Switching DME Providers: How to Transition Without Stress

Fear of the unknown may be the number one reason hospices avoid switching from their direct durable medical equipment (DME) provider or DME management company. Even if you're unhappy with the service you currently receive, at least you know what to expect. What if a change leads to care disruptions or administrative pain points?

But those uncertainties shouldn’t be enough to make you stick with a subpar provider — especially when you consider ways to make the transition easier. Choosing a better DME management solution should be an opportunity, not a hassle.

The right partner will understand the doubts and challenges hospices face during those in-between stages, simplifying the process so you can focus on what matters most: your patients and their families. Here’s how to make switching DME providers smooth and seamless. 

What a Smooth Transition Should Look Like

A smooth DME transition is one that brings minimal disruption to your team and your patients. The specifics of the transition will vary by practice, but there should be some key hallmarks:

• Clear timelines: A well-defined schedule can help prevent delays and confusion among staff members. It also goes a long way in setting expectations for the road ahead.
• Proactive communication: Maintaining open dialogue between parties is critical when switching DME providers. It's the responsibility of the new DME provider to be proactive and clear with all communication.
• Vendor coordination: Equipment and suppliers can get tangled in the transition, so managing relationships is essential for continuity. The right partner will make sure new vendors are the right vendors for your hospice before relying on their services.

Key Steps to Take Before and During the Switch

When switching DME providers, preparing for what’s about to come is almost as important as the transition itself. Knowing the actions you need to take can help pave the way for an easy DME change. 

1. Audit your current DME needs: Do you understand what's working and what's not? What gaps or inefficiencies exist with your current partner? Reviewing these items allows you to identify the fundamental criteria you need a new partner to meet. 
2. Train your staff: Those ordering equipment and pickups need to be trained on new systems and procedures in a clear and enjoyable session - having recorded trainings and live support on the Start Date is an added bonus! The ordering system should be easy to navigate and accommodate vendor choice, and staff should be comfortable and excited about the upcoming change.
3. Establish clear expectations: Communicating goals translates directly to a more successful integration of your new DME partner's services and your hospice while also preventing confusion between the parties.

How Qualis Handles 95% of the Transition for You

It's natural to feel overwhelmed by the prospect of transitioning to a new DME management company. That's why, at Qualis, we handle 95% of the transition process for you. This means you can keep your attention where it should be: on your patients and their families. 

We’ll be in charge of vendor coordination. This means patients will receive what they need, when they need it, keeping them and their families comfortable and satisfied during the transition.

Beyond logistics, our technology solutions will be tailored to your practice before Day 1. This makes it easier for your staff to get up to speed with new procedures and capabilities.

Finally, we provide comprehensive support throughout the entire transition — and beyond. We're here to answer questions, give you the necessary reports, and resolve any issues that may arise. We aren’t just looking to create a smooth transition; we want to enable your practice to enhance your quality of care. 

The Right Partner Makes It Easy

Switching hospice DME management doesn’t have to be a stressful experience for you, your staff, or your patients. Don't let fear hold you back from gaining efficiencies, reducing costs, and enhancing patient care.  

At Qualis, we view ourselves as an extension of your hospice. We take the time to get to know you and your team, understanding your goals for the future and developing a proactive plan to help you meet them. From our vast vendor network to our enhanced technology solutions and reporting, we can get you up and running quickly so you can spend more time providing care. 

Considering a switch? Let Qualis handle the heavy lifting for a seamless DME provider transition.