Facing CRT Repairs, Documentation, and Prior Authorization Confusion: U.S. Rehab is Here to Help

Published in Complex Rehab on June 25, 2026

Every day, complex rehab technology (CRT) providers are balancing what matters most—getting patients back into their wheelchairs and mobility equipment quickly—while managing the detailed billing documentation requirements needed for reimbursement. But in the rush from one repair to the next, critical documentation details can slip through the cracks, turning completed wheelchair repairs into denied claims, lost revenue, and compliance risks.

The result is a cycle many providers know all too well: strong patient care undermined by inefficient documentation workflows, billing challenges, and operational strain.

Breaking that cycle starts with education and training. When technicians understand not just how to perform CRT repairs and troubleshooting, but also how to properly document services for Medicare compliance and clean claims submission, providers can improve reimbursement outcomes, reduce denials, and protect revenue.

That’s where U.S. Rehab steps in, offering comprehensive CRT technician training programs designed to equip teams with the skills, confidence, and consistency needed to succeed in today’s complex repair and billing environment.

Live Tech Training delivers practical, hands-on wheelchair repair and troubleshooting experience led by industry experts. Plus, U.S. Rehab’s Dan Fedor headlines a technician documentation workshop to learn about maximizing CRT repairs for reimbursement.
Online Tech Training programs are accessible 24/7, offering flexibility and training on the intricacies of mobility aids, including scooters, manual and power wheelchairs, delving into the essential electronics, and learning the latest programming techniques.

At the same time, CRT providers are dealing with confusion around a new prior authorization exemption program for certain suppliers. While some qualified providers were automatically exempted based on claim approval rates, many found the opt-in/opt-out process unclear. Despite exemption eligibility, most CRT providers prefer to continue submitting prior authorizations as a safeguard against denials. Those who did not opt out are now locked into the exemption for a year and must meet strict compliance requirements, including responding to additional documentation requests and maintaining a threshold of approved claims to keep their status.

For more information on CRT repair training, documentation requirements and best practices, or prior authorization exemption details, contact Dan Fedor, Director, Reimbursement and Education, U.S. Rehab.

Read the original article from HME News below or click here:

CRT Providers Wrangle with Repairs and Prior Auth Exemption

This article was written by Liz Beaulieu, originally featured in HME News.

Complex rehab technology (CRT) providers continue to face persistent challenges with documentation and billing for wheelchair repairs, according to Dan Fedor of U.S. Rehab, who addressed the issue at the recent VGM Heartland Conference.

Fedor, director of reimbursement and education for U.S. Rehab, a division of VGM & Associates, said repairs remain one of the most common operational pain points for providers, accounting for roughly 30% of his daily communications with members.

“This keeps being a problem,” he said.

Fedor presented alongside Jason Smith and Rick Spiegel of MK Battery during a session titled “Don’t Lose YOUR Shirt on Wheelchair Repairs.”

Documentation Gaps Tied to Staffing Pressures

In most cases, the root cause of billing issues is operational, Fedor said. Technicians are often under pressure to move quickly from one repair to the next.

“They’re understaffed and overstretched – it’s not easy to find good CRT techs as they are in demand,” he said. “And they don’t want the patient not having their wheelchair repaired timely, so they just keep moving on to the next customer as quickly as they can.”

That fast-paced environment can trigger a chain reaction across the organization. Without proper documentation, billing teams lack what they need to submit clean claims – ultimately leading to denied claims or write-offs.

To address the issue, providers must prioritize ongoing education to ensure the techs are fully trained on CRT repairs and proper documentation for repairs, Fedor said.

“There needs to be training and more training,” he said. “Techs need to realize if they don’t take the time to document properly, the company can’t get paid.”

Confusion Over Prior Authorization Exemptions

At the Heartland Conference, CRT providers were also trying to untangle a new program that exempts certain providers from prior authorization requirements if they meet specific claim approval thresholds.

In early March, DME MACs notified qualifying providers of their exemption status and instructed them to submit an opt-out form if they wished to continue using prior authorizations. The deadline for responding was May 26.

"I got calls from members: 'What do I do?'" Fedor said. “I told them, ‘If you got a letter, you’re exempt from prior authorizations, but you have to opt out of the exemption to continue submitting prior authorizations.’ It was like a double-negative; it was confusing.”

Most CRT providers prefer to continue submitting prior authorizations for power wheelchairs as a risk mitigation strategy, Fedor said.

“Everyone I know who provides complex power mobility – they want to continue to be able to submit prior authorizations,” he said.

Prior Auth Exemption: What Happens Next?

What does it mean if a supplier received the exemption letter and didn't opt out of the exemption by May 26? It means they selected the prior authorization exemption and can no longer submit prior authorizations to traditional Medicare for one year, says Dan Fedor.

Jan. 1, 2027

Exempt suppliers get an Additional Documentation Request (ADR) for 10 claims to check compliance.
Suppliers must respond to the ADR within 45 days with the requested documentation; failure to do so will result in claim denial.
There must be 10 paid claims by November 30 to stay exempt.
- If there are not 10 paid claims, exemption ends.

April 2027

CMS sends notices:
- Continued Exemption if you still qualify.
- Withdrawal of Exemption if you don't.
Suppliers can opt out by April 30 if they want to keep sending PARs.

June 1, 2027