Standardized Repair and Service Guide

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Introduction
U.S. Rehab is the nation’s largest network of
independently owned rehab technology providers.
The VGM Group, Inc., company has more than
360 members in more than 1,100 locations
throughout the U.S.
Red, White, Blue Certified Repair Network
Standardized Repair and Service Guide
Table of Contents
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Preface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Members whose service technicians have been
trained and tested by U.S. Rehab vendors make up
the Red, White & Blue Certified Repair Network.
The certifications ensure that patients and payer
sources receive the best service available for their
mobility equipment needs.
As technology evolves, servicing and repairing
rehab equipment becomes more challenging. Our
Standardized Rate Guide was developed so service
providers have guidelines about fair and adequate
compensation levels, ensuring an accurate and
consistent basis for the billing and reimbursement
of repair services.
How to use this guide. . . . . . . . . . . . . . . . . . . . . . . 4
Repair questionnaire. . . . . . . . . . . . . . . . . . . . . . . . 5
Standardized Labor Rate Tables:
Standard Manual Chair
Folding and Rigid Frame. . . . . . . . . . . . . . . . 6-11
Scooters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-17
Power Wheelchair
Gearbox/Direct Driven/Belt Drive. . . . . . . . 18-26
KO462 Billing for loaner equipment . . . . . . . . . . . 27
Pointers on repairs . . . . . . . . . . . . . . . . . . . . . . . . 28
Updates to labor payment rates. . . . . . . . . . . . . . . 29
Repair labor billing and payment policy. . . . . . . . . 30
Payment for delivery and service charges
for durable medical equipment. . . . . . . . . . . . . 31-32
Repair shop pointers. . . . . . . . . . . . . . . . . . . . . 33-34
Steps to easy power wheelchair maintenance . . 35-36
Steps to easy manual wheelchair maintenance. 37-38
Job Classification Section . . . . . . . . . . . . . . . . . 39-58
U.S. Rehab Exclusive Vendors. . . . . . . . . . . . . . . . . 59
Copyright 2012 U.S. Rehab®
Multiple uses for this guide
1. Give to service managers so they have a way to document time spent on standard service and repairs for most manual and power wheelchairs. Tools are provided to set up your workflow on computer.
2. Tracking repair time and processes is very helpful when discussing and negotiating reimbursement issues with payer sources.
3. The guide considers all major brands and models, individual technologies and combines their service recommendations into a piece that is accurate and credible.
2
Preface
Advancements in rehab technology have occurred rapidly, and more
are coming. The Red, White & Blue Certified Technician Program was
developed to provide member companies and service technicians
with the education and skills necessary to work efficiently and
professionally. However, education and skill are not enough to be
successful in business. Billing and reimbursement are a daily concern.
This rate guide was a collaborative effort among U.S. Rehab staff,
our manufacturers and service providers at U.S. Rehab Member
companies. We consider it a “living document” that will be updated
as necessary.
The time allowances in this guide are based on federally mandated
operating criteria and take into consideration the repair center’s
adherence to strict quality standards.
Repair center criteria
1. Site is fully accredited.
2. There is a certified technician on staff.
3. A continuing education program keeps staff current on job skills.
4. A fully operational service/repair shop has appropriate equipment, both diagnostic and mechanical tools, any specialized tools, fixtures or jigs as specified by manufacturers, and adequate floor and bench space with proper ventilation and lighting.
5. There is a designated area to clean dirty/contaminated equipment. Refer to ACO Quality Assurance Requirements.
6. There is ample storage for equipment staged for service.
7. An established set of policies and procedures for the safe handling and disposal of hazardous materials (batteries, solvents, circuit boards, cleaning materials) exists, and complies with EPA, local ordinances and respective MSDS sheets.
8. An adequate inventory of parts for standard repairs is kept.
9. Accurate and current repair and service records allow equipment to be tracked in case of a product recall or safety update.
10. All repairs are made according to manufacturer standards. Service manuals, technical publications, parts catalogs and service bulletin are kept on file
for reference.
11. If billing Medicare for complex rehab, technicians must earn required continuing education units annually.
3
How to use this guide:
1.
2.
Time Table Conversion
Minutes
Decimals
60.10
Each section is broken down by category.
120.20
15
¼ Hour 0.25
For standardization purposes, the repair time estimates 180.30
have been converted from minutes to decimals in tenths 240.40
30
½ Hour 0.50
and quarters of an hour. This allows the service manager 360.60
to quote individual repairs in comparison or in addition 420.70
to minimum labor charges.
45
¾ Hour 0.75
480.80
These estimated repairs do not include cleaning, 540.90
60
1 Hour 1.00
abnormal rust, corrosion or damaged equipment that 3.
requires extra time. It is recommended that additional time be billed for those tasks.
4. Pickup and delivery are not included in these
suggested times. Follow company billing procedure
for these services.
5.
Initial troubleshooting and repair diagnostics are included in these standard rates and times. Additional
or advanced diagnostics should be charged as additional time.
Working with standardized rates requires certain procedures to be standard policy.
The following are true for service and repair of all mobility equipment:
Medicare doesn’t reimburse for pickup and delivery of repairable items, so you can’t
bill a patient for this service. These are additional charges and are billed according
to your company’s policy for other insurance carriers.
All equipment should be cleaned, disinfected, tagged and the required service
documented before the piece enters the service area. It is recommended 1.0 hour
be added for cleaning and disinfecting.
Custom fabrication or complex repairs are not in the standard rate tables and
should be billing accordingly.
A minimum labor charge should be applied to all repairs; do not waive it because a
repair is small and didn’t take much time.
The tables and forms in this guide may be copied.
See attached CD on the back of the booklet.
4
Repair questionnaire:
Patient Name __________________________________________________________
Medicare No. __________________________________________________________
Address _______________________________________________________________
Name, Make and Model of the item that is being repaired:
_______________________________________________________________________________
Serial number of item being repaired:
_______________________________________________________________________________
Date wheelchair (item) was provided: ____________________________________
How was wheelchair (item) funded? (payer source): ________________________
If funded by Medicare was chair (item) purchased or rented? ________________
If the wheelchair (item) was provided by a company other than _________________________
the information above must be confirmed by the supplier (if the supplier is unknown to the
patient or out of business do a three way call to Medicare and get correct information.)
Confirmed by: ____________________ (employee)
Date:
____________________
You must make sure that your staff document what exactly was done and break out
in increments of 15 minutes time for each item repaired/replaced
i.e.- changed rt arm pad ____ minutes /replaced rt tire _____ minutes etc.
USREH-R001
5
Standardized Repair and Service Rate Tables:
Standard Manual Chair
6
– Folding and Rigid Frame
Standardized repair table with commonly used HCPCS codes:
STANDARD MANUAL CHAIR FOLDING and RIGID FRAME REPAIR
Date Provided: ____________
Client Name:____________________________________________________________________________
Product Information:
Manufacturer: _________________________ Model #: ______________ Serial #: _____________
Nature of Problem: ______________________________________________________________________
Loaner Chair received:
Yes: _____ No: _____ Name: ________________ Make: _____________ Model: _______________
Serial #: ________________________
(01) Wheels, Tires, Forks
Part
Number
Billing Code
Time
# Units
Tire and/or tube replacement, includes wheel remove/replace
Replace pneumatic tire and/or tube
(per wheel)
E2211 tire
E2212 tube
Replace pneumatic tire with airless insert
(per wheel)
E2211 tire
E2213 airless
insert
Replace solid snap-on tire (per wheel)
E2220
Rear wheels
Replace wheel assembly (each)
Spoked wheels: true rim & replace spokes
as noted:
K0069 solid tire
K0070
pneumatic tire
K0108
No spokes required
K0108
1-5 spokes required (additional time)
K0108
6 or more spokes required
(additional time)
K0108
Replace quick release axle (each)
K0108
Replace threaded axle (each)
K0108
Replace and adjust bearings, per wheel
(each)
E2210
Adjust bearing play only, per wheel
K0739
Adjust camber
K0739
Replace camber sockets/brackets (pair)
K0108
Handrims (per wheel)
E2205
Replace handrim only
E2205
Replace threaded inserts
K0108
7
Casters and forks
Replace caster/fork assembly (each)
E2226
Replace stem bearings, adjust (per fork)
E2210
Remove stem bearings, lube and adjust
(per fork)
K0739
Replace caster wheel (each)
E2225
Replace caster wheel **, bearings, adjust
(per wheel)
E2210
** K0071 Front caster comp pneumatic tire
K0072 Front caster comp semi-pneumatic tire
K0073 Caster pin lock each
K0077 Front caster assembly complete
E2214 Pneumatic caster tire each
E2215 Pneumatic caster tire tube
E2217 Foam filled caster tire each
E2219 Foam caster tire any size each
E2221 Solid caster tire each
E2222 Solid caster integrated wheel
E2225 Caster wheel excludes tire
E2384 Pneumatic caster tire
E2385 Tube, pneumatic caster tire
E2387 Foam filled caster tire
E2391 Solid caster tire
E2392 Solid caster tire, integrate
E2395 Caster wheel excludes tire
E2396 Caster fork
Wheel lock replacement and adjustment
Toggle lock (each)
E2206
Toggle locks with grade aid (each)
K0108
Lever locks (all types) (each)
E2206
Replace wheelchair brake extension
E0961
Replace caster wheel **, bearings, adjust
(per wheel)
E2210
Section Total
Wheel locks, adjust only
Toggle locks (both)
E2206
Toggle locks with grade aid (both)
K0108
Lever locks (all types) (both)
E2206
Replace wheelchair brake extension
E0961
Replace caster wheel **, bearings, adjust
(per wheel)
E2210
Section Total
(02) Armrests
8
Part
Number
Billing Code
Replace armrest latch or lock (each)
K0108
Replace armrest pad (each)
K0019
Replace armrest sidepanel, screw type
(each)
K0108
Replace armrest sidepanel, pop rivet type
(each)
K0108
Replace detach non-adjust height armrest
K0015
Replace detach adjust armrest base
K0017
Time
# Units
(02) Armrests
Part
Number
Billing Code
Replace detach adjust armrest upper
K0018
Replace arm pad (each)
K0019
Replace fixed adjust armrest pair
K0020
Replace access detach adjust armrest
E0973
Replace standard wheelchair armrest
E0994
Replace wheelchair fixed full length arms
E1050
Replace wheelchair detachable arms
E1060
Time
# Units
Time
# Units
Time
# Units
Section Total
(03) Legrests and Footrests
Part
Number
Billing Code
Replace elevating legrest assembly, nonpowered (each)
E0990
Replace adjust angle footplate (each)
K0040
Replace large size footplate (each)
K0041
Replace standard size footplate each
K0042
Replace footrest lower extension tube
K0043
Replace footrest upper hanger bracket
K0044
Replace footrest complete assembly
K0045
Replace elevate legrest low extension
K0046
Replace elevate legrest up hanger bracket
K0047
Replace swingaway detach footrest
K0052
Replace elevate footrest articulate
K0053
Replace loop heel
E0951
Replace toe loop/holder (each)
E0952
Replace wheelchair No. 2 footplates
E0970
Swinging and detachable cam or latch
block device
K0108
Section Total
(04) Backs
Back upholstery
Part
Number
Billing Code
E0982
Replace standard back sling upholstery
E0982
ADD for adjustable tension sling
K0108
ADD to replace broken screw in back
post (requires drilling)
K0108
9
(04) Backs
Part
Number
Replace solid back insert
Billing Code
Time
# Units
Time
# Units
Time
# Units
Time
# Units
E0992
Back posts, manual
K0108
Non-folding, one post
K0108
Non-folding, both posts
K0108
Folding, one post
K0108
Folding, both posts
K0108
Replace push handle grips (pair)
K0108
Section Total
(05) Seats
(standard sling or basic insert)
Part
Number
Billing Code
Replace seat upholstery
E0981
Solid seat insert
E0992
Section Total
(06) Frames and
Related - Folding
Part
Number
Billing Code
Complete disassembly and assembly
K0739
Replace sideframes (single or pair)
K0108
Replace crossbars (single or pair)
K0108
Replace crossbar inner rail (per side)
K0108
Replace seat rail guide tips/slides
(per side)
K0108
Replace front post telescopic slides
(per side)
K0108
Section Total
(07) Frames and Related - Rigid
Complete disassembly and assembly
Section Total
10
Part
Number
Billing Code
K0739
(08) Miscellaneous
and General Services
Part
Number
Billing Code
Replace all plastic/rubber parts (less tires)
K0108
Replace and glue on post grips
K0108
Complete cleaning and disinfecting per
OSHA (with no rust or corrosion)
K0739
Remove broken/stripped screw (drill and
tap) add to job time
K0739
Remove broken/stripped bolt (drill and
tap) add to job time
K0739
Time
# Units
Section Total
Section 1 Total
Section 2 Total
Section 3 Total
Section 4 Total
Section 5 Total
Section 6 Total
Section 7 Total
Section 8 Total
Grand Total
USREH-MC001
*Billing codes are subject to change make sure updates are followed as of date published by Medicare.
11
Standardized Repair and Service Rate Tables:
Scooters and POVs
12
Standardized repair table with commonly used HCPCS codes:
SCOOTERS and POVs
Date Provided: ____________
Client Name:____________________________________________________________________________
Product Information:
Manufacturer: _________________________ Model #: ______________ Serial #: _____________
Nature of Problem: ______________________________________________________________________
Loaner Chair received:
Yes: _____ No: _____ Name: ________________ Make: _____________ Model: _______________
Serial #: ________________________
(01) Batteries and Cables
Part
Number
Billing Code
Time
# Units
Replace batteries
Check and clean terminals, charge and
match voltages within 0.2 volts, clean
battery boxes of dirt and electrolyte per
all OSHA hazardous material handling
procedures, and dispose of old batteries
per EPA and local ordinances.
DOES NOT INCLUDE TESTING
K0739
Check and clean terminals, charge and
match voltages within 0.2 volts, clean
battery boxes of dirt and electrolyte per
all OSHA hazardous material handling
procedures, and dispose of old batteries
per EPA and local ordinances.
INCLUDES TESTING
K0739
Testing and diagnosis
Check for voltage at charger port.
Check for voltage at battery terminals of
individual batteries and compare results.
K0739
13
Cables and connectors
Clean battery terminals only
K0739
Replace battery cable/harness
K0108
Replace tiller to controller cable
K0108
Repair/clean connectors
K0739
Replace contact(s) in connector:
K0108
Replace 1 contact
K0108
Add for each additional contact
K0108
Replace multi-pin connector assembly
K0108
Section Total
(02) Motors
Part
Number
Billing Code
Replace power wheelchair motor
replacement only
E2368
Replace wheelchair gear box only
E2369
Replace power wheelchair motor/gear
box combo
E2370
Time
# Units
Inspection of brushes: check length, wear pattern and spring for evidence of excessive heat
1 motor
K0739
Both motors
K0739
Replace brushes, inspect commutator, seat brushes:
1 motor
K0108
Both motors
K0108
Section Total
(03) Drive Train Belt/Chain
Billing Code
Belt tension adjustment
K0739
Chain tension adjustment
K0739
Belt replacement
K0108
Chain replacement
K0108
Section Total
14
Part
Number
Time
# Units
(04) Electronics
Part
Number
Billing Code
Replace power module
(ADD programming if required):
K0108
Program power module (basic parameters)
K0739
Replace tiller components:
Time
# Units
Time
# Units
Time
# Units
K0108
Replace throttle potentiometer,
calibrate (includes tiller
removal/replacement)
K0108
ADD: solder if required
K0739
Replace tiller board
K0108
Per item below, not to exceed .5 hour for any multiple
Replace battery meter
K0108
Replace headlight
A9270
Replace headlight switch
A9270
Replace speed potentiometer
K0108
Replace key switch
K0108
Replace 1 contact
K0108
Section Total
(05) Battery Chargers
Part
Number
Billing Code
Test charger output
K0739
Replace fuse
K0108
Replace on-board charger
K0108
Section Total
(06) Frames and Shrouds
Replace frame base
Part
Number
Billing Code
K0108
Replace tiller assembly
Quick release (no tools required)
K0108
Bolt-on tiller
K0108
15
Replace shroud (each)
Tiller shroud
K0108
Base shroud
K0108
Section Total
(07) Wheels and Tires
Part
Number
Billing Code
Time
# Units
Time
# Units
Replace drive wheel assembly (each)
Replace foam filled drive wheel tire each
E2386
Replace foam drive wheel tire each
E2388
Replace drive wheel excludes tire each
E2394
Replace pneumatic drive wheel tire
E2381
Replace tube, pneumatic wheel
drive tire
E2382
Replace pneumatic caster tire
E2383
Tires/tubes (per wheel)
E2211 tire
E2212 tube
Replace pneumatic tire and/or tube
E2211 tire
E2213 airless
insert
Replace pneumatic tire with airless insert
and split rim
Section Total
(08) Armrests
16
Part
Number
Billing Code
Replace armrest latch or lock (each)
K0108
Replace armrest pad (each)
K0019
Replace armrest sidepanel,
screw type (each)
K0108
Replace armrest sidepanel,
pop rivet type (each)
K0108
Replace detach non-adjust height armrest
K0015
Replace detach adjust armrest base
K0017
Replace detach adjust armrest upper
K0018
Replace arm pad (each)
K0019
(08) Armrests
Part
Number
Billing Code
Replace fixed adjust armrest pair
K0020
Replace access detachable adjust armrest
E0973
Replace standard wheelchair armrest
E0994
Replace wheelchair fixed full length arms
E1050
Replace wheelchair detachable arms
E1060
Time
# Units
Time
# Units
Time
# Units
Section Total
(09) Seats and Backs
Part
Number
Billing Code
Replace seat assembly, captain or van type
K0108
Replace rehab seat
K0108
Replace folding back
K0108
Section Total
(10) Miscellaneous
and General Services
Part
Number
Billing Code
Complete cleaning and disinfecting per OSHA
With no rust or corrosion
K0739
Minor rust or corrosion
K0739
Remove broken/stripped screw (drill and
tap) add to job time
K0739
Remove broken/stripped bolt (drill and
tap) add to job time
K0739
Section Total
Section 1 Total
Section 2 Total
Section 3 Total
Section 4 Total
Section 5 Total
Section 6 Total
Section 7 Total
Section 8 Total
Section 9 Total
Section 10 Total
Grand Total
USREH-SC001
*Billing codes are subject to change make sure updates are followed as of date published by Medicare.
17
Standardized Repair and Service Rate Tables:
Power Wheelchair
– Gearbox/Direct Driven/Belt Drive
18
Standardized repair table with commonly used HCPCS codes:
POWERWHEELCHAIR – GEARBOX / DIRECT DRIVE / BELT DRIVE
Date Provided: ____________
Client Name:____________________________________________________________________________
Product Information:
Manufacturer: _________________________ Model #: ______________ Serial #: _____________
Nature of Problem: ______________________________________________________________________
Loaner Chair received:
Yes: _____ No: _____ Name: ________________ Make: _____________ Model: _______________
Serial #: ________________________
(01) Batteries, Cables
Part
Number
Billing Code
Time
# Units
Replace batteries
Check & clean terminals, charge and
match voltages within 0.2 volts, clean
battery boxes of dirt and electrolyte per
all OSHA hazardous material handling
procedures, and dispose of old batteries
per EPA and local ordinances.
DOES NOT INCLUDE TESTING
K0739
Check & clean terminals, charge and
match voltages within 0.2 volts, clean
battery boxes of dirt and electrolyte per
all OSHA hazardous material handling
procedures, and dispose of old batteries
per EPA and local ordinances.
INCLUDES TESTING
K0739
Testing and diagnosis
Check for voltage at charger port.
K0739
Check for voltage at battery terminals of
individual batteries and compare results.
K0739
Load test batteries (in series)
K0739
Voltage and load test (both as above)
K0739
Test for voltage drop under load
K0739
Cables and connectors
Clean battery terminals only
K0739
Replace battery cable/harness
K0108
Replace wire harness
K0108
Replace contact(s) in connector
K0108
19
Cables and connectors
Replace 1 contact
K0108
ADD for each additional contact
K0108
Replace multi-pin connector assembly
K0108
Section Total
(02) Motors
Part
Number
Billing Code
Replace power wheelchair motor
replacement only
E2368
Replace wheelchair gear box only
E2369
Replace power wheelchair motor/gear
box combo
E2370
Time
Inspection of brushes: check length, wear pattern and spring for evidence of excessive heat
1 motor
K0739
Both motors
K0739
Replace brushes, inspect commutator, seat brushes:
1 motor
K0108
Both motors
K0108
2-pole motors only
Inspection of brushes: check length, wear pattern and spring for evidence of excessive heat
1 motor
K0739
K0739
Both motors
K0739
K0739
Replace brushes, inspect commutator, seat brushes:
1 motor
K0108
Both motors
K0108
4-pole motors only
Inspection of brushes: check length, wear pattern and spring for evidence of excessive heat
1 motor
K0739
Both motors
K0739
Replace brushes, inspect commutator, seat brushes:
20
1 motor
K0108
Both motors
K0108
# Units
Test motors for current draw (amps)
1 motor
K0739
Both motors
K0739
Section Total
(03) Electronics
Part
Number
Billing Code
Time
# Units
Replace hand/head control
Electro connect btw control
E2310
Electro connect btw 2 sys
E2311
Mini-prop remote joystick
E2312
Power wheelchair harness, expand control
E2313
Hand interface joystick
E2321
Multi-mechanism switches
E2322
Special joystick handle
E2323
Chin cup interface
E2324
Sip and puff interface
E2325
Breath tube kit for sip & puff interface
E2326
Head control interface mechanism
E2327
Head/extremity control interface
E2328
Head control nonproportional
E2329
Head control proximity switch
E2330
Attendant control
E2331
Programming (basic, initial settings): **CAN BE PART LABOR CODE WHEN DOING REPAIRS
Integral power module/joystick
K0739 **
Power module with standard
remote joystick
K0739 **
Power module with specialty controls
K0739 **
Section Total
21
(04) Battery Chargers
Part
Number
Billing Code
Test charger output
K0739
Replace fuse
K0108
Replace on-board charger
K0108
Time
# Units
Time
# Units
Time
# Units
Section Total
(05) Frames,
Shrouds, Crossbraces
Part
Number
Billing Code
Replace frame base
Without power tilt and/or recline
K0108
With power tilt and/or recline
K0108
Replace cowling/shroud (each)
K0108
Replace sideframe, belt driven
Right or left side only
K0108
Both sides
K0108
Replace cross braces
Without power tilt and/or recline
K0108
With power tilt and/or recline
K0108
Replace crossbar inner rail (per side)
K0108
Replace seat rail guide tips/slides (per side)
Standard arm models
K0108
Detachable arm models
K0108
Replace front post telescopic slides (per slide)
Standard arm models
with detachable arms
K0108
Reclining back models
K0108
Section Total
(06) Wheels and Tires
Part
Number
Billing Code
Replace drive wheel assembly (each)
22
Replace foam filled drive wheel tire each
E2386
Replace foam drive wheel tire each
E2388
Replace drive wheel excludes tire each
E2394
(06) Wheels and Tires
Part
Number
Billing Code
Replace pneumatic drive wheel tire
E2381
Replace tube, pneumatic wheel drive tire
E2382
Replace pneumatic caster tire
E2383
Time
# Units
Time
# Units
Time
# Units
Casters and forks
Replace caster fork assembly (each)
E2226
Replace stem bearings and adjust
(per fork)
E2210
Replace caster wheel (each)
E2225
Replace caster wheel bearings and adjust
(per caster)
E2210
Section Total
(07) Armrests
Part
Number
Billing Code
Replace armrest latch or lock (each)
K0108
Replace armrest pad (each)
K0019
Replace armrest sidepanel (each)
K0108
Wheelchair access detach adjust armrest
E0973
Detach non-adjust height armrest
K0015
Detach adjust armrest base
K0017
Detach adjust armrest upper
K0018
Fixed adjust armrest pair
K0020
Section Total
(08) Legrests and Footrests
Part
Number
Billing Code
Replace elevating legrest assembly,
non-powered (each)
E0990
Replace adjust angle footplate (each)
K0040
Replace large size footplate (each)
K0041
Replace standard size footplate each
K0042
Replace footrest lower extension tube
K0043
Replace footrest upper hanger bracket
K0044
Replace footrest complete assembly
K0045
Replace elevate legrest low extension
K0046
Replace elevate legrest up hanger bracket
K0047
23
(08) Legrests and Footrests
Part
Number
Billing Code
Replace swingaway detach footrest
K0052
Replace elevate footrest articulate
K0053
Replace loop heel
E0951
Replace toe loop/holder (each)
E0952
Replace Wheelchair No. 2 footplates
E0970
Swinging and detachable cam or latch
block device
K0108
Time
# Units
Time
# Units
Adjustment only, legrest/footrest (per side)
Extension of footplate assembly
K0739
Swinging and detachable cam or pin
lock device
K0739
Section Total
(09) Backs
Part
Number
Billing Code
Back upholstery
Replace standard back sling upholstery
E0982
ADD for adjustable tension sling
K0108
ADD to replace broken screw in back post
(requiring drilling)
K0108
Replace solid back insert
E0992
Back Posts, manual
Non-folding, one post
K0108
Non-folding, both posts
K0108
Folding, one post
K0108
Folding, both posts
K0108
Powered backs
24
Replace 1 back post
K0108
Replace both back posts or back frame
assembly
K0108
Replace actuator
K0108
Replace push handle grips (pair)
K0108
(See Section 11, Seating Systems (reclining back)
Section Total
(10) Seats
(standard sling or basic insert)
Part
Number
Billing Code
Replace seat upholstery
E0981
Replace van or captain type seat
K0108
Time
# Units
Time
# Units
Section Total
(11) Seating Systems
Part
Number
Billing Code
Tilt only (powered)
Replace tilt seating system assembly
E1002
Replace/repair actuator cable only
K0108
Reclining back, powered
Replace power seat tilt
E1002
Replace power seat recline
E1003
Replace power seat recline mechanism
E1004
Replace actuator (check alignment, travel
stops, any evidence of binding, includes
labor to replace cable if required)
K0108
Replace shear actuator
K0108
Replace/repair actuator cable only
K0108
Tilt with recline (powered)
Replace power seat combo without shear
E1006
Replace power seat combo with shear
E1007
Replace power seat combo power shear
E1008
Replace actuator (check alignment, travel
stops, any evidence of binding, includes
labor to replace cable if required)
K0108
Replace/repair actuator cable only (each)
K0108
Powered legrest
Replace elevating legrest (each)
E1010
25
Replace actuator (check alignment, travel
stops, any evidence of binding, includes
labor to replace cable if required)
K0108
Replace/repair actuator cable only (each)
K0108
Replace lateral trunk supports (each)
K0956
Replace headrest assembly
K0108
Replace headrest pad
E0955
Replace head rest extension
E0966
Section Total
(12) Miscellaneous
and General Services
Part
Number
Billing Code
Replace all plastic/rubber parts (less tires)
K0108
Replace and glue on post grips
K0108
Time
# Units
Complete cleaning and disinfecting per OSHA
With no rust or corrosion
K0739
Minor rust or corrosion
K0739
ADD for removal broken/stripped screw
(drill and tap)
K0739
ADD for removal broken/stripped bolt
(drill and tap)
K0739
Section Total
Section 1 Total
Section 2 Total
Section 3 Total
Section 4 Total
Section 5 Total
Section 6 Total
Section 7 Total
Section 8 Total
Section 9 Total
Section 10 Total
Section 11 Total
Section 12 Total
Grand Total
26
USREH-PW001
*Billing codes are subject to change make sure updates are followed as of date published by Medicare.
K0462 Billing for loaner equipment
Medicare pays up to one month rental for loaner equipment while patient- OWNED
equipment is being repaired.
1. No modifiers required
2. Narrative needs to state “loaner K0823 while patient-owned equipment is being repaired took greater than one day to repair because parts on order”
{loanK0823ptondK0823took>1dpartsordered}
3.
4.
This code can be used when any item is being repaired that the patient
owns (CPAP/BiPAP/Hospital bed/Hoyer lift/Manual W/C/any DME item as long
as it is not on rental)
Repair and Maintenance
5. CMS Manual System, Pub. 100-2, Medicare Benefit Policy Manual,
Chapter 15, §§110.2 & 110.4
6.
Under the circumstances specified in the Medicare Benefit Policy Manual,
payment may be made for repair, maintenance, replacement, and delivery of medically required DME that the beneficiary owns or is purchasing, including
equipment that had been in use before the user enrolled in Part B of the
Medicare program. In addition, payments for repair and maintenance may not
include payment for parts and labor covered under a manufacturer’s or
supplier’s warranty.
The K0462 does not have to be on same claim but it is always best to do so.
K0739, the labor code, should be billed on first line with a narrative breakdown
of the units of labor.
K0462 would be billed on the second line with a narrative of item description.
Then the parts would be billed with proper modifiers and units.
Example: E0955NURBKX
1
27
Pointers on repairs
Repairs for patient-owned equipment are covered if the item is still a medical necessity under
Medicare guidelines. There are many power wheelchairs out there that were never medically
necessary under Medicare guidelines, so be sure you have documentation for both initial and
continued need.
1. Establish primary insurance.
2. Establish who paid for the item (wheelchair, concentrator, nebulizer
or any type of DME)
3. If paid for by Medicare is the item still (was it) medically necessary?
4. If the wheelchair or other item was provided by a company other than yours,
you should verify all information, including the code billed.
5. Make sure you have documentation of medical necessity on file before billing.
6. Make sure you know that the item was a purchase and not a rental. Even
though items are now capped at 13 months, there could still be some items
remaining on maintenance and service.
Here is how you bill:
K0739 – 1 unit equals 15 minutes -- Labor code
K0462 – This is the code to use for the loaner equipment that you give the patient while their
equipment is being repaired. Medicare will pay for up to one-month rental for a loaner chair
(or other item) while patient-owned equipment is being repaired.
Bill the proper code for the item being replaced with proper modifiers.
Example: E0973NURTRB for replacement (repair) of right armrest.
If no code, then bill the miscellaneous code (K0108) for wheelchairs and POVs.
If an item is being billed under the E1399/K0108, or any miscellaneous code, the same
information is needed: Name, make, model and MSRP of item being replaced and
documentation of the base item and statement that patient continues to need.
Documentation needed: (continued need from medical records)
1. The first statement needs to be that this is repair for patient-owned Name_______
Make_______ Model #__________ purchased by __________ in 00/00/0000. Patient (use first
name) is a quad and requires a power wheelchair for all mobility.
2. K0108 code needs the name, make, model and MSRP and why it is still medically
necessary. Example: K0108 replacement _______ by Name _______ Make ________ Model #
__________ MSRP is $200.
28
*
Go to http://www.palmettogba.com/ for current updates and other references.
*Please verify labor rates for your state prior to billing.
29
Repair labor billing and payment policy
Effective for dates of service on or after April 1, 2009, the Durable Medical Equipment
Medicare Administrative Contractors (DME MACs) are instituting a billing and payment policy
for common repairs based on standardized labor times. This applies to non-rented and out-ofwarranty items. This effective date coincides with the effective date of the new code for repairs
for non-oxygen equipment - K0739 (REPAIR OR NONROUTINE SERVICE FOR DURABLE
MEDICAL EQUIPMENT OTHER THAN OXYGEN REQUIRING THE SKILL OF A TECHNICIAN,
LABOR COMPONENT, PER 15 MINUTES). One unit of service = 15 minutes. Code E1340 is
no longer valid for repairs for dates of service on or after April 1, 2009.
The following table contains repair units of service allowances for commonly repaired items.
Units of service include basic troubleshooting and problem diagnosis. Suppliers are reminded
that there is no Medicare payment for travel time or equipment pickup and/or delivery.
Type of Equipment
Power Wheelchair
Power Wheelchair
Power Wheelchair
Power Wheelchair
Power or Manual Wheelchair
Power or Manual Wheelchair
Power Wheelchair
Manual Wheelchair
Hospital Bed
Hospital Bed
CPAP
Seat Lift
Seat Lift
Patient Lift
Part Being Repaired/
Replaced
Batteries
(includes cleaning and testing)
Joystick (includes programming)
Charger
Drive wheel motors (single/pair)
Wheel/Tire
(all types, per wheel)
Armrest or armpad
Shroud/cowling
Anti-tipping device
Pendant
Headboard/footboard
Blower Assembly
Hand Control
Scissor mechanism
Hydraulic Pump
Allowed Units of Service
(USO)
2
2
2
2/3
1
1
2
1
2
2
2
2
3
2
Medicare States: Suppliers may only bill the allowable units of service listed in the above table for
each repair, regardless of the actual repair time. Claims for repairs must include narrative information
itemizing each repair and the time taken for each repair. Suppliers are also reminded that Medicare
does not pay for repairs to capped rental items during the rental period or items under warranty.
Remember to bill your actual units. If a denial or audit is received it can be appealed.
Make sure your staff documents all repairs in case of audit.
Posted on 2/25/09
______________________________________________________
Keeping accurate records for your time spent on reports allows for cost tracking in your repair shop. All jobs should be costed.
30
60 - Payment for delivery and service charges
for durable medical equipment (Rev. 1, 10-01-03) B3-5105
Delivery and service are an integral part of oxygen and durable medical equipment (DME)
suppliers’ costs of doing business. Such costs are ordinarily assumed to have been taken
into account by suppliers (along with all other overhead expenses) in setting the prices they
charge for covered items and services. As such, these costs have already been accounted for
in the calculation of the fee schedules. Also, most beneficiaries reside in the normal area of
business activity of one or more DME supplier(s) and have reasonable access to them.
Therefore, DME carriers may not allow separate delivery and service charges for oxygen or
DME except as specifically indicated in §§90 or in rare and unusual circumstances when the
delivery is not typical of the particular supplier’s operation.
For example, there may be situations in which it is necessary for a DME dealer to incur
extraordinary delivery expenses in order to meet the needs of beneficiaries living in remote
areas that are not served by a local dealer or when a local dealer is temporarily out of stock
of required oxygen or equipment. For example, DME carriers may recognize a reasonable
separate delivery charge when the supplier must deliver an item of DME outside its normal
area of business activity and the beneficiary does not have access to a supplier whose
location is nearer.
When a supplier delivers oxygen or DME outside the area in which he/she normally does
business, but the item could have been obtained locally, carriers may allow any separate
additional delivery charge only to the extent that it does not raise the total payment for the
oxygen or DME above the local fee schedule.
When a separate charge can be allowed for delivery/service, carriers base the amount
(based on mileage or a flat rate) on all of the relevant circumstances, including:
• The time and distance traveled;
• The actual additional expenses incurred by the supplier;
• The type and quantity of equipment or oxygen delivered;
• The supplier’s customary charge under such circumstances;
• The prevailing charges in the locality under such circumstances; and
• Delivery charges made elsewhere in similar localities. Any separate delivery charges
recognized because of unusual circumstances may, of course, be paid for only for
deliveries that have actually been made.
31
60 - Payment for delivery and service charges
for durable medical equipment (Rev. 1, 10-01-03) B3-5105 (continued)
Suppliers must be advised in the carrier service areas to bill a separate delivery charge only
in those rare situations in which “unusual circumstances” were encountered. Information
issuances should be used to advise DME suppliers of the need to fully document unusual
circumstances on claims/bills for separate delivery charges. If a supplier, nevertheless,
routinely itemizes delivery charges, carriers may consider payment for the charges to be
included in the fee for the equipment.
06-89 COVERAGE AND LIMITATIONS 2100.4
Maintenance – Routine periodic servicing, such as testing, cleaning, regulating and
checking of the beneficiary’s equipment is not covered. Such routine maintenance
is generally expected to be done by the owner rather than by a retailer or some
other person who charges the beneficiary. Normally, purchasers of DME are given
operating manuals which describe the type of servicing an owner may perform to
properly maintain the equipment. Thus, hiring a third party to do such work is for the
convenience of the beneficiary and is not covered.
However, more extensive maintenance which, based on the manufacturers’
recommendations, is to be performed by authorized technicians, is covered as repairs.
This might include, for example, breaking down sealed components and performing
tests which require specialized testing equipment not available to the beneficiary.
Replacement – Replacement of equipment that the beneficiary owns or is purchasing
is covered in cases of loss or irreparable damage or wear and when required because
of a change in patient’s condition. Expenses for replacement required because of loss
or irreparable damage may be reimbursed without a physician’s order when in the
judgment of the carrier the equipment as originally ordered, considering the age of
the order, still fills the patient’s medical needs. However, claims involving replacement
equipment necessitated because of wear or a change in the patient’s condition must
be supported by a current physicians order. (See §2306D in regard to payment for
equipment replaced under a warranty.)
32
Repair shop pointers
Repair shops are key components of a successful Rehab/DME business.
A properly staffed and efficient repair center establishes Rehab or general DME suppliers as
experts in their field.
Your repair shop should be accessible and hours should be clearly posted.
A good repair center will create additional sales opportunities as well as establish your
company as someone who can be trusted.
Continuing education of your sales force, your order intake personnel and your repair staff
is imperative.
Everyone needs to know the basic information that is required from the beginning.
1. Collect funding information.
If you know where the money is coming from before you start, you can process
the repair and payment without loss.
Your customer service staff should also be thoroughly trained on all types
of funding. They need to understand the equipment, too.
They need to be friendly and helpful.
They need to be presentable.
All information needs to be collected before an appointment is made.
2. Once funding is established, set up an appointment and have an experienced technician do the evaluation and cost analysis. This will save you time and money and help your bottom line.
Submit for prior authorization, if required, before any repairs are completed.
Do the repair. Make sure all items are entered on the work sheet. Don’t let the technicians become lax on keeping track of items used. One bracket, bolt, etc. may be cheap, but 100 brackets, bolts, etc. can add up.
Submit for funding with the proper coding and information, including a breakdown
of labor time. The name, make and models of pieces are very important. It is
imperative for the repair staff to make legible notes and give the information to
billing staff in a format that they can follow.
33
34
Schedule Appointment to pick up equipment
Pick-up Equipment
Clean Equipment
Diagnose equipment
Repair Tech
Repair Tech
Repair Tech
Repair Tech
Order Parts
Repair Equipment
Test Equipment
Set up Appointment to return equipment
Return Equipment
Test Equipment at Patient’s residence
Repair Tech
Repair Tech
Repair Tech
Repair Tech
Repair Tech
Repair Tech
Diagnoses and repair to be completed:
Initial Repair requested:
Person Completing
Time Start
Time Finished
Total Time
Mileage
Steps to easy power wheelchair maintenance
• Inspect it:
• Check for broken, missing and loose pieces.
• Inspect the frame for any damage, bent tubes, broken welds. Inspect the upholstery for tears or splits. Check seat for foam wear.
• Keep it clean:
• Wipe any excess dirt or grime from your wheelchair. Dirt and grime can compromise the smooth movement, create rust and damage moving parts.
• You can use a general purpose cleaner to wipe down the frame, wheels, tires and hand rims on the chair.
• Wipe the upholstery clean, but do not use petroleum-based cleaners because they can damage the upholstery.
•Keep it lubricated:
• All pivot points on the chair need to be lubricated regularly with a multi-use lubricant to prevent dust and repel moisture.
• Keep it tight:
• Check no less than once a month for loose nuts and bolts.
• Check tires:
• Are the tires showing excessive wear? If so, they need to be replaced.
• Check for loose or damaged spokes.
• Make sure all tires are inflated correctly. Flat or low tires use up excess battery power and make wheelchairs hard to operate.
• Check wheel locks to ensure they are tight. They are essential for safe patient transfer. Inspect closely to make sure they are not bent.
• Check batteries:
• Make sure batteries are properly installed.
• Check for proper charging and ensure the charger is functioning correctly.
• Check all cables to ensure they are tight and there is no corrosion on the terminals.
See the following Power Wheelchair Service Checklist.
35
Power wheelchair service checklist:
Customer Name: ______________________________
Manufacturer: ________________________________
Repair Tech: __________________________________
Description of Service:
Date of Service: _______________________________
Make/Model: _________________________________
Serial #: ______________________________________
Condition
Adjusted
Replaced/Cost
Repair/Cost
Upholstery: Check for sags, tears and
splits, check foam for wear
Tires: Check for excessive wear/tire
pressure
Spokes/Rims: Check tightness and for
broken/missing spokes
Wheel release lever: Check for
tightness and adjust
Bearings: Check for condition and
adjust all bearings
Front riggings: Check foot plates/
legrest/springs/straps
Frame: Check for damage, bent
tubes, broken welds
Remove arms: Adjust height/inspect
Folding chairs: Ensure proper folding
Check tips and grips for wear
Verify all accessories are correct and
properly installed
Check seat/back if aftermarket for
wear and proper installation
Ensure you have cleaned the chair
thoroughly and properly
Check batteries for proper charge
and any leaks
Ensure battery charger is working
properly
Joystick/modules and battery box are
mounted securely
Make sure kill switch is present and
operable
Make sure chair is operating properly
in all modes/directions
Alternate drives test functionality
Tilt/Recline: lubricated and tested
COMMENTS: This wheelchair has been carefully inspected according to manufacturer’s specifications. If you have any questions or comments regarding this equipment,
please contact our Customer Service Staff at your earliest possible convenience. Thank you for the opportunity to serve you. Inspection ____________________________________________________________
Completed Repairs __________________________________________________
36
Technician_________________________________
Date __________________________
Technician_________________________________
Date ____________________
Customer_________________________________
Date __________________________
Customer_________________________________
Date ____________________
Steps to easy manual wheelchair maintenance:
• Inspect It:
• Check for broken, missing and loose pieces on the chair.
• Inspect the frame for any damage, bent tubes, broken welds.
Inspect the upholstery for sagging, tears or splits.
• Keep it clean:
• Wipe any excess dirt or grime from your wheelchair, dirt
and grime can compromise the smooth movement, create rust and
damage moving parts.
• You can use a general purpose cleaner to wipe down the frame, wheels, tires and hand rims on the chair.
• Wipe the upholstery clean. Do not use petroleum-based cleaners
on upholstery as these can damage the upholstery.
• Keep it Lubricated:
• All pivot points on the chair need to be lubricated regularly –
this can be done using a multi-use lubricant to prevent dust
and repel moisture.
• Keep it tight:
• Check no less than once a month for loose nuts and bolts.
• Check tires:
• Are the tires showing excessive wear? If so they need to be replaced.
• Check for loose or damaged spokes.
• Make sure all tires are inflated correctly. Flat or low tires use up excess energy for user, making wheelchairs hard to push.
• Check wheel locks to ensure they are tight because they are
essential for safe patient transfer.
See the following Manual Wheelchair Service Checklist.
37
Manual wheelchair service checklist:
Customer Name: ______________________________
Manufacturer: ________________________________
Repair Tech: __________________________________
Description of Service:
Date of Service: _______________________________
Make/Model: _________________________________
Serial #: ______________________________________
Condition
Adjusted
Replaced/Cost
Repair/Cost
Upholstery: Check for sags,
tears & splits
Tires: check for excessive wear/
tire pressure
Spokes/Rims: Check tightness
& for broken/missing spokes
Handrims/Hardware: Check
tightness/damage
Wheel lock/Grade Aids: Check
for tightness
Bearings: Check for condition
& adjust all bearings
Front riggings: Check foot
plates/springs/straps
Frame: Check for damage,
bent tubes, broken welds
Remove arms: adjust height/
inspect
Folding chairs: ensure proper
folding
Check tips and grips for wear
Check all accessories for
proper installation
Check seat/back if aftermarket
for wear & proper installation
Make sure you have cleaned
the chair properly
COMMENTS: This wheelchair has been carefully inspected according to manufacturer’s specifications. If you have any questions or comments regarding this equipment,
please contact our Customer Service Staff at your earliest possible convenience. Thank you for the opportunity to serve you. Inspection ____________________________________________________________
Completed Repairs __________________________________________________
38
Technician_________________________________
Date __________________________
Technician_________________________________
Date ____________________
Customer_________________________________
Date __________________________
Customer_________________________________
Date ____________________
Job classification section
Rehab equipment service technician
General: Responsible for the repair and maintenance of all company-owned rental
equipment and customer-owned equipment in need of repair. Maintains appropriate
documentation, establishes, implements and monitors policies and procedures regarding
the servicing of equipment and delivery of same. Instructs patients on proper use and care
of equipment (except transfer techniques); must have high level of product knowledge on
all respiratory equipment and DME. Maintains assigned company vehicle and repair shop;
other tasks as requested.
Qualifications
Physical:
1.In an average 8-hour day, the employee lifts/carries up to 65 pounds frequently.
2.In an average 8-hour day, the employee stands/walks 7 hours.
3.In an average 8-hour day, the employee sits 1 hour.
4.In an average 8-hour day, the employee drives 0 hours.
5.The employee lifts/carries up to 100 pounds maximum.
6.Must be clean and neat in personal appearance.
Education:
1.High school diploma or G.E.D. equivalent preferred.
2.Previous repair experience preferred.
Experience/Knowledge/Personality:
1.Able to work independently with minimal supervision.
2.People-sensitive characteristics with a desire to help others.
3.Able to function as a polite and cooperative team member with a positive attitude.
4.Must be detail-oriented.
5.Excellent driving record.
6.Mechanical abilities required.
7.Computer experience preferred.
8.Able to maintain confidentiality.
9.Good communication skills.
10. Must be able to read, write and speak English fluently.
On
Call:
1. Periodically available for non-office hours.
2. Willing to be trained in pertinent areas of equipment/supplies.
3. Available for home/office visits.
-continued-
39
-continued-
Responsibilities
Responsible for:
1. Maintaining an accurate and efficient workflow for processing rehab orders and related documentation.
2. A working knowledge of computer system to include order entry, inventory, notes, report writing and accounts receivable.
3. Assisting with obtaining all required documentation, authorizations, verifications,
and waivers for proper payment of rehab products. Responsible to respond in a timely manner to requests for additional information, and to investigate problems and resolve with appropriate staff.
4. Assisting with placing orders for wheelchair and accessories through
materials department.
5. Repairing specialty or high-end wheelchairs, which includes setting schedule for pickup, delivery, providing loaner - p.r.n., ordering replacement parts, repairing, documenting repairs for billing, and making appropriate notes in computer system.
6. Keeping current on third party reimbursement issues and
documentation requirements.
7. Setting up appointments for fittings, deliveries, etc. in conjunction with customer service staff and Rehab Specialist.
8. Assisting with deliveries and setups as requested by Rehab Specialist
and/or branch manager.
9. Assisting with inventory control of rehab products and assuring that warehouse
is a safe, organized, efficient environment.
9. Filing charts and contents accurately and in a timely manner.
10. Maintaining confidentiality about all customer charts and secure files at
close of business day.
11. Auditing customer charts according to company guidelines. Assist with report completion as requested.
40
12. Providing support and assistance to other departments as needed.
13. Maintaining clean, neat, and orderly work area.
14. Being on call per company policy.
15. Attending in-store meetings.
16. Performing other duties as deemed appropriate by management.
Job classification section
Rehabilitation specialist
General: The Rehab Specialist is responsible for fitting, adjusting, and assembling
rehab and other high-tech equipment. Provides instructions to patients and referral
sources, is knowledgeable about third party reimbursements, and markets the company’s
rehab services.
Qualifications
Physical:
1.In an average 8-hour day, the employee lifts/carries up to 65 pounds frequently.
2.In an average 8-hour day, the employee stands/walks 3 hours.
3.In an average 8-hour day the employee sits 2 hours. (These hours include up to 2 hours of data entry/phone work)
4.In an average 8-hour day, the employee drives 3 hours.
5.The employee lifts/carries up to 85 pounds maximum.
6.Must be clean and neat in personal appearance.
Education:
1.High school diploma.
2.Two years’ rehab experience or approved training.
Experience/Knowledge/Personality:
1.Able to function as a polite and cooperative team member with a positive attitude.
2.Good computer skills preferred.
3.Good oral and written communication skills.
4.Must be detail-oriented.
5.People-sensitive characteristics with a desire to help others.
6.Able to work independently.
7.Certification may be required.
8.Able to maintain confidentiality.
On
Call:
1. Periodically available for non-office hours.
2. Willing to be trained in pertinent areas of equipment and supplies.
3. Available for home/office visits.
4. Good driving record.
-continued-
41
-continued-
Responsibilities
Responsible for:
1. Responsible to set up appointments for fittings, delivery, etc. in conjunction with customer service staff.
2. Responsible to do fittings and complete all appropriate paperwork.
3. Responsible to obtain all required authorizations, verifications, and waivers for proper payment, through appropriate staff per policy and procedure.
4. Responsible to place order for wheelchair and accessories through
materials department.
5. Responsible to deliver equipment or make arrangements for delivery and verify fit, equipment function and performance, with complete and accurate documentation.
6. Responsible for knowledge of third party reimbursement issues and
documentation requirements.
7. Responsible for safe operation and routine care of company vehicle.
8. Assist with other deliveries and setups as requested by branch manager.
9. Provide accurate, timely information to controller for commission calculation
on a quarterly basis.
42
10. Assist with inventory control.
11. Assist with on-call per request of branch manager and time constraints.
12. Attend in-store meetings.
13. Perform other duties as deemed appropriate by management.
Job classification section
Rehabilitation engineer senior
Characteristic Duties and Responsibilities
• Evaluation of patients for mobility and seating systems.
• Working in a team environment.
• The team will be composed of patient, caregiver, physician, therapist, case manager
• Setup of equipment for simulation.
• Completing equipment order forms.
• Creating pricing quotations.
• Working with Rehabilitation Service Technician (RST) on final assembly
and quality assurance.
• Delivery and fitting equipment.
• Communicating with the rehab team on any changes of equipment or patient status.
• Patient follow-up to ensure that the goals of the service plan are met.
• Communicating insurance coverage benefits, limitations and other issues.
• Functional oversight of various operational and/or clinical duties.
• Participates in the development and implementation of policies and procedures.
• Development, monitoring and reporting on relevant metrics for oversight areas.
Physical requirements
• Ability to read, write, speak and comprehend English.
• Functional visual acuity and hearing for accurate assessment and recording of patient observations and information.
• Manual dexterity to perform required procedure activity proficiently and safely.
• Ability to lift up to 75 pounds to perform transfer of medical, surgical
equipment and supplies.
Working conditions and occupational hazards
• Performs assigned duties in assigned locations.
• Risk of exposure to infectious diseases and blood-borne pathogens through
patient contact.
• Drives a delivery vehicle to various locations in all weather conditions on
a regular basis.
Qualifications
• RESNA ATS/P certified.
• Active NRRTS membership with CRTS credentials.
• Three to five years’ rehabilitation experience (preferred) may include clinical, technician, or RTS.
• A working knowledge of insurance/billing requirements and reimbursement levels.
• Excellent communication skills.
• A strong desire to maintain a high level of quality standard or practice.
• Willing and able to attend seminars and trade shows to maintain certifications
and NRRTS membership.
Education
• Associate degree in physical medicine or related curriculum (minimum).
• Bachelor’s degree in physical medicine or related curriculum (preferred).
• Attendance at advanced seating and mobility seminars.
43
Job Classification Section
Rehabilitation engineer
Characteristic Duties and Responsibilities
• Evaluation of patients for mobility and seating systems.
• Working in a team environment.
• The team will be composed of patient, caregiver, physician, therapist, case manager
• Setup of equipment for simulation.
• Completing equipment order forms.
• Creating pricing quotations.
• Working with Rehabilitation Service Technician (RST) on final assembly and
quality assurance.
• Delivery and fitting equipment.
• Communicating with the rehab team on any changes of equipment or patient status.
• Patient follow-up to ensure that the goals of the service plan are met.
• Communicating insurance coverage benefits, limitations and other issues.
Physical requirements
• Ability to read, write, speak and comprehend English.
• Functional visual acuity and hearing for accurate assessment and recording of patient observations and information.
• Manual dexterity to perform required procedure activity proficiently and safely.
• Ability to lift up to 75 pounds to perform transfer of medical, surgical equipment
and supplies.
Working conditions and occupational hazards
• Performs assigned duties in variety of locations.
• Risk of exposure to infectious diseases and blood-borne pathogens through
patient contact.
• Drives a delivery vehicle to various locations in all weather conditions on a
regular basis.
Qualifications
• RESNA ATS certified or RESNA eligible within two years.
• Active NRRTS membership or eligible within minimum required time frame.
• Three to five years’ rehabilitation experience (preferred) may include clinical, technician, or RTS.
• A working knowledge of insurance/billing requirements and reimbursement levels.
• Excellent communication skills.
• A strong desire to maintain a high level of quality standard or practice.
• Willing and able to attend seminars and tradeshows to maintain certifications
and NRRTS membership.
Education
• High school diploma or equivalency (minimum).
• Associate degree in physical medicine or related curriculum (preferred).
• Attendance at seating and mobility seminars.
44
Rehab Service Technician Competency
Name: ______________________________________
INSTRUCTIONS: Complete this skill sheet. Use the “comments” section to state comments or issues.
Skill Level Legend: 1 = No contact w/equipment or this situation. No knowledge of procedure.
2 = Understand procedure and situation but never performed task.
3 = Have performed this task infrequently and would need supervision.
4 = Have performed this task frequently and can perform independently.
For competency testing review skills of staff and grade accordingly.
Legend:
E = Excellent
S = Satisfactory
N = Needs Improvement
N/A =Not Applicable
Competency testing is completed on hire and on an annual basis.
SKILL LEVEL
TOPIC
1
2
3
Skills
4
Review
COMMENTS
Communication skills
Verbal
Written
Medical terminology
Typing __________ WPM
Computer skills
Computer programs
_________________________________
Order building/cognitive
assessment/fitting
Troubleshooting
Electromechanical ability
Patient
Rights and responsibilities
Complaint Procedure
Source of referrals
Medicare coverage criteria
Medicaid coverage criteria
Private insurance procedures
Managed care contracts and
authorizations
Billing process
CMN auditing
Infection control procedures
Occurrence reporting
Handling complaints
-continued-
45
-continued-
Equipment
SKILL LEVEL
TOPIC
1
2
3
Skills
4
Review
COMMENTS
Delivery/setup/troubleshooting/fitting
Tilt/recline systems
Batteries
Drive control programming
Drive system interfaces
Remote electronics
Integral electronics
Elevating seats
Power seating systems
Power wheelchairs /cushions/
seating
Lifts/traction/trapeze
Walk aids/bath aids
Other equipment as stated
Proper body mechanics and lifting
Proper vehicle use and loading
Specialty Interest Area:
Comments (any additional skills):
Attachments (any certificates of completion from participation in technical repair courses):
Signature: ___________________________________________ Date: ___________________________
Reviewed by: _________________________________________ Date: ___________________________
46
Assistive Technology Professional Competency
Name: ______________________________________
INSTRUCTIONS: Complete this skill sheet. Use the “comments” section to state comments or issues.
Skill Level Legend: 1 = No contact w/equipment or this situation. No knowledge of procedure.
2 = Understand procedure and situation but never performed task.
3 = Have performed this task infrequently and would need supervision.
4 = Have performed this task frequently and can perform independently.
For competency testing review skills of staff and grade accordingly.
Legend:
E = Excellent
S = Satisfactory
N = Needs Improvement
N/A =Not Applicable
Competency testing is completed on hire and on an annual basis.
SKILL LEVEL
TOPIC
1
2
3
Skills
4
Review
COMMENTS
Communication skills
Verbal
Written
Medical terminology
Typing __________ WPM
Computer skills
Computer programs
_________________________________
Order intake procedures
Order building /fitting/cognitive
assessment
Diagnosis and ICD-9 codes
Patient
Acceptance criteria
Rights and responsibilities
Complaint procedure
Source of referrals
Medicare coverage criteria
Medicaid coverage criteria
Private insurance procedures
Managed care contracts and
authorizations
Billing process
CMN auditing
Infection control procedures
Handling complaints
Electro-mechanical ability
Troubleshooting capability
-continued-
47
-continued-
SKILL LEVEL
TOPIC
1
2
3
Skills
4
Review
COMMENTS
Cash handling
Occurrence reporting
Handling complaints
Equipment
SKILL LEVEL
TOPIC
1
2
3
Skills
4
Review
COMMENTS
Delivery/setup/troubleshooting/
fitting
Batteries
Tilt/recline systems
Drive control programming
Drive system interfaces
Remote electronics
Integral electronics
Elevating seats
Power seating systems
Wheelchairs /cushions
Lifts/traction/trapeze
Walk aids/bath aids
Other equipment as stated
Proper body mechanics and lifting
Proper vehicle use and loading
Specialty Interest Area:
Comments (any additional skills):
Attachments (any certificates of completion from participation in technical repair courses):
Signature: ___________________________________________ Date: ___________________________
Reviewed by: _________________________________________ Date: ___________________________
48
Employee performance evaluation
Position: Service Technician
Employee: _______________________________________ Date: __________________
Rating Scale:
0
1
2
3
=
=
=
=
Performance is unacceptable, immediate improvement required
Performs as expected occasionally, needs reinforcement
Performs as expected most of the time
Performance is exemplary, exceeds expectations
Quality of Work: 0123
1) Performs repairs efficiently and accurately.
2) Follows all driving rules and regulations, including DOT requirements.
3) Follows all infection control protocols and universal precautions.
4) Utilizes proper safety and personal protection devices at all times as necessary.
5) Obtains complete required signatures and dates on all forms given to clients.
6) Provides complete documentation whenever required to document any unusual circumstance regarding a delivery or call.
7) Greets clients and visitors in courteous manner by introducing self and calling clients by name.
8) Performs daily vehicle inspections.
Supportive documentation and comments: ____________________________________________________
___________________________________________________________________________________________
____________________________________________________________________________________________
__________________________________________________________________________________________
Total points: __________
Average: __________
Quantity of Work: 0123
1) Completes all assigned work during scheduled shift.
2) Is ready for morning departure unless unusual circumstances arise and cause delays.
3) Performs minor repairs on manual equipment consistently and effectively.
-continued-
49
-continued-
Supportive documentation and comments: ____________________________________________________
___________________________________________________________________________________________
____________________________________________________________________________________________
__________________________________________________________________________________________
Total points: __________
Average: __________
Knowledge of Job: 0123
1) Demonstrates understanding of Universal Precautions and clearly understands infection control policies for cleaning equipment.
2) Demonstrates an understanding of all manual equipment delivered and a basic operating knowledge of power equipment.
3) Understands and abides by all state driving laws and regulations.
4) Demonstrates awareness and understanding of job description and job responsibilities.
5) Attends and contributes to in-services.
6) Understand basic repairs to manual equipment.
Supportive documentation and comments: ____________________________________________________
___________________________________________________________________________________________
____________________________________________________________________________________________
__________________________________________________________________________________________
Total points: __________
Average: __________
Judgment and Decision Making: 0123
1) Consults with supervisor when unusual or urgent situations occur.
Does not make impulsive decisions.
2) Decisions are always based on policies and procedures.
Supportive documentation and comments: ____________________________________________________
___________________________________________________________________________________________
____________________________________________________________________________________________
__________________________________________________________________________________________
Total points: __________
Average: __________
-continued-
50
-continued-
Reliability and Initiative: 0123
1) Arrives on time at start of the workday.
2) Returns promptly from lunch/breaks.
3) Provides proper notification for scheduled absences.
4) Follows procedures for reporting tardiness.
5) Attends to personal affairs without letting them disrupt work schedule.
6) When requested, is willing to work additional hours.
7) Recognizes the needs for and performs additional, unassigned tasks.
8) Helps co-workers.
9) Maintains work area in an orderly manner.
Supportive documentation and comments: ____________________________________________________
___________________________________________________________________________________________
____________________________________________________________________________________________
__________________________________________________________________________________________
Total points: __________
Average: __________
Safety and Infection Control: 0123
1) Is knowledgeable on infection control practices.
2) Demonstrates knowledge of safety policies and procedures.
3) Completely understands and can describe emergency/disaster procedures (e.g., what to
do in the event of a disaster)
Supportive documentation and comments: ____________________________________________________
___________________________________________________________________________________________
____________________________________________________________________________________________
__________________________________________________________________________________________
Total points: __________
Average: __________
Service Technician Assessment Report
51
N/O
1
Not Observed
Unsatisfactory
2
Needs
Improvement
3
Meets
Expectations
4
Exceeds
Expectations
5
Exemplary
Assessment Date: ______________________
General: Appearance: Reflects professionalism and adherence to dress code as stated
in the company’s policy and procedures manual, personnel policy section.
N/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Dependability: is punctual and works scheduled hours (part-time/full-time),
with minimum absence and/or requested personal time off.
N/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Responsibility: Demonstrates accountability and trustworthiness as a staff member/
representative of
N/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Learning Aptitude: Capacity for learning and general suitability.
-continued-
52
-continued-
N/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
General:
Retention: Ability to recall and apply learned and experienced technical skills
in the performance of assigned tasks.
N/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Communication skills, written:
N/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Communication skills, oral:
N/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
-continued-
53
-continued-
Performance:
Productivity, in shop and field:
N/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Understanding/Execution of Return Authorization (R.A.) procedures:
Coordination, proper routing and filing of return authorization forms.
N/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Understanding/Execution of Service Repair Orders (SRO)
and Service Repair Requests (SRR): Generation and proper routing of forms
associated with repair orders.
N/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Demonstrated ability in determining client pay sources:
-continued-
54
-continuedN/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Understanding, and ability to explain costs, prior authorization and
other required information, to clients:
N/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Skills; Troubleshooting/Evaluation of Equipment:
Demonstrated ability to troubleshoot and repair various makes and models, manual wheelchairs:
N/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Demonstrated ability to troubleshoot and repair various makes and models,
power mobility bases, MECHANICAL:
N/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
-continued-
55
-continued-
Skills: Troubleshooting/Evaluation of Equipment:
Demonstrated ability to troubleshoot and repair various makes and models,
power mobility bases, ELECTRONICS and ELECTROMECHANICAL:
N/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Scooter evaluation and repair, various makes and models,
MECHANICAL, ELECTROMECHANICAL and ELECTRONICS:
N/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Evaluation and repair of lift chairs, various makes and models,
MECHANICAL and ELECTROMECHANICAL:
N/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Demonstrated ability to troubleshoot and repair hospital beds, various makes
and models, MECHANICAL and ELECTRO-MECHANICAL:
-continued-
56
-continued-
N/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Demonstrated ability to setup, operate and instruct oxygen equipment, especially
oxygen concentrators, oxygen tanks and their associated valves and fittings:
N/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Demonstrated ability to properly install and repair various seating systems
and their related components:
N/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Overall technical skills and aptitude:
N/O
1
2
3
4
5
Comments:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
-continued-
57
Performance evaluation summary sheet
Position: _____________________________________
Quality
of Work
Quantity
of Work
Knowledge
of Job
Judgment
and
Decision
Making
Reliability
and
Initiative
Overall
Rating
# of
Points
# of
Standards
Average
Developmental goals and training needs: _____________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Employee comments: ________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Supervisor comments: _______________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Supervisor signature: ____________________________________ Date: ____________
Employee signature: _____________________________________ Date: ____________
58
U.S. Rehab Exclusive Vendors
U.S. Rehab has partnerships with top-rehab vendors for quality products, services and preferred pricing.
AbleNet, Inc
MK Battery
Blue Chip Medical Products, Inc.
Motion Concepts
800-322-0956
www.ablenetinc.com
Specializes in educational and assistive technology
solutions to help children and adults with disabilities
lead productive and fulfilled lives.
800-795-6115
www.bluechipmedical.com
Specializes in therapeutic mattresses,
overlays, seating & positioning cushions
and patient safety products.
Comfort Company
800-564-9248
www.comfortcompany.com
Specializes in seating and positioning products
for geriatric and rehabilitation clients.
Harmar
800-833-0478
www.harmar.com
Specializes in patient lifts, vehicle lifts, stair
lifts, vertical platform lifts, incline platform
lifts, cargo lifts, bath lifts and ramps.
Innovative Concepts
800-676-5030
www.icrehab.com
Specializes in adaptive seating products and services.
Innovation In Motion
800-372-9253
www.mkbattery.com
Specializes in batteries for HME/mobility;
one of the largest sealed lead acid battery
providers in North America.
888-433-6818
www.motionconcepts.com
Specializes in wheelchair tilt and recline systems.
Permobil
800-736-0925
www.permobil.com
Specializes in high-end power mobility.
PDG: Product Design Group
888-858-4422
www.pdgmobility.com
Specializes in providing better mobility products
for people with extra special needs.
PRM: Precision Rehab Manufacturing Inc.
814-725-8731
www.prmrehab.com
Specializes in custom seat and back cushions.
Prism Medical
866-891-6502
www.prismmedicalltd.com
Specializes in safe patient handling.
800-327-0681
www.mobility-usa.com
Specializes in power wheelchairs and
Ormesa pediatric products.
RAZ Designs Inc.
Invacare
Richardson Products
800-333-6900
www.invacare.com
Specializes in home and long-term care products.
Medical Applications
800-594-9166
www.medicalappsonline.com
Specializes in wheelchair accessories and hardware.
Medical Equipment Services
781-246-0523
www.powerwheelchairelectronicrepairs.com
Specializes in power wheelchair and power
chair electronic repairs.
877-720-5678
www.razdesigninc.com
Specializes in rehab commode shower chairs.
888-928-7297
www.richardsonproducts.com
Specializes in seating and positioning.
Rifton Equipment
800-571-8198
www.rifton.com
Specializes in pediatric mobility.
The ROHO Group
800-851-3449
www.therohogroup.com
Specializes in DRY FLOATATION®, from wheelchair
cushions to a full line of shape-fitting products.
59
Greg Packer
Peggy Walker, RN
Carrie Etten
Elizabeth Cole
Vice President
Billing and Reimbursement Adviser
Administrative Assistant
Director of Clinical Rehab Services
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