This depends on the type of funding you will be using and the number of insurance policies that you carry. As a general rule, it takes 30-60 days from the time we receive your completed packet for the funding process to be completed and an order to be shipped.

Most funding sources require a speech evaluation report and a physician’s prescription listing all the specific equipment being recommended for purchase. Tobii Dynavox will request that you complete a “Client Information Form”, a “Release of Information Form” as well as send front and back copies of your insurance cards and provide an equipment quote with your funding packet to ensure that we have all of the information necessary to process the funding request with your insurer(s) and that the correct device and accessories are ordered. See the Funding Documents section.

You can email it to: funding@tobiidynavox.com

You can fax it to: 866-336-2737

And documentation can be mailed to:
Tobii Dynavox
Attn: Funding Department
2100 Wharton Street
Suite 400 Pittsburgh, PA 15203

Yes, our fax number is 866-336-2737.

Most funding sources are in agreement that a speech device should last for at least 5 years. However, it may be possible to get another device before that time if your communication needs have changed. Contact your Local Solutions Consultant for more information.

The signed release of information form allows Tobii Dynavox to exchange the required benefit, authorization and billing information with the insurance company that is necessary to process the funding for the equipment. Without this signed form Tobii Dynavox would not be permitted to collect or release any of your insurance information. The only time you would not be asked to sign the release of information form would be if you were pre-paying in full by check or credit card for your order and our funding department were not processing the funding through your insurance company for you.

If your device was funded by Medicare prior to October 1, 2015 and is currently being rented by Medicare, you can request that Medicare purchase your SGD. Contact your Funding consultant (or 1-800-344-1778, Option 3, Option 1) to request that your device be converted from a rental to a purchase. There are significant benefits to purchasing your device such as knowing you can keep your device if you are admitted to a Skilled Nursing Facility or require hospice care, which under those types of care, Medicare would not continue to rent the device on your behalf.

Nursing home residents are not able to receive Durable Medical Equipment (DME) through Medicare. Medicare Part B only covers the cost if you are living at home or in a group home setting. Certain residents who have been diagnosed with an intellectual disability and are living in intermediate care facilities are also eligible.

Note: Persons receiving hospice care are not able to use their Medicare benefits to purchase a speech device. This applies to both in home hospice care as well as facility based hospice care.

Unfortunately, no.

While we understand that this co-payment may be difficult to come up with, it is against Medicare policy to waive this cost. Please let your funding coordinator know as soon as possible if you do not have a secondary insurance carrier, as we may be able to recommend an alternate funding source or setup an interest free payment plan.

No. We understand that it often is convenient to have someone else receive the device for programming and training. However, Medicare requires us to furnish proof that the device was delivered to the device user. It is our policy without exception to deliver only to the client’s residence. We apologize for any inconvenience.

Medicare does have strict guidelines for prescriptions. The prescription must specifically list all equipment being ordered. The best way to ensure that this happens is to provide your doctor with a copy of the quotation. Our prescription form may be used to ensure that the guidelines have been met.

Note: If you do not have a quotation, you can call our Customer Sales and Support Department at (800) 344-1778. It is always a good idea to have a quotation on file. It helps to ensure that your order is correct and that all necessary accessories are included.

No. The speech evaluation must be no more than 6 months old at the time the device is shipped to you. A new evaluation will be needed.

Obtaining funding through a Medicare replacement policy is slightly different than traditional Medicare funding. The Medicare guidelines should still be followed. However, a prior authorization review is required in these cases. In other words, the speech therapy report, prescription, and Face to Face should follow Medicare rules, but we will also need to follow the rules of your insurance carrier. Please see the Private Insurance FAQ section for additional details.

Imagine receiving a bill in the mail for $2,000.00 because we had to estimate what your insurer was going to pay! Getting the right documentation up front helps to ensure that the claim is paid correctly. If Tobii Dynavox is not a participating provider with your insurer, a written approval from your insurer that provides the following is required: the dates of service that have been authorized, the equipment that has been authorized, the dollar amount that will be allowed on the claim, the codes that they would like us to use on the claim, and the billing address.

The shipping of your new device will largely depend on whether the authorization that your insurer sent you is compliant with our authorization guidelines. We will also need to collect any co-payments or deductibles before your device is shipped to you. A signed release of information form is also required.

Call your insurance company and speak to someone in customer service to obtain this information in writing then send a copy to Tobii Dynavox. Sometimes a number of phone calls are required by both the member and Tobii Dynavox to obtain the needed information. Don’t give up. It may also help to have your employer’s human resource department call as well.

We will request authorization from both insurers when we receive your funding request. Your funding coordinator will follow-up with the insurance companies to determine how the benefits will be coordinated.

In general, insurance companies will accept a request from a beneficiary. However, it is best to use your funding coordinator, as your funding coordinator is familiar with the authorization process and coding guidelines.

Most insurers will not cover warranties. Warranties are highly recommended, as they will alleviate a long repair funding process of 2 months or more. If it is possible to pay for a warranty out of pocket, it is worthwhile.

Yes. For most HMO plans, the Primary Care Physician’s office will need to fax us a copy of the referral and assist us in submitting to the insurer or the IPA.

We can provide your insurer with an approval form if they do not want to generate a letter on their letterhead. Either the completed approval form or a detailed authorization letter must be provided for us to ship your equipment.

Yes. However, please keep in mind that we cannot guarantee that you will be reimbursed without an approval on file. If you choose to submit to your insurer yourself, please remember to fax (866-336-2737) or e-mail a copy of the documentation to Tobii Dynavox.

As a condition of payment, insurance requires a physician document a Face-to-Face examination with a beneficiary prior to prescribing Durable Medical Equipment (DME). Speech generating devices are considered DME, and therefore, a recent physician’s visit must be on file within 6 months of the speech device prescription date.

Possibly. The requirement would be met only if the physician also examined and/or discussed treatment for the diagnosis resulting in the need for the speech device. For example, if your physician only treated your flu symptoms and did not discuss the need for a speech device, you will need to arrange a separate office visit.

No. Insurance allows the Face-to-Face exam to be conducted by a Nurse Practitioner, Physician Assistant or Clinical Nurse Specialist.

No, the Face-to-Face requirement applies to other DME items including hospital beds, oxygen, nebulizers and wheelchairs.