Glossary / SWO
SWO Standard Written OrderSWO (Standard Written Order)
The single order format Medicare has required for all DMEPOS since January 1, 2020, defined in 42 CFR 410.38(d) with six required elements.
A Standard Written Order (SWO) is the written order 42 CFR 410.38(d) requires for every DMEPOS item. It replaced the older detailed written order and dispensing order formats for claims on or after January 1, 2020. Six elements are required: the beneficiary's name or MBI, the order date, a general description of the item, the quantity to be dispensed if applicable, the treating practitioner's name or NPI, and the treating practitioner's signature.
Timing matters. For most items the SWO must be in the supplier's possession before the claim is submitted. For power mobility devices and any item on the Required Face-to-Face Encounter and Written Order Prior to Delivery List, the completed order must be received before delivery; the DME MACs call that a WOPD.
Elements such as length of need, frequency of use, settings, and diagnosis are not required on the SWO. Suppliers may add them, but anything added must be supported by the medical record. Signatures must meet CMS signature requirements; stamped signatures are not typically acceptable, and an unsigned or undated order is treated as no order.
Common questions
Does the SWO need a separate signature date?
The regulation names the order date and the practitioner's signature as required elements; it does not name a separate signature date. The order must be dated and signed, and the signature must meet CMS's signature rules.
Can the practitioner sign the SWO electronically?
CMS's signature requirements in the Program Integrity Manual govern, and the supplier must be able to produce the signed order on request; AffirmDME sends the SWO to the prescriber for e-signature through DocuSign and files the signed copy on the case.
What if the order is missing an element?
Reviewers treat an incomplete order as no order. Get a corrected, signed order from the practitioner before billing, and for WOPD items before delivery.
Related
- Standard Written Order requirements
- Face-to-face encounter
- Length of need
- Medicare DME documentation requirements
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Sources: 42 CFR 410.38(d) — Standard Written Order elements · DME MAC Article A55426 — Standard Documentation Requirements · Noridian JA DME: Standard Written Order · Noridian: Understanding Standard Written Order Requirements · CMS Program Integrity Manual, Chapter 3 (3.3.2.4 Signature Requirements) . Definitions summarize public Medicare policy and are not legal or billing advice.
More terms
- ADR — Additional Documentation Request
- Prior authorization
- Affirmation and non-affirmation
- UTN — Unique Tracking Number
- Face-to-face encounter
- DME MAC — Durable Medical Equipment Medicare Administrative Contractor
- Jurisdiction
- PTAN — Provider Transaction Access Number
- NPI — National Provider Identifier
- MBI — Medicare Beneficiary Identifier
- LCD — Local Coverage Determination
- NCD — National Coverage Determination
- Policy article
- HCPCS — Healthcare Common Procedure Coding System
- Length of need
- Prior authorization exemption
- Competitive bidding
- CMN and DIF — Certificate of Medical Necessity and DME Information Form
- Proof of delivery
- TPE — Targeted Probe and Educate
- Prepayment review