• 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. Currently, NY Medicaid has a policy stating non-coverage of the technology hub, so requests for one may be denied. It may, however, fall under the scope of state or local waiver programs.
• 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. 
• 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. 
• Once your patient has partnered with a medical supplier, please send this document 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 the 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.
• In addition to the general LMN guidance in the packet linked above, New York Medicaid requires documentation for the following:
  → A behavioral management plan for individuals with a severe behavioral disorder.
  → Evidence of mobility that puts the patient at risk for injury, if applicable.
  → A written monitoring plan that is approved by the ordering practitioner and describes how the patient will be monitored at specified time intervals. The plan should also describe how the patient’s basic needs will be met while using the bed (including eating, hydration, toileting, etc.)
  → How any medical conditions (such as seizures) will be managed while the individual is in the enclosed bed.
  → A statement confirming the requested bed will not be used as a restraint.
• 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.

• Per New York Medicaid, “Only twin-size beds will be considered. Exceptions for a large sized bed will be reviewed if the manufacturer does not offer a twin-size bed and the cost of the larger bed is comparable to other twin-size beds.” Note: when requesting a bed larger than twin size, be sure to point out the cost and features comparisons amongst the different “special needs beds.” Compare Cubby Beds with other safety beds in the Cubby Comparison Flyer.
• Communicate regularly with the family and providers to improve the chance of approval.