• Schedule an appointment with your loved one’s doctor.
• Before your visit, print the Prescription Form in the Required Documents Packet. If you do not have access to a printer, ask the provider to print it for you at the appointment.
• Discuss the medical need for a Cubby Bed during your visit and ask the doctor to fill out the printed Prescription Form. 
• Obtain a Letter of Medical Necessity (LMN). It is highly recommended that it be written by an Occupational Therapist (OT) or Physical Therapist (PT). If you do not have access to an OT or PT, consult with your chosen Medical Supplier (see next step), or if necessary, a physician can write the LMN.  Use our Safety Needs and Concerns Worksheet to write down your loved one’s safety concerns and any other solutions you’ve tried that didn’t work. The level of detail you provide is crucial to ensure your medical documents fully capture your loved one's need for a Cubby Bed. 
• The details discussed on the Safety Needs and Concerns Worksheet should be documented in your loved one's medical record. If the information is not in their record, request that the doctor add it to the chart notes. 
• Locate a Medical Supplier that carries Cubby Beds and accepts your insurance. 
• Follow up with the medical supplier: Confirm they’ve received all the necessary documents and ensure they’ve submitted your request to Medicaid.
  
  

For more information on how to get a Cubby Bed, visit our website.

• Complete the Prescription Form, which is included in the Required Documents Packet. 
• You will need to sign the letter of medical necessity, which should ideally be prepared by an Occupational Therapist (OT) or Physical Therapist (PT).
• Once your patient has partnered with a medical supplier, please send these documents directly to that supplier. You may need to work with the supplier to provide revisions or additional paperwork that insurance requests for the authorization process or for appealing a denial.
• Medical necessity and safety concerns should be clearly documented in the patient’s chart.

• Work with the family to write a Letter of Medical Necessity (LMN). Use the guidance provided in the Required Documents Packet for details that need to be included. Ask the family to share their completed Safety Needs and Concerns Worksheet with you, which will help you write a detailed letter.  The letter will need to be signed by the prescribing physician.
  → Illinois provides specific guidance for Pediatric Specialty Beds. Please ensure your documentation includes sufficient detail to address these criteria, which will improve the likelihood of insurance coverage.
  → Medicaid will not approve coverage if the bed is primarily used to prevent wandering or elopement. Therefore, any additional self-injurious behaviors should be documented in detail, if applicable.
• Once your patient has partnered with a medical supplier, please send the LMN directly to that supplier. You may need to work with the supplier to provide revisions or additional paperwork that insurance requests for the authorization process or for appealing a denial.

• Communicate regularly with the family and providers to improve the chance of approval.