Clinician & ATP portal

Everything you need to evaluate, document, and order the OmniCuff for a patient. Download the forms, follow the insurance process step by step, request a quote, or reach us directly with a case question.

Step one

Document downloads

The forms and guides you will need for an evaluation and an insurance submission. Download what you need and save a copy for the patient file.

Order form Patient information and kit selection. Send to the ATP with the LMN. Letter of medical necessity guide Template and language for documenting medical necessity. Appeal support guide What to strengthen and how to respond after a denial. Instructions Setup, fitting, and daily use of the OmniCuff system. FAQs Common clinical and ordering questions in one document. Brochure Product overview to share with patients and colleagues.

Step two

How to get the OmniCuff through insurance

Many patients and clients are able to receive the OmniCuff through their insurance. The OmniCuff is billed as durable medical equipment, which means it is ordered through a clinician and submitted by a DME supplier rather than purchased directly from us. The nine steps below walk through that process from the first evaluation to delivery.

Reachable does not bill insurance directly. Your completed documents go to a DME supplier, who submits the claim on the patient's behalf. Coverage, coding, and required paperwork vary by plan and by state, so treat these steps as a general guide rather than a guarantee of approval.

In-person evaluation

The clinician completes an in-person evaluation with the patient using a facility kit. This is where you confirm which components the patient can use independently and which daily activities the OmniCuff will support. Follow the evaluation guide in the documents and take notes as you go. The detail captured here is what the letter of medical necessity will draw on later, so record specifics: what the patient cannot currently do without assistance, what has already been tried, and what changed during the trial.

If your facility does not yet have a facility kit, contact us and we will arrange one.

Owner of this step: Clinician

Complete the order form

Download the order form and fill in the patient information, then select every kit recommended during the evaluation. There are three kits, and you may select more than one. You are not limited to picking a single kit.

  • Meal Kit — utensils and cup holder for eating and drinking.
  • Technology Kit — phone mount, stylus and pen holders, and connectors.
  • General Activity Kit — universal connectors and extenders for a wide range of daily tasks.

Save the completed form. You will send it to the DME supplier along with the letter of medical necessity in step 5.

Go to the order form

Owner of this step: Clinician

Write the letter of medical necessity

The letter of medical necessity, or LMN, is the single most important document in the submission. It is what the insurer reads to decide whether the OmniCuff is medically necessary rather than optional. Use our LMN guide as a template and be concrete: describe the patient's diagnosis and functional limitations, the specific tasks they cannot perform independently, the alternatives already tried and why they did not work, and what the patient was able to do during the in-person evaluation.

An occupational or physical therapist is usually best positioned to write the LMN, since the evaluation findings sit at the center of it. Save the completed letter alongside the order form.

Download the LMN guide

Owner of this step: Clinician, OT, or PT

Locate the patient's ATP

Every insurance submission goes through a DME supplier, and the person you work with there is an assistive technology professional, or ATP. Identify the ATP at the patient's preferred supplier, such as Numotion, National Seating & Mobility, or a regional provider.

The fastest way to find one is to ask the patient. If they have received a wheelchair, seating system, or other assistive technology, they already have a supplier and usually an ATP they have worked with before. Staying with that supplier keeps the paperwork simpler. If the patient has no existing provider, contact us and we can help connect you with one in your area.

Owner of this step: Clinician, with patient input

Send the documents to the ATP

Send the letter of medical necessity and the completed order form to the ATP at the patient's supplier. Confirm they received both documents and ask what else they need from you. This is the handoff point where the supplier takes over the submission, so it is worth a short call or email rather than sending the files and waiting.

Owner of this step: Clinician

The supplier assembles the rest of the file

The DME supplier gathers any remaining documentation the plan requires and obtains the physician's signature on the prescription. Depending on the plan, this may also include chart notes, a face-to-face evaluation record, or prior authorization paperwork. The supplier knows their payers and will tell you what is missing.

Owner of this step: DME supplier / ATP

Submit to insurance

The supplier submits the completed packet to the patient's insurance and works with the payer through review. Timelines vary widely depending on the plan, whether prior authorization is required, and how complete the file is. Check in with the ATP periodically for status, and respond quickly if the payer requests more information.

Owner of this step: DME supplier / ATP

If approved

Reachable ships the OmniCuff to the patient, or to the ATP if they will be present to help with setup. We recommend a fitting session with the clinician or ATP so the patient starts out with the components adjusted correctly and knows how to switch between them. Contact us any time afterward with questions about fit, use, or replacement parts.

Owner of this step: Reachable, with the ATP

If denied

A denial is not the end of the process. Many claims are approved on appeal once the documentation addresses the specific reason for the denial.

The ATP should reach out to the clinician so you can review the denial letter together and identify what the payer said was missing. Our appeal support guide walks through the common reasons and what to strengthen in a resubmission. We also recommend contacting us directly, since we can help with supporting documentation and have worked through appeals with other clinicians.

Go to the appeal support guide

Owner of this step: ATP and clinician, with Reachable support

Terms you will see in this process

OT
Occupational therapist
PT
Physical therapist
ATP
Assistive technology professional, the specialist at a DME supplier
DME
Durable medical equipment, the insurance category the OmniCuff is billed under
LMN
Letter of medical necessity
Rx
Prescription

Common questions

How long does the insurance process take?

It varies. The timeline depends on the insurance plan, whether prior authorization is required, how complete the documentation is when it reaches the payer, and whether an appeal becomes necessary. The most reliable way to shorten it is a thorough evaluation and a detailed letter of medical necessity up front, since incomplete files are the most common cause of delay.

What affects whether a claim is approved?
  • Medical necessity. The file has to show why the device is needed, not just that it would be helpful.
  • Plan coverage. Durable medical equipment benefits differ between plans and between states.
  • Documentation quality. Specific functional detail carries far more weight than general statements.
  • Prior authorization. Some plans require approval before the equipment is provided.
  • In-network supplier. Working with a supplier in the patient's network avoids avoidable rejections.
Why can't I order directly from Reachable?

You can, if the patient is purchasing outright. For an insurance claim, though, the submission has to come from a DME supplier. We manufacture the OmniCuff and support the clinical documentation, but we do not bill insurance. The supplier is the party that submits the claim and is reimbursed by the payer.

What is a DME supplier, and how is it different from an ATP?

The DME supplier is the company, such as Numotion or National Seating & Mobility. The ATP is the individual specialist there who handles complex rehab technology, works with clinicians on documentation, and manages the submission. In practice, the ATP is your day-to-day contact.

Can a patient receive more than one kit?

Yes. The three kits cover different sets of daily activities, and a patient may need more than one to meet their goals. Select every kit the evaluation supports on the order form, and make sure the letter of medical necessity explains what each one is for.

What other funding sources are possible?

Beyond private insurance, the OmniCuff has been funded through Medicaid, workers' compensation, and VA pathways. Vocational rehabilitation programs, state assistive technology programs, and grants are also worth exploring. If insurance is not a fit for a particular patient, contact us and we can talk through the alternatives.

Step three

Request a quote

For assistive technology professionals and DME suppliers only. Submit the form and we will send pricing for the kits you need.

  • Have the completed order form on hand so kit selection matches the submission.
  • Tell us the payer if you know it, so we can flag anything specific to that plan.
  • Clinicians: your ATP submits this. If the patient has no supplier yet, use the contact form below and we will connect you with one.

Any questions?

Drop us a note. We work with clinicians through this process regularly and are glad to help with a facility kit, a documentation review, a supplier introduction, or an appeal.

Prefer to talk it through?

Call us at 781-226-4448, email will@reachable-tech.com, or schedule a demo.