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Identify the Need for Equipment
Anticipating the need for equipment will make the acquisition process much smoother. Even with funding in place and no complications, delivery of a high-end wheelchair routinely takes 6 to 8 weeks. It is wise to start the process well before you will become dependant on the equipment being ordered.
Identify Funding
On completion of this task you should have a list of the funding sources that the client is known to qualify for. The list should include:
Estimate Cost of Equipment
A rough estimate is all that is needed initially to establish whether the available funding is adequate. If you are applying for funding send a letter to the funder explaining that you are looking at buying a piece of equipment. (e.g., I want to confirm eligibility for funding of a manual wheelchair which will cost about $X.xx)
Find Extra Money
You will now know if you need more money to pay for the item and may have to get creative.
Create an Equipment Performance Profile
Assess your needs, physical, psychosocial and environmental. Develop a set of criteria that defines the appropriate piece of equipment. (e.g., the equipment must be available in 48" height must weigh less than 3lbs and be suitable for use on thick carpet.) Take into account the good and bad points about your existing equipment. At this point it is a good idea to have clinician help in the process.
Select Retailer
At this point you probably deal with a Durable Medical Equipment Retailer, this is a good time to reassess whether the service that you receive matches your needs. Don't be afraid to contact other retailers to see if they can serve you better. Follow this link for a list of DME retailers near you, or visit the GF Strong Patient Purchasing Coordinator for more information.
Demo Equipment
This is crucial for second time equipment purchases since people grow to fit their old equipment. Even something that theoretically is superior to your existing equipment may not allow you to perform a task crucial to your quality of life. Having said that, it is not always reasonable to expect to be able to demo an item that is identical to the one that you want to order.
Develop Spec Sheet
The spec sheet details the equipment required and the cost of that equipment. Include interim loan equipment if needed. It is advisable to do this with a retailer
Review Funders Application Process and Forward Request to Funders
Ensure that all supporting documentation is submitted with the spec and quote ask them to confirm with you when the equipment has been ordered
Monitor the Process
After the Funder confirms the order, call the retailer to establish a promised delivery date and to confirm that they did receive approval to get the item.
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