Additional Funding information
Still have a funding question that you need answered? Call our toll free funding hotline! Nancy Perlich, COTA, ATP is our Funding Specialist at EasyStand. She is available Monday-Friday 7:30am-3:30pm Central Standard Time at 877-844-1172 to answer your funding questions and provide guidance. She is also available by email at email@example.com or fax at 507.697.6900.
How our funding specialist can help
- Help you find an EasyStand Supplier or Rep in your area
- Assist with correct HCPCS coding
- Review the “Team Process” with you
- Explain what needs to be included in the Letter of Medical Necessity (LMN)
- Review your therapist’s Letter of Medical Necessity (LMN) before submitting to funding source
- Review documentation that was denied and suggest corrections
- Direct you towards advocates that can help with the funding appeals process
- Help find demonstration equipment for sale or trial
- Work with state durable medical equipment (DME) associatons on stander policy changes
Funding specialist cannot
- Write the Letter of Medical Necessity for you
- Fix your state Medicaid’s stander policy
Appealing a Denial
While the benefits of standing are numerous, occasionally, funding sources do not agree with consumer needs. Many standing devices have been paid for after an appeal. EasyStand is here to help you understand and navigate the appeals process for standing devices.
Don’t Take “No” for a answer
Appeal if denied! The consumer must start the appeals process.
Review the Submitted documentation
Was it complete? Does it include the equipment trial process and the individual’s specific medical needs? If you are not comfortable reviewing the letter of medical necessity fax it to 952-937-0821 or email firstname.lastname@example.org and we will be happy to assist with the review.
request an appeal in writing
This written request must be received by the funding source within a specified time frame, usually within 90 days. Send a copy of the notice of denial with the funding appeal letter and keep the originals. The notice includes necessary information such as recipient’s name, address, and ID number.
Referee with be assigned to hear the appeal
The referee may schedule a telephone hearing. Although, you have the right to an in-person hearing which is usually preferable. You can, in fact, state in the letter that the hearing be held in-person.
Identify potential expert witnesses
Such as a Physical Therapist, Occupational Therapist or Physiatrist. In-person testimony is desirable; however, it is acceptable to have testimony by phone or in a written letter of medical necessity.
Assistance from an advocate or attorney
PAAT (Protection Advocacy for Assistive Technology) attorneys are a free resource available to assist clients with disabilities and their families as they seek funding for Assistive Technology.
Coding for Funding
Types of Standers
- E0637: Combination sit to stand frame system, any size including pediatric, with seat lift feature, with or without wheels
- E0638: Standing frame/table system, one position (e.g. upright, supine or prone stander), any size including pediatric, with or without wheels
- E0641: Standing frame/table system, multi-position (e.g. three-way stander), any size including pediatric, with or without wheels
- E0642: Standing frame/table system, mobile (dynamic stander), any size including pediatric
Writing a letter of medical necessity
Writing a Letter of Medical Necessity A letter of medical necessity (LMN) is a detailed prescription a clinician writes and is submitted to the funding source. The letter should be consumer specific, not just a list of the medical benefits of standing. Documentation must communicate the process that was followed, the options that were considered, and the medical necessity for the requested equipment. The documentation should include all of the following:
1. A detailed letter of medical necessity (LMN) contains:
- Writer’s expert credentials
- Consumer’s name, date of birth, weight and height
- History and physical exam by clinician including summary of medical condition, diagnosis/onset, prognosis, and co-morbid conditions
- Functional and physical assessment including, but not limited to, strength, range of motion, tone, sensation, balance, ADLs, IADLs, and functional status
- Documentation of other devices considered, and why each was ineffective for the consumer
- Documentation of trialed device(s) and outcomes of the trial (s)
- Justification of the model of device being recommended as well as each option and accessory required for the consumer
- Evidence that the consumer demonstrated the ability to safely use the device independently or with appropriate assistance
- Outline of the prescribed standing program recommendations
- Any applicable research to support intended outcomes
2. A prescription for the device from the consumer’s physician
- WriteThis is typically a co-signature on the LMN stating the physician agrees with the prescribed device. All appropriate medical professionals involved in the consumer’s care, as it relates to standing should also co-sign the LMN or provide additional documentation to support need. Examples include: Physiatry (Rehabilitation Medicine), Neurology, Orthopedics, Cardiology, Urology, Primary Care, Occupational Therapy, Physical Therapy, Speech Language Pathology, Psychology, etc.
3. Documentation that the consumer’s environment can accommodate the device
4. Detailed quote and/or order form for items being requested
5. Any other information required by the specific funding source
The Funding Team
The funding process can seem difficult and sometimes even frustrating, but when you understand the process and have a team to support you, funding a stander can be much less stressful. At EasyStand we want to provide you with some of the resources to help with this process. One of these is understanding the team dynamic behind the funding process.
- As the leader, they need to follow the progression of the funding process through its conclusion
- Choose a complex rehab technology supplier
- Be aware of the medical need to stand or research the benefits of standing
- Specify wants and needs for standing device
- Trial and determine the standing device
- Be present for the final adjustment
- Appeal if necessary (the consumer or legal guardian must start the process)
- Follow through with standing program (once device is received/adjusted) to achieve expected outcome
- Assume the role of the consumer (if consumer is a minor or unable to perform the task)
- Provide support and feedback to the team on transfer techniques/activities of daily living, etc.
Rehab technology supplier
- Provide trial standing device or request a demo with a local manufacturer’s rep
- Offer expertise on standing device and available options
- Acquire prior authorization with the funding source
- Assemble, deliver and adjust device for proper fit
- Assist with the appeals process as necessary
- Determine medical clearance for the consumer to stand
- Clinician recommends weight bearing/standing device and program
- Clinician reviews standing device options and makes recommendations
- Clinician writes the letter of medical necessity(LMN), including trial process
- Physician usually co-signs the therapist’s LMN or writes an additional prescription
- Clinician usually attends and assists in the final adjustment of the standing device
- If the standing device is denied, clinician writes addendum or new LMN and/or attends appeals hearing
- Clinician should monitor the client’s ongoing standing program
Funding a EasyStand Stander
Standing devices are considered Durable Medical Equipment (DME) and are categorized as Complex Rehab Technology (CRT). These devices must be individually assessed and configured for best outcomes. They are designed to support a consumer, regardless of age, in a standing position.
Therapist and/or Physician determine medical necessity for a standing program. Before initiating a standing program, medical clearance is critical for the consumer to stand. Clinical data, and a review of relative risks and benefits of use, determine medical necessity. This information is gathered through clinical assessment and should, at minimum, include the following:
- Consumer data
- Physical findings
Rehab Team determines the most appropriate standing device for the consumer. Using the assessment data and goals for the consumer, consider all standing device options and select the device that is the least costly, equally effective alternative.
- Therapist and Consumer schedule an appointment to trial the selected type of standing device. Involve a complex rehab technology supplier (and possibly manufacturer’s representative) to ensure appropriate set up of the trial equipment.
- Based on the results of the trial, determine the specific model of standing device required and necessary support and alignment options.
- Ensure the consumer/caregiver is able to successfully utilize the device and its features and will work in all intended environments.
Gather necessary documentation from the Rehab Team for product justification. Requests for authorization of standing devices are typically submitted by the CRT supplier and must be accompanied by clinical documentation from a licensed physician or occupational or physical therapist. The writer should establish their expert credentials by describing: expertise, licenses, education, current job title and years of experience at the beginning of the LMN. Documentation must support the medical necessity for this equipment.
Payment decision is received from funding source.
- Approval: Payment approval is granted – the supplier will order the equipment and schedule delivery with the consumer and prescribing clinician.
- Denial: If faced with a denied claim, always appeal the decision.
Brief description of environment of facility/school
Dempsey is seen by his school district’s Early Intervention team, with visits from the Physical Therapist twice per month as primary service provider with consultation from Early Childhood Special Education teacher and Service Coordinator.
Basic Info about client
Clients Name – Dempsey
Age – 10 months
Diagnosis – achondroplasia, cerebral palsy
Brief history – Dempsey’s mother experienced premature preterm rupture of membranes (PPROM) at 31 weeks, 3 days gestation and was hospitalized. Dempsey was delivered at 34 weeks, 1 day gestation with birth weight of 2400 grams. His Apgar scores were 3 at 1 minute and 8 at 5 minutes. He required positive pressure ventilation with oxygen and had ongoing care in the NICU for respiratory distress syndrome. MRI indicated severe hypoxic ischemic injury, multifocal cerebral, cerebellar, and intraventricular areas of microhemorrhage. Continue reading Dempsey – Achondroplasia, Cerebral Palsy
Basic Info about client
Client’s Name: Eli
Age: 2 (will be 3 on 4/2/15)
Diagnosis: Cerebral Palsy
Premature birth – 35 weeks gestation
Sustained intrauterine ischemic event with damage to left parietal lobe, right occipital lobe, Macrodactyly left foot
Current Situation: Eli’s primary means of independent mobility is crawling with a non-reciprocating “bunny hop” pattern. He crawls up and down stairs and pulls to standing independently. He has decreased function of his right upper extremity, but consistently uses his right “helper hand”. Spasticity is present through both legs and right arm. Eli demonstrates typical crouch gait alignment in standing, tending toward bilateral ankle plantarflexion, and flexion at both knees and hips. He propels a gait trainer with minimal assist with forearm prompts and does best with ankle prompts to minimize scissoring and anterior rotation of the left side of the body. He requires verbal prompting to step to or step through with his right foot. Eli has bilateral Ankle Foot Orthotics (AFOs) to assist with alignment of his feet and lower legs. Continue reading Eli – Cerebral Palsy
Brief description of environment of facility/school
Greta is served through Early Intervention with a trans-disciplinary, family routines-based model and Physical Therapist as primary service provider.
Basic Info about client
- Age: 30 months
- Diagnosis: Cerebral Palsy – spastic, quadriplegic
- Brief history:
- born after an uncomplicated pregnancy at 39 3/7 weeks
- at birth, she had a heart rate of 92 but no spontaneous respirations
- Apgars were 3 at birth; 4 at one minute; and 4 at ten minutes
- shortly after birth, Greta had Sarnat stage III encephalopathy and on admission to Newborn Intensive Care Unit at 2 ½ hours of age, she had stage II encephalopathy
- initial EEG showed occasional electrographic seizures. She was cooled for 72 hours and her EEG showed improvement
- receives regularly scheduled botulinum toxin injections to most affected areas (usually upper extremity)
- had trial of Sinemet for motor function, but drug was discontinued due to gastrointestinal side effects (vomiting)