Order Facts

At Opry Medical Group, we understand that ordering supplies for your organization and your patients as quickly and accurately as possible is a priority for health care professionals. We have provided some frequently asked questions and answers so you can find the information you need.

Are digitally signed electronic prescriptions (sure script) allowed by Medicare?

 Yes, digitally signed electronic prescriptions are accepted by Medicare

Can a physician who works as a hospitalist write an order for DME?

 Yes, a physician who works as a hospitalist can write an order

If the physician assistant (PA) sees a patient, but the physician does not the day the order was placed, can the physician sign the certificate of medical necessity (CMN) or does it have to be the PA?

 The CMN should be signed by the person listed in Section A. Someone different can complete the questions as long as their name is noted at the bottom of section B.

Does a detailed written order have to include the HCPCS code?

The written order must be sufficiently detailed, including all options or additional features that will be separately billed or that will require an upgraded code. The description can be either a narrative description (e.g., lightweight wheelchair base) or a brand name/model number. Regardless of the form of the description, there must be sufficient detail to identify the item(s) to determine that the item(s) dispensed is appropriately coded.

Regarding Orders: Does the physician have to date the order himself/herself, or can the health care team date it?

The physician must date the signature date of the physician. Other individuals may complete other dates included in order.

Is a signed verbal order, not a qualified medical record?

 Orders, preliminary and/or detailed written, are not considered medical records.

Is a detailed written order a prescription?

Yes. The detailed written order may serve as a dispensing order – or prescription ‐‐ as long as it is obtained prior to dispensing/delivery of the item. However, a dispensing order may not necessarily contain sufficient information to satisfy the requirements of a DWO.

Is a written order for equipment only good for 30 days?

An order is valid based on the length of need determined by the treating physician. If the physician indicates a length of need for 30 days, then the order is only valid for 30 days unless one of the other new order requirements have been met.

What level of detail is needed on a Detailed Written Order?

The written order must be sufficiently detailed, including all options or additional features that will be separately billed or that will require an upgraded code. The description can be either a narrative description or a brand name/model number. Regardless of the form of the description, there must be sufficient detail to identify the item(s) to determine that the item(s) dispensed is appropriately coded. Order must be obtained prior to claim submission and must contain the following:   

  • Beneficiary name   
  • Prescribing physician’s name   
  • A detailed description of the item(s) to be provide
  • Quantity dispensed 
  • Prescribing physician’s signature and date order signed  

               Signature and date stamps are not acceptable   

  • Start date of order (if the start date is different than the signature date) 

Note: The detailed written order must be signed on or after the date of the visit with the prescribing physician. A detailed written order for some durable medical equipment prosthetics, orthotics, and supplies (DMEPOS) items may indicate “lifetime”, and a new order is not routinely (i.e., quarterly, annually, etc.) required.

Need additional information on the qualifying orders to get in touch with our clinical documentation experts at Opry Medical Group.

With electronic medical records becoming the standard, what is the ruling about signatures on records, or should they be electronically signed?

Both handwritten and electronic signatures are acceptable on medical records.

Do detailed written orders require a start date?

All orders must specify the start date of the order (if the start date is different from the date of the order).

Does the detailed written order need to specify a manufacturer, brand name, etc.?

The specific manufacturer and brand name assist Medicare in determining if the appropriate HCPCS code has been billed. The detailed written order does not need to specify the manufacturer or brand name; however, the description must be specific enough for Medicare to determine if the appropriate HCPCS code was billed.

Is it acceptable if a supplier has an order from one physician but medical records from another physician if they work in the same hospital?

Yes, it is acceptable. The patient’s medical record is not limited to the physician’s office records and may include hospital, nursing home, or home health agency records. Patient medical records also include medical documentation from other professionals, including nurses, and physical or occupational therapists as long as those individuals have no financial relationship with the supplier.

Why is the shipping date used as the date of service and not the date the patient receives the supplies?

The instruction to use the shipping date as the date of service if the supplier utilizes a shipping service or mail order is a CMS requirement per the Medicare Program Integrity Manual Chapter 4

 

“If the supplies are delivered directly by the supplier, the date the beneficiary received the DMEPOS supply shall be the date of service on the claim.”

Refer Opry Medical group’s DEMPOS FAQs for more insights.