Successful Equipment Justification in 10 Steps: Are the Needs of the Client Worth the Investment?

Embrace Client-Centred Reporting

Your documentation should revolve around the client's unique needs and goals. Highlight how the recommended equipment will enhance their daily life and independence. This approach shifts the focus from cost to value, making your case more compelling.

Provide Robust Clinical Reasoning

Offer a detailed explanation of why the equipment is necessary, including:

• An assessment of the client's current abilities
• How the equipment addresses specific performance challenges
• The equipment's role in the overall treatment strategy

Emphasise Medical Necessity

Clearly articulate how the equipment and its specific features directly relate to the client's diagnosis and medical needs. Explain how it will prevent complications and support their overall health and well-being.

Highlight Long-Term Benefits

While initial costs may seem high, emphasise the long-term advantages:

• Potential reduction in future healthcare expenses
• Increased independence, possibly reducing caregiver needs
• Prevention of secondary health issues
• Ease of adjustability, cleaning and maintenance for caregivers
• Expected lifetime of the piece of equipment and length of warranty
• Not just a single-use piece of equipment – it can be reused for multiple clients

Incorporate Objective Data

Support your recommendations with concrete data from assessments and evaluations. This might include functional ability scores, range of motion measurements, or results from standardised tests.

Address Alternatives (crucial!)

Show that you've explored other options. Explain why the recommended, specific piece of equipment is the most suitable choice for this particular client.

Predicted Consequences

What are the predicted consequences of NOT receiving the equipment eg, if this piece of equipment is not provided, this will increase the risk of the development of pressure injuries, chest infections, breathing difficulties, falls, etc.

Align with Funding Requirements

Familiarise yourself with the criteria used by potential funding sources. Tailor your documentation to address these specific requirements.

Successful Past Experience

State any positive outcomes of using this equipment for similar cases in the past.

Manufacturer Advice

Gather any clinical evidence or research regarding this product. A quality manufacturer or equipment provider will be able to provide you with research or clinical evidence. They may be able to share examples of the equipment working for other patients with similar conditions or presentations.

Involve the Client

Document the client's input and preferences. This demonstrates that the recommendation is personalised and aligns with their goals.

Be Brave!

You are the voice of your client, and you advocate on their behalf to ensure their needs are met. Have conviction!

By following these guidelines, you can create comprehensive, well-justified documentation that supports your equipment recommendations and increases the likelihood of securing necessary funding. Remember, the key is to paint a clear picture of how the equipment will significantly improve your client's quality of life, functional abilities, independence and will help them meet their personalised goals.