At a Glance
- Fax is the preferred referral method: Send patient referrals and supporting documentation to (719) 696-8548.
- A prescription may not be enough: Most referrals also need patient demographics, insurance information, clinical notes, medical necessity documentation, and a defined length of need.
- Measurements matter: Height, weight, product sizes, wheelchair seating measurements, catheter sizes, or ostomy product information may be required.
- Golden Gate reviews the complete order: Our team checks documentation, benefits, product availability, coverage requirements, and whether prior authorization is needed.
- We manage applicable PAR requests: Golden Gate Medical Supply prepares the authorization request and works with the referring office when more information is required.
- Recurring supplies can be coordinated: Established patients may receive recurring shipments after monthly confirmation of continued need and current documentation.
- Coverage is never assumed: Being able to bill a particular insurance company does not mean every plan, product, diagnosis, quantity, or request will qualify.
Healthcare providers completing DME referrals in Colorado need a supplier that can do more than receive a prescription. The supplier must review the requested equipment, determine what documentation is still needed, verify the patient’s benefits, confirm that the product is available, and explain the next step to the patient and referring office.
Golden Gate Medical Supply works with physicians, nurses, medical assistants, discharge planners, case managers, therapy practices, assisted living communities, hospitals, and other healthcare organizations. Our goal is to help providers move appropriate patient orders forward while reducing avoidable delays caused by missing clinical or insurance information.
A referral does not guarantee coverage, prior-authorization approval, inventory availability, or a particular fulfillment date. It begins a review process that determines whether the requested equipment or supplies can be dispensed safely and billed correctly.
A Local DME Partner That Helps Keep Orders Moving
Large national suppliers may be appropriate for some patients, but many referring offices value being able to contact a local team that knows the order and can explain what is missing. Golden Gate Medical Supply gives Colorado providers and patients a local point of contact for documentation questions, insurance verification, product coordination, pickup, delivery, and selected shipping needs.
Our goal is to move a straightforward and complete referral toward dispensing within approximately two days when possible. That timeline is a goal rather than a guarantee because inventory, payer requirements, prior authorization, measurements, product selection, clinical documentation, and delivery arrangements can all affect how quickly an order is completed.
We would rather explain what is delaying an order than promise a date that has not been verified. When information is missing, our team works with the provider to identify the specific documentation or clarification needed to continue.
The broader purpose of the relationship is simple: help the patient receive equipment or supplies that support greater comfort, safety, mobility, independence, and quality of life.
Medical Equipment and Supplies Available for Referral
Golden Gate Medical Supply reviews referrals across a broad range of durable medical equipment and recurring supply categories. Product availability, payer participation, documentation requirements, and coverage are confirmed for each individual request.
Referral categories may include:
- Manual wheelchairs
- Power wheelchairs
- Walkers and rollators
- Hospital beds
- Patient lifts
- Bedside and patient-room equipment
- Bathroom safety equipment
- Wound-care supplies
- Urology and catheter supplies
- Ostomy supplies
- Compression garments
- Incontinence supplies
- Orthotics and supports
- Breast pumps
- Limited enteral products, such as gravity bags or similar supplies, when available and appropriate
This list represents the types of referrals our team can evaluate. It should not be treated as a guarantee that every model, brand, size, HCPCS code, quantity, or insurance arrangement can be fulfilled.
Providers who are unsure whether we can process a particular item should contact Golden Gate Medical Supply before sending extensive records. A brief general inquiry can help determine whether the request is within our current product and billing capabilities.
Why Healthcare Providers Choose Golden Gate Medical Supply
A useful DME supplier relationship should make it easier for the provider to understand where an order stands. It should also give the supplier a reliable way to request clinical information without repeatedly starting the referral process over.
| What providers need | Golden Gate Medical Supply’s approach |
|---|---|
| Access to a real team | Providers can call, email general questions, or fax an order-status request |
| Clear documentation follow-up | We identify missing orders, notes, measurements, dates, insurance information, or clinical details |
| Insurance verification | Benefits and applicable coverage requirements are reviewed before fulfillment |
| Colorado Medicaid experience | Our team reviews Health First Colorado documentation and manages applicable PAR submissions |
| Local patient support | Eligible orders may be picked up at our Pueblo store or delivered locally |
| Equipment setup | Larger equipment may include local delivery and setup when applicable |
| Recurring supply coordination | Established recurring orders can be reviewed and confirmed with the patient monthly |
| Flexible fulfillment | Selected smaller supplies may be shipped when the product, payer, destination, and logistics allow |
| Honest timelines | Our goal is efficient dispensing, but we do not promise completion before requirements are verified |
The goal is not to claim that every referral will move faster than it would through another supplier. The goal is to provide responsive communication and help the referring office understand what must happen before the order can be completed.
How to Refer a Patient
At this time, fax is the preferred method for referrals containing patient information, prescriptions, insurance records, and clinical documentation. Fax the complete referral to (719) 696-8548.
The general referral process is:
- Submit the patient and requested product information. Include the prescription or written order, patient demographics, insurance information, clinical documentation, and any available measurements or product specifications.
- Golden Gate reviews the referral for completeness. Our team checks whether the order contains enough information to evaluate the requested item.
- Benefits and coverage requirements are reviewed. We determine whether we may be able to bill the patient’s plan and whether additional payer requirements apply.
- The provider is contacted when information is missing. We may request updated office notes, signatures, diagnoses, measurements, length-of-need dates, quantities, frequencies, or other details.
- The patient is contacted about the next step. Depending on the order, this may involve coverage information, measurements, product selection, cost, pickup, delivery, or shipping.
- Prior authorization is submitted when required. Golden Gate prepares the applicable request using the provider’s signed order and supporting clinical records.
- The order is prepared after the requirements are satisfied. Equipment or supplies are dispensed only after the necessary medical-necessity, documentation, product, and payer conditions have been reviewed.
Golden Gate Medical Supply does not bill an insurance claim before dispensing the applicable equipment or supplies. Our team first confirms that medical necessity and other requirements are supported, then completes fulfillment and billing in the appropriate order.
Documentation That May Be Needed
Documentation requirements vary by product, payer, diagnosis, quantity, and whether the item is being purchased, rented, replaced, or supplied on a recurring basis. Sending a complete referral at the beginning gives the order the best opportunity to move forward without repeated delays.
A DME referral may require:
- A signed prescription or written order
- Patient name, date of birth, address, and contact information
- Current insurance information
- Copies of applicable insurance cards
- Relevant diagnoses
- Recent office or visit notes
- Clinical records supporting medical necessity
- A clearly documented length of need
- Requested quantity and frequency
- Height and weight
- Product measurements or specifications
- Wheelchair seating measurements when applicable
- Catheter size and type
- Ostomy measurements or existing product numbers
- Compression or orthotic measurements
- Details about equipment currently owned or previously supplied
- Prior authorization information, when already available
- Provider signature and date
- A reliable provider-office contact for follow-up questions
Not every referral requires every item on this list. Our team reviews the specific request and explains what is still needed.
Why a Prescription Alone Is Often Not Enough
One of the most common referral problems we see is receiving only a prescription. The prescription identifies what the provider is ordering, but it may not establish why the patient meets the applicable medical-necessity or coverage requirements.
CMS DMEPOS documentation guidance explains that Medicare DMEPOS claims generally rely on a written order along with supporting medical-record information, correct coding, and proof of delivery. Certain items may also have additional face-to-face, written-order-before-delivery, or prior-authorization requirements.
Health First Colorado also maintains a detailed DMEPOS billing manual that outlines covered benefits, documentation expectations, limits, and authorization requirements. The exact rule depends on the requested code and the patient’s circumstances.
A complete referral therefore needs to connect the requested item to the patient’s medical condition and functional needs. Office notes should explain the relevant limitations, symptoms, diagnoses, prior interventions, home-use needs, and reason the requested equipment or supplies are medically necessary.
Length of Need Should Be Clearly Documented
Length of need is frequently omitted from otherwise usable referrals. Golden Gate Medical Supply needs a defined beginning and ending period when the product, rental, recurring supply, or authorization requires one.
Providers should document the length of need using clear dates whenever possible. For example, the order may identify a beginning date and an expected ending date rather than using vague wording that does not establish the requested coverage period.
This information is especially important for capped monthly equipment, recurring supplies, rentals, and prior-authorization requests. An incomplete or missing length of need may prevent the order from being billed or submitted for authorization properly.
When the need is expected to continue for an extended period, the provider should document that expectation in the form required for the particular payer and product. Golden Gate can help clarify what the order needs after reviewing the referral.
Measurements and Product Specifications
Measurements help ensure the patient receives equipment or supplies that are appropriate for their size and use. Height and weight are commonly needed for many types of durable medical equipment and should be included whenever they are relevant to the requested item.
Wheelchair referrals generally need the patient’s weight. When the appropriate seat width is uncertain, a seated hip-width measurement may also be needed to select the correct wheelchair size.
Other category-specific information may include:
- Catheter French size, length, style, and applicable features
- Ostomy measurements, pouching-system details, or current product SKUs
- Compression-garment measurements
- Orthotic size and laterality
- Requested hospital-bed or patient-lift specifications
- Mobility-equipment dimensions or weight capacity
- Breast-pump order information
- Wound dimensions and dressing requirements when applicable
Providers should send available measurements and known product details with the original referral. Golden Gate may still contact the provider or patient when additional fitting or specification information is needed.
Prior Authorization and the Colorado PAR Process
Some Health First Colorado products and procedure codes require prior authorization before they can be dispensed and billed. The requirement depends on the item, code, benefit limit, diagnosis, and current state guidance.
Golden Gate Medical Supply handles the applicable PAR process after receiving the necessary provider documentation. Our team prepares and submits the request, monitors its status, and contacts the referring office when the reviewer requests additional information.
The provider’s role is to supply accurate clinical documentation, including:
- A signed and dated order
- Relevant diagnoses
- Current medical records
- Office notes supporting medical necessity
- Measurements and specifications
- Length of need
- Quantity and frequency
- Responses to additional clinical questions
When a request is denied because the documentation does not establish the required criteria, Golden Gate may help identify the missing information. When the payer’s process permits, we may also request reconsideration or peer-to-peer review using additional information from the treating provider.
A denial does not automatically mean the patient has no medical need. It may mean that the records submitted did not contain the specific information the reviewing organization required.
The Colorado Prior Authorization Request Program administers prior authorization for selected Health First Colorado benefits, services, equipment, and supplies. Approval remains the decision of the applicable payer or reviewing organization rather than Golden Gate Medical Supply.
Insurance Plans We Work With
Golden Gate Medical Supply reviews referrals under several insurance pathways. Participation, network status, benefits, secondary coverage, and product eligibility must be verified for the individual patient.
Current billing pathways may include:
- Original Medicare
- Health First Colorado
- Certain Medicare Advantage or dual-eligible plans administered by Aetna
- Certain Medicare Advantage or dual-eligible plans administered by Anthem Blue Cross Blue Shield
- Certain Medicare Advantage or dual-eligible plans administered by Cigna
- Certain Medicare Advantage or dual-eligible plans administered by Humana
- Certain Medicare Advantage or dual-eligible plans administered by UnitedHealthcare
- Commercial Cigna plans
- Commercial Humana plans
- Private-pay orders when appropriate
Commercial participation is primarily through Cigna and Humana. For Aetna, Anthem Blue Cross Blue Shield, UnitedHealthcare, and other listed insurers, Golden Gate may generally need the patient to have an applicable Medicare Advantage or dual-eligible plan rather than a standard commercial policy.
Medicare Part B may cover medically necessary DME when the applicable eligibility, supplier, order, documentation, and coverage requirements are met. That does not mean Medicare covers every item requested by a provider.
Being able to submit a claim to an insurance company does not guarantee that the patient’s specific plan covers the requested product. Coverage depends on the plan, network, diagnosis, medical records, benefit rules, quantity, frequency, prior authorization, and other requirements.
Golden Gate verifies the patient’s information before promising insurance coverage. When an item is not covered, the patient may be offered another appropriate path when available, including private payment.
Recurring Medical Supply Referrals
Golden Gate Medical Supply can coordinate recurring orders for appropriate supply categories. An established patient may be placed on an automatic recurring shipment schedule when the product, payer, prescription, and patient preference support that arrangement.
Automatic scheduling does not mean supplies are sent indefinitely without review. Our team contacts the patient each month to verify that the supplies are still needed, confirm the requested quantity, and make sure the prescription and other required documentation remain current.
This monthly communication helps prevent unnecessary shipments and gives the patient an opportunity to report changes. A new prescription or updated documentation may be required when the existing order expires or when the patient’s condition, quantity, size, product, or insurance changes.
Providers should include a clear quantity, frequency, and length of need for recurring supplies. These details help Golden Gate establish the correct monthly order and evaluate applicable payer limits.
Pickup, Delivery, Setup, and Shipping
Patients may pick up eligible orders at Golden Gate Medical Supply in Pueblo. Pickup arrangements depend on the product being available and the order being ready for fulfillment.
Golden Gate also provides local delivery and setup for many larger equipment items. Hospital beds, patient lifts, and other substantial equipment may require scheduling, delivery coordination, home access information, and sufficient space for safe setup.
Selected smaller products and recurring supplies may be shipped when practical. Depending on the item and payer, shipping may be available within Colorado, to surrounding states, or nationally for selected supply categories.
Shipping is reviewed case by case. Product size, inventory, payer restrictions, destination, cost, documentation, and whether fitting or setup is required can affect whether an item is appropriate for shipment.
Checking the Status of a Referral
Healthcare providers may contact Golden Gate Medical Supply for an order update by telephone, general email, or fax. The person requesting the update should be authorized to receive information about the patient and order.
Common order-status stages may include:
- Referral received
- Initial review in progress
- Documentation needed
- Benefits under review
- Product availability under review
- Measurements or specifications needed
- Prior authorization pending
- Prior authorization approved
- Prior authorization denied
- Patient contacted
- Ready for pickup
- Delivery being scheduled
- Shipped
- Unable to fulfill
Call (719) 569-7361 for order questions. Providers may also fax a written status request to (719) 696-8548 or email a general inquiry to insurance@goldengatemedicalsupply.com.
The fastest way to receive a useful answer is to provide the patient’s identifying information through an appropriate secure method and explain which order or product is being discussed. Golden Gate may need to verify the requester’s identity or authorization before releasing patient-specific details.
Email and Protected Patient Information
The insurance email address is appropriate for general questions, such as whether Golden Gate commonly evaluates a product category, which documents are generally needed, or whom to contact about an existing referral.
Providers should not be instructed to send protected patient information through ordinary unsecured email. A healthcare organization using an approved secure or encrypted email system may follow its own privacy and security procedures when communicating with Golden Gate.
At this time, fax remains the preferred method for sending prescriptions, patient demographics, insurance records, clinical notes, and other referral documents. The referral fax number is (719) 696-8548.
Get Help Before Submitting a Referral
Providers do not need to assemble an extensive packet before asking whether Golden Gate can evaluate the requested equipment. A general question can help determine whether the product category, insurance pathway, service location, and fulfillment needs appear to fit our capabilities.
For general questions about a patient order, providers may:
- Call (719) 569-7361
- Email insurance@goldengatemedicalsupply.com
- Use the Golden Gate Medical Supply contact form
Do not include unsecured protected health information in the general contact form or an ordinary email. Use fax or another mutually approved secure method for patient records.
Submit a DME Referral
To refer a patient, fax the prescription, patient information, insurance records, clinical notes, length of need, measurements, and other supporting documentation to:
Golden Gate Medical Supply
Referral Fax: (719) 696-8548
Telephone: (719) 569-7361
General Questions: insurance@goldengatemedicalsupply.com
Location: 612 S. Union Ave., Pueblo, CO 81004
Golden Gate will review the referral and contact the provider or patient when additional information is required. Sending a complete clinical and insurance packet at the beginning gives the order the best opportunity to move efficiently toward verification, authorization, and fulfillment.
Our goal is not merely to process paperwork. It is to work with healthcare providers so patients can receive appropriate equipment and supplies that help them live more safely, comfortably, and independently.
