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Provider Resources

DMEPOS Requests & General Guidelines

Resources, guidelines and information needed to request Durable Medical Equipment and Prosthetics / Orthotics. 

The DME Team accepts, reviews, follows up on, processes, and completes all DMEPOS requests.

Phone: (646) 455-1594 | Fax: (646) 948-1027
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

All DMEPOS requests require Prior Approval (PA); no verbal approval is allowed. PA is not required for Continuity of Care

Required Clinical Paperwork
  • Prescription or Physician’s Written Order is required for new DMEPOS requests (see exceptions in Product Categories Guidelines). Additional clinical justification may be requested if required by CMS, Medicaid, and/or PHP guidelines:
    • Prescription/Physician’s Written Order with the member’s first and last name, date of birth, valid ICD-10 diagnosis code(s), ordering physician’s name and license/NPI number.
      • Should clearly state the item(s) name, quantity, and, if applicable, size, length of needs or number of refills.
      • Should be signed and dated within three months from the request date.
      • E-signature is accepted.
      • Physician’s name and date cannot be stamped if on prescription pad.
    • Chart or Progress Notes with the member’s first and last name, date of birth, date of encounter; ordering physician’s name and license/NPI number:
      • Must provide clinical justification for the requested item(s).
      • Must be dated within the CMS/Medicaid approved timeframe for the requested item(s).
    • Letter of Medical Necessity (LMN) with the member’s first and last name, date of birth, date of encounter; ordering physician’s name and license/NPI number.
      • Must provide clinical justification for the requested item(s).
      • Must be dated within the CMS/Medicaid approved timeframe for the requested item(s).

For your convenience, PHP has developed fillable templates to assist in expediting the LMN approval process.  Use the links below to download the fillable templates.

Exceptions to PA Requirements
  • Orthoses may be dispensed without PA if:
    • Item is being furnished by a physician or treating practitioner during an office visit where the provider determines that the brace is needed immediately due to medical necessity, or
    • Item is being furnished by an occupational therapist or physical therapist who determines that the brace needs to be furnished as part of a therapy session(s).
    • This applies to the following HCPCS codes: L0648, L0650, L1832, L1833, and L1851.
    • If dispensed by a DME vendor, this vendor must submit the request for a post-date authorization to DME Department shortly after the service date.
  • All standard requests for DMEPOS are authorized within three business days of receipt of a clean PA request.
  • All expedited requests for DMEPOS are authorized within 24 hours of receipt of a clean PA request.

Product Categories & Guidelines

DME Prior Authorization Request Form

Standard DME

Patient Lift

Required:

  1. Prescription or Physician’s Written Order should specify the type of the lift (i.e., hoyer/hydraulic, manual, power) and sling if other than the standard (i.e., with the commode opening); should have either member’s height and weight or size of the sling.
  2. Chart notes OR Letter of Medical Necessity should justify the medical need per Medicare requirements below:
    • A patient lift is covered if transfer between bed and a chair, wheelchair, or commode is required and, without the use of a lift, the beneficiary would be bed confined.
Replacement Sling for Patient Lift

Required:

  1. Prescription or Physician’s Written Order for Replacement sling for the patient lift indicate the requested sling type.
Hospital beds

Required:

  1. Prescription or Physician’s Written Order should specify the type of bed, rails (half or full length), and required type of support surface (i.e., gel overlay or APP).
  2. Chart notes OR Letter of Medical Necessity should justify the medical need per Medicare requirements.

General hospital bed requirements (at least one of the requirements should be met):

  1. The beneficiary has a medical condition which requires positioning of the body in ways not feasible with an ordinary bed. Elevation of the head/upper body less than 30 degrees does not usually require the use of a hospital bed, or
  2. The beneficiary requires positioning of the body in ways not feasible with an ordinary bed in order to alleviate pain, or
  3. The beneficiary requires the head of the bed to be elevated more than 30 degrees most of the time due to congestive heart failure, chronic pulmonary disease, or problems with aspiration, or
  4. The beneficiary requires traction equipment, which can only be attached to a hospital bed.

A variable height hospital bed is covered if the beneficiary meets one of the general requirements and requires a bed height different than a fixed height hospital bed to permit transfers to chair, wheelchair or standing position.

A semi-electric hospital bed is covered if the beneficiary meets one of the general requirements and requires frequent changes in body position and/or has an immediate need for a change in body position.

A heavy duty extra wide hospital bed is covered if the beneficiary meets one of the general requirements and the beneficiary's weight is more than 350 pounds, but does not exceed 600 pounds.

An extra heavy-duty hospital bed is covered if the beneficiary meets one of the general requirements and the beneficiary's weight exceeds 600 pounds.

A total electric hospital bed is not covered; the height adjustment feature is a convenience feature. Total electric beds will be denied as not reasonable and necessary.

Air Loss Mattress

Required:

  1. Prescription or Physician’s Written Order.
  2. Chart notes OR Letter of Medical Necessity should justify the medical need per Medicare requirements.

Air Loss Mattress is covered if the beneficiary meets at least one of the following three Criteria (1, 2 or 3):

  1. The beneficiary has multiple stage II pressure ulcers located on the trunk or pelvis which have failed to improve over the past month, during which time the beneficiary has been on a comprehensive ulcer treatment program including each of the following:
    • Use of an appropriate group1 support surface, and
    • Regular assessment by a nurse, practitioner, or other licensed healthcare practitioner, and
    • Appropriate turning and positioning, and
    • Appropriate wound care, and
    • Appropriate management of moisture/incontinence, and
    • Nutritional assessment and intervention consistent with the overall plan of care
  2. The beneficiary has large or multiple stage III or IV pressure ulcer(s) on the trunk or pelvis.
  3. The beneficiary had a myocutaneous flap or skin graft for a pressure ulcer on the trunk or pelvis within the past 60 days, and has been on a group 2 or 3 support surface immediately prior to discharge from a hospital or nursing facility within the past 30 days.
Ambulation devices: Cane / Walker / walker with seat (rollator)

Required:

  1. Prescription or Physician’s Written Order.
  2. Replacement: Prescription is not required for one replacement after at least one year of use.
Standard Wheelchair

Required:

  1. Prescription or Physician’s Written Order should specify the type of the wheelchair (standard manual, lightweight, heavy-duty) and weight for heavy-duty wheelchairs.
  2. Chart notes OR Letter of Medical Necessity should justify the medical need per Medicare requirements.

A manual wheelchair for use inside the home is covered if:

  1. The member has a mobility limitation that significantly impairs his/her ability to participate in one or more mobility-related activities of daily living (MRADLs) such as toileting, feeding, dressing, grooming, and bathing in customary locations in the home.
  2. The member has sufficient upper extremity function and other physical and mental capabilities needed to safely self-propel the manual wheelchair, or
  3. The member has a caregiver who is available, willing, and able to provide assistance with the wheelchair.

By signing the letter of medical necessity, the ordering physician also acknowledges that the following is true:

  • The residence provides adequate access between rooms for use of the manual wheelchair.
  • The member has not expressed an unwillingness to use the manual wheelchair that is provided in the home.
Heavy-duty / extra heavy-duty wheelchairs

A heavy-duty wheelchair is covered if the member weighs more than 250 pounds or the member has severe spasticity.

An extra heavy-duty wheelchair is covered if the member weighs more than 300 pounds.

PHP allows the use of both wheelchair for longer distances and walker/rollator for inside the home.

Bathroom equipment (shower chair, transfer bench, raised toilet seat, wall grab bars)

Required:

  1. Prescription or Physician’s Written Order.
  2. Replacement: Prescription is not required for one replacement of shower chair after at least two years of use.

Custom-Made DME
(manual and power mobility)

All requests must be referred to the specialized clinic for custom wheelchairs/DME prior to submitting it to PHP for approval.

Positioning shower/commode chair

Medicaid Requirements:

A positioning bath chair is covered when the documented medical and hygiene needs of the member require proper positioning and alignment while providing a stable and safe means of support during bathing. Included are all accessories required for positioning of the member such as but not limited to a head support, trunk laterals, hip laterals, pelvic belt or chest belt.

Reclining shower/commode chair

Medicaid Requirements:

Reclining shower-commode chair is covered when recline is necessary to complete hygiene needs, and the member either has positioning needs that cannot be met by upright and a fixed angle chair or the member’s postural control requires recline.

Rehab (self-propelling) shower/commode chair

Medicaid Requirements:

  • Rehab (self-propelling) shower/commode chairs are defined as chairs that have large rear wheelchair style wheels, typically 18 inches or greater, to allow for self-propulsion.
  • Rehab style chairs are covered when the member has access to a roll in shower and is capable of independently propelling the chair into the shower and independently completing all aspects of the shower routine.
Custom Manual Wheelchair

Medicare Requirements:

A custom manual wheelchair is covered if, in addition to the general coverage criteria above, the specific configuration required to address the member’s physical and/or functional deficits cannot be met using one of the standard manual wheelchair bases plus an appropriate combination of wheelchair seating systems, cushions, options or accessories (prefabricated or custom fabricated), such that the individual construction of a unique individual manual wheelchair base is required.

A custom manual wheelchair is not reasonable and necessary if the expected duration of need is less than three months (e.g., post-operative recovery).

Manual Wheelchair With Tilt in Space

Medicare Requirements:

A manual wheelchair with tilt in space is covered if the member meets the general coverage criteria for a manual wheelchair above, and if criteria (1) and (2) are met:

  1. The member must have a specialty evaluation that was performed by a licensed/certified medical professional (LCMP), such as a PT or OT, or physician who has specific training and experience in rehabilitation wheelchair evaluations and that documents the medical necessity for the wheelchair and its special features (see Documentation Requirements section). The LCMP may have no financial relationship with the supplier.
  2. The wheelchair is provided by a Rehabilitative Technology Supplier (RTS) that employs a RESNA-certified Assistive Technology Professional (ATP) who specializes in wheelchairs and who has direct, in-person involvement in the wheelchair selection for the patient.

Respiratory Equipment and Supplies

PAP Machine and Supplies

Required for initial set-up:

  1. Prescription or Physician’s Written Order should specify the type of PAP machine (e.g., CPAP, BiPAP, APAP).
  2. Chart notes with in-person clinical evaluation by the treating practitioner prior to the sleep test to assess the member for obstructive sleep apnea.
  3. Sleep study test ordered by the treating practitioner.

There is a three-month trial period after which the prescribing physician must conduct clinical re-evaluation and document that the member is benefiting from PAP therapy to continue using a PAP machine beyond the trial period. It may not require a new appointment; DME vendors usually work with the prescribing physicians directly.

Required for replacement machine:

  1. Prescription or Physician’s Written Order should specify the type of PAP machine.
  2. New sleep study is NOT required.

Required for PAP accessories:

  1. Prescription or Physician’s Written Order for required supplies.
  2. PAP supplies are only ordered on as needed basis for up to three months at a time. Prescribing physician should submit the request for supplies to the DME vendor.
  3. Scripts are valid for 12 months; during this time Member can call a DME vendor requesting supplies as needed.
Oxygen Equipment and Supplies

Required for initial set-up:

  1. Prescription or Physician’s Written Order should indicate the type of oxygen therapy (i.e., Oxygen concentrator, Portable tanks, Home fill-in system, etc), oxygen saturation level, and oxygen flow rate (liter per minute).
  2. Chart notes should justify the need for oxygen therapy and requested type including gas testing results.

CMN (Certification of Medical Necessity) form is retired on 1/1/2023.

 

Medicare requirements:

 

Initial coverage of home oxygen therapy and oxygen equipment is reasonable and necessary for Groups I and II if all of the following conditions are met:

  1. The treating practitioner has ordered and evaluated the results of a qualifying blood gas study performed at the time of need; and,
  2. The beneficiary's blood gas study meets Medicare criteria; and,
  3. The qualifying blood gas study was performed by a treating practitioner or by a qualified provider or supplier of laboratory services; and,
  4. The provision of oxygen and oxygen equipment in the home setting will improve the beneficiary’s condition.
Pulse Oximeter

Beneficiaries may self-administer home based overnight oximetry tests under the direction of a Medicare-enrolled Independent Diagnostic Testing Facility (IDTF). A DME supplier or another shipping entity may deliver a pulse oximetry test unit and related technology to a beneficiary’s home under the following circumstances:

  1. The beneficiary’s treating practitioner has contacted the IDTF to order an overnight pulse oximetry test before the test is performed.
  2. The test is performed under the direction and/or instruction of a Medicare-approved IDTF. Because it is the beneficiary who self-administers this test, the IDTF must provide clear written instructions to the beneficiary on proper operation of the test equipment and must include access to the IDTF in order to address other concerns that may arise. The DME supplier may not create this written instruction, provide verbal instructions, answer questions from the beneficiary, apply or demonstrate the application of the testing equipment to the beneficiary, or otherwise participate in the conduct of the test.
  3. The test unit is sealed and tamper-proof such that test results cannot be accessed by anyone other than the IDTF which is responsible for transmitting a test report to the treating practitioner. The DME supplier may use related technology to download test results from the testing unit and transmit those results to the IDTF. In no case may the DME supplier access or manipulate the test results in any form.
Portable Oxygen Systems

A portable oxygen system is covered if the beneficiary is mobile within the home for Groups I and II, and the qualifying blood gas study was performed while at rest (awake) or during exercise. If the only qualifying blood gas study was performed during sleep, portable oxygen will be denied as not reasonable and necessary.

Required for Recertification:

  1. Oxygen therapy must be recertified every 12 months.
  2. Prescription or Physician’s Written Order should indicate the type of oxygen therapy (i.e., Oxygen concentrator, Portable tanks, Home fill-in system, etc), oxygen saturation level, and oxygen flow rate (liter per minute).
  3. Chart notes should justify the need for oxygen therapy.

Maintenance and Oxygen Supplies:

  1. Maintenance of the equipment such as repairs and replacement of parts is included in the monthly rental rate.
  2. Oxygen supplies are included in the monthly rental rate and ordered on as needed basis.
Nebulizer

Required:

  1. Prescription or Physician’s Written Order.
  2. Chart notes OR Letter of Medical Necessity specifying the drug: name and dosage.

Custom-made Orthotics and Prosthetics

Required:

  1. Prescription or Physician’s Written Order should indicate a custom item is required.
  2. Chart notes OR Letter of Medical Necessity indicating the medical necessity for customization.

Enteral Nutrition

Via G-Tube

Coram is the preferred vendor.

Phone: (888) 334 -7978

Fax: (800) 693-7322

 

Required for initial request:

  1. Prescription or Physician’s Written Order should include the name of formula, dosage, and method of feeding.
  2. Chart notes outlining the nutritionist’s assessment, failed swallow study and G-Tube procedure.
  3. CMN (Certification of Medical Necessity) form is retired on 1/1/2023.
  4. Intake process may take up to seven business days.
Monthly deliveries of formula and supplies

Member must call in requesting new delivery each month.

Coram re-order department phone number: (888) 334-7978. 

Oral Intake / Nutritional Drinks (Glucerna, Ensure, special formula for metabolic disorders, etc)

Part B benefit authorized by DME. Do not call in the pharmacy:

Required:

  1. Prescription or Physician’s Written Order should include the name of formula, dosage, method of feeding, and BMI.
  2. Chart notes or Letter of Medical necessity that meets at least one of the coverage criteria below:
  • Member has inborn metabolic disorder(s).
  • Member has a chronic disease or medical condition complicated by rapid short-term weight loss, have a permanent structural limitation that prevents the chewing of food, and the placement of a feeding tube is medically contraindicated.
  • Member has a chronic disease or medical condition complicated by rapid short-term weight loss requiring supplemental nutrition and meets ONE of the following criteria:
    • Member has a body mass index under 18.5 as defined by the Center for Disease Control and has been in a nutrition program with documented compliance with an appropriate medical nutritional plan of care (up to 1,000 calories per day), or
    • Member has a body mass index under 22 as defined by the Center for Disease Control and has been in a nutrition program with documented compliance with an appropriate medical nutritional plan of care (up to 1,000 calories per day) and documented, unintentional weight loss of 5 percent or more within the previous 6-month period.
  • For Members with a diagnosis of HIV, AIDS, or an HIV-related illness, or other disease or condition requiring supplemental nutrition OR who have a chronic disease or medical condition complicated by rapid short term weight loss requiring supplemental nutrition, ONE of the following criteria must be met:
    • Member has a body mass index under 18.5 and has been in a nutrition program with documented compliance with an appropriate medical nutritional plan of care (up to 1,000 calories per day), or
    • Member has a body mass index under 22 and has been in a nutrition program with documented compliance with an appropriate medical nutritional plan of care (up to 1,000 calories per day) and documented, unintentional weight loss of 5 percent or more within the previous 6-month period.

Continuous Glucose Monitoring (CGM) systems

Continuous Glucose Monitoring (CGM) Prior Authorization Request Form

CGM is a Part B pharmacy benefit that requires a prior approval from DME. Providers should submit the required paperwork to DME Department for approval. After the request is approved, Member will be able to pick up CGM supplies at the pharmacy.

  • Available CGM brands:
    • Dexcom G6 (preferred)
    • Abbott FreeStyle Libre (non-preferred) has a Step Therapy requirement: Participant must try and fail using Dexcom first except if Member has been using Freestyle Libre system prior to joining PHP.
GCM System Requirements

Required:

  1. Filled and signed PHP CGM request form OR Prescription with a valid ICD-10 diagnosis code and CGM system name. Note: PHP CGM request form, if filled in properly and completely, meets most of the requirements below. Chart notes may compliment the PHP CGM request form.
  1. Chart notes justifying the medical need for CGM system:
    • Member has type 1, type 2, or gestational (during pregnancy) diabetes (too much sugar in your blood)
    • Member meets ONE of the following:
      • Member performs at least 4 finger-stick glucose (blood sugar) tests daily
      • Member is being treated with insulin and meet ONE of the following:
        • Member is using a continuous subcutaneous (injection under the skin) insulin infusion pump
        • Member uses 3 or more injections of insulin daily
        • Member is on an insulin treatment plan that requires frequent adjustment of insulin dosing
    • Member meets ALL of the following:
      • Member has a clinical need that cannot be managed with self-monitoring of blood glucose (such as frequent hypoglycemia [low blood sugar], hypoglycemic unawareness, unable to achieve control of diabetes)
      • Member has either tried (without adequate results or continuous need is identified by your doctor) or does not have access to a professional continuous glucose monitor from your doctor's office

Medical Supplies

Incontinence supplies

Initial order:

  1. Prescription or Physician’s Written Order with a valid ICD-10 diagnosis code of urinary incontinence is required for the initial order.
  2. Ordering quantity is based on ICD-10 diagnosis of urinary incontinence, see the table below.
  3. Chart notes or LMN required to justify the medical need for ordering quantity above Medicaid limit.

Change in order:

  1. Prescription or Physician’s Written Order and LMN required if the new ordering quantity is above Medicaid limit.

Recertification:

  1. Recertification period: six months.
  2. Clinical paperwork is not required if there is no change in the request.
Wound care supplies

Initial order:

  1. Prescription or Physician’s Written Order with detailed product description: item name, size, reorder number, ordering quantity, number of refills.
  2. Wound assessment sheet with wound details: size, stage, location, discharge, and treatment plan.

Recertification:

  1. Recertification period is based on the number of refills.
  2. Clinical paperwork requirements are the same as for the initial request.
Stoma supplies (ostomy/colostomy)

Initial order:

  1. Prescription or Physician’s Written Order with detailed product description: item name, size, reorder number, ordering quantity, number of refills.
  2. Progress or chart notes.

Recertification:

  1. Recertification period: up to 12 months.
  2. Prescription or Physician’s Written Order with detailed product description: item name, size, reorder number, ordering quantity, number of refills.
Suction, Tracheostomy Supplies

Initial order:

  1. Prescription or Physician’s Written Order with detailed product description: item name, size, reorder number, ordering quantity.
  2. Progress or chart notes.

Recertification:

  1. Recertification period: up to 12 months.
  2. Prescription or Physician’s Written Order with detailed product description: item name, size, reorder number, ordering quantity, number of refills.

Provider FAQ & Quick Reference Guide

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Medicare Local Coverage Determination Database

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Medicaid DME Provider Manual

DME Provider Manual

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