DMEPOS Refill Requirements

In some cases, a practitioner may find a patient’s expected, ongoing medical need and may write an order for DMEPOS for immediate use and refills for later dates.

Before refilling orders for DMEPOS products, suppliers must contact the patient to make sure they need a refill. Don’t automatically ship a refill on a pre-determined basis, even if the patient authorizes it.

The supplier must document contact with the patient or their representative and verify the need for the refill. This documentation must include evidence that the patient or their representative has confirmed their need to refill the supplies within 30 calendar days from the expected end of the current supply. Patients don’t have to count the remaining supply.

• For shipped items, we require this information before dispensing the product:
  • Patient’s name
  • Date of contact
  • Item requested
  • Confirmation from the patient
  • Explanation of the need for the refill
• For items obtained in person from a retail store, we consider 1 of these as enough documentation for a refill request:
  • The delivery slip signed by the patient or their representative
  • A copy of the itemized sales receipt

You may use any means of communication to verify the refill is needed if the patient’s approval is received and documentation of the contact is captured and provided on request. For example, you can use automated text messaging or email as long as the captured information shows the patient’s name, items, date of contact, and affirmative response.

Don’t deliver the DMEPOS supply refill sooner than 10 calendar days before the end of the current product’s usage.