Rentals Healthcare Provider Resources
Helping Healthcare Professionals Coordinate DME
Vital Doctors Medical Equipment works with physicians, nurse practitioners, physician assistants, clinical nurse specialists, hospitals, rehabilitation facilities, skilled nursing facilities, assisted-living communities, home health agencies, therapists, case managers and discharge planners throughout San Antonio and surrounding communities.
Our DME Coordinator helps referral sources identify applicable documentation requirements, verify patient benefits, obtain missing information and coordinate equipment delivery and setup.
Refer a Patient
Secure Fax: (833) 542-2009
Provider Assistance: (833) 432-4247
How to Refer a Patient
1. Identify the Equipment Needed
Provide a description of the prescribed equipment, including applicable accessories, options or special features.
If you are unsure which equipment or documentation may be required, contact our DME Coordinator before completing the referral.
2. Complete the Standard Written Order
A complete Standard Written Order should include:
Patient’s name or Medicare Beneficiary Identifier
Date of the order
Description of the equipment
Quantity, when applicable
Treating practitioner’s name or National Provider Identifier
Treating practitioner’s signature
Separately billable accessories, options or additional features, when applicable
Download the Standard Written Order
3. Include Supporting Medical Documentation
Please include patient-specific medical records that support the need for the prescribed equipment. Depending on the item and the patient’s insurance plan, documentation may include:
Recent office or progress notes
History and physical
Diagnoses related to the equipment request
Patient symptoms, functional limitations and mobility restrictions
Current treatment plan
Relevant examination findings
Previous equipment or treatments attempted
Expected length of need
Face-to-face encounter documentation
Hospital or discharge records
Physical or occupational therapy evaluation, when applicable
Prior-authorization or referral information, when applicable
Documentation should describe the patient’s condition and explain how the prescribed equipment will help address a medical or functional need. A prescription by itself may not establish medical necessity.
4. Submit the Referral Securely
Send the completed order, supporting medical records, patient demographics and insurance information by secure fax:
Secure Fax: (833) 542-2009
Please do not send protected health information through an ordinary, unsecured email message.
5. Vital Doctors Reviews the Referral
After receiving the referral, our team will:
Review the order and supporting medical documentation
Confirm that the required order elements are present
Verify insurance eligibility and available benefits
Identify applicable prior-authorization requirements
Contact the referral source if additional information is needed
Discuss estimated patient financial responsibility
Coordinate equipment selection, delivery, setup and patient education
Referral Documentation Checklist
To help prevent unnecessary delays, please include the following when applicable:
Patient Information
Patient’s full legal name
Date of birth
Address and delivery location
Telephone number
Emergency or caregiver contact
Insurance identification cards
Medicare Beneficiary Identifier, when applicable
Provider Information
Ordering practitioner’s name
Practice or facility name
National Provider Identifier
Telephone and secure fax numbers
Signed and dated order
Clinical Documentation
Requested equipment
Applicable diagnosis or diagnoses
Patient-specific medical necessity
Functional or mobility limitations
Relevant examination findings
Duration of need
Recent chart or progress notes
Face-to-face encounter documentation, when required
Therapy evaluation, when applicable
Discharge date and delivery instructions, when applicable
Not every document is required for every item. Requirements depend on the equipment, payer, benefit plan and applicable coverage criteria.
Face-to-Face Encounter Documentation
Certain DMEPOS items require a qualifying face-to-face encounter and written order before delivery. When applicable, the encounter should occur within the required timeframe and document the patient-specific clinical findings supporting the prescribed equipment.
The medical record may include:
Relevant medical history
Subjective and objective findings
Physical examination results
Diagnoses and symptoms
Functional or mobility limitations
Treatment history
Why the requested equipment is medically necessary
How the equipment will be used in the patient’s home
Why less intensive equipment would not adequately meet the patient’s needs, when applicable
Download the Face-to-Face Documentation Guide
Clinical documentation should accurately reflect the practitioner’s evaluation and the patient’s condition. Vital Doctors Medical Equipment cannot create, alter or direct the clinical findings documented in the patient’s medical record.
Request for Medical Records
Use our Medical Records and Physician Documentation Request when additional documentation is needed to support a patient’s equipment order.
The form may be used to request:
Recent office or progress notes
Face-to-face encounter documentation
Standard Written Order
Diagnoses supporting medical necessity
History and physical
Hospital or discharge records
Physical or occupational therapy evaluations
Prior-authorization documentation
Primary-care referrals, when applicable
Download the Medical Records Request
Return completed documentation by secure fax to (833) 542-2009.
Equipment We Provide
Vital Doctors Medical Equipment may assist qualifying patients with:
Manual wheelchairs
Electric and power wheelchairs
Mobility scooters
Walkers and rollators
Knee walkers
Electric and semi-electric hospital beds
Lift chairs and seat-lift mechanisms
Related accessories and home medical equipment
Equipment availability and insurance coverage depend on the prescribed item, patient eligibility, medical necessity, supporting documentation and applicable payer requirements.
Insurance and Payment Options
Vital Doctors Medical Equipment accepts:
Medicare
Blue Cross and Blue Shield of Texas
TRICARE West
Private pay
Our team verifies eligibility, available benefits, network participation and applicable authorization requirements before equipment is provided whenever possible.
Insurance verification or prior authorization does not guarantee coverage or payment. Final coverage is determined by the patient’s health plan and is subject to eligibility, medical necessity, documentation requirements, plan provisions, deductibles, coinsurance and other patient responsibility.
Working With Our DME Coordinator
Our DME Coordinator serves as a point of contact for healthcare facilities and referral offices. We can assist with:
Reviewing referral documentation for completeness
Identifying missing order elements
Coordinating requests for supporting medical records
Verifying patient eligibility and available benefits
Identifying prior-authorization requirements
Providing equipment-status updates
Coordinating with patients, caregivers and facility personnel
Arranging delivery, setup and equipment-use education
Addressing questions after delivery
Our goal is to improve communication, reduce avoidable documentation delays and help patients receive appropriate equipment as efficiently as payer requirements allow.
Partner With Vital Doctors Medical Equipment
Would your healthcare facility like to establish a referral relationship with Vital Doctors Medical Equipment?
Contact our team to discuss your patients’ equipment needs, referral procedures, documentation resources and delivery coordination.
Provider Assistance: (833) 432-4247
Secure Fax: (833) 542-2009
General Email: info@vdmequipment.com
Address: 9523 N Interstate 35, Suite 2, San Antonio, TX 78233
Refer a Patient
Download Provider Forms
Speak With Our DME Coordinator
Important Notice
These resources are provided for general education and referral coordination. Documentation and coverage requirements vary by equipment, payer and benefit plan. Healthcare practitioners remain responsible for making independent clinical decisions and maintaining accurate, patient-specific medical records.
Submission of an order, medical records or prior authorization does not guarantee insurance coverage, payment or delivery of equipment. Protected health information should be transmitted only through an approved secure method.