• 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) from an Occupational Therapist (OT) or Physical Therapist (PT). NC Medicaid requires that the LMN or clinical evaluation be authored by a Physical Therapist or Occupational Therapist. If you do not have access to an OT or PT, consult with your chosen Medical Supplier (see next step).   
• 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. 
• Medical necessity and safety concerns should be clearly documented in the patient’s chart.
• Explain the significance of a Letter of Medical Necessity (LMN) to the patient, so they have a plan to obtain one. North Carolina Medicaid requires the letter to be written by an OT or PT.
• Once your patient has partnered with a medical supplier, please send the Prescription Form directly to the 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.

• 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.
  1. North Carolina Medicaid requires the letter to be written by an OT or PT.
  2. Per Medicaid Pediatric Specialty Bed Policy, specialty beds, like the Cubby Bed, will be considered non-covered when used for any of the following.  (Addressing this specific policy callout in medical documentation will help illustrate the medical need for the bed.)
  → Caregiver convenience
  → Behavior therapy
  → Physical restraint
  → As a substitute for caregiver supervision
• 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.

• The PT or OT who performs the evaluation cannot be employed by the medical equipment provider.
• Communicate regularly with the family and providers to improve the chance of approval.