Section 428.423 - Recordkeeping RequirementsThe provider must keep a record of all prosthetic services, nursing facility visits, and the medical necessity of such services provided to a member for the period of time required by 130 CMR 450.205: Recordkeeping and Disclosure. This record must include the following:
(A) a prescription for all purchases;(B) a copy of the approved prior-authorization request for all prosthetic services requiring prior authorization;(C) an acknowledgment of receipt, signed by the member or the member's representative, of prescribed equipment or supplies, including: (1) the date of receipt of equipment or supplies;(2) the condition of the equipment or supplies (for example, whether it is in proper working order or is damaged);(3) the manufacturer, brand name, model number, and serial number of the equipment or supplies;(4) for repair services, a complete description of the service, including the manufacturer, brand name, model number, and serial number of the repaired item; and(5) next to the signature, an explanation of the representative's relationship to the member by the individual acknowledging receipt. This individual cannot be associated with either the provider or the delivery service.(a) For routine delivery of supplies, the member must acknowledge receipt at least monthly.(b) A signature stamp may be used by or on behalf of a MassHealth member whose disability inhibits the member's ability to write. A signature stamp may only be used by a member or the member's representative, provided that the stamp is used by the member in his or her normal course of conducting business. A signature stamp cannot be used by anyone associated with either the provider or the delivery service;(D) the actual invoice showing the cost to the provider of the materials (if the provider is not the manufacturer of the materials);(E) documentation demonstrating the cost of manufacturing the item provided (if the provider is the manufacturer);(F) copies of written warranties; and(G) documentation demonstrating efforts under 130 CMR 428.405(C) to purchase the item from the least costly reliable source.Amended by Mass Register Issue 1354, eff. 12/15/2017.Amended by Mass Register Issue 1494, eff. 4/28/2023.