Complying With Payer-Specific SWO Requirements In DME Billing
                     Complying With Payer-Specific SWO Requirements
 In DME Billing
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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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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 
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collected.
Complying With Payer-Specific SWO Requirements
Signature Requirements for SWO:
 In DME Billing
● 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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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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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.
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