Freqently Asked Questions

1. What are the objectives of a centralized equipment pool?
2. What equipment is available from VEP?
3. Who is eligible to receive equipment from the VEP?
4. What supplies are funded by the Assistive Devices Program?
5. Will my insurance plan cover the 25% cost not covered by ADP?
6. The ventilator may require preventative maintenance and/or repairs. Who will service the equipment?
7. Who will show me how to use my ventilator?
8. I also need disposable supplies for my ventilator or my bi-level positive airway pressure device. Will the VEP send these to me?
9. Who can apply for funding assistance through ADP?
10. How do I apply?
11. Where do I get the ventilator and related equipment?
12. Is there a cost for the loan and use of VEP equipment?
13. Must I return the VEP ventilator / equipment if I am admitted to hospital?
14. How do I get the equipment back when I am discharged from hospital?
15. What happens if there is a technical / mechanical problem with the ventilator / equipment?
16. What is the turn around time for equipment replacement?
17. Will I be able to take the VEP equipment with me when I travel?
18. How will I be reimbursed for out of province repairs?

Answers

1. What are the objectives of a centralized equipment pool?
In addition to providing ADP approved clients with direct access to equipment, a centralized equipment pool reduces equipment costs through tendering for equipment purchases and more effective utilization of recycled equipment and provides a facility for equipment maintenance and repair services. The VEP also serves as a resource centre for consumers, community agencies and health professionals.

2. What equipment is available from VEP?

• Positive and negative pressure ventilators
• Bi-level positive airway pressure devices
• Reusable ventilator circuits
• 12-volt batteries, battery chargers, battery cables
• Ventilator humidifiers
• Oxygen saturation monitors (effective 2007 November 1)

3. Who is eligible to receive equipment from the VEP?
The VEP provides bi-level positive airway pressure devices, oxygen saturation monitors, ventilators and related equipment/accessories to clients approved for funding assistance by ADP.

4. What supplies are funded by the Assistive Devices Program?
ADP will provide funding assistance for the following supplies:

Quantity refers to the maximum number of items for which funding assistance will be provided during the claim period. A claim period is 3 years.

5. Will my insurance plan cover the 25% cost not covered by ADP?
Many will. If you have private medical coverage, check to see if it will pay the 25% cost.

6. The ventilator may require preventative maintenance and/or repairs. Who will service the equipment?
Routine maintenance, such as filter changes, is the responsibility of the user; service and repairs are performed by the VEP.

7. Who will show me how to use my ventilator?
Your doctor is responsible for ensuring that you receive adequate teaching in the use of the ventilator. She/he along with a team of health professionals will be involved in the teaching process.

The VEP will provide you with a one-time, in-home visit for provision of education and training if you are prescribed a bi-level positive airway pressure device. The VEP is not funded to provide in-home follow-up visits.

8. I also need disposable supplies for my ventilator or my bi-level positive airway pressure device. Will the VEP send these to me?
No. Disposable supplies may be purchased from a respiratory vendor registered with the ADP. The health professional responsible for assessing your equipment needs will complete a separate ADP Equipment/Supply Authorization form for the disposable supplies. The vendor can invoice the ADP for 75% of the approved cost of your disposable supplies. The vendor will charge you for the remaining 25%.

Applicants receiving social assistance benefits under Ontario Works (OW), the Ontario Disability Support Program (ODSP), or Assistance to Children with Severe Disabilities (ACSD) are eligible to receive funding assistance for 100% of the ADP approved price.

9. Who can apply for funding assistance through ADP?
Any Ontario resident with a valid Health Card who has a long-term physical disability or illness.

Applicants must reside in either:

• the community, or
• a group home facility where:
  1. the facility is their long-term residence, and
  2. the products are for their personal use

Applicants residing in an acute or a chronic care hospital or a long-term care facility are not eligible.

Applicants must not be receiving or eligible to receive benefits from the Workplace Safety & Insurance Board (WSIB) or from Veterans Affairs Canada (VAC), Group A.

For oxygen saturation monitors (OSMs) the following criteria must be met:

• OSM's will be provided to infants/children 18 years of age or younger
• OSM's will be provided to infants/children who are at risk of a profound hypoxemic event with the inability to notify caregivers.
• OSM's must be medically prescribed and the prescription must include a discharge date from the monitor.
• The VEP will only provide OSM's prescribed by physicians associated with ADP approved hospitals or centres (see below for list of ADP approved hospitals or centres).
• OSM's including 2 probes will be sent to the prescribing hospital or centre, not directly to the client's home
• Replacement probes will be provided by the VEP as required.

The list of ADP approved hospitals or centres are as follows:

1. Bloorview Kids Rehab (Toronto);
2. Children's Hospital of Eastern Ontario (Ottawa);
3. Hamilton Health Sciences Centre (Hamilton);
4. The Hospital for Sick Children (Toronto);
5. London Health Sciences Centre (London);
6. Sunnybrook Health Sciences Centre (Toronto);
7. Kingston General Hospital (Kingston).

10. How do I apply?
You and your doctor and your health care professional (Registered Respiratory Therapist or Registered Nurse) will complete an ADP Equipment/Supply Authorization form and send it to ADP for approval.

Do not send the form to VEP as this may delay the approval process.

11. Where do I get the ventilator and related equipment?
Kingston General Hospital operates the Ventilator Equipment Pool on behalf of the Assistive Devices Program. Once the VEP has been informed that the ADP has approved the request for funding assistance, the VEP will provide you the equipment your doctor has prescribed. The VEP is a recycling program and loans the ventilators and related equipment to eligible clients for as long as required. The equipment provided may not necessarily be new.

12. Is there a cost for the loan and use of VEP equipment?
No, there is no cost for the loan of equipment to eligible clients. Clients who cease to meet the eligibility criteria or no longer require the ventilator/equipment must return it to the VEP.

Clients are expected to participate in the troubleshooting of equipment-related calls and, agree to adhere to the equipment maintenance schedules including equipment disinfection.

13. Must I return the VEP ventilator / equipment if I am admitted to hospital?
If the admission is due to an acute episode requiring a hospital stay of two weeks or less, the equipment need not be returned to the VEP. Hospital stays of greater than two weeks or, where a discharge date is not imminent, must be reported to the VEP. In this case, the VEP may request the return of equipment.

14. How do I get the equipment back when I am discharged from hospital?
If you are eligible to receive equipment from the VEP, your physician will complete the required documentation and submit it to the Ministry of Health and Long Term Care Assistive Devices Program.

15. What happens if there is a technical / mechanical problem with the ventilator / equipment?
The VEP provides two ventilators / bi-level positive airway pressure devices for individuals requiring ventilation for greater than 14 hours per day so you will always have a back-up ventilator.

You may contact the VEP 24 hours/day, 7 days/week for equipment related assistance. The VEP staff will assist you in troubleshooting the equipment and if necessary, make arrangements for equipment replacement.

16. What is the turn around time for equipment replacement?
The VEP routinely ships urgent equipment replacements by overnight express delivery. If the equipment is required sooner, the VEP will make all reasonable attempts to replace your ventilator / equipment as soon as possible however VEP can not guarantee same day replacement.

Along with your doctor and health care professional, develop a personalized action plan to help address an equipment breakdown or a power failure.

17. Will I be able to take the VEP equipment with me when I travel?
Yes. The VEP will continue to provide repair / maintenance services for the VEP equipment when you are travelling within the province of Ontario.

If you are travelling outside the province and have Ontario Health Insurance Plan (OHIP) coverage, the VEP will cover the costs of equipment repairs. If you are leaving for an extended period (greater than 183 days), you must contact your nearest Ministry of Health & Long Term Care office. Check the blue pages of your telephone directory under "Government of Ontario-Health Insurance".

If you are approved for extended OHIP coverage you will receive a new OHIP card with the termination date being the date of return to Ontario. When you receive your new OHIP card you must notify the VEP of your departure and return dates. A photocopy of your new OHIP card may be requested. On return to Ontario, you must again contact a Ministry of Health & Long Term Care office in order to ensure continued coverage. You will be issued another OHIP card. Should your OHIP coverage lapse, the VEP is not responsible for the costs of repairs during the lapsed period.

Any repairs must be performed by an authorized service centre and if approved, will be reimbursed at a predetermined fee schedule. To help locate an authorized service centre at your point of destination, please contact the VEP.

18. How will I be reimbursed for out of province repairs?
The original invoice and a detailed work order must be submitted to the VEP for review. If approved, the VEP will reimburse the cost of repairs at a predetermined fee schedule.