Home Phototherapy Ordering Information
USA & International
Step 1 – Complete Your Research
Knowledge is essential. Use as many resources as you can to research this subject and build a paper file that you can take to your physician.
Many people will need a Solarc Standard Information Package (SIP) to take to their physician and/or employer’s health insurance company. This 3.6MB Adobe Acrobat PDF file contains almost all the info you will need, including condensed versions of the Selection Guide, Order Forms, Brochures, FAQ, Understanding UVB Narrowband article, Tips for Insurance and more…
As another resource option, you may make an appointment to visit our showroom and manufacturing facility located at 1515 Snow Valley Rd. in Barrie, Ontario, Canada.
Step 2 – Obtain a Physician’s Prescription (USA Only)
A home UVB phototherapy device is a serious piece of equipment capable of producing great benefits, but also, when misused, great harm. It is for this reason that the US-FDA regulates the sale of this equipment by physician’s order only, which can be either:
a) A traditional handwritten prescription on the physician’s prescription pad;
b) The completed “Physician Approval” section of the Home Phototherapy order form;
c) A signed and dated letter on the physician’s letterhead.
The prescription will ideally indicate the waveband type: UVB-Broadband or UVB-Narrowband (UVB-NB), and the Solarc device family or model number.
Your physician will evaluate both the suitability of the treatment to your skin disorder and your ability to use the equipment responsibly, including your willingness to return for periodic examinations at least once per year. They can also help you decide which Solarc model to choose, with the help of our Home Phototherapy Selection Guide . They can also write your “Doctor’s Letter of Medical Necessity”, if needed for insurance purposes (see Step 3).
If your physician is unwilling to write a prescription, consider signing and offering the “Acknowledgement and Indemnity Agreement” found at the last page of the Order Form. This Agreement is between you and your physician, for use when the physician is not comfortable prescribing the equipment for legal liability reasons. As a last resort, consider getting a second opinion from another physician.
Note that it is NOT necessary that the prescription be written by a dermatologist. Any medical doctor (MD) is acceptable. Solarc Systems reserves the right to authenticate any prescription.
Note that recent regulation changes in the United States no longer require a physician’s prescription for the purchase of replacement phototherapy lamps of any kind. Prescription requirements above now only apply to full phototherapy units.
Step 3 – Consider Insurance Reimbursement
It is often possible to receive full or partial insurance coverage of physician prescribed home UVB phototherapy equipment, but this may take some effort and persistence. First, check to see what your insurance benefit plan coverage is for “Durable Medical Equipment (DME)”, and determine the exact procedure for making an application. Visit your insurance company’s website or call them if necessary.
Your insurance company will want to know the generic CPT / HCPCS “Procedure Code” , as follows:
CPT / HCPCS Code : E0693
A single E-Series Master 6-foot Expandable device or the 1000-Series 6-foot full body panel “UV light therapy system panel, includes bulbs/lamps, timer, and eye protection; 6 foot panel.”
CPT / HCPCS Code : E0694
More than one E-Series 6-foot Expandable device. “UV multidirectional light therapy system in 6 foot cabinet, includes bulbs/lamps, timer and eye protection”, subject to verification with your insurance company.
CPT / HCPCS Code : E0691
500-Series Hand/Foot & Spot device and 100-Series Handheld device. “UV light therapy system panel, includes bulbs/lamps, timer, and eye protection; treatment are 2 square feet or less.”
If your insurance company does not typically cover “Durable Medical Equipment” or a “pre-authorization” is required, it may be necessary for you to supply your physician with a copy of this Doctor’s Letter of Medical Necessity template, and ask if they have time to create a personalized version of this for you on their stationery, or have them simply fill in the blanks. There may be a cost for this. You can make this request at the same time you get a prescription. You may also be required to submit your medical records and past insurance claims; also available from your physician’s office.
Once this work is complete, there are two approaches:
1) Make your claim directly to your insurance company.
This is the simplest approach, but will require that you pay for the product in advance, then be reimbursed by your insurance company. Because there is no intermediary, this will ensure the lowest possible product cost to your insurance company and minimize the deductible that you will have to pay. You may wish to complement your claim with a letter to your insurance company using this Patient’s Letter to Insurance Company template. This is your opportunity to make a “business case” for acquiring the device. In other words, based on your usage of drugs and other costs, will the device pay for itself? If you need a “Proforma Invoice”, please contact Solarc Systems and we will fax or email one to you promptly. Once your claim is approved, you will receive an authorization letter from your insurance company. Then submit your order to Solarc online. The product will be shipped directly to your home and include a signed and dated invoice that you can use as proof of purchase. Complete your claim by submitting the invoice to your insurance company for reimbursement. Keep a copy of the invoice for your own records.
2) Go to a local “Home Medical Equipment” (HME) supplier.
This is a company that deals in supplies like wheelchairs and home oxygen, and could even be the pharmacy you use now. The HME can deal directly with your insurance company, and eliminate the need for you to pay for the product in advance. The HME collects from your insurance company, and in turn purchases the product from Solarc. Solarc then normally “drop-ships” the product directly to your home, but in some cases the HME will make the delivery. Solarc traditionally compensates the HME by providing a discount off the standard price. However, the HME may also substantially increase the price further to your insurance company, which could result in a much larger deductible. The deductible and any other amounts are normally payable to the HME before the product will be shipped. The HME will need the following information:
- Patient legal name including middle initial
- Patient date of birth
- Name of insurance company
- Insurance company address and phone number
- Insurance web site address if known
- Member Identification Number
- Group/Network number
- Employer name or ID#
- Name of Primary Insured. (This is when someone is covered by a spouse or parent)
- Primary Insured date of birth
- Primary Insured address if different
- Name of Primary Care Physician (PCP) (often different than prescribing physician and many times necessary to place the referral) Primary
- Care Physician (PCP) phone number
- Solarc product & contact information (use Solarc’s “Standard Information Package”)
- Device CPT / HCPCS “Procedure Code” listed above. (E0694, E0693 or E0691)
Step 4 – Complete Your Solarc Order Online
To place an order simply select the item from our Store.
For the large 1000-Series full body panels, please consider the “SolRx-1000 Series Shipping Policy” when choosing your shipping details.
Prices include freight to most locations in continental USA, duty and brokerage. The listed price is all you pay. Solarc does not collect any US taxes. If any US taxes apply, they are payable by the purchaser. Also, any special bank, credit card, or “international transaction fees” are entirely the responsibility of the purchaser.
If paying by cheque, send your order by courier or US-Postal letter-mail using the address below. Remember to keep a copy of the prescription for your own records. There may be a delay shipping your unit until the cheque clears. Certified cheques always accelerate this process.
Once your order is received, we will promptly acknowledge it and advise the expected shipping date, which is usually the next business day since most models are normally in stock.
The Department of Homeland Security – US Customs & Border Protection (US-CBP) requires that all imports to the USA greater than US$2500 (was $2000) must identify the “ultimate consignee” using the customer’s social security number (SSN) or, if a business, an IRS employer identification number (EIN). This typically applies to purchases of some 1000-Series devices only. If you are ordering one of these units, please ensure that this information is provided on the Solarc order form. If you do not want to provide this information to Solarc, you can alternatively provide it directly to our customs broker or the US-CBP. Please contact us for instructions. We apologize for this hassle.
Immediately after your SolRx unit ships, we will provide you with the ship date, courier waybill / tracking number and courier contact information. Please supply an email address for this if possible.
Deliveries are made by courier (UPS / Purolator) and usually take:
USA – Northeast: 3-7 business days
USA – West & South: 4-8 business days
Step 5 – Your SolRx Unit Arrives
Once you receive your SolRx unit, it is very important to first read the User’s Manual. 1000‑Series and E-Series units are shipped fully assembled and take 10 to 20 minutes to install. The 500‑Series and 100‑Series units are ready to go. Our packaging has been refined over the years and is extremely heavy-duty, however, there is always a possibility of shipping damage. In the rare event that this occurs, we ask that you accept the shipment. We will then, as a minimum, send you the replacement parts with which to make the repair at no charge, per our Arrival Guarantee.
Your first treatment can only be taken after the User’s Manual has been completely read and understood. New bulbs are very powerful – be very conservative with your first treatment times! If there are any questions or problems, contact your physician or Solarc Systems using our toll free number 866.813.3357 or local 705.739.8279. We will do our best to help you.
Advise your family that it is not a tanning device (which have much longer treatment times) and that they are not to use the device under any circumstances. After using the device, remove and hide the key to prevent misuse by others.
The success rate for our equipment is very high and we sincerely wish the same for you. After four to five months, we typically make a follow up. We are very interested in your progress and love to hear both the success stories and any ideas for improvement. We will do our best to help you.
Good luck with your treatments!
Bruce Elliott, P.Eng. President, Founder & Lifelong Psoriasis Sufferer, Solarc Systems Inc.
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