Funding
Overview
Our clients frequently inquire about insurance requirements for speech generating devices. Fortunately, in the U.S., most of our devices are eligible for coverage under Medicare, Medicaid, and Private Insurance. Our dedicated funding team is here to guide you through every step of the process.
The funding process for a speech generating device can be complicated but our dedicated funding team is here to answer any questions you may have.
The funding process for a speech generating device can be complicated but members of our dedicated funding team will guide you through each step and assist you with any questions.
The funding process for a speech generating device can be complicated but members of our dedicated funding team will guide you through each step and assist you with any questions.
A speech-language pathologist (SLP) conducts an assessment and writes an evaluation of your communication needs.
After a face-to-face meeting, your physician will prescribe a device.
We're here to answer any of your questions while you complete and submit documentation to your insurer.
The insurance company reviews your application to decide if they will authorize coverage of a device.
After the insurer approves your request, we will arrange for delivery of your device.
E-Funding is a dedicated site that lets you store and file your funding packet documentation online, in one place. It enables your speech-language pathologist (SLP) to coordinate and collaborate with you and your Tobii Dynavox Funding Consultant and Solutions Consultant more seamlessly, helping you stay organized and efficient.
E-Funding is a dedicated site that lets you store and file your funding packet documentation online, in one place. It enables your speech-language pathologist (SLP) to coordinate and collaborate with you and your Tobii Dynavox Funding Consultant and Sales Representative more seamlessly, helping you stay organized and efficient.
Yes, we offer all the documentation you need in a downloadable, printable format. We also supply sample letter templates you will need to write to your physician and insurer. If you’ve already started the process offline, we can help you check the status of your application.
The funding process can be complicated, so we’ve simplified it with a dedicated E-Funding site, accessible to everyone involved in your application.
Keep all your funding packet documentation online, together in the same place, for ease of access, reliable storage and simplified retrieval.
Communicate more seamlessly between your SLP and your Tobii Dynavox Funding Consultant and Solutions Consultant, who you can notify to access all documentation in real time.
Stay organized and speed up parts of the process which allow you to fill out forms directly online. SLPs can save valuable time by easily reusing and adapting evaluation forms.
Keep all your funding packet documentation online, in the same place, for ease of access for as long as needed, reliable storage and simplified retrieval.
Communicate more seamlessly between your SLP, your Tobii Dynavox Funding Consultant and your Sales Representative, who you can notify to access all documentation in real time.
Stay organized and speed up parts of the process which allow you to fill in forms directly online. SLPs can save valuable time by easily reusing and adapting evaluation forms.
Tobii Dynavox manufactures and provides speech generating devices, which can be funded by multiple funding sources. Each funding source has its own requirements, including requirements for Certificate of Clinical Competence (CCCs), that must be met before funding is approved for a speech generating device. Note, these requirements may be different for Speech Therapy Services.
We frequently receive questions about the requirement for Certificate of Clinical Competence (CCCs). Below is the guidance that we follow to comply with the current requirements of various funding sources. As these requirements change over time, our practices to remain compliant may also change.
What is a Certificate of Clinical Competence (CCCs)?
The American Speech-Language Hearing Association (ASHA) defines the CCC certificate as: The CCC-SLP demonstrates to patients, employers, and organizations that you are committed beyond the basic requirements for state licensure in the field of SLP.
Why is a Certificate of Clinical Competence needed?
The Certification of Clinical Competence is designed to ensure that recipients can independently practice and provide high-quality clinical services to patients.
Is a Speech Language Pathologist required to have a Certificate of Clinical Competence?
A licensed Speech Language Pathologist may or may not have his/her/their Certificate of Clinical Competence (CCCs). Each employer and each funding source has requirements for CCCs.
Does Tobii Dynavox have a policy on having a Certificate of Clinical Competence?
No, Tobii Dynavox does not have a policy on CCCs. We adhere to the requirements of funding bodies for speech generating devices.
Why does Tobii Dynavox require my ASHA certification number to get a TD Snap access code in the TD for Professionals program?
Through the TD for Professionals program, Tobii Dynavox provides a TD Snap access code to licensed SLPs. The ASHA certification number is an efficient way to confirm that the requestor is a licensed SLP. If an SLP does not have an ASHA certification number, please contact us and we will verify you are a licensed SLP via an alternate method.
Is a Certificate of Clinical Competence required to bill Medicare for Speech Therapy Services?
No, Medicare does not explicitly require the SLP to have ASHA CCCs to be reimbursed for Speech Therapy Services.
Is a Certificate of Clinical Competence required to bill Medicaid for Speech Therapy Services?
Each State Medicaid has their own regulation that dictates what is required to bill for therapy services. To our knowledge, eleven states have a CCC requirement in place for billing: District of Columbia, Idaho, Kansas, Kentucky, Michigan, Minnesota, Nebraska, Nevada, New Mexico, North Carolina, and West Virginia.
Is a Certificate of Clinical Competence required to sign a SLP Evaluation for Medicare to obtain a speech generating device for a patient?
No, Medicare does not require CCCs for the SLP Evaluation to obtain a speech generating device.
A qualified speech-language pathologist for program coverage purposes meets one of the following requirements:
(CMS Publication 100-02, Medicare Benefit Policy Manual, Chapter 15, Section 230.3(B)) An SLP normally has a master’s degree and a Certificate of Clinical Competence (CCC-SLP) or all the requirements leading to a Certificate of Clinical Competence, that is, he or she is in their clinical fellowship year (CFY-SLP).
Is a Certificate of Clinical Competence required to sign a SLP Evaluation for Medicaid to obtain a speech generating device for a patient?
Most state Medicaid programs require CCCs for the SLP Evaluation to obtain a speech generating device. A licensed SLP can sign the report and he/she will need a supervising SLP with CCCs to sign the report as well. SLPs completing their Clinical Fellowship year and graduate student clinicians also require co-signature from supervising SLP with CCCs.
Is a Certificate of Clinical Competence required to sign a SLP Evaluation for commercial insurances to obtain a speech generating device for a patient?
Most commercial insurance plans require CCCs for the SLP Evaluation to obtain a speech generating device.
Is a Certificate of Clinical Competence required to sign a SLP Evaluation for multiple insurances to obtain a speech generating device for a patient?
If one of the insurance plans requires CCCs, then Tobii Dynavox is required to have the SLP Evaluation be signed in accordance to meet all insurance requirements (including the requirement of CCCs). A licensed SLP can sign the report and he/she will need a supervising SLP with CCCs to sign the report as well. SLPs completing their Clinical Fellowship year and graduate student clinicians also require co-signature from supervising SLP with CCCs.
How does a SLP begin the funding process for a speech generating device if he/she chooses not to have a Certificate of Clinical Competence?
A licensed SLP who does not possess an ASHA certification number can visit the Tobii Dynavox e-funding tool. It will guide the SLP through report writing, and then he/she/they will need a supervising SLP with CCCs to sign the report. Then the SLP can submit the funding packet directly to Tobii Dynavox.
What sources does Tobii Dynavox use to learn about the funding requirements for a speech generating device?
Tobii Dynavox regularly reviews the requirements provided by funding sources.
There are two ways to apply for funding: online (via our E-Funding site) or offline.
We highly recommend applying via E-Funding for a more streamlined process, where most of the documentation you need can be filled out directly online and some, like the additional necessary documents below, must be uploaded.
We highly recommend applying via E-Funding for a more streamlined process, where some of the forms you need can be filled in online and others will need to be filled in offline, then uploaded to E-Funding. Forms are available in English and Español.
If you prefer, or have no choice but to apply offline, you can download and fill out all the documents you’ll need so that your Funding Consultant can submit them to your insurer. Forms are available in English and Español.
If you prefer, or have no choice but to apply completely offline, you can download and fill out all the documents you’ll need so that your funding consultant can submit them to your insurer. Forms are available in English and Español.
We highly recommend applying via E-Funding for a more streamlined process, where some of the forms you need can be filled in online and others will need to be filled in offline, then uploaded to E-Funding. Forms are available in English and Español.
We highly recommend applying via E-Funding for a more streamlined process, where some of the forms you need can be filled in online and others will need to be filled in offline, then uploaded to E-Funding. Forms are available in English and Español.
If you prefer, or have no choice but to apply completely offline, you can download and fill out all the documents you’ll need so that your funding consultant can submit them to your insurer. Forms are available in English and Español.
We highly recommend applying via E-Funding for a more streamlined process, where some of the forms you need can be filled in online and others will need to be filled in offline, then uploaded to E-Funding. Forms are available in English and Español.
Other documents may also be needed during the funding process for a speech generating device. If so, please include them as part of the full packet you submit to our funding team, whether you upload them via E-Funding or file offline:
Many insurers require a face to face visit with your doctor within the past 6 months and some require chart notes.
An SLP evaluation is required for all funding applications. SLPs can do this online directly via E-Funding whereas offline applicants must submit it with their application.
Depending on where you live, you may need to submit state Medicaid forms.
Many insurers require a visit with your doctor within the past 6 months and some require chart notes.
An SLP evaluation is required for all funding applications. SLPs can do this online directly via E-Funding whereas offline applicants must submit it with their application.
Depending on where you live, you may need to submit State Medicaid forms.
Your Tobii Dynavox Solutions Consultant will help you choose the right device and provide you with an official device quote.
Some insurers require a device trial agreement for a specified period of time if you are trying to get coverage.
You need to submit clear, legible front and back copies of your Insurance card or Medicaid/Medicare cards.
Your Tobii Dynavox Solutions Consultant will help you choose the right device and provide you with an official device quote.
Some insurers require a device trial agreement for a specified period of time if you are trying to get coverage.
You need to submit clear, legible front and back copies of your insurance card or Medicaid/Medicare cards.
There are several options for submitting your documentation when it's complete.
Speech-language pathologists (SLPs) are an essential part of the funding process since insurers base their decision to approve coverage largely on the SLP evaluation and report. We’re here to help SLPs with their evaluation - whether it's assistance with a report, document templates, a quick way to upload documents or even the ability to borrow a device for an evaluation.
Speech-language pathologists (SLPs) are an essential part of the funding process since insurers base their decision to approve coverage largely on the SLP evaluation and report. We’re here to help SLPs with their evaluation - whether you want assistance with your report, document templates, a quick way to upload documents or even the ability to borrow a device for your evaluation.
Speech-language pathologists (SLPs) are an essential part of the funding process since insurers base their decision to approve coverage largely on the SLP evaluation and report. We’re here to help SLPs with their evaluation - whether you want assistance with your report, document templates, a quick way to upload documents or even the ability to borrow a device for your evaluation.
The success of an SLP’s evaluation depends in part on the quality of the written report. Here are some resources to help you become familiar with the process:
Select the report structure needed for a funded SGD according to diagnosis:
FAQs and Tips
Tobii Dynavox is a certified Medicare provider and accredited through the Joint Commission.
Tobii Dynavox participates with Medicaid Fee for Services in all states.
Tobii Dynavox is in-network with all major payers. We work hard to build our participation network of insurance companies. If you have a question about a specific insurance company, please contact our funding team to learn more.
You have questions – we have answers. If you'd like to ask something not covered in our FAQs, feel free to reach out to us.
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.
In some situations, yes. However, we recommend that you utilize our funding department, especially if you would like us to file the claim on your behalf. Your funding coordinator is aware of the coding and authorization guidelines that most insurers use.
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.
Maybe. However, most insurers recognize that this is specialized equipment that can only be by provided by Tobii Dynavox and a select few vendors. For this reason, they will often grant an exception allowing the member to use Tobii Dynavox as a provider at the in network coverage level. Only a handful of funding requests have resulted in the use of an outside vendor at a higher cost for the insurance company.
Yes, as long as we obtained a prior authorization from them first. Please contact us for more details at funding@tobiidynavox.com.
Insurers use procedure codes or HCPC Codes for all medical services. If your insurer informs you that speech devices are not covered because they could not find the code in their listing your benefit booklet will give a better indication of whether they will cover the device.
The HCPC codes to use when calling your insurance company are:
e2510 – Speech generating device
e2512 – Mounting system
e2599 – Accessories for speech generating devices.
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.
There is no need to see your general doctor if your specialist examines you, makes notes in their records about the communication impairment, and writes the prescription. But if your specialist did not treat or examine you for the communication disorder, another visit will be needed.
Most commercial insurers have their own medical necessity criteria. Tobii Dynavox has a team of funding associates who review each file to ensure the medical records meet the criteria of your insurance company. At the current time, most insurers are not requiring Face-to-Face exams. For the most up-to-date information on your insurance plan’s criteria, please contact your insurance company.
Your funding source may require that you complete a trial before they agree to cover the cost of a speech generating device. Many of our devices are available for trial, offering the opportunity to test an AAC device in your primary environment (home, community, school) for a period of up to four weeks. Application forms available in English and Español.
Your funding source may require that you complete a trial before they agree to cover the cost of a speech generating device. Many of our devices are available for trial, offering the opportunity to test an AAC device in your primary environment (home, community, school) for a period of up to four weeks. Forms are available in English and Español.
Your funding source may require that you complete a trial before they agree to cover the cost of a speech generating device. Many of our devices are available for trial, offering the opportunity to test an AAC device in your primary environment (home, community, school) for a period of up to four weeks. Application forms available in English and Español.
There are several options for submitting your device trial agreement when it's complete.
We can assist with Medicaid, Medicare, or personal insurance funding for device trials. Some additional paperwork is required, available by clicking the Download button towards the top of this page.
We will contact your funding source to verify eligibility for a trial device and review the paperwork that has been submitted. There are times when our inventory is limited, and a short waiting period may be needed prior to shipment. We’ll contact you when the trial is ready to ship, and training with the local Solutions Consultant is available.
If you’re considering a direct pay option, please refer to our payment options within our rental program.
Our trial devices are protected under TD Care, which includes coverage for accidental damage. Please note that this coverage does not include loss or theft of the device, or damage resulting from deliberate actions, misuse, or neglect. In situations of loss or theft of the device, or damage resulting from deliberate actions, misuse, or neglect, the individual signing the trial agreement is responsible for any costs incurred to repair or replace.
Rolling Floor Stands, Table Top Mounts, and Wheelchair Mounts are available for trial.
Our product support pages are a great place to start. If you want to deepen your knowledge, we offer comprehensive free training.
In order to transfer any saved pages from the trial device to the device you purchase we recommend backing up any custom programming to https://mytobiidynavox.com or an external source before returning the trial equipment. This will allow you to load the custom programming onto the purchased equipment when you receive it using the ‘Restore’ feature.
TD I-Series trial devices ship with the mounting plate pre-installed and should match the mount you were provided. If you have any questions, please contact us and we’re happy to help.
Tobii Dynavox supplies a UPS return shipping label with every trial shipment in the US. If you are missing a return shipping label, please contact us at trials@tobiidynavox.com so that we can provide a label. We will not be able to reimburse you if you choose to pay for the return shipping. To return the equipment at no cost, all that you need to do is securely pack the equipment in the original box, apply the return label over the existing label, and drop it off at the nearest UPS drop off location. To find the nearest UPS drop off location, please visit https://www.ups.com/dropoff. Please be aware that if you ask UPS to pick up the equipment from your location they may charge you an additional fee that is not covered by Tobii Dynavox. For a free return, please follow the process outlined above. Download the US Trial Return Shipping Instructions or Canadian Trial Return Instructions.
Once your trial period has ended, the first thing to do is return the trial equipment to our main office. We often have long waiting lists for our trial equipment, so prompt return of the device and accessories is key to helping us serve other families and customers who need to complete trials as part of the funding process. The trial end date is listed on the paperwork received with the original trial delivery, but if you have any questions about that date, please reach out to us at trials@tobiidynavox.com.
Using the data collected during the trial period, your speech-language pathologist will be working on their funding report. The E-Funding site is an excellent tool to help both families and professionals submit the required documents and track their funding cases. For additional information on the funding process, please refer to the main funding page.
Many of our clients download the software they were using during their trial on an commercial tablet. Free versions of our software and apps are often available through the app store, or on our software product pages.
