Standard Written Order (SWO)

If your physician or healthcare provider orders durable medical equipment, you may hear your DME supplier request a Standard Written Order, commonly called an SWO.

Standard Written Order

The SWO is an important part of Medicare’s DMEPOS documentation process.

To help facilitate a patient’s durable medical equipment (DME) order, healthcare providers must submit a complete Standard Written Order (SWO) along with accurate supporting documentation. Vital Doctors Medical Equipment provides an SWO template and other helpful forms and resources on our Patient & Healthcare Resources page.

Standard Written Order Includes

Under current CMS requirements, a Standard Written Order generally includes:

1. The beneficiary’s name or Medicare Beneficiary Identifier

2. The order date

3. A description of the item being ordered

4. Quantity, when applicable

5. The treating practitioner’s name or National Provider Identifier

6. The treating practitioner’s signature

Clearly identify the ordered equipment and include all required equipment details, such as the general description, HCPCS code and narrative, specific brand and model, quantity, and any necessary accessories or options, as applicable.Include enough detail to accurately identify the prescribed equipment.

About Accessories

For equipment, the SWO may also list concurrently ordered options, accessories, or additional features. Examples include wheelchair cushions, elevating leg rests, specialty armrests, batteries, seating or positioning components, and walker accessories.

When an option or accessory has its own HCPCS code and is separately reimbursable under the applicable payer’s coverage and billing rules, the supplier should bill it as a separate line item using the appropriate HCPCS code. Items included in the base equipment’s payment or bundled under the applicable HCPCS code should not be billed separately. Each separately billed item must also meet applicable coverage, medical necessity, and documentation requirements.

This can be particularly important for equipment requiring patient-specific accessories.

When Does the Supplier Need the Order?

For DMEPOS generally, the supplier must have the required order before submitting the Medicare claim.

However, certain equipment requires a Written Order Prior to Delivery (WOPD). For these items, the supplier must obtain a complete and valid order before delivering the equipment to the patient.

Is an SWO the Same as Medical Necessity Documentation?

No.

This is an important distinction.

A properly completed order tells the supplier what the treating practitioner ordered. It does not necessarily prove that the patient meets Medicare’s medical-necessity requirements for the equipment.

Supporting medical records may also be required.

For some equipment, additional requirements can include:

• Face-to-face encounter

• Medical-record documentation

• Prior authorization

• Home assessment

• Proof of delivery

Complete Orders Matter

Missing or incomplete documentation can delay a DME request and may affect payment.

Healthcare providers can help by making sure orders are complete and that the patient’s medical record clearly supports the need for the prescribed equipment.

Resources for San Antonio Healthcare Providers

Vital Doctors Medical Equipment works with healthcare providers throughout San Antonio and surrounding communities.

Our Patient & Healthcare Resources section provides DME documentation resources to help physician offices identify and prepare the information needed when referring patients for durable medical equipment.

Our team can also coordinate with the prescribing office when additional documentation is required.

The specific documentation required depends on the equipment, patient’s circumstances and applicable payer requirements.