PLEASE NOTE: If you are applying for accreditation to become a CMS-approved DMEPOS supplier, facility accreditation is one part of a bigger process. BOC is here to help with your accreditation, but it is ultimately your responsibility to make sure that your facility a) meets accreditation standards, and b) follows all CMS requirements for DMEPOS suppliers. For more information, visit the CMS DMEPOS supplier page.

Every facility application goes through a five-step process including:

1. Submission of application

2. Review of application and assignment of site survey

3. Site survey

4. Comprehensive review of surveyor’s report

5. Assignment of accreditation status

For your convenience, each step is explained below.

1. Submit your application.

Reviewing the BOC Accreditation Standards Guide is critical. BOC standards have been developed to be inclusive of CMS standards for DMEPOS (Durable Medical Equipment, Prosthetics, Orthotics and Supplies) providers, as well as federal regulations and requirements. As a DMEPOS provider, you accept the responsibility to incorporate the appropriate standards required of your facility type that are specifically relevant for the services and products you provide.

For more details on the standards for CMS compliance, please review the CMS Quality Standards and CMS DMEPOS Supplier Standards, as defined by the Code of Federal Regulations. The CMS DMEPOS Supplier Standards are also provided in an abbreviated format on the Medicare Enrollment Application (see page 36).

BOC standards include criteria for the following business areas:

• Management and administration

• Financial management

• Human resource management

• Consumer services

• Performance management

• Product safety

• Information management

When you complete the entire facility accreditation application, be sure to attest to your facility’s compliance by providing all information requested. Pay particular attention when completing the following sections:

• Responsible personnel - person(s) with authority/accountability must be present to facilitate your site survey

• Business hours - site surveyor may visit anytime during business hours as listed on your application

• Product categories for which you would like to become accredited - certain categories require additional documentation stating your qualifications for delivering prescribed products to patients

Your submitted application should include all appropriate fees and required signatures. Please note that BOC does not offer refunds.

2. Application is reviewed and facility is assigned to a site surveyor.

Our facility accreditation team will carefully review your application and all documentation. If anything is missing, we will notify you of what is required. After review, a surveyor will be assigned to visit your facility. The accreditation team will then ask the surveyor to plan your site visit based on the details in your application.  The surveyor will visit your facility during the business hours listed on your application.

Click on the image above to view a video on the preparation for your site survey.

3. Accommodate the on-site survey.

CMS requires an unannounced on-site survey, which will assess, verify and document compliance with the BOC Accreditation Standards Guide. The BOC on-site surveyor will score your compliance with standards regarding business practices, as well as patient care standards.

Meeting BOC facility accreditation standards is intended to improve your business practices and help you obtain and/or maintain a Provider Transaction Number (PTAN). We realize that meeting these standards may be challenging. After you review the standards in their entirety, please contact us if you have any questions. The site surveyor may at his or her discretion ask to inspect additional factors as detailed in the BOC facility accreditation standards. All surveyed facilities are expected to comply with the surveyor's verification requests in order to maintain compliance with the CMS DMEPOS Supplier Standards (see Standard #8).

We've create the BOC site survey checklist to help you prepare. For the on-site survey, your facility should also have the following documents readily available:

• Employee handbook, including job descriptions

• Handbook for all business policies and procedures

• Blood-borne and pathogen control procedures document

• Patient files (minimum of 5 is required)

• Written patient instructions for all devices supplied

• Delivery receipts for devices supplied to patients

• Completed patient satisfaction forms

• Patient Bill of Rights and Responsibilities provided to all beneficiaries

• Employee and/or contracted entity files

4. BOC completes a comprehensive review of your site survey report.

Your accreditation status will be determined by our review team based on the application paperwork submitted and the results of your site survey.

To be awarded BOC Facility Accreditation, you will need to meet 100% of the BOC Facility Accreditation Standards during the site survey.

5. Accreditation is awarded.

Once our team reviews your survey results, you will be notified of your accreditation status. You will be notified that your facility is accredited or has deficiencies that require a corrective action plan. Details follow below.

Accreditation
Once our team verifies that your facility meets 100% of BOC’s standards, accreditation is awarded. You will receive a certificate bearing the BOC seal with your facility’s name and the product categories that you are accredited to provide. To obtain your Provider Transaction Number (PTAN), which allows you to bill CMS, you will need to submit a Medicare Enrollment Application, or CMS Form 855S, to the National Supplier Clearinghouse (NSC). CMS requires DMEPOS suppliers to complete CMS Form 855S and submit it along with a copy of your accreditation certificate to NSC. Please note that BOC and NSC are not related organizations and BOC has no control over how long NSC will take to issue your PTAN.

While accreditation is valid for three years, you must meet annual renewal requirements to maintain your accreditation. Therefore, your certificate date will reflect one year of validation. Once we receive your required renewal documentation, you will be sent a new certificate valid for one year. During year three, your facility must be reaccredited. For more information, please see our renewal page.

Deficiency and Jeopardy Notification
If your facility does not meet 100% compliance, your facility may receive a “deficiency” or “jeopardy” notice. If you receive either notice, you will have the opportunity to make corrections. Please review the following scenarios:

• If your facility is found to have deficiencies of a non-critical* nature, you will be given the opportunity to correct the deficiencies. However, an additional site survey may be required depending on the number and nature of the non-critical deficiencies. Your facility can then reach a 100% score and become accredited.

• If your facility is noted for one deficiency of a critical* nature, a jeopardy letter will be generated and you will be given the opportunity to correct deficiencies within 30 days. An additional on-site visit will be required to verify that the correction has been made.

*A critical deficiency is anything that is potentially harmful to beneficiaries and/or employees or evidence of fraudulent billing.

Reaccreditation

In compliance with CMS requirements, BOC accredited facilities must be reaccredited every three years. You will need to submit your reaccreditation application, required documentation, and accreditation fees. Please submit this information 4-6 months prior to your expiration date so we can get started on your reaccreditation as soon as possible.  The reaccredition process is the same as the accreditation process.