This article provides an in-depth understanding of SWO requirements and offers strategies to ensure compliance in DME billing processes.

1. Complying With Payer-Specific SWO Requirements
In DME Billing
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2. Complying With Payer-Specific SWO Requirements
In DME Billing
Did you know?
The new Medicare guidelines went into effect on January 1, 2021. It is now necessary to communicate a Standard Written Order (SWO) to a supplier
before charging any durable medical equipment, prosthetics, orthotics, and supplies (DMEPOS) items. Prior to the implementation of this new update
requiring a SWO, a Detailed Written Order (DWO) was required. As a result of the CMS-1713 Final Rule, these new standards were renamed DWO to
SWO.
Overview of Standard Written Order (SWO)
The SWO is an important document that serves as a prescription for DME and is required by Medicare and other insurance providers. It specifies the
specific equipment, quantity, and period of use for each specified item. The SWO serves as proof that the DME supplier received a valid order from the
treating healthcare provider. It assures appropriate documentation and aids in claim processing, lowering the chance of reimbursement denials or
delays.
Importance of Correct SWO Documentation
It is critical for DME suppliers to have accurate and complete SWO documentation to reduce claim rejections and comply with payer rules. The SWO
should include the patient’s name, equipment description, date of order, prescribing provider information, and contact information for the supplier. The
prescribing provider must ensure that the SWO is legible, signed, and dated. Any adjustments or amendments to the SWO must also be fully
documented and signed.
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3. Complying With Payer-Specific SWO Requirements
In DME Billing
Unless otherwise specified, the SWO can be completed by someone other than the practitioner. The treating practitioner must still evaluate and sign
the SWO.
An SWO must include the following:
● Name of the beneficiary or Medicare Beneficiary Identifier (MBI)
● Order date
● The item’s general description, which includes:
1. Description – A basic description, an HCPCS code, an HCPCS code narrative, or a brand name/model number are all acceptable.
2. Equipment – All other ordered items, accessories, or additional features may be separately billed or require an upgraded code (list each
separately).
3. Supplies – All ordered supplies that are separately billed may be included in the DMEPOS order/prescription (list each separately).
● Dispensed quantity
● Name of the treating practitioner or National Provider Identifier (NPI)
● Signature of the treating practitioner
Suppliers can create the SWO and submit it for signature to the physician. Prior to invoicing a claim to Medicare, the physician must provide a signed
SWO. Since the SWO is not part of the medical record, all supporting medical paperwork must still be collected.
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4. Complying With Payer-Specific SWO Requirements
In DME Billing
Signature Requirements for SWO:
● Legible handwritten or electronic signature is the ONLY acceptable signature.
● Stamped signatures are NOT acceptable.
● Stamped dates are NOT acceptable.
● A signature log is required for any illegible signature and must include the signer’s PRINTED name, initials, signature, and credentials.
● No signature on the SWO or medical record makes it INVALID
Face-to-Face (F2F) Requirements for SWO in DME Billing:
● Must be documented in the medical record.
● Include H&P, hospital discharge, or progress notes.
● Supporting paperwork
● Nursing notes
● PT/OT notes
● RT notes
● Lab, x-ray, and blood work
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5. Keep Up to Date on all DME Billing Changes
● Implementing the Standard Written Order (SWO) process is critical for DME suppliers to optimize revenue cycle
management and assure payer compliance. SWO documentation that is accurate decreases claim rejections and
speeds up reimbursement. Outsourcing DME billing to a professional medical billing company, such as 24/7 Medical
Billing Services, ensures efficient billing operations and optimal revenue production. Stay ahead of the curve in the
ever-changing healthcare industry by utilizing the power of SWO and collaborating with the team for your DME billing
requirements.
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6. About us
We are a medical billing company that offers ‘24/7 Medical Billing Services’ and support physicians,
hospitals, medical institutions and group practices with our end to end medical billing solutions. We help you
earn more revenue with our quick and affordable services. Our customized Revenue Cycle Management
(RCM) solutions allow physicians to attract additional revenue and reduce administrative burden or losses.
Media Contact:
24/7 Medical Billing Services
28405 Osborn Road, Cleveland, OH 44140
Phone no / Fax : +1 888-502-0537
Email us: info@247medicalbillingservices.com
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