MEDICAL EQUIPMENT AND SUPPLY SERVICES PROVIDER IN FLORIDA

Fatumata Kaba
4 days ago
4 min read

DELIVERING DURABLE MEDICAL EQUIPMENT AND ESSENTIAL SUPPLIES TO SUPPORT HEALTH, MOBILITY, AND INDEPENDENCE

Medical Equipment and Supply Services in Florida ensure that individuals enrolled in Medicaid and Home and Community-Based Services (HCBS) waiver programs have access to the durable medical equipment (DME) and medical supplies they need for daily living, health management, and community participation. These services promote independence, safety, and improved quality of life for individuals with disabilities, chronic illnesses, or injuries.

1. GOVERNING AGENCIES

Agency: Florida Agency for Health Care Administration (AHCA)

Role: Oversees Medicaid enrollment, regulation, and reimbursement for DME and Medical Supply Providers

Agency: Florida Department of Health (DOH) – Division of Medical Quality Assurance

Role: Regulates aspects of healthcare business operations and licensure (for entities involved with respiratory equipment, pharmacy-related supplies, or certain sterile devices)

Agency: Centers for Medicare & Medicaid Services (CMS)

Role: Provides federal oversight, ensuring Medical Equipment and Supply Services meet Medicaid and Medicare standards

2. MEDICAL EQUIPMENT AND SUPPLY SERVICE OVERVIEW

Medical Equipment and Supply Services involve the delivery, setup, maintenance, and training related to equipment and supplies prescribed by a licensed practitioner to meet the participant’s medical needs.

Approved providers may deliver:

Durable Medical Equipment (DME) such as wheelchairs, hospital beds, walkers, and lifts
Prosthetics, orthotics, and customized equipment
Respiratory therapy supplies (oxygen, ventilators, nebulizers)
Enteral feeding supplies and specialized nutritional products
Wound care supplies (dressings, bandages, catheters)
Incontinence supplies and personal hygiene products
Adaptive devices for mobility, communication, and environmental access

All services must be medically necessary, ordered by a licensed healthcare provider, and included in the participant’s service authorization or plan of care.

3. LICENSING & PROVIDER APPROVAL REQUIREMENTS

Prerequisites:

Register business with the Florida Division of Corporations (Sunbiz)
Obtain EIN from the IRS and NPI (Type 2)
Complete Medicaid provider enrollment through the Florida Medicaid Provider Enrollment Portal
Obtain an AHCA license for Home Medical Equipment (HME) Providers (mandatory for most DME providers)
Secure general liability insurance and, where required, bonding insurance
Comply with Medicare Supplier Standards if also billing Medicare
Maintain a physical location with adequate inventory, record-keeping, and accessibility

4. AHCA PROVIDER ENROLLMENT PROCESS

Initial Interest and Application:

Submit an application for a Home Medical Equipment (HME) Provider License to AHCA
Complete fingerprint-based background screenings for all owners, administrators, and key personnel
Pass facility readiness inspection (if required)

Application and Documentation Submission:

Submit Articles of Incorporation, proof of EIN/NPI, insurance policies, staff credentialing, and inventory tracking policies
Provide sample documentation such as delivery logs, maintenance records, and participant training materials

Medicaid Enrollment:

Upon HME license approval, complete Medicaid DME provider enrollment
Select appropriate service codes for equipment and supplies billing

Program Readiness Review:

AHCA may conduct periodic reviews to ensure compliance with Medicaid service standards and safety regulations

5. REQUIRED DOCUMENTATION

Articles of Incorporation or Business License (from Sunbiz)
IRS EIN confirmation
NPI confirmation
Florida Home Medical Equipment (HME) Provider License
Proof of general liability insurance and surety bond (if required)
AHCA-Compliant Policy & Procedure Manual including:
- Participant intake, equipment assessment, and authorization verification
- Inventory management, equipment delivery, and setup procedures
- Maintenance, replacement, and repair protocols
- Participant and caregiver training documentation
- Emergency response procedures and recall tracking
- Client rights, HIPAA confidentiality policies, and grievance processes
- Staff background checks, training logs, and competency evaluations
- Medicaid billing, service tracking, and documentation retention policies

6. STAFFING REQUIREMENTS

Role: DME Services Program Manager

Requirements: Experience in medical equipment or healthcare operations; background screening clearance

Role: Delivery and Setup Technicians

Requirements: High school diploma or GED required; experience in equipment setup and basic maintenance preferred; background screening clearance

Role: Billing and Claims Specialists

Requirements: Experience in Medicaid and/or Medicare DME billing processes

All staff must complete:

HIPAA confidentiality and patient rights training
Equipment handling, maintenance, and participant education training
Emergency procedures for equipment malfunctions and recalls
Annual refresher training on Medicaid billing and service documentation

7. MEDICAID WAIVER SERVICES

The following Florida Medicaid Waivers and programs authorize Medical Equipment and Supply Services:

Statewide Medicaid Managed Care (SMMC) Long-Term Care (LTC) Program
Medicaid Fee-for-Service Program (for medically necessary DME ordered by a physician)
iBudget Florida Waiver (for specific adaptive devices and supplies supporting individuals with developmental disabilities)

Approved providers may deliver:

Equipment assessments and procurement
Delivery, setup, and participant training on equipment use
Maintenance, troubleshooting, and replacement services
Coordination with care managers and healthcare providers

8. TIMELINE TO LAUNCH

Phase: Business Formation and HME Licensing Application

Timeline: 2–3 weeks

Phase: AHCA HME License Review and Approval

Timeline: 90–120 days

Phase: Medicaid Enrollment and Service Code Setup

Timeline: 45–60 days

Phase: Staff Hiring, Training, and Inventory Setup

Timeline: 30–45 days

9. CONTACT INFORMATION

Florida Agency for Health Care Administration (AHCA)

Website: https://ahca.myflorida.com/

Florida Medicaid Provider Enrollment Portal

Website: https://home.flmedicaidmanagedcare.com/

Florida Department of Health (DOH)

Website: https://www.flhealthsource.gov/

MEDICAL EQUIPMENT AND SUPPLY SERVICES PROVIDER IN FLORIDA

WAIVER CONSULTING GROUP’S START-UP ASSISTANCE SERVICE — FLORIDA MEDICAL EQUIPMENT AND SUPPLY SERVICES PROVIDER

WCG supports healthcare equipment providers and entrepreneurs in launching Medicaid-compliant Medical Equipment and Supply Services under Florida’s Medicaid and HCBS programs.

Scope of Work: