individuals with a diagnosed visual impairment listed on the Approved Diagnostic Codes for Persons with Related Conditions, such as:
  20. materials to construct adaptive mobility aids (for example, PVC pipes to construct an adapted cane or pre-cane device); (OT, PT, MD, DO, OPH, OPT)
  21. color contrast or reflective tape (to mark paths, drop-offs, etc); (OT, PT, MD, DO, OPH, OPT)
  22. global positioning systems (GPS) and appropriate accessories to allow independent travel within the community; (OT, PT, MD, DO, OPH, OPT)
  23. tinted glasses, visors and sunshields to regulate glare; (OT, PT, MD, DO, OPH, OPT)
  24. flashlights; (OT, PT, MD, DO, OPH, OPT) and
  25. magnifying devices. (OT, PT, MD, DO, OPH, OPT)
  26. Position Devices
  27. standing frames/boards (OT, PT)
  28. removable bathtub rails (OT, PT)
  29. toilet chair (OT, PT)
  30. orthotic devices (OT, PT, MD, DO)
  31. hospital beds and necessary accessories (must meet Medicaid standards/specifications) (OT, PT)
  32. egg crate mattresses, sheepskin and other medically related padding (OT, PT, MD, DO)
  33. lift recliners (OT, PT)
  34. trapeze bars (OT, PT)
  35. Communication Aids
  36. communicators
  37. direct selection communicators (SP)
  38. alphanumeric communicators (SP)
  39. scanning communicators (SP)
  40. adapted telephones for an individual diagnosed with visual and/or hearing impairments listed on the Approved Diagnostic Codes for Persons with Related Conditions (for example, amplified telephones, phones with enlarged keypads, phones with Braille displays, captioned telephones and speaker phones for people who cannot use conventional telephones) (SP, OT)
  41. Telecommunication Device for the Deaf (TDD) or telephone typewriter/ teletypewriter (TTY) machines with Braille displays (SP)
  42. Video relay phone and equipment for video relay service (the monthly service fee is not included or covered) (SP)
  43. telebraille and teletype machines (SP)
  44. materials to construct communication aids (SP, PS, PSA, LPC, OT)
  45. communication books, communication symbols, experience books and calendar systems (to include calendar boxes, shelves and charts) (PS, PSA, LPC, LCSW)
  46. speech amplifiers and assistive listening devices (SP, OT)
  47. hearing aids beyond the Medicaid limit (SP, AU)
  48. hearing aid supplies beyond the Medicaid limit (SP, AU, MD, DO, RN)
  49. sign language interpreter service for non-routine communications, such as SPT meetings or medical/professional appointments (SP, PS, PSA, LPC, AU, MD, DO)
  1. Computers and Appropriate Accessories