Certificate of Insurance
General liability certificate for Eldercare Robotics LLC.
Best for: Procurement / legal
Next Insurance policy NXTPKVWC4C-00-GL | Effective May 16, 2026 through May 16, 2027 | $1M per occurrence | $2M aggregate.
Documentation Library
Submission Templates, Briefs, and Pricing Logic
Use this library to move from pathway selection to a clean submission package. Templates support the formal paperwork. Outreach briefs explain the contact strategy, pricing fit, and what to say before the first conversation.
Facility Procurement & Compliance Documents
These are the public-facing documents most useful for procurement, legal, facility operations, and billing review. For anything that is not posted publicly, use the request list below and contact info@eldercarerobotics.net.
W-9 — Eldercare Robotics LLC (2026)
Current IRS Form W-9 for accounts payable, purchasing, and vendor onboarding.
Best for: Accounts payable / procurement
Use for procurement setup, purchase order workflows, and payment system onboarding.
NPI Confirmation — 1013844018, Type 2 Organization
NPI confirmation document for Eldercare Robotics LLC as a Type 2 Organization.
Best for: Billing / credentialing / procurement
Useful for payer setup, procurement review, and facility billing verification.
DOCX
Compliance Portfolio v2.1
Privacy, HIPAA positioning, FDA non-medical status, technical certifications, intended-use & functional classification (new Section 0), and procurement readiness summary.
Best for: Procurement / legal / IT
July 4, 2026 revised edition. Includes the signed FDA non-medical self-declaration, BAA positioning summary, and CMS AT benefit-criteria mapping. It also documents the optional Away Monitoring behavior-clip recording (motion-only, no audio, encrypted, 7-day auto-delete) and the Camera Access History access log.
WEB
Rental Agreement & Consent
Live customer agreement covering the 14-day trial, Monthly Rental, Own It pricing, privacy, and consent terms.
Best for: Facility operations / legal / leadership
Opens the canonical agreement page hosted on eldercarerobotics.net so portal visitors always see the current language and working submission flow.
DOCX
Luka Bear Complete Manual — User & Caregiver Guide
Full voice, touch, reminders, games, support features, and caregiver workflow guide for Luka Bear.
Best for: Families / caregivers / facility staff
Best for orientation, caregiver onboarding, and staff review before trial or home deployment.
WEB
Reimbursement Pathways Overview — 51 Pathways
Live public reference for all 51 reimbursement pathways and the 22 Easy-Pass routes.
Best for: Families / billing / case management
Use the live page so pathway counts, state notes, and brief links stay current.
WEB
Public Aggregate Evidence Dashboard
De-identified public proof page for current home and facility deployments.
Best for: Billing / leadership / partners
Use for facility billing, procurement, and partner conversations that need aggregate real-world signals.
Available On Request
HIPAA BAA template is included in Compliance Portfolio v2.1 — Appendix C.
- Facility-specific quote — contact info@eldercarerobotics.net
- Vendor registration support packet — contact info@eldercarerobotics.net (typically provided within 1 business day)
Need procurement support quickly? Email info@eldercarerobotics.net or call (413) 296-LUKA.
How to Use This Library
The workflow is the same across the portal: choose the pathway, open the matching brief if one exists, gather the right template set, then submit with the correct pricing and evidence package.
| Step | What to Do |
|---|---|
| 1. Choose pathway | Use the 51-pathway reference or the Easy-Pass page to identify the payer, waiver, grant, or consumer route. |
| 2. Open the brief | Use the pathway-specific outreach brief for contact strategy, pricing fit, messaging, and required documents. |
| 3. Match the templates | Select the correct LMN, justification letter, care plan, quote, or cost-comparison package. |
| 4. Submit cleanly | Pair the correct pricing model, quote or invoice, and the right de-identified evidence support. |
Outreach Briefs
The briefs are the execution layer of the portal. They turn a pathway into an actual funding conversation by explaining how the route works, how Luka should be priced, who to contact, and what pilot evidence to reference.
01
HSA / FSA & Dependent Care FSA
Tax-advantaged accounts: HSA, FSA, and DCFSA with the fastest self-administered reimbursement path.
Typical speed: Days - zero waiting
02
LTC Insurance - Alternate Plan of Care
Long-term care insurance APC positioning, documentation package, and insurer cost-savings framing.
Typical speed: 4-8 weeks
03
Virginia CCC Plus - AT Category
Assistive Technology category under the Virginia CCC Plus Waiver. Member's MCO care manager submits prior authorization request. Enrollment confirmed; coverage inquiry active with DMAS.
Typical speed: 4-8 weeks
04
DC Services My Way
Individual-Directed Goods & Services under the DC EPD Waiver with three parallel entry paths.
Typical speed: 4-8 weeks
05
State AT Programs
Maryland, Virginia, DC, and Pennsylvania assistive technology grant and device-loan pathways.
Typical speed: 2-4 weeks
06
PA CHC Participant Direction
Pennsylvania Community HealthChoices consumer-directed pathway with service-coordinator gatekeeping.
Typical speed: 6-8 weeks
07
New York
NY CDPAP, TBI Waiver, NHTD Waiver, and NYSOFA outreach using the ElliQ precedent.
Typical speed: 2-8 weeks
08
VA Outreach Brief
PCAFC stipend, VA compensation, Aid & Attendance, and Veteran-Directed Care pathways.
Typical speed: Days-8 weeks
09
Maryland CFC
Community First Choice (1915k) pathway with POS, COMAR framing, and FMS/Own It strategy.
Typical speed: 6-10 weeks
10
GUIDE Model Programs
CMS GUIDE Model for dementia dyads: caregiver-support and respite positioning, the $2,500/yr respite economics, and automatic evidence reporting.
Typical speed: Program-by-program
11
Remote Supports Providers & Partners
Partner / OEM overview for certified Remote Supports / Enabling Technology providers: wholesale model, three deployment configurations, pilot template, and portal evidence reporting.
Typical speed: Pilot: 90 days
13.1
LTC Insurance
Template set: Physician LMN + written care plan + cost comparison support
Built for Alternate Plan of Care requests, placement-delay support, and insurer-facing long-term care reimbursement packages.
- Use when the payer is a long-term care insurer or claims administrator.
- Supports physician letter, written care plan, and policy-specific cost framing.
- Pricing fit: Own It or one-time device framing is often strongest when compared against recurring aide hours.
13.2
Medicaid Self-Direction
Template set: Justification letter for self-direction, participant direction, and goods-and-services approvals
For participant-directed budgets, goods-and-services requests, and self-direction approvals where Luka Bear is framed as a substitute for human assistance or supervision hours.
- Includes Maryland CFC, Virginia CCC Plus AT, DC Services My Way, PA CHC Participant Direction, and New York consumer-directed routes.
- Works best when paired with ADL/IADL support logic, quote support, and POS or PCSP language.
- Pricing fit: Own It for equipment purchase logic; Monthly Rental when the family is using an ongoing stipend or flexible monthly budget.
13.3
HSA / FSA / DCFSA
Template set: Letter of Medical Necessity + purchase support
For employer benefits, HSA administrators, and FSA reimbursement requests that need a physician-supported medical necessity statement and simple purchase documentation.
- Fastest direct consumer reimbursement path in many cases.
- Useful while larger payer or waiver routes are still in progress.
- Pricing fit: Own It is the cleanest default; DCFSA may also support recurring care-style spend in some cases.
13.4
Cost Comparison Reference Sheet
Reference set: Transamerica, Genworth, Mutual of Omaha, New York Life, and John Hancock policy language
Use when the payer needs economic framing, supervision-substitution logic, or insurer-specific policy wording to support approval.
- Most useful for LTC and insurer-facing reimbursement work.
- Strengthens aide-hour replacement and cost-effectiveness arguments.
- Designed to be used alongside the LTC package, not instead of it.
13.5
VA Pathways
Reference set: PCAFC stipend, Aid & Attendance, Veteran-Directed Care, and VA-connected outreach language
For veterans and veteran caregivers using stipend-driven, pension-driven, or veteran-directed routes that do not require a medical device claim.
- Strongest fit when the household already has access to a VA-connected benefit stream.
- Pricing fit: Monthly Rental for stipend-based cash flow; Own It when the family wants a one-time purchase from pension or benefit funds.
- Use the VA outreach brief first so the family knows which benefit bucket they are actually using.
13.6
New York Pathways
Reference set: CDPAP, NYSOFA, TBI Waiver, NHTD Waiver, and aging-system outreach logic
For New York families, agencies, and aging-system contacts using the state’s strongest AI companion precedent and consumer-direction routes.
- Best fit when using NYSOFA precedent, CDPAP consumer-directed budgets, or New York waiver goods-and-services logic.
- Pricing fit: Own It for procurement and one-time device requests; Monthly Rental when the family prefers ongoing budget flexibility.
- Pairs with the New York brief before any agency, waiver, or aging-office conversation.
What Stays Standalone
The full LTC Documentation Package stays separate for direct family use because it includes family-fill fields and a more submission-ready structure than the appendix view inside the guide.
What the Guide Still Covers
The guide remains the main source for pathway strategy, timing, privacy rules, and state-by-state playbooks. The dedicated Pathways, Easy-Pass, and Briefs pages are the faster execution views.
Pricing Reference by Pathway
| Channel | Best Pricing Logic | Why |
|---|---|---|
| HSA / FSA / DCFSA | Own It | Simplest reimbursement logic for consumer purchase and employer-benefit submission. |
| LTC Insurance APC | Own It or one-time device framing | Matches cost-comparison logic against ongoing aide hours. |
| Medicaid Self-Direction / FMS | Own It or Monthly Rental | Use Own It for equipment/device purchase; use Monthly Rental when the budget behaves like ongoing household support. |
| VA Stipend / Pension Routes | Monthly Rental or Own It | Depends on whether the family wants flexible monthly spend or a one-time purchase. |
| Facility Procurement | Own It | Most facility procurement workflows require a quote, invoice, purchase order, W-9, or vendor registration rather than a family-style subscription narrative. |
Need a purchase order, W-9, vendor registration, or invoice? The portal documentation set should support that facility or payer workflow without changing the de-identified evidence process.