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KDADS updates settings final rule guidance: technology, revalidation and training plans
Summary
KDADS staff outlined upcoming revalidation and reenrollment steps, guidance on technology use in HCBS settings, training plans for care coordinators and TCMs, and a technology FAQ with feedback due 01/31/2026.
Latonya, a member of KDADS' settings final rule team, gave a multi-part update on compliance, training and technology guidance tied to the HCBS settings final rule. She said many provider accounts look to be due for revalidation or reenrollment in 2026 and advised providers to contact her before submitting applications so KDADS can manually review account status and issue a provider validation letter until the compliance portal is updated.
Latonya emphasized that technology is allowed in HCBS settings but must be governed by clear policies and documented consent. “Settings final rule is not saying you cannot have technology and use technology in your HCBS settings,” she said, adding that agencies should document intent, staff training, participant education and consent for devices ranging from cameras to smartwatches. She noted a technology FAQ was circulated in December 2025 and is posted on the HCBS compliance portal; KDADS requested feedback on the draft by 01/31/2026.
On training, Latonya said the 1-on-1 settings final rule training remains an option (Canvas/Kansas Train) and KDADS is working to host training on its own compliance portal for easier access. She also described planned training for TCMs and MCO care coordinators focused on how plan-of-care/support plans should record technology uses and justification — information KDADS will review when investigating complaints under the settings final rule.
Latonya clarified three different concepts providers should distinguish in plans and policies: virtual delivery of services (VDS), monitoring, and surveillance. VDS is billable when staff actively engage with person-centered goals; monitoring tracks clinical or safety metrics (for example, falls or seizures); and surveillance generally describes organizational security observations, such as parking-lot cameras.
What happens next: KDADS will continue to post updated resources on the HCBS compliance portal, collect provider feedback on the technology FAQ through the stated deadline, and roll training onto the compliance portal as contractor work allows.
