Kansas home health agency license application: KDHE’s steps for supportive care

Before you send it. If the business is a corporation or LLC, it must be registered with the Kansas Secretary of State, and you attest that it is (Attestation Form, p. 1). Section B asks for the entity name as filed there (application, Section B). Our suggestion: send from an email address you check every day, because "will be sent by email to the email address used to submit the application" (KDHE application, Instructions 2).

No business advice. "We are available to answer questions about the licensing process but do not provide individual consultation or business advice to applicants." (KDHE Letter of Introduction) Process questions go to the Home Health Agency Helpline linked from KDHE’s page (KDHE, Contact Us), and the application gives the Bureau of Facilities and Licensing’s main phone as 785-296-0127. (application, p. 4)

Counties and the 200-mile limit. The counties you list in Section F must sit within your service area: "a geographic region within a 200-mile radius of a home health agency’s parent office" (K.A.R. 28-51-100(vv)), and you attest that you will neither serve clients nor open branch offices beyond 200 miles of the parent location (Attestation Form, p. 1). The rule lets a licensee that provides home health services apply for a one-year exception to the 200-mile service area where no other agency provides that service. By our reading, it is not open to a supportive-care-only agency, which provides no home health services. (K.A.R. 28-51-101(n))

Public record. Both the application and the attestation say they may be released under the Kansas Open Records Act (application, Section I). By our reading, put only business contact details on the form.

Which box. "Each home health agency that did not operate in the previous year shall estimate the number of separately identifiable patients and clients that will be served in the one-year period following the date the application for a license is submitted." A client served on separate occasions counts once (K.A.R. 28-51-100(eee)). Section E of the form repeats this (application, Section E).

How to pay. "Beginning July 1, 2025, all fees collected for Home Health Agencies and Birth Centers will be paid online through the online payment system, PayIt" (KDHE, Fee Payment). The 2024 form says the renewal fee may be paid online through PayIt, or by check or money order payable to the Kansas Department of Health and Environment, mailed to the Bureau of Facilities and Licensing, 1000 SW Jackson St., Suite 330, Topeka, Kansas 66612, and that the agency’s State ID goes on all communications and payments. (application, p. 4) By our reading, KDHE’s page is newer than the 2024 form, so pay online and ask KDHE before mailing a check.

Not refundable. The rule calls the initial fees nonrefundable (K.A.R. 28-51-101(a)(1)(B)), and KDHE’s form and page say the same of renewal fees, so check that supportive care is the right license before you pay. For comparison, KDHE’s Skilled Services fees are $500 or $750 to apply (K.A.R. 28-51-101(a)(1)(B)(i)-(ii)). Other costs, such as KDADS background checks.

• Gather first. KDHE says to use the Instruction Guide as a check-off list because you cannot open a file again once it is uploaded, and recommends gathering every document before you start uploading. (Instruction Guide, Important)
• At least one document per folder, more if needed. A numbered folder may hold more than one document, as long as each supports the requirement being reviewed. (Instruction Guide, Important)
• Repeat shared documents. "If an item (document) applies to multiple sections-it needs to be included in each section for consideration and review." (Instruction Guide, Instructions 3) The two appointment documents, for example, appear in both Govern Body and Admin.
• Nothing blank. "Make sure that there are no areas that are left blank or indicate “See Attached” or “Not Applicable.”" Citations must be specific (Instruction Guide, Additional Help). So the nursing and insulin folders hold policies saying you do not provide them.
• Your letterhead, your licensed name. Requested policies go on the agency’s letterhead in its own policy template, under the licensed agency’s name (not a parent company or other trading name). (Instruction Guide, Additional Help)
• Kansas only. "All policies and references must be specifically for Kansas and under the named Home Health Agency listed on the application", even if other states are under the same umbrella (Instruction Guide, p. 1).
• Approved and in effect. "It must be clear that submitted policies have been approved by the governing board and are enacted." (Instruction Guide, Additional Help) Our suggestion: an adoption resolution signed by the governing body, and an approval line on each policy.
• Personnel files. Applicants upload 10 employees’ personnel records, including the administrator, alternate administrator and supervisors, with a staff roster cross-walked to the folders; fewer if the agency has fewer staff (note it on the roster). No I-9s, W-4s or Social Security cards. In Personnel Recs, each numbered folder holds one person’s personnel file, and the roster in folder A maps each folder to a person, for example "Folder 1, John Smith, No license, Supportive Care Worker, Hired/Active, 01/01/24". (Instruction Guide, Personnel Records) Each file shows the application, resume, signed job description, credential checks, interview and reference checks before hire, evaluations, health history, health assessment, TB test, criminal record check evidence, orientation, competency, supervisory visit and ANE training records (Instruction Guide, Personnel Records).
• The administrators’ evidence. For administrators who are not qualified health professionals, KDHE asks for a resume or CV with proof of education, such as transcripts, diplomas or certificates of program completion; a licensed professional sends proof of current Kansas licensure and official college transcripts. (Instruction Guide, Administrators) "The Administrator must be “appointed” by the Governing Body, and this must be in writing." (Instruction Guide, Administrators) KDHE’s page links a KDHE-approved administrator course for those without a degree (KDHE, Training Opportunities). The administrator, alternate and manager.
• The guide is a floor. KDHE says the content notes under each section of its guide are not an all-inclusive list, and that applicants should also check the regulations and their own policies. (Instruction Guide, Important)
• Templates are fine. "Many policy templates or ideas about content may be found on the internet but it is up to the individual applicant to determine which templates to use that best meet your need." (KDHE application)

• A desk review by email. "A KDHE staff member will be in contact with you via email for missing documents, clarifications, or other issues that arise during the review process." (KDHE application, Instructions 4)
• The license. "When all required documents have been reviewed and meet the requirements, KDHE will issue a license and notify you of your license approval." (KDHE application, Instructions 4) The rule says a license is issued if the applicant is in substantial compliance and has sent an acceptable plan of correction for any deficiencies cited during an inspection (K.A.R. 28-51-101(c)).
• A survey first? The statute says the secretary "shall issue a license to applicants who have complied with the requirements of this act and have received approval of the secretary after a survey inspection" (K.S.A. 65-5104(a)). KDHE’s application describes only the document review, and we found no KDHE document on a survey before the first license. Ask KDHE. After licensing, KDHE says "State level survey is required to be compliant with KDHE and maintain HHA licensure." (KDHE Letter of Introduction), at least every 36 months (K.S.A. 65-5104(b)(2)). KDHE’s surveys.
• Refusal. KDHE refuses, suspends or revokes a license for failure to substantially comply with the Act or rules, or for obtaining it by fraud, misrepresentation or concealment. The agency may request a hearing under the Kansas Administrative Procedure Act. (K.S.A. 65-5108)
• How long. KDHE publishes no processing time. KDHE paused non-medical applications in 2017 and restarted processing on March 1, 2024, with online document submission. (KDHE Update Letter, March 11, 2024) We cannot give you a date. Fees, renewal and timeline.

Once licensed. Post the license "in a conspicuous place in the main offices" (K.S.A. 65-5104(d)), keep the parent office staffed during your posted hours (K.A.R. 28-51-100(hh)), and request a KDADS eligibility determination for each worker before hire (K.S.A. 65-5117(e)).

• Every year. A license lasts one year, unless suspended or revoked. (K.A.R. 28-51-101(d)(1)) "Each licensee renewing a license shall file the following at least 30 days before the expiration of the license": the renewal application and the fee (K.A.R. 28-51-101(b)).
• What to send. Signed application marked "Annual Renewal", signed Supportive Care Services Attestation Form, Certificate of Good Standing if registered with the Secretary of State, license verification for the administrator if applicable, and the fee through PayIt. (KDHE, License Renewal) If a new administrator or alternate administrator starts at the same time, include the Personal Release of Information form too. (KDHE application, For Renewal Applications)
• The fee. $100 if you served fewer than 100 unique clients, $350 for 100 or more, KDHE’s fees paid online (K.A.R. 28-51-101(b)(2)(C)-(D)). On a renewal, Section E asks you to write in your count (application, Section E).
• What changed. The statute keeps a license in effect only if the annual report comes with a statement of any changes to the information filed with the original application. (K.S.A. 65-5104(b)(3))
• Late is canceled. "If the annual report is not filed and the annual fee is not paid within 30 calendar days of the renewal expiration date, such license is automatically canceled." (K.S.A. 65-5104(c)) By our reading, a canceled agency must stop serving clients and apply again, because no one may provide supportive care services without a license (K.A.R. 28-51-101(a)(2)).
• The in-operation test. "Each licensee shall maintain in-operation status to be eligible for license renewal." In-operation means the agency "has provided home health services, HCBS, or supportive care services to at least five patients or clients in the past 12-month period and to at least one patient or client in the latest three-month period" (K.A.R. 28-51-100(u), 28-51-101(l)). By our reading, a new agency needs at least five clients in its first licensed year to be eligible to renew; the rule does not say how KDHE checks it.

The amended application and its letter of intent

For a change such as a new address or name, KDHE’s form asks for "the application and a letter of intent", and "The letter must include the agency name, state ID, effective date of the change, and the old and the new information related to the change." (KDHE application, For Amended Applications) Answering providers’ feedback on its drafted rewrite in April 2026, KDHE said "The address is included on an agency’s license and requires a complete amended application form to be filed", and that the amended application with its release of information and attestation forms helps it check an administrator change (KDHE answers, April 2026, p. 5). Tick Amended at the top of the form (application, p. 1).

By our reading, an administrator change therefore means an amended application, a letter of intent, the new person’s Personal Release of Information form and an attestation, sent within five days. The rule itself asks only for written notice with the new person’s name, address and qualifications (K.A.R. 28-51-101(e)). KDHE’s documents do not mention a fee for an amended application.

• No transfer. "A license shall not be transferable or assignable." When an agency is sold, its ownership or management is transferred, or its corporate status substantially changes, the license is voided and a new one obtained (K.S.A. 65-5104(e)).
• When to apply. A new owner’s application is made in writing before the effective date of the sale, transfer or change in corporate status, on the same form and with the same information as an original license, with the license fee. KDHE may issue a temporary operating permit for up to 90 days pending the survey inspection and its decision. (K.S.A. 65-5104(e)) The rule says the new owner files "upon the effective date of the sale, transfer, or change in corporate status" and may request a temporary operating permit (K.A.R. 28-51-101(h)). By our reading, apply before the sale closes, as the statute says, and ask for the permit at the same time.
• On the form. The buyer ticks Change of Ownership w/ TOP (application, p. 1) and sends the same documents as an initial application (KDHE application, For Initial Applications or Change of Ownership Applications).

• 30 days ahead. "Each licensee shall notify the department in writing at least 30 days before the permanent closure of the home health agency." "The notice shall include the reason for the closure, the date the home health agency is closing, the location of active and inactive patient or client records, and the name and address of the custodian of the records." (K.A.R. 28-51-101(k)(1))
• Clients. If closing with current clients, notify each client and guardian, make a discharge or transfer plan, and send a copy of the client record to the receiving agency. The rule says to "develop an effective discharge or transfer plan in coordination with the needs outlined in the patient’s or client’s plan of care" (K.A.R. 28-51-101(k)(3)).
• Records. "If the home health agency closes, the licensee shall make provision for the retention of clinical records or client records." (K.A.R. 28-51-101(k)(2)) Client records are kept at least five years after the last discharge (K.A.R. 28-51-110(d)).
• The last day. Mail the license to KDHE at the end of the day services stop (K.A.R. 28-51-101(k)(4)). "A licensee shall not operate the home health agency after the closing date provided to the department." (K.A.R. 28-51-101(k)(5))

The attestation also lists closure among the changes you report within five days (Attestation Form, p. 2). By our reading, the rule’s 30 days’ notice before closing is the one to plan around.

• Reciprocity. KDHE may agree with bordering states to license their licensed agencies without an on-site survey, on the filed application and fee, if that state’s requirements are substantially the same and its licensing agency recommends the applicant in writing. (K.S.A. 65-5104(f)) We found no list of current agreements; ask KDHE. Section G of the form asks about a reciprocal agreement only for agencies associated with a Medicare certified agency (application, Section G).
• No matching state rules. If a bordering state does not license home health agencies, or its requirements are not substantially the same as Kansas’s, its agencies that do business in Kansas must meet the whole Act and operate in Kansas from offices located in Kansas. (K.S.A. 65-5104(f))
• Found operating without a license. An agency found operating without a license is told to get one and offered a 60-day temporary license while it applies; if it fails to obtain licensure within 30 calendar days, a fine is assessed. No temporary license is given where care presents imminent harm. (K.S.A. 65-5102) Violating any provision of the Home Health Agency Act is a class B misdemeanor. (K.S.A. 65-5114)