Same-Day DME for Hospital Discharges: A Guide for Case Managers
A discharge shouldn't wait on a hospital bed. When equipment is ordered late or a referral is missing key documents, patients stay an extra day, families scramble, and readmission risk goes up. Here's how to get DME delivered the same day your patient goes home in South Florida.
Send the referral as early as possible
The single biggest factor is timing. Send the referral as soon as discharge is likely, even if the date isn't final. We can verify coverage and line up equipment in advance, then deliver when you confirm.
- Before noon: same-day delivery is usually possible for standard items.
- Afternoon: call us. We'll do our best for same-day, or schedule first thing the next morning.
- Weekends and holidays: send referrals by Friday morning when possible.
What to include
| Document | Why we need it |
|---|---|
| Signed order / prescription | Item, diagnosis and length of need |
| Face sheet | Patient demographics and insurance details |
| Clinical notes | Show medical necessity (e.g., mobility limits, need for positioning) |
| Height and weight | To size beds, wheelchairs, lifts and slings correctly |
| Delivery address and contact | Who will be home to receive and be trained on the equipment |
Missing something? Send what you have. We'll contact the physician's office for the rest, so you don't have to chase it.
Documentation tips by item
- Hospital bed: note why a regular bed won't work: positioning needs, head elevation over 30 degrees, frequent repositioning, or traction.
- Wheelchair: note that the patient can't complete mobility-related activities at home with a cane or walker, and can safely use the chair (self-propelled or with a caregiver).
- Patient lift: note that transfers would otherwise need two or more people and the patient would be bed-confined without it.
- Pressure-relief mattress: document wounds, stage and location, or risk factors.
- Commode: note that the patient can't safely get to the bathroom.
How it works with Ace Medical Supplies
- Send the referral through our secure online form, by fax to 954-493-1513, or call 954-332-4378.
- We confirm receipt and verify insurance, usually within hours.
- We coordinate delivery with the family and update you on timing.
- We deliver, set up and train the caregiver at home, then confirm delivery back to you.
We deliver across Broward, Miami-Dade and Palm Beach counties, and ship statewide in Florida.
Frequently asked questions
Can you deliver equipment before the patient arrives home?
Yes. Delivering a hospital bed before the patient arrives is common, as long as someone is home to receive it.
What if insurance won't cover an item?
We'll tell you and the family right away and offer options, such as a different item, additional documentation or a private-pay rental, so the discharge isn't held up.
Do you accept referrals from home health agencies and SNFs?
Yes. We work with hospitals, skilled nursing facilities, home health agencies, hospices and physician offices.
Is your referral form HIPAA-compliant?
Yes. Patient information is submitted through a secure, HIPAA-compliant form. You can also fax referrals.
Send a discharge referral
Use our online referral form, fax 954-493-1513, or call 954-332-4378. Learn more about working with us.
Coverage criteria summarized here are general. Requirements vary by payer and can change.
