Introduction

A successful hospital discharge is more than paperwork — it’s making sure the patient can recover safely at home. For case managers and discharge planners in Florida, that often means arranging Durable Medical Equipment (DME) like a hospital bed, wheelchair, or home oxygen equipment before the patient leaves.

The challenge is time. Discharge timelines are tight, insurance rules vary, and one missing detail can delay delivery.

This guide shares practical best practices to streamline the process — from early planning, to selecting an accredited local supplier, to getting documentation right the first time. With the right workflow, patients can go home on schedule with the equipment and supplies they need for a safer recovery.

Start DME Planning Early in the Stay

One of the best ways to prevent discharge delays is to identify DME needs as early as possible. As soon as it’s clear a patient will need equipment at home — whether it’s a walker, a hospital bed, or home oxygen — begin the referral process.

Early planning gives you room to handle insurance requirements and logistics without last-minute scrambling.

Flag Potential Needs on Admission

In many Florida hospitals, discharge planning starts on day one. Train teams to flag likely DME needs early — for example:

• A surgical patient who may require a knee brace or crutches
• A COPD patient likely to require a home nebulizer or oxygen

Early identification lets case management engage a DME provider right away instead of waiting until the day of discharge.

Use Interdisciplinary Rounds to Surface Needs

During daily rounds, make this question routine:
“What equipment will this patient need at discharge?”

This helps physicians, nurses, and therapists identify needs earlier. For example, a PT may confirm by day 2 or 3 that a patient needs a rolling walker with a seat because they can’t walk more than a few feet without resting. Knowing that early creates time to coordinate delivery.

Begin Insurance Verification Early

Once needs are identified, verify coverage and requirements as soon as possible. This helps you catch prior authorization requirements before they become a discharge-day problem.

For example, some Medicare Advantage plans in Florida require authorization for a pressure-relieving mattress, and those approvals can take days. Early verification also gives time to discuss potential costs with patients and caregivers (like Medicare’s 20% co-insurance for a wheelchair, which may be covered by Medicaid or Medigap if they have it).

Partner with an Accredited, Local DME Provider

The right DME partner can make discharge planning significantly easier. Ideally, work with a Florida-based, accredited DME provider.

Here’s why that matters:

Faster Response Times

Local suppliers like Kinxo Medical Supplies (serving Central Florida) can often deliver equipment same-day or within 24 hours for discharge needs. They understand the urgency and prioritize discharge orders.

National mail-order suppliers may take days and operate on fixed schedules. That’s how you end up with a patient medically ready to leave, but stuck another day waiting for oxygen or a bed. A responsive local partner helps prevent that bottleneck.

Accreditation and Licensing

Verify that your supplier is accredited (e.g., BOC or Joint Commission) and holds the required Florida licenses.

Florida’s Agency for Health Care Administration (AHCA) requires DME companies to hold a Home Medical Equipment (HME) license, and the Department of Health requires an oxygen retail license for supplying oxygen.

Working with an accredited, licensed provider helps reduce post-discharge issues because they’re held to strict standards for safety, documentation, maintenance, and patient training.

Tip: You can verify a DME provider’s Home Medical Equipment (HME) license on the Florida AHCA website. Licensure status should always be confirmed before referring patients.

Dedicated Hospital Liaisons

Some DME providers assign dedicated staff to hospital referrals. That creates a smoother workflow — one point of contact who manages:

• Insurance paperwork
• Delivery scheduling
• Training coordination
• Timing to match target discharge windows

This becomes especially valuable for complex orders like bariatric wheelchairs or multi-item discharges involving a bedside commode and urinary drainage bag.

Strong partnerships also allow providers to pre-stock frequently needed items near your facility. For example, if your hospital frequently discharges orthopedic patients, a DME partner may maintain ready inventory of walkers and ankle braces to shorten delivery times.

After-Hours and Weekend Support

Discharges happen on weekends and after hours. A strong DME partner supports that reality with flexible delivery and weekend staffing.

If you need a Saturday discharge to manage bed capacity, your DME provider should be able to deliver oxygen equipment or mobility devices on a Saturday morning. That kind of responsiveness improves throughput — especially during Florida’s high-census winter months.

A strong partnership helps discharge planning run like a relay — smooth handoffs, fewer dropped batons.

Nail the Documentation and Paperwork

Incomplete paperwork is one of the most common causes of DME delays. The fastest discharge workflows are the ones where documentation is complete before it leaves the building.

Here’s what to prioritize:

Ensure the Prescription Is Complete

Before sending the order to the DME supplier, confirm it includes:

• Patient name and DOB
• Item description
• Quantity
• Duration of need (e.g., 6 months or “lifetime”)
• Diagnosis
• Physician signature and NPI

Medicare often has specific requirements. A power wheelchair order may require the chair group classification, features, and supporting medical necessity statements.

Templates reduce omissions — especially for commonly ordered items like hospital beds. [aafp.org], [aafp.org]

Face-to-Face Encounter Notes

Many payers require documentation of a face-to-face evaluation for certain equipment. Medicare, for example, requires a physician/NP encounter supporting the need for power mobility equipment within specified timeframes.

Make sure progress notes contain the details payers will look for. Many Florida hospitals use EHR prompts for this (especially for home oxygen). Use those prompts — they reduce back-and-forth and speed approvals. [aafp.org], [aafp.org]

Use PT/OT Documentation for Justifications

PT and OT documentation is often the strongest supporting evidence for mobility-related DME approvals.

Examples of valuable data include:

• Gait distance limits
• Balance scores
• Transfer ability
• Strength assessments

Include PT/OT discharge summaries with the referral packet so the DME provider has what they need to defend medical necessity — especially for managed care authorizations.

Coordinate Insurance Approvals Actively

Many basic items won’t require prior auth under Medicare Part B, but Florida Medicaid and commercial plans often do for higher-cost or specialty equipment.

Let the DME provider handle the authorization process — but stay closely connected. If the insurer requests additional documentation or a peer-to-peer review, the discharge planner can coordinate quickly with the hospital team to prevent last-minute delays.

Educate Patients and Caregivers Before Discharge

Equipment delivery alone isn’t enough. Patients and caregivers need confidence using what arrives at home.

While DME delivery staff typically provide training, reinforcement in the hospital improves continuity of care and reduces avoidable complications.

Demonstrations in the Hospital

When possible:

• PT should practice walker/crutch use in the hospital
• OT and nursing can reinforce safety and positioning basics
• For complex devices, caregivers should get at least a basic orientation

This prevents home delivery from being a “first time ever” experience.

Provide Written Instructions

Include quick-start instructions in the discharge packet. Suppliers can often provide printed guides.

Example: Kinxo provides one-page user tips for items like:

• “Using Your Oxygen Concentrator Safely”
• “Walker Safety 101”

Also consider language needs. Florida families may need Spanish or Creole instructions. Kinxo has Spanish documentation for many products. [aafp.org]

Clarify Follow-Up for Equipment Issues

Patients should know exactly who to call after discharge for:

• Malfunctions
• Resupplies
• Fit and comfort concerns

This reduces unnecessary ED visits and readmissions that stem from fixable equipment issues. Reinforce that the DME supplier is the first stop for equipment problems, and the physician should be notified if the equipment isn’t meeting medical needs.

Bonus: Leverage Florida Community Resources for a Smooth Transition

Florida has unique resources that can strengthen discharge planning:

Special Needs Registry for Power-Dependent Patients

If a patient is going home dependent on electrically powered equipment (ventilator, concentrator), ensure they are enrolled in their county’s Special Needs Registry — especially during hurricane season.

This registry helps emergency management prioritize support during outages or evacuations. DME providers can often assist with required information and documentation.

Florida Medicaid Waiver Programs

For patients with long-term, complex needs (pediatric, developmental disability, traumatic injury), consider early referrals to social work or community liaisons for waiver-related support.

While not always initiated at acute discharge, flagging this early sets the patient up for future equipment needs beyond basic coverage.

Conclusion

Coordinating DME for hospital discharges in Florida can be complex — but strong workflows reduce delays fast. When you plan early, partner with reliable local suppliers, get documentation right, and prepare patients for home use, the entire transition becomes smoother.

The payoff is real:

• Faster, safer discharges
• Fewer last-minute delivery issues
• Less scrambling across teams
• Better continuity of care

As a case manager, you’re the hub connecting the hospital to the home. When patients leave well-equipped, they leave better prepared — and that supports recovery from day one.