Appendix A: What a Justification Letter Should Include

What, Who, How, Where

A funding justification letter should be in report form.

Some useful terms are:

  1. "Prevention of" or "accommodation to"
    For example: sores, contractures, orthopedic deformities
  2. "Promote and/or support"
    For example: breathing, swallowing, mobility
  3. The term to use is "adequate" not "optimal." No product is ever "perfect." It will not last forever because conditions of the patient and situation are constantly changing.
  4. A physician's note to endorse the report is usually necessary.
  5. It is also important to point out the long-term benefits.

These benefits should include those that apply to medical needs/benefits:

  • Bone growth
  • Respiratory activity
  • Strengthening of anti-gravity muscles
  • Development of head and trunk control
  • Development of hand/eye coordination
  • Opportunity for cognitive growth

Other helpful hints:

  • Refer to a three wheel trike as a "therapeutic mobility device"
  • Always use the term "patient" not "client." It is a medical system and the product is for medical reasons. Physicians do not have clients.
  • It is imperative to define the product as a medical necessity

For examples of medical justification letters, look on the website www.freedomconcepts.com under funding.

Appendix B: Effective Terminology

Effective Terminology for Insurance Companies, Medicaid or Medicare

  • "significantly improves condition of patient"
  • "medically necessary"
  • "prosthesis to replace organ or limb"
  • "replaces a nonfunctional part of patient's body"
  • "other therapeutic and prosthetic services and supplies"
  • "durable medical equipment"
  • "improvement of a malformed body member"
  • restoration of patient to best possible functional level"

As you investigate the possible avenues of funding for assistive technology, keep in mind that some options may affect your own insurance policies in the future.


Specified charges that must be paid each time care or medical services of a particular type are received. The instances in which a co-payment will be required are specified in your policy's schedule of benefits. The co-payment must be paid before any other payment will be made for that specific benefit. The co-payment amount does not count toward satisfaction of the insured's deductible or out-of-pocket maximum for the plan year.
The amount the insured must pay on covered benefits before the insurance company will pay during a benefit period.
Life Time Cap:
The maximum amount (limit) that the insurance company is obligated to pay for all medical care during the lifetime of the insured.

Appendix C: WV Division of Rehabilitation (DRS) Districts and Offices

District 1

Counties: Boone, Calhoun, Clay, Jackson, Kanawha, Mason, Putnam and Roane

  • Charleston District Office
    4701 MacCorkle Avenue, SE
    Charleston, WV 25304
    Phone: 304-356-2371
  • Point Pleasant Branch Office
    209 5th St.
    Point Pleasant, WV 25550
    Phone: 304-675-0867
  • Ripley Branch Office
    206 Stone Drive
    Ripley, WV 25271
    Phone: 304-373-0313
  • Spencer Branch Office
    321 Market St.
    Spencer, WV 25276
    Phone: 304-927-0954
  • Teays Valley Branch Office
    115 Liberty Square
    Hurricane, WV 25526
    Phone: 304-760-7082

District 2

Counties: Barbour, Gilmer, Harrison, Lewis, Marion, Monongalia, Preston, Randolph, Taylor, Tucker and Upshur

  • Clarksburg District Office
    107 Cambridge Place
    Bridgeport, WV 26330
    Phone: 304-842-2951
  • Elkins Branch Office
    1025 North Randolph Avenue
    Elkins, WV 26241
    Phone: 304-637-0205
  • Fairmont Branch Office
    Veterans Square
    320 Adams Street, Suite 106
    Fairmont, WV 26554
    Phone: 304-367-2714
  • Morgantown Branch Office Sabraton Plaza
    1415 Earl Core Rd.
    Morgantown, Wv 26505
    Phone: 304-285-3155
  • Weston Branch Office
    306 Market Place Mall
    Weston, WV 26452
    Phone: 304-269-0547

District 3

Counties: Brooke, Doddridge, Hancock, Marshall, Ohio, Pleasants, Ritchie, Tyler, Wetzel, Wirt and Wood

  • Parkersburg Branch Office
    State Office Bldg. 400 5th St.
    Parkersburg, WV 26101
    Phone: 304-420-4580
  • Parkersburg South High School
    1511 Blizzard Dr.
    Parkersburg, WV 26101
    Phone: 304-420-4916
  • Sistersville Branch Office
    714 Wells St.
    Sistersville, WV 26175
    Phone: 304-652-2354
  • Weirton Branch Office
    100 Municipal Plaza, Ste. 200
    Weirton, WV 26062
    Phone: 304-723-5311
  • Wheeling District Office
    Central Union Building
    40 14th Street, Suite 102
    Wheeling, WV 26003
    Phone: 304-238-1092

District 4

Counties: Braxton, Fayette, Greenbrier, Mercer, Monroe, Nicholas, Pocahontas, Raleigh, Summers and Webster

  • Beckley District Office
    800 New River Town Center
    Beckley, WV 25801
    Phone: 304-256-6900
  • Oak Hill Branch Office
    549 Mall Road
    Oak Hill, WV 25901
    Phone: 304-465-3025
  • Lewisburg District Office
    777 North Jefferson St.
    Suite 105
    Lewisburg, WV 24739
    Phone: 304-647-7515
  • Princeton Branch Office
    195 Davis St.
    Princeton, WV 24740
    Phone: 304-425-1256
  • Summersville Branch Office
    830 Northside Drive, Ste. 113
    Summersville, WV 26651
    Phone: 304-872-0813

District 5

Counties: Cabell, Lincoln, Logan, McDowell, Mingo, Wayne and Wyoming

  • Cabell Midland High School
    2300 US Rt. 60 East
    Ona, WV 25545
    Phone: 304-743-7496
  • Huntington District Office
    2699 Park Ave., Ste. 200
    Huntington, WV 25704
    Phone: 304-528-5585
  • Huntington High School
    Highlander Way
    Huntington, WV 25701
    Phone: 304-528-6511
  • Logan Branch Office
    216 Dingess St.
    Logan, WV 25601
    Phone: 304-792-7060
  • Marshall University
    One John Marshall Dr.
    113 Prichard Hall
    Huntington, WV 25755
    Phone: 304-696-2394
  • Mullens Branch Office
    316 Howard Ave.
    Mullens, WV 25882
    Phone: 304-294-5653
  • Welch Branch Office
    110 Park Ave.
    Welch, WV 24801
    Phone: 304-436-3175

District 6

Counties: Berkeley, Grant, Hampshire, Hardy, Jefferson, Mineral, Morgan and Pendleton

  • Keyser Branch Office
    67 North Tornado Way
    Keyser, WV 26726
    Phone: 304-788-2313
  • Martinsburg District Office
    489 Mid-Atlantic Parkway Suite 2
    Martinsburg, WV 25404
    Phone: 304-267-0005
  • Moorefield Branch Office
    1929-1 State Road 55, Suite 217
    Moorefield, WV 26836
    Phone: 304-528-2701
  • Romney Branch Office
    24948 Northwestern Pike
    PO Box 943
    Romney, WV 26757
    Phone: 304-822-3957

Appendix D: WV Division of Veterans Affairs

Location Phone Number Counties Served
Charleston Administrative Office 886-984-8387
Entire State
Beckley Field Office 304-256-6955 Raleigh, Fayette
Charleston Field Office 304-558-3540 Kanawha, Parts of Fayette, Putnam
Clarksburg Field Office 304-556-7251 Harrison, Lewis, Doddridge
Elkins Field Office 304-637-0235 Barbour, Randolph, Tucker, Upshur
Huntington Field Office 304-399-9395 Cabell, Mason, Wayne
Lewisburg Field Office 304-647-7500 Greenbrier, Pocahontas
Logan Field Office 304-792-7055 Logan, Mingo, Boone, Lincoln
Martinsburg Field Office 304-267-0040 Berkeley, Jefferson, Morgan
Moorefield Field Office 304-538-2839 Pendleton, Grant, Hardy, Hampshire, Mineral
Morgantown Field Office 304-285-3480 Marion, Monongalia, Preston, Taylor
Parkersburg Field Office 304-424-1952 Pleasants, Ritchie, Tyler, Wood
Princeton Field Office 304-425-5194 Mercer, Summers, Monroe
Spencer Field Office 304-927-0980 Calhoun, Clay, Gilmer, Jackson, Roane, Wirt
Summersville Field Office 304-827-0829 Braxton, Nicholas, Webster
Welch Field Office 304-436-3804 McDowell, Wyoming
Wheeling Field Office 304-238-1085 Hancock, Brooke, Ohio, Wetzel, Marshall

Veterans Administration Medical Centers in WV

  • Beckley VAMC
  • Clarksburg VAMC
  • Huntington VAMC
  • Martinsburg VAMC

Appendix E: WV Behavioral Health Centers

Appalachian Community Health Center, Inc.

The Appalachian Community Health Center is a comprehensive behavioral health center established for the benefit of the public. Its mission is to identify, respond and serve the behavioral health needs and promote physical, social, emotional and intellectual well-being of consumers and the community. Services provided include: counseling for children, teens and families, adult day program, developmental disabilities (DD) programs, ID/DD Waiver, life skills training, alcohol and drug abuse assistance and programs, parent education workshops, psychological and psychiatric evaluations and information & referral services. For more information, call 304-636-3232 or visit www.achcinc.org.
Counties Served: Barbour, Randolph, Tucker, Upshur

Green Acres Regional Center, Inc.

Green Acres is a behavioral health center serving only those with intellectual disabilities and/or developmental disabilities. The mission of Green Acres is to provide a comprehensive continuum of services and support for skill development to assist developmentally disabled adults in Cabell, Mason, Lincoln and Wayne counties to function at their maximum potential. Participants gain basic, academic and functional living skills as well as vocational training and work experience. Green Acres includes a staff of over 100, including certified professionals in fields like nursing, social work, counseling and psychology. For more information, call 304-762-2522.
Counties Served: Cabell, Mason, Lincoln, Wayne

Kanawha Valley Center (KVC)

KVC is a private, not-for-profit behavioral health care organization that provides an integrated array of programs for children, adolescents and their families who are at risk or in crisis. KVC provides family and community support services through a partial hospital program, outpatient services, respite care, state-of-the-art training center and family resource library. Some services provided include: pediatric services, emergency services, family foster care, child, family, and community education and juvenile intake and assessment program. Local offices are in Cabell, Fayette, Kanawha, Lincoln, Logan, Mason, Mercer, Putnam, Roane, Wood, Wyoming and Wayne counties. For more information, call 304-347-9818 or visit www.kvc.org.
Counties Served: Cabell, Fayette, Kanawha, Lincoln, Logan, Mason, Mercer, Putnam, Roane, Wood, Wyoming, Wayne

Northwood Health Systems, Inc.

Formerly known as Northern Panhandle Behavioral Health Center, Northwood Health Systems is a network of services ranging from outpatient to residential care. Northwood operates from 30 locations in Ohio, Marshall and Wetzel counties providing direct services for children, adolescents, adults and senior citizens. Northwood serves people who have mental illnesses, developmental disabilities, emotional problems and substance dependencies. For more information, call 304-234-3570.
Counties Served: Ohio, Marshall, Wetzel

Oasis Behavioral Health Services

Oasis Behavioral Health Services provides outpatient mental health services. Some of their services include consultation, psychotherapy, addiction services, psychiatric services, therapy groups, DOT/SAP Services, EAP Services and psychological testing. For more information, call 304-733-3331 or visit www.psychoasis.com.
Counties Served: Cabell and surrounding counties

The Potomac Center

The Potomac Center is an independent, nonprofit short-term residential facility. This Center assists children and adults with developmental disabilities, helping them learn skills for successful community living. The center offers an intensive training program, respite program, crisis respite, Kids on the Block program and a Specialized Family Care program. There are also group homes like the Washington Street Group Home and Birch Lane Group Home. For more information, call 304-822-3861 or visit www.potomaccenter.com.
Counties Served: Barbour, Berkeley, Grant, Hampshire, Hardy, Jefferson, Mineral, Morgan, Pendleton, Randolph, Tucker, Upshur

Prestera Center

Prestera Center provides clients and their families with services ranging from outpatient services to 24-hour emergency care and residential substance abuse treatment. Additional services provided include: addiction programs, children and family programs and adult programs such as life-planning, advocacy and monitoring, in-home support services, adult case management, hospital admission & discharge planning, job development and placement, basic living skills development, self-help groups and crisis assistance. Prestera has sites in eight counties including Boone, Cabell, Clay, Kanawha, Lincoln, Mason, Putnam and Wayne. For more information, call 800-642-3434 or visit www.prestera.org.
Counties Served: Boone, Cabell, Clay, Kanawha, Lincoln, Mason, Putnam, Wayne

Seneca Health Services, Inc.

Seneca Health Services, Inc. provides community-based behavioral health services to adults and children/adolescents with a mental illness, a developmental disability or an addiction. Services include: adult outpatient mental health and substance abuse services, child/adolescent outpatient services, advocacy and linkage with other service providers, in-home support services, hospital admission and discharge planning, medication management, psychotherapy, supportive individual and group counseling, crisis assistance (304-872-2659) 24 hours daily, day treatment and training, residential services, substance abuse prevention, education and treatment and specialized services to persons with a developmental disability. For more information, call 304-872-6503 or visit www.shsinc.org.
Counties Served: Clay, Greenbrier, Nicholas, Pocahontas, Webster

Valley HealthCare System

Valley HealthCare is a comprehensive community mental health center, providing behavioral health services in north central West Virginia for over 30 years. Valley HealthCare offers individuals services and programs in mental health, cognitive impairments, developmental disabilities and chemical dependency. For more information, call 304-296-1731 or visit www.valleyhealthcare.org.
Counties Served: Marion, Monongalia, Preston, Taylor

Appendix Q: Area Agencies on Aging

Region I - Northwestern Area Agency on Aging

Post Office Box 2086
Wheeling, WV 26003
Telephone: 304-242-1800 or 800-924-0088
Email: lwilliams@belomar.org
Website: www.belomar.org
Counties: Brooke, Calhoun, Doddridge, Gilmer, Hancock, Harrison, Marion, Marshall, Monongalia, Ohio, Pleasants, Ritchie, Tyler, Wetzel, Wirt, Wood

Region II - WVSU - Metro Area Agency on Aging

1 Dunbar Plaza, Suite 102 Dunbar, WV 25064
Telephone: 304-720-6858
Email: landerbr@wvstateu.edu
Website: http://www.wvstateu.edu/metro-aaa
Counties: Boone, Cabell, Jackson, Kanawha, Lincoln, Logan, Mason, Mingo, Putnam, Roane, Wayne

Region III - Upper Potomac Area Agency on Aging

Post Office Box 869
Airport Road
Petersburg, WV 26847
Telephone: 304-257-1221 or 800-296-1221
Email: upaaa@regioneight.org
Website: www.upaaa.net
Counties: Barbour, Berkeley, Grant, Hampshire, Hardy, Jefferson, Lewis, Mineral, Morgan, Pendleton, Preston, Randolph, Taylor, Tucker, Upshur

Region IV - Appalachian Area Agency on Aging

1460 East Main Street #6
Princeton, WV 24740
Telephone: 304-425-1147 or 800-473-1207
Email: stanleyramona@citlink.net
Counties: Braxton, Clay, Fayette, Greenbrier, McDowell, Mercer, Monroe, Nicholas, Pocahontas, Raleigh, Summers, Webster, Wyoming

Appendix R: WV County Senior Centers

  • Mineral County - Aging and Family Services of Mineral County, Inc.
    1 South Main Street
    Keyser, WV 26726-3127
    Phone: 304-788-5467
    Email: smallery@wvaging.com
    Website: www.wvaging.com
  • Mingo- Coalfield Community Action Partnership, Inc.
    815 Alderson St.
    PO Box 1406
    Williamson, WV 25661
    Phone: 304-235-1701
    Email: tsalmons@coalfieldcap.org
  • Monongalia- Senior Monongalians, Inc.
    5000 Greenbag Rd., Suite 7, Mountaineer Mall
    Post Office Box 653
    Morgantown, WV 26507
    Phone: 304-296-9812
    Email: brobinson@seniormons.org
    Website: www.seniormons.org
  • Monroe County Council on Aging
    PO Box 149 (Route 219)
    Lindside, WV 24951
    Phone: 304-753-4384
    Email: mccoa.lindside@yahoo.com
  • Morgan- Senior Life Services of Morgan County
    106 Sandmine Rd., Suite 1
    Berkeley Springs, WV 25411
    Phone: 304-258-3096
    Email: slsmc1@hotmail.com
    Website: www.slsmc.org
  • Nicholas Community Action Partnership, Inc.
    1205 Broad Street
    Summersville, WV 26651
    Phone: 304-872-1162
    Email: anowak@ncapwv.info
  • Ohio County - Family Services - Upper Ohio Valley
    51 11th Street
    Wheeling, WV 26003
    Phone: 304-232-6730 or 1-800-631-1954
    Email: jleindecker@fsuov.com
  • Pendleton Senior and Family Services, Inc.
    231 Mill Road PO Box 9
    Franklin, WV 26807
    Phone: 304-358-2421
    Email: pendletonseniorcenter@frontier.com
  • Pleasants County Senior Citizens Center
    (IIIB, no nutrition)
    209 2nd Street
    Saint Marys, WV 26170
    Phone: 304-684-9243
    Email: pcscjr@frontier.com
  • Pleasants County Senior Nutrition
    (nutrition only)
    Post Office Box 576
    (219 2nd St.)
    Saint Marys, WV 26170
    Phone: 304-684-9319
    Email: seniornutrition@creeds.net
  • Pocahontas County Senior Programs
    Post Office Box 89
    (State Route 219N, HC69, Box 7)
    Marlinton, WV 24954
    Phone: 304-799-6337
    Email: pocahontascoseniors@gmail. com
  • Preston County Senior Citizens, Inc.
    108 Senior Center Dr.
    PO Box 10
    Kingwood, WV 26537
    Phone: 304-329-0464 or 800-661-7556
    Email: prestonseniors@atlanticbb.net
  • Putnam Aging Program, Inc.
    694 Winfield Road
    Saint Albans, WV 25177
    Phone: 304-755-2385
    Email: jarthur@putnamaging.com
    Website: www.putnamaging.com
    (Also IIIC provider for Clay, Fayette and Kanawha)
  • Raleigh County Commission on Aging
    1614 S. Kanawha Street
    Beckley, WV 25801
    Phone: 304-255-1397
    Email: rccoa@raleighseniors.org
    Website: www.raleighseniors.org
  • Randolph County - The Committee on Aging for Randolph County, Inc.
    5th St. & Railroad Av.
    PO Box 727
    Elkins, WV 26241
    Phone: 304-636-4747
    Email: randolphcountyseniorcenter@yahoo.com
    Website: www.randolphcountyseniorcenter.com
  • Ritchie County Integrated Family Services
    S. Court St. & Edgeview Ln.
    PO Box 195
    Harrisville, WV 26362
    Phone: 304-643-4941
    Email: rcseniors@zoominternet.net
  • Roane County Committee on Aging, Inc.
    811 Madison Avenue
    Spencer, WV 25276
    Phone: 304-927-1997
    Email: jhaverty@rccoawv.org
    Website: www.rccoawv.org
  • Summers County Council on Aging
    120 2nd Avenue
    Hinton, WV 25951
    Phone: 304-466-4019
    Email: sccoalg@suddenlinkmail.com
    Website: www.summersseniors.com
  • Taylor County Senior Citizens, Inc.
    US Rt. 119 & US Rt. 250
    Route 2 Box 514
    Grafton, WV 26354
    Phone: 304-265-4555
    Email: taylorcscfm@aol.com
  • Tucker County Senior Citizens, Inc.
    217 Senior Lane
    Parsons, WV 26287
    Phone: 304-478-2423
    Email: sully0818@yahoo.com or rdnestor@hotmail.com
  • Tyler County - Council of Senior Tyler Countians, Inc.
    504 Cherry Street
    PO Box 68
    Middlebourne, WV 26149
    Phone: 304-758-4919
    Email: Amy.CSTCWV@frontier.com
  • Upshur County Senior Citizens Opportunity Center, Inc.
    28 North Kanawha Street
    Buckhannon, WV 26201
    Phone: 304-472-0528
    Email: acook@upwvsc.org
    Website: www.upwvsc.org
  • Wayne County Community Services Organization, Inc.
    3609 Hughes Street
    Huntington, WV 25704
    Phone: 304-429-0070
    Email: rmeredith@wccso.org
    Website: www.wccso.org
  • Webster County Commission of Senior Citizens
    148 Court Square
    Webster Springs, WV 26288
    Phone: 304-847-5252
    Email: webcosencitz@frontiernet.net
  • Wetzel County Committee on Aging
    145 Paducah Drive
    New Martinsville, WV 26155
    Phone: 304-455-3220
    Email: wetzelccoa@suddenlinkmail.com
  • Wirt County Committee on Aging, Inc.
    74 Senior Circle
    Elizabeth, WV 26143
    Phone: 304-275-3158
    Email: wccoa@suddenlinkmail.com
  • Wood County Senior Citizens Association, Inc.
    914 Market Street
    PO Box 1229
    Parkersburg, WV 26102
    Phone: 304-485-6748
    Email: mdennis@suddenlinkmail.com
  • Wyoming County � Council on Aging
    Old Itmann School Bldg., Rt. 10
    PO Box 130
    Itmann, WV 24847
    Phone: 304-294-8800
    Email: gibsonj@wccoa.com
    Website: www.wccoa.com

West Virginia Bureau of Senior Services

Mailing Address:
1900 Kanawha Blvd.
Charleston, WV 25305

Town Center Mall, 3rd Level
Charleston, WV

Phone: 304-558-3317 or 877-981-3646

Appendix S: Senior Health Insurance Information Programs (SHIP)

SHIP counselors are based in County Senior Centers (See Appendix R) or call the Resource Center at 304-558-3317 or 877-987-4463.


235 High Street # 519
Morgantown, WV 26505
800-229-5068 or 304-291-3900
9:00 a.m. - 5:00 p.m.
24 hour voice mail
Website: www.seniorlegalaid.org


Quality Improvement Organization: hospital discharge disputes, quality of care complaints.

  • West Virginia Medical Institute, Inc.
    3001 Chesterfield Place
    Charleston, WV 25304
    Phone: 800-642-8686 or 304-346-9864
    Website: www.wvmi.org
  • West Virginia Bureau of Senior Services
    1900 Kanawha Boulevard East
    Charleston, WV 25305
    Phone: 304-558-3317 or 877-987-3646
    Website: www.wvseniorservices.gov/
  • West Virginia Health Care Association
    110 Association Drive
    Charleston, WV 25311
    Phone: 346-4575 or 888-298-9842
    Website: www.wvhca.org
  • West Virginia Insurance Commission
    1124 Smith Street
    Post Office Box 50540
    Charleston, WV 25305
    Phone: 888-879-9842 or 304-558-3386
    Website: www.wvinsurance.gov
  • (National toll free fraud hotline) 800-HHS-TIPS (800-447-8477)
  • Medicare Hotline
    800-MEDICARE (800-633-4227)