How to Request AT Through Your ISP in HCSIS

If you have an IDD waiver in Pennsylvania, assistive technology is a covered service. But getting it approved means it has to be written into your ISP (Individual Support Plan) in HCSIS. Here's exactly how that process works.

First, some terms in plain English

Pennsylvania's waiver system uses a lot of abbreviations. Here are the ones that matter for this process:

• ISP = Individual Support Plan. This is your plan for what services you get, how often, and from whom. Every waiver participant has one.
• HCSIS= Home and Community Services Information System. It's Pennsylvania's computer system where ISPs are created and tracked. Your Supports Coordinator uses it. You probably never log in yourself, but understanding that it exists helps you advocate.
• SC = Supports Coordinator. The person who manages your services and writes your ISP. They work for a Supports Coordination Organization (SCO), not a provider agency.
• AE = Administrative Entity. Usually your county MH/IDD office. They review and approve ISPs.

Step 1: Talk to your Supports Coordinator

This is where it all starts. Tell your SC that you want assistive technology added to your plan. Be as specific as you can about what you need and why.

“I need a GPS tracker because my son wanders” is much stronger than “we need some technology.” The more concrete you are, the easier the rest of the process becomes.

If you're not sure exactly what you need, that's okay. Say that. Your SC can help you figure it out, and that's what Step 2 is for.

Step 2: Get an AT evaluation

Your SC can arrange an assistive technology evaluation through your provider or through TechOWL, Pennsylvania's AT Act program at Temple University. The evaluation is done by a qualified professional (an OT, SLP, or RESNA-certified AT professional) who documents what AT is needed and why.

This evaluation matters because it creates the clinical justification that the AE needs to approve the request. A well-written evaluation makes everything downstream easier.

Good news: the AT evaluation itself is a billable waiver service, so there's no out-of-pocket cost to you.

Step 3: Your SC adds AT to the ISP in HCSIS

Once the evaluation is done, your SC enters the AT request into your ISP through HCSIS. They'll include the specific item (or items), the cost based on vendor quotes, and the justification from the evaluation.

You don't do this part yourself, but you should know it's happening. Ask your SC to confirm when the AT has been added to your plan. You have the right to review your own ISP at any time.

Step 4: The AE reviews and approves

Your Administrative Entity (usually your county MH/IDD office) reviews the updated ISP on their Plan Dashboard in HCSIS.

If the total AT cost is under $3,000 per year, this is usually straightforward. The AE can approve it at their level.

If the cost is over $3,000 per year, your SC needs to file a variance request with ODP (Office of Developmental Programs). This requires additional clinical documentation explaining why the standard cap isn't enough for your specific situation. For more on the variance process, see our guide to the 2026 cap changes.

Step 5: Purchase and delivery

Once the ISP is approved, your provider or SC arranges the purchase from the vendor. The AT is delivered, and the provider bills the waiver.

Keep all receipts and documentation. If anything needs to be replaced or repaired later, having records makes the process much simpler.

What if you get denied?

It happens. Here's what to do:

1. Ask for the written reason. You have the right to know exactly why the request was denied.
2. File an appeal. Your SC can help you with the appeals process. Denials can often be overturned with additional documentation.
3. Contact TechOWL for help. Their staff can provide additional clinical support, help identify alternative products, or connect you with advocacy resources. Call 800-204-7428.
4. Consider a PATF loan as bridge funding. The PA Assistive Technology Foundation offers 0% interest mini-loans up to $2,000. This can help you get the AT you need now while the appeal is in progress.

Tips from families who've done this

• Document everything in writing. Follow up phone calls with an email summarizing what was discussed. Keep copies of evaluations, quotes, and ISP pages.
• Request AT at your annual ISP meeting.This is the natural time to add or change services. But you don't have to wait for the annual meeting. You can request an ISP update at any time.
• Don't wait for your SC to suggest it.Many SCs aren't AT specialists. They may not know what's available or that you're interested. You know your needs (or your family member's needs) best.
• Try before you buy.TechOWL's lending library lets you borrow over 1,500 devices for free for 5 weeks. Trying a device first makes the evaluation stronger and helps your SC write a better justification.

For the full picture of AT funding in Pennsylvania, including all three waivers, TechOWL, PATF loans, vocational rehab, and education pathways, see our complete PA funding guide.