When a patient needs a PAP device, CGM system, or breast pump, the referral process shouldn’t slow anyone down — not you, not your team, and especially not your patient.

At CareLinc Medical Equipment & Supply, your referrals move quickly because we make documentation simple, communication clear, and next steps easy to follow.

Whether you work in primary care, endocrinology, pulmonology, sleep medicine, OB/GYN or women’s health, this quick checklist helps ensure every referral moves forward without delays.

Why a Smooth Referral Process Matters

A strong referral process improves patient outcomes. When patients receive equipment on time, they’re more likely to stay compliant, avoid complications, and feel confident in the support you provide. Clear documentation also prevents insurance hiccups and repeated back-and-forth communication.

CareLinc’s role is to help you help your patients. This checklist is designed to streamline your workflow and ensure every referral is complete the first time.

PAP (CPAP/BiPAP) Referral Checklist

1. Face-to-Face Evaluation

  • Most insurers require documentation of:
  • A sleep disorder diagnosis
  • Symptoms such as tiredness, loud snoring, or witnessed apneas
  • A statement that PAP therapy is medically necessary

Tip: Ensure documentation is dated within the required timeframe (typically within the past 6 months for Medicare).

2. Attach the Sleep Study

Include:

  • Diagnostic sleep study (polysomnogram) or
  • Home sleep apnea test results

Tip: Make sure the full report is included, not just the summary.

3. Detailed Written Order (DWO)

A valid DWO must include:

  • Type of device (CPAP or BiPAP)
  • Pressure settings or range
  • Humidifier (if required)
  • Length of need
  • Clinician signature and date

4. Compliance Follow-Up

Let your patient know:

  • A 31–90 day compliance window is required
  • They must show consistent use
  • They’ll need a follow-up visit documenting benefit from therapy

CareLinc will monitor compliance and support your patient with education, mask fittings, and supply reminders.

CGM (Continuous Glucose Monitoring) Referral Checklist

1. Qualifying Diagnosis

Most insurers cover CGMs for:

  • Type 1 diabetes
  • Type 2 diabetes on insulin therapy
  • Patients with documented episodes of hypoglycemia

2. Face-to-Face (or Telehealth) Visit

Documentation should include:

  • Diabetes diagnosis
  • Current treatment regimen
  • Need for frequent adjustments in insulin
  • Medical necessity for real-time or intermittent glucose monitoring

Medicare note: Visit must be within 6 months of the referral.

3. DWO / Prescription Requirements

Include:

  • CGM brand/model (Dexcom, Libre, etc.)
  • Supply quantities
  • Length of need
  • Clinician signature and date

4. Supporting Documentation

Attach:

  • Recent A1C
  • Glucose logs (if available)
  • Relevant medication history

CareLinc handles insurance verification and keeps your patient informed throughout the approval process.

Breast Pump Referral Checklist

1. Patient Information

Include:

  • Estimated due date (EDD)
  • Patient’s insurance details
  • Contact phone number

2. Prescription Requirements

A breast pump prescription should include:

  • Pump type (manual or electric)
  • Length of need (often 12 months)
  • Clinician signature and date

3. Insurance-Specific Notes

Most plans cover:

  • One pump per pregnancy
  • Some Medicaid programs allow one pump every 5 years

Related: How to Get Mastectomy Bras & Prostheses Covered by Insurance in Michigan

4. Supporting Details (If Required)

Some plans may ask for:

  • Confirmation of pregnancy
  • Provider notes validating need (rare, but varies by insurer)

CareLinc also offers pump accessory options, maternity supports, and postpartum essentials that may be covered depending on the plan.

Make Referrals Effortless with CareLinc

CareLinc’s referral team works directly with providers and insurers to keep the process simple:

  • Fast eligibility checks
  • Direct communication when documents are missing
  • Patient education and continued support
  • Clear updates at every step
  • A wide range of PAP, CGM, and breast pump options from trusted brands

When you send a referral to CareLinc, you can trust that your patient will receive timely, compassionate support — because we know that great care starts with great communication.