DARS Standards for Providers Chapter 10: Standards for Durable Medical GoodsEquipment
Revised 05/2011
· 10.1 Scope and Definitions
o 10.1.1 Scope
o 10.1.2 Definitions
· 10.2 Description of Goods and Services
· 10.3 Documentation and Fees
10.1 Scope and Definitions
10.1.1 Scope
The standards in this chapter apply to the purchase in whole or in part of durable medical goodsequipment on behalf of eligible consumers by the Department of Assistive and Rehabilitative Services (DARS).
10.1.2 Definitions
Durable medical Medical goodsEquipment: The following are definitions for different types of durable medical equipment are defined as.
· Power wheelchairs (fully functional chairs): A power wheelchair is battery-operated. It has a base with four wheels, adjustable seat with armrests, and a controller (joystick or touch pad) attached to one armrest that allows the rider to control the movement of the chair. It can be dissembled disassembled for transport and usually comes with an on-board battery charger. The braking system is either automatic or electric. Powered wheelchairs can be customized with advanced technology, and with several options including seat size (width and depth), seat-to-floor height, foot rests, and leg rests.
· Manual wheelchairs (fully functional chairs): A standard manual wheelchair may be characterized byhave a cross-brace frame, which enables the frame to easily fold for transport or storage, or may be nonfolding, having a rigid frame. It may have built-in or removable armrests or footrests (optional) for ease of transfer, a mid- to high-level back, and may have push handles to allow nonoccupants to propel the chair. The seat sizes may be customized for the individualuser. The standard tire used for the rear wheels on most wheelchairs is a pneumatic tire, with a standard size of 24 inches. It has wheel locks, sometimes called brakes, which can be applied by pushing a lever located on the sides, allowing the user to control the speed or come to complete stop.
· Scooters: A scooter is a motor-powered vehicle or power -operated vehicle (POV) that has a seat on a long platform,; moves on either three or four wheels, is controlled by a steering handle, and can be independently driven by an individualuser. It has rear drive, utilizes uses a 24twenty-four -volt system and an electronic or dynamic braking system, has high-to-low speed settings, and has tires designed for indoor and outdoor use.
· Power units and controllers: A power unit and controller is a computer peripheral or general control device consisting of a hand-held stick that pivots about one end and transmits its angle in two or three dimensions to a computer, or a touch pad that serves the same purpose. It is used to propel, brake, steer, negotiate, and maneuver a powered wheelchair or scooter around obstacles.
· Seating or /positioning systems: A wheelchair seating system is designed for the individual needs of the consumer to
o provide postural support, thereby enabling the consumer to sit when the consumer does not have sufficient strength and/or sufficient control to do so unaided;
o provide correction, to encourage normal postural development so asand to reduce the tendency to develop orthopedic deformities and to encourage normal postural development;
o enhance functionality, enabling the consumer to perform everyday tasks in a workplace or social setting in which the consumer would not otherwise be able to perform those tasks;
o manage the distribution of pressure, so as to reduce the risk of tissue damage resulting from inappropriate loads being applied to the skin; and
o accommodate established orthopedic deformities.
The actual components and the complexity of any particular wheelchair seating system depend on the problems that the system addresses. This definition includes parts (e.g.for example, cushions), as well as the complete system.
· Patient lifts: Patient lifts are assistive devices used to assist help caregivers in transferring an individual person safely back and forth from a bed to a chair when the individual person cannotis unable to transfer without assistance. Lifts fall into four broad categories: mobile lifts, sit-to-stand lifts, ceiling lifts, and wall-mounted lifts. The lifts can be operated hydraulically or electronically. For the purpose of DARS contracts, this definition does not include
o lifts that require structural modification of athe building; or
o lift chair recliners, sometimes referred to as easy chairs, with seats that raise an occupant to a standing position.
· Hospital beds: A hospital bed consists of a modified catch-spring assembly and bed ends with casters and manually operated foot-end cranks, or an electric motor, that permits independent adjustment of the elevation of the head and knee sections. The bed can accommodate a standard trapeze bar when attached to the head end and other accessories. The bed should be equipped to accommodate side rails. This definition does not include special or customized mattresses.
Fabricated Good: A fabricated good is a device constructed to meet a specific need.
Functional Unit: A functional unit is the fully constructed or fabricated durable medical good equipment unit that can be immediately put into operational used by the DARS consumer for whom it was specified. For example, a wheelchair would include the frame, seating system, controls, batteries, or other parts necessary to make it immediately usable by the consumer.
Manufacturer’s Suggested Retail Price (MSRP): The MSRP is the manufacturer’s published suggested retail price.
Other Medical Goods and Supplies: Other medical goods and supplies are all medical goods and supplies not defined as durable medical goodsequipment.
Contractor-Provided Specification: A contractor-provided specification is a written detailed description of the exact product to be provided, including the cost of the product and the date by which the product will be delivered.
10.2 Description of Goods and Services
Durable medical goodsequipment areis rendered by contractors who agree to
· provide new or unused durable medical goodsequipment specified on a DARS purchase order at the rate established in 10.3 Documentation and Fees;.
· determine specific equipment needs by conducting an evaluation at the consumer’s home and/or work site if current and appropriate specifications are unavailable and such the evaluation is requested by DARS (such these evaluations will must be made at no cost to DARS);.
· deliver to the specified address on the date and time mutually agreed upon by the counselor, consumer, and contractor within thirty to forty-five (30 to -45) days of the purchase order date, or notify the DARS buyer of the estimated delivery date prior tobefore the purchase order being is issued of the estimated delivery date;.
· deliver the product in an assembled and fully functional state, including adaptations or fabrication of parts (parts and labor) necessary to meet the described individual needs of the DARS consumer (customized fabrication of parts is subject to the prior review of schematics or other descriptive material, and approval of the counselor prior tobefore assembly);.
· provide operation and maintenance instruction to the DARS consumer;.
· provide preventative preventive maintenance, as applicable, to the product at the end of the 6th and 12th months of operation (if the product is still in the possession of the DARS consumer for whom the product was originally purchased). Preventative Preventive maintenance will must be provided at no additional cost to the DARS within three (3) days of notification by the DARS, at the consumer’s residence or other address specified by the DARS; and.
· provide DARS written notice of all goods or equipment purchased with DARS funds that are is subsequently returned to, exchanged, or replaced by the contractor. This notice will must include a description of the item, the current condition of the item returned, the date returned, and the amount of credit due DARS. Furthermore, the contractor mustwill, by the 15th of each month, remit to DARS a check in the amount of the total “credits” accumulated during the prior calendar month, with supporting documentation and/or credit invoices for each credit reimbursed.
10.3 Documentation and Fees
Contractors agree to provide durable medical goodsequipment at the established discount of 18 percent from manufacturer’s suggested retail price for the entire functional unit.
Payment for each standard item invoiced will must be based on the established discount of 18 percent from manufacturer’s suggested retail price for that product.
Payment for fabricated goods (including development of schematics, drawings, or other required descriptive material; installation; set up and training; written instructions on use and maintenance; and availability of self-repair information, parts, warranty and post warranty repair) invoiced will must be based upon the vendor-provided specification approved by the DARS counselor. This includes payment for development of schematics, drawings, or other required descriptive material; installation; setup and training; written instructions on use and maintenance; and availability of self-repair information, parts, warranty, and postwarranty repair.
The DARS maximum payment is computed as follows:
Manufacturer's suggested retail price / $XXX.XXLess DARS discount / (XX.XX)
Less all third party payments / (XXX.XX)
DARS maximum payment / $XXX.XX
If the computed amount is zero or a negative amount, the vendor has been fully compensated for services without further payment from DARS.
The DARS counselor is authorized to pay the provider for the entire functional unit upon receipt of an invoice. The Iinvoice must include the current MSRP amount and discount rate for the item purchased. A copy of the manufacturer’s price list or order form must be attached to the invoice.
A DARS staff member
· verifies with the consumer that these goods orand services were provided, and
· documents in the DARS case file that the goods and services were provided prior tobefore payment.