Letter from the PRESIDENT
In many of our conversations with VGM members, a common topic recently is the shift to annual DMEPOS accreditation, introducing new questions and a new level of complexity. You’re not alone in that. And more importantly, you don’t have to navigate it alone.
Developed from insights shared by our resident industry experts and partners at HQAA, this accreditation guide was built to give you clarity, structure, and confidence throughout the entire accreditation journey, from early preparation to final completion. Whether you’re new to accreditation or refining an existing process, this resource is meant to meet you where you are and help you build consistency year after year.
You’ll start with a clear understanding of what’s changed, who’s impacted, and the key dates and requirements shaping annual accreditation today. From there, we walk through the full accreditation cycle, complete with timelines and stepby-step routines to help your team stay on track.
VGM is here to make the complex feel manageable; your go-to resource you can turn to for straightforward answers, trusted guidance, and ongoing support as requirements evolve. This guide is just one extension of that commitment to support you through every step of your accreditation journey.
Use it as a living resource. Share it with your team. Build these routines into your day-to-day operations. And when questions come up, know that your VGM community is always here to help.
Sincerely,
Lindy Tentinger, President VGM & Associates Lindy.Tentinger@vgm.com
Follow me on LinkedIn
Accreditation
Final Rule Changes: What DMEPOS Suppliers Need to Know
Melanie Ewald, VP of Payer Relations and Reimbursement, VGM Group, Inc. and Kelly Grahovac, General Manager, The van Halem Group
Scan the QR code for access to the web pages referenced in this section!
Melanie Ewald VGM Group, Inc.
Kelly Grahovac The van Halem Group
What Changed: Final Rule Accreditation Updates
Melanie Ewald, VP of Payer Relations and Reimbursement, VGM Group, Inc. and Kelly Grahovac, General Manager, The van Halem Group
Accreditation requirements for DMEPOS suppliers have shifted significantly under the CMS Final Rule, effective January 1, 2026, with a clear theme: continuous, “ready-anyday” compliance is essential.
These changes impact how suppliers prepare, maintain, and respond to accreditation—making it critical to understand what’s new and how to operationalize it.
WHO IS IMPACTED
These changes apply broadly to all DMEPOS suppliers, with additional considerations for:
• Multi-location providers and large chains (25+ locations)
• Organizations undergoing ownership changes, acquisitions, or mergers
• Suppliers opening or relocating locations
KEY CHANGES AT A GLANCE
1 Annual Accreditation Requirement
Accreditation cycles have shifted from every three years to annually, requiring more frequent surveys, preparation, and budgeting.
Important Nuances:
• Your annual cycle typically begins when your current three-year accreditation period expires (if issued before January 1, 2026).
• New suppliers accredited on/after January 1, 2026, must be resurveyed and reaccredited annually.
• Accrediting organizations (AOs) may renew earlier than the expiration date.
Operational Impact: Annual survey fees + internal prep time become recurring line items.
Plan for “always audit-ready” operations (records, staffing, policies, site readiness) and budget for annual survey fees. If a survey happens tomorrow, are you ready?
KEY DATES
Effective date: January 1, 2026
New suppliers accredited on or after January 1, 2026, are subject to annual reaccreditation immediately.
2 Unannounced Surveys Continue
Survey timing remains unannounced, meaning preparation must be ongoing, not left for a designated “prep week.”
Provider Checklist Implications:
Standardize location readiness, including signage, files, beneficiary documentation, and training logs.
Confirm your AO’s CMS approval status (especially during renewals).
Harden internal audit cycles (quarterly mini-audits work well).
Operational Impact: Documentation matters now more than ever (policies, HR files, training, beneficiary records).
3 Increased CMS Oversight of AOs
CMS is tightening accountability and monitoring of accrediting bodies, which may lead to more consistent and rigorous survey expectations.
Stricter requirements for becoming and remaining a DMEPOS AO
• More data submission to CMS (more specific, more frequent).
• New processes intended to increase AO accountability.
• Expanded CMS ability to monitor AO operations and respond to substandard performance.
• Explicit focus on preventing AO conflicts of interest.
PRODUCTS & SAMPLING
• Sampling will be used for large chains (25+ locations) to evaluate compliance across multiple sites.
• If you have fewer than 25 locations, AOs must perform onsite accreditation surveys for all locations.
• Organizations with more than 25 locations will need to have at least 25 locations surveyed, but no more than 100 locations surveyed per accreditation cycle.
• CMS will provide further guidance, but organizations should align internal audit strategies and standardize compliance across all sites accordingly. Internal coordination between locations, compliance teams, and AOs is critical.
WHAT TRIGGERS A SITE VISIT
A site visit is now required for:
• New locations (no more temporary accreditation without inspection)
• Relocations
• Changes in majority ownership
This adds lead time to expansion plans, requiring coordination with accrediting organizations before opening or transitioning.
SPECIAL SITUATIONS
New Locations & Relocation
• AOs can no longer grant 90-day temporary accreditation for a new location without a site visit.
• Net effect: Expansion/relocation now has a “survey lead time” that must be planned.
• New sites must be fully survey-ready before serving patients.
Recommended workflow for a new or relocated location
1
2
3
Notify AO (and NPE as applicable) Within 30 days of opening/relocation
4 Prepare site readiness package Policies, signage, inventory, records, staffing
AO conducts on-site survey Before accreditation approval is issued
Accreditation issued for location �hen �illing privileges can �e �aintained/updated�
Operational Impact: New sites need “survey lead time” in rollout plans.
OWNERSHIP CHANGES, MERGERS, & ACQUISITIONS
Key requirements:
• Suppliers must notify their AO and National Provider Enrollment (NPE) contractor within 30 days of any ownership change.
• Accreditation does not automatically transfer after a merger, acquisition, or sale.
• An accreditation survey is required for changes in majority ownership.
Operational Impact: M&A and ownership changes require early coordination with compliance, AO, and NPE.
Decision flow (simplified)
Is the change within 36 months of initial enrollment (or last majority ownership change)?
Yes
Must be surveyed & accredited AND enroll as a new DMEPOS supplier (unless an exception applies).
No
Still notify AO/NPE within 30 days; expect AO verification during enrollment updates.�
Operational Impact: Large chains should align sampling strategy with the AO and calendar capacity.
REFERENCES AND CONTACT
• CMS DMEPOS Accreditation Guidance (Q&A and summaries of finalized provisions): https://www. cms.gov/files/document/cy-2026hh-pps.pdf
• CMS Provider Enrollment & Certification (updates on accrediting organizations and policy context)
• DMEPOS Quality Standards (effective Aug. 12, 2024)
• CMS DMEPOS accreditation mailbox (per CMS guidance): dmeaccreditation@cms.hhs.gov
• Your AO for guidance
Accreditation at a Glance The Annual Cycle
Melanie Ewald, VP of Payer Relations and Reimbursement, VGM Group, Inc. and Kelly Grahovac, General Manager, The van Halem Group
With annual reaccreditation, suppliers should adopt a regular rhythm with manageable checkpoints instead of a yearly scramble.
A PRACTICAL 90-DAY READINESS FRAMEWORK
Days 0-15: Prepare
Confirm AO and scope for all locations
Create a survey-ready document index
Days 16-45: Assess & Correct
Run an internal audit
Fix documentation gaps
Standardize location-readiness checklist
Days 46-75: Standardize
Train staff on survey-day behaviors
Review beneficiary records sampling approach
Prepare expansion/relocation readiness booklet
Days 76-90: Finalize
Finalize annual compliance calendar
Budget for annual survey fees
Set quarterly mini-audits
This cadence supports the “always audit-ready” expectation introduced by the rule.
NOTE: Don’t forget about these items that most teams tend to trip up on:
• Relocation notifications
• Annual readiness
• Sampling confusion
• Training log gaps
OPERATIONAL TO-DOS
Update your internal compliance calendar to annual survey cadence.
Build a relocation/new-site survey checklist and lead time into projects.
Create an ownership-change playbook (legal + compliance + AO + NPE).
Ask your AO about survey scheduling, sampling (if applicable), and documentation expectations.
Consult with your AO and choose wisely.
The Accreditation Process
Craig Douglas, Executive Director, HQAA
Scan the QR code for access to the web pages referenced in this section!
Craig Douglas HQAA
Setting Up Your Accreditation Program and Tips for Success
Craig Douglas, Executive Director, HQAA
Accreditation is a process required by CMS through which suppliers of DMEPOS products and services demonstrate compliance with CMS’s operational, safety, and patient care requirements and quality standards. It is a required step in obtaining and retaining a Medicare number (PTAN), which allows suppliers to bill Medicare for DMEPOS products and services. Without accreditation, suppliers cannot enroll in Medicare or legally provide DMEPOS products and services for reimbursement by Medicare.
DESIGNATING YOUR ACCREDITATION TEAM
Whether you are a big organization or a small one, brand new or generations old, your first step in improving the likelihood of successful accreditation is identifying the person/team that will facilitate and manage the accreditation process for your company.
Identify the person/team to manage the accreditation process.
When making this selection, you’ll want to ensure that this person/team understands the accreditation process and the reason it exists, with a goal of ensuring your organization is and remains in 100% compliance with all CMS and accreditation standards. Your company will not be able to achieve accreditation unless you are compliant with 100% of standards.
This person/team will be responsible for tasks such as:
Creating your organization’s policies and procedures
Training other staff members
Vetting and ultimately choosing your accreditation body
Comparing your company’s standards against CMS standards
Comparing your company’s standards against accreditation standards
Organizing and compiling all necessary documentation and files
COMMONLY-CITED DEFICIENCIES:
: Compliance with all state and local regulatory and licensure requirements in all areas where products and services are provided to patients
: Staff competency assessments (for staff responsible for direct patient care)
: Safety measures (fire extinguishers, exit signage, first aid kits, eyewash stations, etc.)
: Coding and billing compliance
: Proper equipment storage
: Home deliveries and pickups (equipment loading and transport, patient instruction, infection control, and proper paperwork)
Preparing for the Survey
Craig Douglas, Executive Director, HQAA
PREPARING FOR THE SURVEY
With the recent move to 12-month accreditation cycles, gone are the days of waiting until a few months before your next survey to start preparing your accreditation documents. In order to remain prepared for your next accreditation survey, there are several things you can do to set your company up for the best chance of a successful survey.
PREPARE CHECKLIST OF DOCUMENTS
Below is a list of items that we recommend you have and keep up to date and readily available to help ensure a more successful survey with fewer potential deficiencies. Please note that while this is a fairly comprehensive list of items, there may be other documents to have prepared for specific product categories provided by your organization.
Surety bond
Insurance declaration page showing proof of insurance
Licenses and permits
At least five real patient files where equipment was delivered by the supplier, and the equipment is representative of the product categories for which the supplier is seeking accreditation
At least one personnel record
Cleaning logs (if applicable and not electronic)
Vehicle inspection forms
Safety audits
Fire drill
QI summary report
After-hours call logs
Complaint logs
Delivery logs
Sample of ventilator PM service records
Vent checkout procedure
Sample new patient packet
Completed product category list signed by owner showing selected categories
Budget
OIG exclusion search for all employees (owner, compliance officer, and staff)
Disaster priority patient list
Sample products that are listed on your equipment list
Competency assessment for the equipment selected on the equipment list
Office space (include lease showing square footage)
Annual education regarding these topics should be completed before the survey:
• Infection control
• Bloodborne pathogens
• HIPAA
• Fraud, waste, and abuse
Having all these things in place can help ensure a smooth accreditation process and limit the potential for deficiencies and subsequent follow-up, Corrective Action Plans (CAPs), or even a second survey.
Additional Pre-Accreditation Readiness
Craig Douglas, Executive Director, HQAA
SELF-ASSESSMENT CHECKLIST
Are all locations consistently compliant?
Is documentation complete, current, and easily retrievable?
Are staff trained and able to demonstrate processes?
Are internal audits conducted regularly (e.g., quarterly)?
POLICY & PROCEDURE PRIORITIES
Patient Intake & Documentation
Ensure accurate, complete, and up-to-date patient records
Maintain consistent intake workflows across locations
Complaint Handling & Patient Satisfaction
Document complaints and resolutions
Track patterns and implement improvements
Billing & Audit Readiness
Maintain clear documentation supporting claims
Align coding, billing, and clinical documentation
Vendor & Subcontractor Readiness
Verify compliance of third-party vendors
Maintain contracts and oversight documentation
Strong documentation across all areas is increasingly critical under heightened CMS oversight.
Other Important Facts Regarding Accreditation
Craig Douglas, Executive Director, HQAA
• Accreditation awarded after January 1, 2026, can only be for 12 months at a time.
• A full, on-site survey is required for all of the following:
• Initial accreditation
• Re-accreditation
• Ownership changes
• Address changes
• New locations added
• Abbreviated/focus surveys can be conducted in the following situations, but still must be done on-site and in person:
• Adding new product categories
• Follow-up surveys (when necessary)
• Complaint surveys (investigating potential non-compliance)
• Organizations with more than 25 locations will need to have at least 25 locations surveyed, but no more than 100 locations surveyed per accreditation cycle.
• Corporate locations will need to be surveyed annually to review:
• Policies and procedures
• State licensures
• Personnel requirements and records
• A change in majority ownership, regardless of the type of sale, will require a new accreditation.
• Suppliers are responsible for notifying both CMS and their accrediting body of any address changes, added branch locations, or changes in ownership.
• VGM Education offers a policy and procedure manual template with supplemental forms, as well as offering support for annual education and training requirements. More information can be found at www.vgmeducation.com.
Medicare Quality Standard Reminders
Craig Douglas, Executive Director, HQAA
The full Medicare Quality Standards can be found at www.cms.gov/files/document/dmepos-qualitystandards.pdf, but here are a couple of important reminders from those quality standards when it comes to your accreditation process.
1 Business Functions Reviewed During Your Survey
• Administration
• Financial Management
• Human Resources Management
• Consumer Services
• Performance Management
• Product Safety
• Information Management
• Supplier Product-Specific Service Requirements
• Intake & Assessment
• Delivery & Set-up
• Follow-up
• Other product-category-specific items
2 Intake and Assessment
The supplier should consult with the prescribing physician as needed to confirm the order and to recommend any necessary changes, refinements, or additional evaluations to the prescribed equipment, item(s), and/or service(s).
The supplier should also:
• Review the beneficiary’s record as appropriate and incorporate any pertinent information related to the beneficiary’s condition(s) which affect the provision of the DMEPOS and related services, or to the actual equipment, item(s), and service(s) provided, in collaboration with the prescribing physician; and
• Keep the documentation from the beneficiary’s prescribing physician unaltered in the patient’s record. This documentation would include the DMEPOS prescription, any certificates of medical necessity (CMNs), and other pertinent documentation.
3 Patient Satisfaction and Complaints
The supplier shall implement a performance management plan that measures outcomes of consumer services, billing practices, and adverse events. The data collection may target certain aspects of services that have potential to cause harm or injury, occur frequently, or require significant instruction to assure safe use & benefit of the equipment.
At a minimum, each supplier shall measure:
• Beneficiary satisfaction with and complaints about product(s) and service(s);
• Timeliness of response to beneficiary question(s), problem(s), and concern(s);
• Impact of the supplier’s business practices on the adequacy of beneficiary access to equipment, item(s), service(s), and information;
• Frequency of billing and coding errors (e.g., number of Medicare claims denied, errors the supplier finds in its own records after it has been notified of claims denial); and
• Adverse events to beneficiaries due to inadequate service(s) or malfunctioning equipment and/or item(s) (e.g., injuries, accidents, signs and symptoms of infection, hospitalizations). This may be identified through follow-up with the prescribing physician, other healthcare team member(s), or the beneficiary and/or caregiver(s).
The supplier should seek input from employees, customers, and referral sources when assessing the quality of its operations and services.
Within five calendar days of receiving a beneficiary’s complaint, the supplier shall notify the beneficiary, using either oral, telephone, e-mail, fax, or letter format, that it has received the complaint and is investigating. Within 14 calendar days, the supplier shall provide written notification to the beneficiary of the results of its investigation. The supplier shall maintain documentation of all complaints received, copies of the investigations, and responses to beneficiaries.
4 Importance of Documentation
We can’t emphasize enough how important your documentation and overall information management is to your business.
Many documents and several facets of your overall documentation and information management will be reviewed during the accreditation process. Detailed and proper documentation will also help you tremendously during any audit that you encounter, so we can’t emphasize enough how important your documentation and overall information management is to your business.
After the Survey: What Comes Next
Kelly Grahovac, General Manager, The van Halem Group
Kelly Grahovac
The van Halem Group
Survey completion isn’t the end. Instead, it’s part of an ongoing cycle.
RESPONDING TO FINDINGS
Treat findings as a roadmap for improvement; a chance to align teams and processes and strengthen documentation and training.
Review all survey findings promptly
Gather requested documentation quickly and accurately
Coordinate internally to ensure consistent responses
Timeliness and accuracy matter, especially when submitting supporting materials.
SUBMITTING CORRECTIVE ACTIONS
Develop a clear, documented plan to address deficiencies
Implement corrective measures across all impacted locations
Provide evidence of completion and sustained compliance
Building a structured response process strengthens future survey outcomes and ongoing compliance.
OPERATIONAL TAKEAWAYS
To stay ahead under the Final Rule, suppliers should:
Transition to an annual compliance calendar
Build readiness into daily operations— not just survey prep
Plan for survey timing in expansions, relocations, and ownership changes
Strengthen documentation, auditing, and internal coordination across every location and team
Ultimately, success under the new rule depends on one principle: consistent, organization-wide readiness is an everyday essential.
Accreditation Deep Dive: Education and Insurance
Heather Johnson, Training & Compliance Manager, VGM Education
Jennifer Jensen, Surety Bond Underwriter, VGM Insurance and Lizzie Kelly, Vice President, VGM Insurance
Heather Johnson VGM Education
Jennifer Jensen VGM Insurance
Lizzie Kelly VGM Insurance
Scan the QR code for access to the web pages referenced in this section!
Staff Training and Tracking: Key to HQAA Accreditation Success
Heather Johnson, Training & Compliance Manager, VGM Education
Staff training and tracking are important elements for achieving and maintaining accreditation through the HQAA. Beyond meeting regulatory requirements, a well-designed approach to training and tracking helps ensure staff competency, supports compliance, and drives high-quality patient care.
MEETING TRAINING EXPECTATIONS
HQAA standards require providers to ensure employees are adequately trained for their roles upon hire and throughout their employment as their positions evolve.
This includes ongoing education in areas such as:
• Safety
• Infection control
• HIPAA
• Compliance with federal and payer regulations
THE IMPORTANCE OF ONGOING EDUCATION AND DOCUMENTATION TRAINING
Training is not a one-time event. Providers are expected to provide annual training and ongoing reviews to keep staff up to date with changing requirements and best practices. An annual education plan helps keep training consistent, timely, and in line with regulatory requirements and business needs.
Training is not a one-time event.
Documenting training is just as important as delivering it. HQAA surveyors expect providers to demonstrate clear evidence that required training has been completed and records are maintained. As a best practice, providers should adopt the principle: If it’s not documented, it didn’t happen.
As a best practice, providers should adopt the principle: If it’s not documented, it didn’t happen
WHAT AN EFFECTIVE TRACKING SYSTEM LOOKS LIKE
A strong tracking system should:
• Maintain certificates of employee training completions, competency validations, and supporting documentation
• Track annual and recurring requirements
• Provide easy reporting for surveys and audits
Without a reliable tracking process, providers risk compliance gaps and potential deficiencies during accreditation reviews.
VGM EDUCATION ACCREDITATION TOOLS & RESOURCES
To simplify compliance efforts, many providers use tools designed to align closely with accreditation standards.
Policy and Procedure Manual
VGM Education’s Policy and Procedure (P&P) Manual template is a valuable resource in this process. The manual includes a built-in crosswalk to HQAA standards, making it easier to connect
internal policies to accreditation requirements. It also contains editable sample forms that support documentation and tracking efforts, helping providers maintain consistent and survey-ready records.
These supplemental forms provide a structured way to document training activities, personnel records, and operational processes. They also reduce administrative burden while strengthening compliance.
For more information, visit shop.vgmu.com/policiesand-procedures-manual.
Learning Management System and Courses
Providing continuous access to training is essential for long-term success. VGM Education offers a learning management system designed to support ongoing staff development and annual training requirements.
With a wide range of industry-specific courses, VGM Education’s online learning platform (VGMU) helps providers:
• Deliver standardized training across teams
• Track completion and maintain documentation
• Provide flexible, accessible learning opportunities
• Support continuous professional development
By integrating VGMU into their training strategy, providers can ensure staff remain knowledgeable, engaged, and compliant throughout the year.
For more information, visit shop.vgmu.com.
STRENGTHENING ACCREDITATION THROUGH TRAINING AND TRACKING
Staff training and tracking are more than accreditation requirements; they are critical to building a compliant, high-performing organization. By implementing a structured training plan, maintaining accurate documentation, and using resources like VGM Education’s P&P Manual and VGMU, providers can streamline accreditation efforts and strengthen overall operations. Investing in training and tracking ultimately supports both your team and the quality of care you deliver every day.
Surety Bonds: What They Are and Why They Matter for Accreditation
Jennifer Jensen, Surety Bond Underwriter, VGM Insurance
Lizzie Kelly, VP, Carrier Relations & Program Development, VGM Insurance
If you bill Medicare or Medicaid for DMEPOS products, a surety bond is a foundational requirement for both participation and ongoing compliance.
WHAT IS A DMEPOS SURETY BOND?
A DMEPOS surety bond is a financial guarantee required by CMS that ensures a DMEPOS supplier will follow Medicare rules and repay Medicare if the supplier causes a financial loss.
In simple terms: DMEPOS surety bonds protect the Medicare (or Medicaid) program.
KEY REQUIREMENTS FOR A DMEPOS SURETY BOND
• Bond Type: DMEPOS Medicare Surety Bond and/or DMEPOS Medicaid Surety Bond
• Obligee: Centers for Medicare & Medicaid Services
• Principal: DMEPOS Supplier
• Bond Amount: $50,000 per NPI, subject to higher limits for adverse performance
Items to note when obtaining a surety bond:
• A separate bond is needed for each location with an NPI.
• Bonds must be issued by an authorized surety company, which can be found on the U.S. Department of the Treasury’s Certified Surety List.
WHAT IMPACTS PRICE AND ABILITY TO OBTAIN A BOND?
Bonds are primarily evaluated on several factors, including:
• Credit score and financial strength
• Business history and time in operation
• Ownership structure
• Prior adverse legal action
• Number of locations and NPIs
• Product mix
WHY SURETY BONDS ARE REQUIRED
CMS requires that any provider billing Medicare (receiving reimbursement from Medicare) for DMEPOS products must carry a $50,000 bond. This legislation was put in place in 2009 to mitigate fraud in the industry. Several states have followed suit, requiring Medicaid bonds to be obtained to bill state Medicaid programs.
THE ROLE OF SURETY BONDS IN ACCREDITATION
Maintaining an active surety bond is directly tied to compliance and the ability to stay accredited.
If a provider does not maintain a bond, they are not in compliance with CMS, and their Medicare billing privileges can be revoked. Additional resources to support this can be found here: www.cms.gov/medicare/enrollment-renewal/ providers-suppliers/durable-medical-equipmentprosthetics-orthotics-supplies-dmepos
Because accreditation organizations evaluate your adherence to CMS standards, a lapse in your bond can quickly become a larger risk to your business operations.
HOW VGM INSURANCE CAN HELP
VGM Insurance offers a streamlined, online quoting platform to help you secure the bonds you need—quickly and confidently.
Visit www.vgminsurance.com/vgmbonds to apply today.
Maintaining proper bonding ensures your business can continue serving patients without disruption.
Partner Spotlight: HQAA
Craig Douglas, Executive Director, HQAA
Scan the QR code for access to the web pages referenced in this section!
Craig Douglas HQAA
HQAA: YOUR DMEPOS ACCREDITATION PARTNER
Accreditation is a process required by CMS through which suppliers of DMEPOS products and services demonstrate compliance with CMS’s operational, safety, and patient care requirements and quality standards. Without accreditation, suppliers cannot enroll in Medicare or legally provide DMEPOS products and services for reimbursement by Medicare.
HQAA provides accreditation for DMEPOS providers, as well as pharmacies and other suppliers who offer DMEPOS products and services. We specialize in DMEPOS accreditation; in fact, it is the only type of accreditation we offer, and our staff knows DMEPOS because many of our staff have worked in the DMEPOS industry. We know your business well and are familiar with any and all of the products and services that you offer.
WHAT TO EXPECT WHEN PARTNERING WITH HQAA
Suppliers who partner with HQAA for their accreditation needs can expect a well-polished accreditation process from start to finish. Our proprietary Workroom, coupled with our knowledgeable accreditation coaches, will be tremendous assets to you throughout the accreditation process.
A well-polished accreditation process from start to finish.
With the new annual accreditation cycle, your coaches and Workroom are always available to you, and you can submit documents for review as they happen and receive real-time feedback and answers.
HQAA ACCREDITATION COACHES
After your HQAA application is accepted, you will get your own HQAA accreditation coach assigned to you. Your coach is there to help support you along the way, reviewing your documentation, providing feedback, and answering questions prior to your survey.
(Note: Make sure to designate someone within your organization to be the Workroom Manager. This person will serve as the main point of contact for the coach and will be responsible for completing the online documentation process.)
Your coach will receive and review your documentation as you upload it to the HQAA Workroom. They will compare your documentation to the criteria requested in the HQAA standard. They will let you know if your documentation meets the criteria and can also identify what might be missing. The coach also helps your Workroom Manager via immediate access to an HQAA standards expert. This reduces both the time and stress associated
with typical accreditation programs. Your coach is available to you at any time throughout your accreditation process.
As you submit your standards documentation, your coach will:
Provide timely feedback on documentation
Answer questions as they arise
Help you stay on track
Assist with additional resources
HQAA ACCREDITATION WORKROOM
The Workroom provides you with the tools and resources that you will need to efficiently manage your organization’s accreditation process, as it is designed and customized to your organization specifically and the products and services that you offer.
Within your Workroom, you can see everything that is expected, what has been completed to date, and what remains outstanding, making it extremely easy for you to track your progress throughout the process and remind you what still needs attention.
In the Workroom, your designated Workroom Manager will tackle each of your policy and procedure manual documents one by one. Plus, they will easily be able to keep track of their progress, manage their time, and get expert feedback — all with the help of your designated HQAA coach.
Based on the information you provided to HQAA during the application process and the product categories offered by your company, your Workroom is designed specifically to your organization and the standards that apply to you. The HQAA Workroom provides you with:
Standards compliance guidance
Organization tools and timeline
Tutorials and communication tools
Documentation upload and repository
In addition, HQAA offers ready-to-use tools and templates, including:
Annual accreditation project plan
Readiness checklist
Document request tracker
Internal audit worksheet
Training log and competency tracker
Corrective action plan template*
PRE-SURVEY ACTION ITEMS
After your Workroom is 100% complete, you will receive a brief pre-survey form to complete. Once HQAA receives that form back from you, a surveyor will conduct a short telephone interview with you. When a surveyor is assigned, they will review your Workroom documentation. While the date and time of the survey will be unknown to you, by the time the surveyor arrives, you will be, and hopefully feel, as prepared as possible.
The HQAA survey prep includes:
Pre-survey interview form
Telephone interview prior to the site visit
Ongoing access to your coach
Surveyor review of your Workroom documentation
Audit tool access
CORRECTIVE ACTION PLANS
POST-SURVEY*
All deficiencies identified by the accrediting organization’s findings must be corrected, and a supplier must be 100% compliant with all standards before accreditation can be awarded. Not all deficiencies will require a Corrective Action Plan (CAP), but some will. If one or more of your organization’s deficiencies cited during your survey require a CAP, here are some things you will want to include and questions you will want to answer in the CAP that you submit to your accrediting organization (due within 10 days):
Identify the issue that is being corrected.
Identify the root cause of the deficiency.
Summarize the plan being implemented to prevent the deficiency from happening again. (Is it being corrected through a new policy, an update to an existing policy, a new process, additional staff training, etc.?)
Who within the organization (person/team/ role/title) is responsible for monitoring both the implementation and ongoing success of the CAP?
When will the CAP be fully implemented, and when will the deficiency be fully corrected? (These two things could be the same date, but, in some cases, may be different dates.)
Proof of compliance with the standards that were previously unmet and cited as a deficiency.
CHOOSING HQAA
Suppliers who utilize the HQAA process correctly and keep everything updated throughout the year will remain survey-ready at all times, ensure their compliant organization will be able to keep its accreditation up to date, and not experience a potentially costly lapse in accreditation.
If you’re interested in learning more about partnering with HQAA for your accreditation needs, visit info.hqaa.org to access any of the following resources:
info.hqaa.org/switch info.hqaa.org/apply info.hqaa.org/faq
VGM members may also visit the HQAA page behind the VGM members-only portal at vgm. com/portal for special offerings.
Additional Resources/Index
VGM Group Resources
YOUR CENTRAL HUB FOR INDUSTRY SUPPORT
VGM helps members navigate the DMEPOS industry, from evolving CMS accreditation requirements to broader operational, regulatory, and business challenges.
As a trusted partner, VGM delivers expert guidance, exclusive tools, and centralized resources to support your success at every stage.
The overview below highlights how to engage with VGM expertise and access resources across accreditation, compliance, and other critical industry priorities.
As always, you can connect with your VGM account manager or visit www.vgm.com/contact for additional support.
HOW TO ENGAGE WITH VGM EXPERTISE
VGM members have direct access to knowledgeable industry experts who understand the evolving accreditation landscape and the practical challenges DMEPOS providers face.
Team VGM Support
For guidance on preparation, documentation requirements, timelines, survey readiness, and day-to-day operational challenges, connect directly with VGM subject matter experts at www.vgm.com/contact.
Regulatory Updates
Subscribe to The van Halem Group blog and VGM Government blog for updates that impact VGM members, including accreditation guidelines, CMS updates, and DMEPOS regulatory developments.
www.vanhalemgroup.com/blog www.vgm.com/services/government-relations/ news
Events & Webinars
Learn from VGM thought leaders and peers through webinars and live events with experts presenting on a variety of key business topics. View upcoming sessions at www.vgm.com/events.
VGM Members-Only Portal
The VGM members-only portal is your go-to destination for exclusive resources curated specifically for VGM members. Log in at www.vgm.com/portal to access the portal.
• Peer-to-Peer Insight
Learn from real-world provider experiences shared through the discussion board. Network with peers, ask questions, discuss challenges and successes, and discover how others are solving industry complexities.
• Playbooks
Released quarterly, VGM playbooks take a deep dive into a specific topic critical to your success, offering actionable insights, expert guidance, and proven best practices tailored to the unique challenges and opportunities faced by members in the DMEPOS industry.
• Forms and Documents
Access resources like profitability calculators, process templates, policies, and more.
• Exclusive Content
Access exclusive articles, webinar recordings, and guides.
VENDOR PARTNER RESOURCES
Discover all vendor partners and their pricing, promotions, and solutions for your business, including HQAA and their guidance aligned with current CMS accreditation standards.
Featured Vendor Partner: Healthcare Quality Association on Accreditation (HQAA)
HQAA provides more efficient accreditation and post-accreditation services with a completely online process and individualized coaching.
• Their revolutionary web-based process gives you the tools to manage resources to efficiently manage the document process.
• An individual expert coach will focus on your success by reviewing all your policies and procedures and providing support, advice, and encouragement through email and your personalized workroom.
• Submit your policies and procedures in small, incremental steps.
Learn more at info.hqaa.org.
Visit their members-only vendor partner page at www.vgm.com/portal/ vendors/3cf713ce39e833a3.
COMPETITIVE BIDDING RESOURCES
CMS program integrity initiatives often intersect with accreditation requirements.
VGM Government’s Competitive Bidding Program Resource Center, located at www.vgm. com/services/government-relations/competitivebidding, offers comprehensive information on:
• The Final Rule
• Upcoming policy changes
• Key timelines and bid items (as they become available)
• Essential resources, bidding tools, and the latest industry news on advocacy efforts to protect patient access and support our members.
The van Halem Group also offers competitive bidding consultation services that complement accreditation and enrollment readiness. www.vanhalemgroup.com/products-services/ competitivebidding
VGM
Government Relations and Advocacy
VGM Government Relations monitors and advocates on policies impacting DMEPOS accreditation, enrollment, and compliance, ensuring members are well-informed on industry rules, regulations, and evolving CMS requirements.
www.vgmgov.com
Regulatory and Reimbursement Guidance
Support from The van Halem Group includes accreditation guidance, audits, provider enrollment, appeals, and payer compliance, helping providers meet CMS standards while protecting financial health.
www.vanhalemgroup.com
Education
VGM Education offers training and CEaccredited coursework to ensure staff understand accreditation standards, documentation expectations, and compliance responsibilities. An easy-to-use Learning Management System allows managers and employees to assign, complete, and track all education with ease.
www.vgmeducation.com
Insurance
VGM Insurance provides liability insurance and bond solutions to healthcare providers nationwide. Their full-line coverages are specifically designed for unique business needs, and they offer the most competitive rates in the industry. Their team of experts also helps proactively manage risk, and their in-house claims team and legal counsel are available to support, guide, and defend providers in the event of a claim.
www.vgminsurance.com
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