Proof of Delivery: Part 3

The Centers for Medicare and Medicaid Services (CMS) requires that DME suppliers maintain proof that any item dispensed was received by the beneficiary in the form of a Proof of Delivery document. This could be requested by DMEMACs, recovery auditors, supplemental medical review contractors, or Comprehensive Error Rate Testing (CERT) medical review contractors.  In our February 2019 blog post we covered who can sign the Proof of Delivery document and in our March 2019 blog post we covered Proof of Delivery requirements when the supplier directly delivers the DME item to the patient or the patient’s designee.

Methods of Delivery

There are three different methods by which a DME item may be delivered.  These include direct delivery by the supplier, delivery of the item to the patient via shipping or a delivery service, and delivery to a nursing facility.  Beyond the requirements covered in the February 2019 blog, there are additional documentation requirements for Proof of Delivery, and they differ based on the method of delivery.

Delivery via Shipping Or Delivery Service

This month's post focuses on the second method of delivery: the supplier using a shipping service or mail order.

When employing this method of delivery, the Proof of Delivery must track the item from the supplier to the recipient.   One means of accomplishing this is having the supplier’s shipping invoice and the tracking information from the delivery service.  In this situation, it is important that the information in the supplier’s shipping invoice match that of the delivery service in some way, such as a package number of invoice number.

Sample Proof of Delivery Forms are included with the 2019 HCPCS Coding Guidance for AMERX Surgical Dressings.

Download your FREE copy today!

Proof of Delivery Document Requirements

When DME is delivered via shipping or delivery service, the Proof of Delivery must contain:

  • Patient name
  • Address where item was delivered and date of delivery
  • Package ID number, supplier invoice number, or any method that links the supplier delivery documents with the delivery service record
  • Description of the item in the form of a narrative, a HCPCS code, the HCPCS code descriptor, the brand name of the item, or the item’s model number.
  • Quantity delivered
  • Documented evidence of delivery

To Be Continued...

Next month, in Part 4, we will cover the documentation requirements when the item is delivered to to a nursing facility for a beneficiary.

DISCLAIMER: The information provided here is intended to educate health care providers regarding compliance for ICD, CPT, and HCPCS coding. The information provided does not guarantee reimbursement and is accurate to the best of our knowledge at the time of this publication. Coding guidelines can change and we encourage you to stay up to date. The existence of a code does not guarantee payment.

About the Author

Dr. Jeffrey D. Lehrman, DPM, FASPS, MAPWCA, CPC

Dr. Lehrman is in private practice in Fort Collins, CO and operates Lehrman Consulting, LLC. He is a Diplomate of the American Board of Foot and Ankle Surgery, Fellow of the American Society of Podiatric Surgeons, and is recognized as a “Master” by the American Professional Wound Care Association. He is a Fellow of the American Academy of Podiatric Practice Management and an Expert Panelist on Codingline. In his role as a Consultant to the APMA Health Policy and Practice Department, Dr. Lehrman serves as an advisor to the APMA Coding Committee and the APMA MACRA Task Force. Dr. Lehrman sits on the board of directors of both the American Professional Wound Care Association and the American Society of Podiatric Surgeons. He is also on the editorial advisory board of the journal WOUNDS.

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