Check the Equipment Supplier Before the Delivery Date: Enrollment, Accreditation, and the Rental Clock
Before a rented bed, walker, or other order ships, confirm the supplier is enrolled with Medicare, holds any accreditation the item requires, and has the rental terms in writing.
Medicare pays for many home medical equipment items only when a doctor orders them and the company that delivers them meets Medicare's supplier rules. A supplier that does not qualify can still deliver the item and leave you with a bill Medicare will not pay. Check the supplier before the delivery date, not after the truck arrives.
Local option: New Plan Care gives families in the St. Louis area in-home help so a parent can stay home: companionship, help with bathing and dressing, meals, and overnight care. Call (314) 405-0887.
Step 1: Match the Supplier to the Order
Ask for the supplier's full legal name and compare it with the name on the doctor's order. If the order names one company and the call comes from another, ask which company will bill, which will deliver, and whether a subcontractor is involved. Write down the name of the person who answered.
Step 2: Ask for Medicare Enrollment
A supplier that bills Medicare must be enrolled and must have a National Provider Identifier. Ask for the identifier and look it up yourself in the federal registry of enrolled providers. If the company will not give it to you, treat that as a reason to call a different supplier.
Step 3: Check Accreditation for the Item
Some items require the supplier to hold accreditation from a Medicare-approved accrediting organization before Medicare will pay for them. Ask whether your item needs accreditation, which organization accredits the company, and whether that accreditation is current. A supplier that holds it should be able to name the organization without hesitation. Hedging on this question is a warning sign.
Step 4: Find Out Whether the Item Is Under Competitive Bidding
Medicare runs a competitive bidding program for certain home medical equipment in set geographic areas. For the items in the program, Medicare pays contracted suppliers, and a company without a contract for that item and area usually cannot bill Medicare for it. Ask whether the item is in the program where you live and whether the supplier holds a contract for it. Ask for the answer in writing on the order or invoice.
Step 5: Read the Rental Clock
Many items are rented, not sold. Ask how the rental period is counted, when payments start, what the payment schedule looks like once Medicare's rental period for the item ends, and who owns the equipment at that point. Ask what happens if the doctor's order ends sooner than expected, and whether the supplier will pick up the item when it is no longer needed and whether pickup costs anything. Get these answers on paper before delivery.
Step 6: Name the Payer for Each Line
Confirm which part Medicare pays, which part is your share, and whether any remaining part falls to a supplemental plan or to Missouri Medicaid if the person qualifies. Missouri SHIP counselors give free help with Medicare questions and can review a bill with you. The approved amount Medicare recognizes and the amount on the supplier's first invoice can differ, so compare them line by line.
Step 7: Confirm the Delivery Terms by Phone
Before the delivery date, call the supplier and ask for the delivery window, who must be home to sign, whether the crew sets up the item or leaves it in the box, and who to call if the item is not working when it arrives. Write down the name of the person you spoke with. If the company cannot answer these questions in one call, keep looking for another supplier.
Questions about whether an item is medically right for the person belong to the doctor, not the supplier or this guide. For free help with the paperwork, start with Local Help With Paying for Care, and check the citations on the Sources page.