The following series of questions (Q) and answers (A) are provided to support ADP Registered Authorizers and ADP Registered Vendors as they confirm an individual’s eligibility for funding assistance, complete and submit an application form, or dispense and invoice for ADP approved mobility devices. The Administration Manual dated March 2007 contains all the policies and procedures related to ADP funding of mobility devices.

• Why are the prescription details required for a prescribed device?
• How shall I ensure the prescription details provided are understood by all parties? Is there a glossary of terms indicating how each detail is determined/measured?
• As an ADP registered authorizer, what is required in order for me to prescribe a device?
• Can I fax the form to the power of attorney to be signed and have it faxed back to me?
• How does an ADP applicant change vendors once an application form has been submitted to the Program?
• How do I make changes or corrections on an ADP application form that has been approved by the Program?
• I have mailed an application form to ADP without listing all the prescription details and ADP device codes. What should I do?
• How do I get a blank copy of the Application for Mobility devices form?
• Is a French version of the application form be available?
• Does the application form have a pre-assigned number?
• What is the Status of Applications Report?
• How will my clients find out if their ADP funding has been approved?
• What if my client’s funding is denied?
• How do I know which pages of the new form to complete and send to the ADP?
• What boxes do I need to check on the form to make sure that funding is approved for my client?
• Can I insert the ADP device codes beside the boxes that I have to check for the prescription details?
• What if I determine that my client is not eligible for ADP funding?
• What if my client does not agree with me?
• What if my client needs to give their insurance company a letter from ADP saying they are not eligible for funding?
• My client requires two different devices. I will be authorizing a wheeled walker and another ADP Registered Authorizer will be authorizing a wheelchair. Can we both sign one application form?
• Who has to sign the new application form?
• My client’s power of attorney lives in the USA. Can his friend sign on his behalf?
• My client is currently in hospital awaiting placement to a long-term care home. He/she has given up his/her home and has no permanent address. What address can I use on page 1 of the form?
• When do I have to have my client’s signature witnessed?
• Can I or the vendor sign as the witness?
• When do I need to submit a signed consent for release of information to the ADP?
• Is it true that clients must now choose their vendor before the application form is sent to the ADP?
• Can my clients choose any ADP vendor they want?
• My client lives in a long-term care home and he/she has been told that he/she must purchase his/her equipment from a vendor who has a contract with the home. Is that correct?
• Do I have to provide all my clients a list of all ADP Registered Vendors that serve their community?
• Can I provide my client a list of ADP Registered Vendors over the telephone?
• My clients are often unable to select a vendor on their own and do not always have family to assist them. May I make suggestions to my clients?
• What if I am concerned about the service that a particular ADP Registered Vendor provides?
• What if my client requires certain technical expertise and/or service that only one particular vendor in my area can provide?
• How can I obtain the vendor’s signature if they are not at the assessment?
• I feel responsible for the application form and do not feel comfortable having my client or the vendor submit it to the ADP. What should I do?
• My client needs to use vendor “A” to dispense his wheelchair and vendor “B” is providing the custom seating. Which vendor signs the ADP form?
• I am an ADP Registered Vendor. Is it a conflict of interest for me if I refer my customer to a particular ADP Registered Authorizer?
• As an ADP Registered Vendor am I required to give my customers a listo of all the ADP Registered Authorizers in my community?
• When can I deliver the authorized equipment to my clients?
• When should I sign the application form?
• What if I deliver the authorized device to my customer and he/she passes away before ADP funding is approved?
• My customer received ADP funding for a wheelchair seven years ago. It now worn out and needs replacement. Do I need to submit a repair quote with the new application form?
• Does the ADP provide funding assistance for recycled equipment?
• I am an ADP Registered Authorizer. Do I have to fill out the section on the form for “Non ADP Options Prescribed”?
• What sort of items would I put in “Non ADP Options Prescribed”?
• Do I have to fill out the section on the form for “Set Up Instructions for Vendor”?
• What sort of items would I put in “Set Up Instructions for Vendor”?
• I did not know that my client was receiving social assistance benefits when I submitted the application to the ADP. What can I do?
• My client has a medical condition that prevents him/her from getting out of bed everyday, but when he/she does he/she requires a wheelchair for mobility in his/her home. Does he/she meet the “ongoing daily use” eligibility criteria?
• Does the ADP pay for attendant controls for power wheelchairs?
• I authorize standing frames for children. Do I have to provide a detailed prescription on page 2?
• My client has a degenerative disease. How do I plan for their long-term mobility needs?
• I work in an acute care hospital. My clients often need a wheelchair at discharge but I do not know whether their home is accessible or whether they will need a wheelchair for their long-term use. Should I submit an application to the ADP?
• My client needs a wheeled walker in his/her home but can not carry it up the stairs into the house. Is he/she eligible for ADP funding?
• Does ADP fund equipment that is only going to be used occasionally?
• My client does not need a mobility device first thing in the morning but by noon can not walk without the support of a wheeled walker. Will the ADP fund his walker?
• My client needs to use a wheelchair when he goes out to doctor appointments. Is he/she eligible for ADP funding assistance?
• There is no public transportation in my client’s community. I have recommended that he purchase a scooter. Will the ADP provide funding assistance for the scooter?
• My client lives in a Long-Term Care Home. He/she needs a type 1 wheeled walker to move about his/her room and a wheelchair to get down to the dining room for all meals. Will the ADP provide funding assistance for both the walker and the wheelchair?
• My client lives in a small apartment. There is no room for any equipment in his/her living space. Will ADP fund a wheeled walker to help him/her get down to the lobby of the apartment building?
• My client has an ADP funded wheelchair that meets his/her basic mobility needs. He/she also needs a walker to get into the bathroom because the wheelchair will not fit through the doorway. He/she can use the walker himself/herself to get into the bathroom. Is my client eligible for ADP funding assistance?
• My client needs a manual tilt wheelchair to meet his/her basic mobility requirements. Should I check both the WMA5/WMK5 on the front of page 3 AND the "Standard Manual Wheelchair Frame with Manual Dynamic Tilt on the back of page 3?

The Prescription Details section is required to allow the ADP registered authorizer to focus on the clinical needs of their client and not on the ADP device codes. When the form is completed it provides the vendor with a comprehensive prescription from which to dispense the equipment.

The prescription details and definitions of those details are not determined by the ADP and therefore a glossary of terms is not available. In order to ensure that all parties understand the prescription, it is suggested that the authorizer and the vendor meet prior to the completion of the form to discuss the prescription and set-up of the equipment. In addition it should be noted that the application form includes a section entitled, “Set Up Instructions for Vendor”, where the authorizer may include more detailed requirements of the equipment.

By signing the application form the ADP registered authorizer certifies, among other things, that based on a personal assessment of the applicant ADP eligibility criteria have been met and all safety and environmental concerns have been taken into consideration. Please refer to the application form for further details.

No. The ADP requires the original signature of all signers - client/agent, authorizer and vendor.

Information must be provided to the ADP, in writing, from the client, authorizer and both vendors confirming that all parties are aware of the change in vendor. The client’s address and health card number, both vendor’s and authorizer’s ADP registration number, name and address must be included.

Authorizers must make the correction on the appropriate page of the application form and submit it by fax (416-327-8192) or mail, with a covering page explaining why the change(s) are required. Do not send in a new application form.

Fax a written request to the attention of the Mobility Category Program Coordinator at 416-327-8192 outlining the additions. Make sure to include your client's name and health card number on the request.

You may download the form from this website or request a copy from the ADP to photocopy as required.

Yes, a French version of the new form will be available both on line and from the ADP directly if requested.

No. Once an application form arrives at the ADP and has been data entered into the computer system, a unique ADP number will be assigned. The number will appear on the authorizer and vendor Status of Applications Reports and all subsequent correspondence regarding the application.

Vendors will receive a Status of Applications Report bi-weekly. The report lists all the applications that are in process and indicates whether funding has been approved or denied. Authorizers will receive a similar report each month.

Clients will be notified by their vendor who, once they are notified of the approval by the ADP, will contact the client to arrange equipment delivery.

A letter will be mailed directly to your client and a copy sent to the authorizer. The vendor will be notified on the bi-weekly Status of Applications Report.

You must always send page 1 and page 6. Complete page 2, 3, 4 and/or 5 depending on the type of device you have authorized. Make sure you staple all the pages together before mailing it to ADP. Only send the pages that are required for the equipment that you have authorized.

For example:

• if you have authorized a wheeled walker submit page 1, 2 and 6.
• If you have authorized a wheeled walker, a manual wheelchair and seating submit pages 1, 2, 3, 5 and 6.
• If you are replacing or adding seating to a wheelchair, submit pages 1, 5 and 6.

You must complete your clinical assessment and confirm eligibility for ADP funding using the Administration Manual before you complete the application form. Just answer the questions based on your clinical findings. The ADP will match answers to eligibility requirements. Please note that some of the questions are for statistical purposes only and are not reviewed as part of the confirmation of eligibility.

No. The ADP computer will generate the codes and corresponding funding dollars based on the boxes you check. Do not change or add to the spaces and boxes provided on any of the pages.

You must not submit an application form to ADP for an ineligible individual.

Your client may seek a second opinion.

You or your client may fax (416-327-8192) or mail a request directly to the Mobility Category Program Coordinator requesting a letter of denial for insurance purposes. Please provide your client's name name, address, date of birth, health card number and the specific equipment that you have recommended.

No. Each of you will have to complete a separate form for the particular device that you have authorized personally. You do not need to mention the other form that is being submitted. The ADP computer system will cross reference the two requests.

The client or agent, the ADP Registered Authorizer and the ADP Registered Vendor all must sign the form before it is submitted to the ADP.

No. Only a person legally authorized to sign on the individual’s behalf may sign the form. The form will have to be mailed to the power of attorney for signature and returned to you by mail as soon as original signatures are required.

Note : See the Administration Manual and the Program Manual Section 115.01 for definitions of Agent

You may use the address of his legal agent as long as it is an Ontario address or if not applicable, use the hospital’s address.

Your client’s signature must be witnessed only when he/she signs with an X or similar sign.

No. The witness must be someone who knows the client, but not the authorizer or vendor.

When you and/or your client want information about previous ADP funding and a current application is not in the ADP system.

Yes. The vendor must sign page 6 of the application form before it is mailed to the ADP.

Yes, in all cases except the Central Equipment Pool (CEP) for High Technology Wheelchairs.

Note : See Section 6 of the Administration Manual.

No. Regardless of where your client lives he may choose his vendor (except CEP).

Note : See Section 1210 of the Administration Manual.

Yes. Even if your client has already made the choice. Lists of vendors for wheelchairs, ambulation aids and seating devices are available on this website.

Yes. We recommend that you also provide them a hard copy list when you meet with them.

Yes, if no one other than yourself is available to advise them. Be mindful that it is not appropriate to always direct your client towards a particular vendor.

You may mention your concerns to your client. However, it is not appropriate to always direct your client towards or away from a particular vendor.

You may inform your client which vendor can provide the specific services required. However, it is not appropriate to always direct your client towards or away from one particular vendor.

The vendor may sign the form when they deliver the trial equipment to the client.

It is not your direct responsibility. Discuss your concerns with your client and the vendor and come to a mutually agreed upon process. It is the client’s decision as to who mails the application form to the ADP.

Both vendors should sign the application. There is room for two vendors on page 6 of the form.

Note : This does not apply to clients of the Central Equipment Pool for High Technology Wheelchairs. See Section 6 of the Administration Manual for further details.

No. However, it is not appropriate to always direct your clients towards one particular authorizer.

Note : Section 1105 of the Program Manual regarding ”Conflict of Interest”.

No. However, it is not appropriate to always direct your client towards one particular authorizer.

On or after the authorizer assessment date. Make sure to advise your customers that ADP funding is not automatic with the submission of an application and that if, for some reason funding is not approved, they will have to pay you the full cost of the equipment that they directed you to order and deliver.

You may sign the application form anytime after the client informs you that you are the vendor of choice.

Contact the Mobility Category Program Coordinator in writing by fax (41-327-8192) or mail for advice.

Yes. A repair quote must be submitted to the ADP regardless of the age of the equipment. This refers to all ADP listed equipment except seating.

Only through the Central Equipment Pool (CEP) for High Technology Wheelchairs.

No. The space is provided for you and the vendor to use as you wish. It has no impact on funding.

Any options that you may recommend and/or your client would like to add to the authorized device that are either not funded by the ADP, e.g. slow down brakes, baskets and trays for wheeled walkers or for which your client does not meet ADP eligibility criteria, e.g. a specialty headrest only required for transportation, a tray needed only for meals.

No. The space is provided for you and the vendor to use as you wish. It has no impact on funding.

Directions regarding wheel camber, axel placement, angle of seat belts, placement of lateral supports etc.

Your client will have to provide proof that he/she was receiving benefits on the assessment date (the date the form was signed). Mail or fax (416-327-8192) a copy of his/her cheque stub directly to the Mobility Category Program Coordinator.

Yes.

No. ADP clients must be able to use a power wheelchair independently.

No. Just check off box #6 on page 2 of the application form.

Look further ahead than the minimum six months and at the changes that may happen. Authorize a device that provides the opportunity for adjustments and modifications if they are required in the future.

For example :

• If your client has a degenerative neurological disease requiring power mobility consider authorizing a power base that will allow changes and additions as required.
• If your client’s standing balance is deteriorating consider authorizing a type 2 or 3 wheeled walker that will provide increased support and stability on an ongoing basis.

No. You must be able to confirm that the home is accessible for the authorized device (which you can do without a home visit) and you must be able to confirm that the authorized device will be required for a minimum of six months. It is recommended that the client rent equipment under these circumstances.

Yes. Eligibility for funding does not depend on the client’s ability to transport equipment. Any related safety issues would be identified and addressed during your clinical assessment.

No. ADP provides funding for equipment required on an ongoing daily basis.

Yes. He/she requires the walker on an ongoing daily basis.

Maybe, if he requires the use of a wheelchair on an ongoing daily basis.

Note : See Section 4 of the Administration Manual for details regarding eligibility criteria.

No. The ADP does not provide funding for equipment used to replace transportation.

In this case the ADP would consider funding both devices if the client requires the wheelchair to be prescribed specifically to meet his/her unique individual needs. If the client only needs transportation to and from the dining room with no particular unique prescription, he/she should purchase a more economically priced transportation chair.

Yes. The ADP considers your client’s place of residence to be the apartment building.

Note : See Section 405 of the Administration Manual for details regarding eligibility criteria.

Yes. The ADP will contribute towards the purchase of a type 1 or type 2 wheeled walker and a wheelchair under these circumstances.

Not necessarily. You would only check the Standard Manual Wheelchair Frame (WANA) if your client requires ongoing adjustability to facilitate independent mobility. If your client does require this option, clinical rationale is required. Please refer to the product manual for further details.

Note : See Section 410 of the Administration Manual.

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