How to switch GAPP providers in Georgia

You don't have to stay with an agency that isn't working. Here's how to move to a new one without losing your child's services.

Signs it's time to find a new agency

If any of these sound familiar, you're not overreacting. These are real reasons families switch.

Nurses keep canceling or not showing up
The agency won't return your calls
They can't staff your child's hours consistently
You've reported problems and nothing changed
Nurses aren't following your child's care plan
The agency is losing staff and can't replace them

Switching agencies is your right. You won't lose your GAPP approval. Your child's Medicaid and prior authorization stay active.

How to switch, step by step

Follow this order. The biggest mistake is quitting your old agency before the new one is ready.

Find your new agency first

Don't quit your current agency until you have a new one lined up. Search our directory by county and call 2-3 agencies. Ask these questions:

Are you accepting new patients?
Can you staff the hours my child needs?
What's your nurse turnover like?

If you're in a metro area like Fulton or DeKalb county, you'll likely have several options. Rural counties may take more searching.

Tell your new agency you're transferring

They've done this before. Give them your child's name, Medicaid ID, current hours, and service type. They'll start their intake process while you're still with the old agency.

Transfers are easier than brand-new applications because your child already has an approved prior authorization on file.

Notify your current agency

Call or send a written notice. You don't need permission to leave. Just tell them you're transferring to a new agency effective a specific date.

Ask them to send your child's records to the new agency. They're required to do this.

Coordinate the handoff

The goal is zero gap in services. Your new agency submits a new prior authorization. In many cases, Medicaid processes transfers faster than new applications.

Ask both agencies to overlap if possible. Keep the old agency staffing shifts until the new one is ready to start.

Confirm your hours and care plan

Once the new agency is active, verify they have the right hours, service type, and care plan details. Do a meet-and-greet with your new nurse before the first shift if you can.

Go over your kid's routine, medications, and any specific needs. The more the new nurse knows upfront, the smoother the first week goes.

How long does switching take?

Finding a new agency

You control this

1-2 weeks

New agency intake

Paperwork and initial assessment

3-5 days

Prior authorization transfer

Medicaid processing

1-3 weeks

First shift with new agency

After approval comes through

1-2 weeks

Total timeline

3-6 weeks

Tip: Start looking before you hit your breaking point. The families who switch smoothly are the ones who line up the new agency first.

What to say to your current agency

Keep it short. You don't owe them an explanation. Here's a script you can use:

“We've decided to transfer [child's name]'s GAPP services to another agency. Our last day with you will be [date]. Please send our records to [new agency name] at [contact info].”

Put it in writing. Even if you call, follow up with an email or letter so there's a record. Keep a copy for yourself.

Common mistakes when switching

Quitting before the new agency is ready. This is the number one mistake. You end up with no nurses while the new agency finishes intake. Stay with the old agency until the new one can start staffing shifts.

Assuming hours transfer automatically. Your new agency needs to submit their own prior authorization. The hours don't just roll over. Follow up to make sure this gets filed quickly.

Skipping the meet-and-greet. Your kid needs time to adjust to a new nurse. Ask for a short introductory visit before the first real shift. It makes a big difference.

Feeling guilty about leaving. Agencies deal with transfers all the time. Your child's care matters more than an agency's feelings. If the service isn't working, switching is the responsible thing to do.

Frequently asked questions

Will I lose my GAPP approval if I switch agencies?

No. Your child's GAPP eligibility and Medicaid are separate from the agency. The prior authorization may need to transfer, but you don't lose your spot in the program.

Can my current agency refuse to release my records?

No. They're required to transfer medical records when you request it. If they drag their feet, contact Georgia Medicaid or file a complaint with DBHDD.

What if no other agencies in my county are accepting patients?

Check neighboring counties. Many agencies serve multiple counties. Search our directory and call a few — some agencies that show "not accepting" online may have openings for transfers.

Do I need to tell my child's doctor?

It's a good idea. Let them know the new agency name so they can send orders and communicate with the new nurses. Your doctor doesn't need to approve the switch.

Can I switch back to my old agency later?

Usually yes, if they're accepting patients. But most families who switch don't go back. Pick your new agency carefully and you shouldn't need to.

What if there's a gap between agencies?

Plan ahead to avoid this. The best approach is to keep the old agency staffing shifts until the new one starts. If there is a short gap, you'll handle care yourself temporarily. Make sure you have emergency supplies and know your child's care plan inside and out.

Ready to find a better agency?

Browse verified providers accepting new patients in your county.

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This directory is not affiliated with the State of Georgia or the official GAPP program. We help families find providers but are not a state agency.