Getting a Power Wheelchair? 3 Must-Dos to Avoid Delivery Delays

If you're in the process of getting a custom power wheelchair, you may find it can take weeks—sometimes—months depending on the level of customization, insurance requirements, medical evaluations, and other factors. If you’re reliant on a mobility solution to live life independently, waiting that long to regain your mobility freedom can seem like a lifetime.

At Rehab Medical, our team of mobility specialists work hard to reduce the mobility acquisition wait time. However, there are a few proactive steps you can take to help speed up the process.

This guide can serve as your resource for following the three essential steps that can help avoid delivery delays.

Complete a Mobility Evaluation and Prepare Required Documents

The first step to ensuring a speedy delivery is providing us with your most up-to-date information—such as the best contact number, specific mobility needs, and insurance information. We use this information to verify the services we can offer and how best we can support you.

Next, schedule an in-person visit with your primary care physician to discuss your mobility challenges. Then, work with your physician to complete a mobility evaluation through a certified physical or occupational therapist.

Be open and detailed about your mobility limitations. The information gathered during your evaluation will directly influence which mobility solution is recommended and whether it qualifies for insurance coverage.

Don’t Change Your Insurance Provider Mid-Process

One of the most common causes of delay is changing insurance providers while your equipment request is still being processed. While switching plans may seem like a money-saving move, doing so mid-process often leads to coverage denials, billing complications, and significant delays.

Here’s why:

• Insurance plans vary in coverage, changing providers mid-process causes our team to restart the verification process with a new order form.

• Your existing plan may cover the entire cost of your equipment while a new plan may only offer a percentage of coverage or no coverage at all.

• Depending on the length of time you’ll need the wheelchair, you’ll want to consider if the new plan covers the cost of service and repairs.

Before making the switch, review the plan’s coverage details to discover if switching will benefit you and your mobility needs, especially if you anticipate long-term use. If you find that switching is better for your needs, we strongly recommend waiting until after we’ve delivered your wheelchair or before you begin the process.

Maintain Communication with Your Care Team

When you begin the process, you’ll have a primary care team working to ensure you get the equipment that best meets your needs. To help avoid delays, it’s imperative you maintain consistent communication with the entire care team.

1. Rehab Medical Mobility Specialist

   1. Your primary contact and patient advocate

2. Insurance Provider

   1. Reviews and authorizes equipment coverage

3. Primary Care Physician

   1. Confirms medical necessity and writes the prescription

4. Physical/Occupational Therapist

   1. Conducts the mobility evaluation

If at any point in the process, there are changes, updates, issues, or concerns, notify your care team immediately. Common changes that often delay the process include:

• You already have mobility equipment

• You’re admitted to a medical care facility

• You switch insurance providers or doctors

• Your medical condition changes

These small changes may not seem like much, but they can significantly impact your insurance coverage or delivery timelines. The more information you can relay to your care team, the better we can help keep your mobility request on track.

Ready to Get Started?

Getting a power wheelchair through insurance can be a complex process, but it doesn’t have to be overwhelming if you follow the steps. By completing your mobility evaluation early, keeping your insurance consistent, and staying in touch with your care team, you can avoid unnecessary delays and receive your custom wheelchair faster.

If you're ready to get started or have questions about your options, contact one of our mobility specialists today. We’re here to help guide you through every step of the way.