Article Detail - JA DME

To be a valid order, a Standard Written Order (SWO) requires the following elements:

• Beneficiary's name or Medicare Beneficiary Identifier (MBI)
• Order date
• General description of the item
  • The description can be either general, a HCPCS code, a HCPCS code narrative, or a brand name/model number
• For equipment and supplies - in addition to the description of the base item, there must be a SWO for all concurrently ordered options, accessories, supplies or additional features that are separately billed or require an upgraded code. List each item separately.
• Quantity to be dispensed, when applicable
• Treating practitioner’s name or National Provider Identifier (NPI)
• Treating practitioner's signature

As a reminder, a new order is required in the following situations:

• For all claims for purchases or initial rentals
• If there is a change in the DMEPOS order (e.g., quantity)
• On a regular basis (even if there is no change in the order) when specified by the medical policy
• When an item is replaced
• When there is a change in supplier and the new supplier is unable to obtain a copy of a valid order for the DMEPOS item from the transferring supplier.

Suppliers frequently ask if a new order is needed when there is a change in the order. Our response is: If a physician writes an order with a general description (e.g., a HCPCS code) and the order still applies after the change, then no new order is needed. For more details, refer to the Standard Documentation Requirements for All Claims Billed to the DME MACs Article A55426.