Surety Bond & Policy File Upkeep

Stay compliant with CMS by tracking, updating, and storing your bonds and policy documents—before they expire.

volume handled

2,200+ DMEPOS surety bonds tracked and maintained

success rate

97% of clients avoid CMS filing delays due to lapsed bonds

years of experience

30+ years managing Medicare supplier policy documentation

Don’t Let Expired Bonds Jeopardize Your Medicare Billing Privileges

All Medicare-enrolled DMEPOS suppliers are required to hold an active $50,000 surety bond per NPI. Missing, expired, or mismatched bond details are one of the top reasons CMS delays or denies PTAN issuance and revalidation. In addition to maintaining an active bond, DME suppliers must keep clear records of their operational policies, standard operating procedures, and staff compliance agreements.

We help you track every expiration, upload new policies into Lavear, and keep an audit-ready digital trail for CMS reviewers and accrediting bodies alike.

PTAN (Provider Transaction Access Number)

A PTAN is the Medicare-issued number that allows DMEPOS suppliers to bill for services.

PECOS Linkage

To activate and manage your PTAN, your enrollment information must be correctly listed and maintained in the PECOS system.

Why CMS-855S Matters

The CMS-855S form is how new and existing suppliers apply for a PTAN and keep their PECOS records accurate and up to date.

Avoid Penalties, Delays, and Medicare Revocations

Penalties, claim delays, and Medicare revocations often stem from missed renewals or compliance oversights. We monitor critical deadlines and keep your documentation survey-ready so your revenue and accreditation stay protected.

Common Filing Mistakes

Lapsed Surety Bonds
Even one day of expired bond coverage can result in billing suspension or application rejection.
Missing Policy Proof
Not having documented SOPs or employee policy signatures is a red flag during CMS site visits and accreditation surveys.
Inconsistent Documents
Submitting outdated or mismatched policy manuals can delay approval for revalidation or change of ownership filings.

What’s Included in Our Bond & Policy File Oversight?

Bond Tracking & Verification

We store surety bond certificates in your Lavear dashboard and verify that the issuing company is CMS-approved and active.

Expiration Reminders & Reissuance Support

We notify you before your bond expires and coordinate reissuance directly with your insurance provider.

Policy Document Vault

Store and version-control your most critical policies—from HIPAA and infection control to delivery procedures and staff conduct forms.

CMS-855S & Revalidation Linkage

We ensure your bond information and policy attestations are correctly attached to enrollment forms or PTAN reactivations.

Our Bond & Policy Oversight Process

01. Upload & Validate

We collect current surety bonds and policy documentation, ensuring all information matches your CMS-855S and PECOS data.

Secure Storage

Every file is stored inside your Lavear account with audit logs and version history for CMS or accreditor reviews.

02.

03. Expiration Alerts

We send proactive reminders 60, 30, and 10 days before any bond or policy expiration, so nothing lapses.

Revalidation-Ready Export

Generate a full documentation package for revalidation, change of information, or survey preparation with one click.

04.

Benefits of Active Surety Bond & Policy File Management

Compliance made simple—with nothing falling through the cracks.

Avoid Medicare Holds

An active bond on file ensures your PTAN stays valid during audits and revalidations.

Stay Survey-Ready

Updated policies are required for ACHC, BOC, CHAP, and Joint Commission accreditation.

Track Everything in One Place

Lavear serves as your real-time, digital command center for bonds, policies, SOPs, and HR documents.

Let’s keep your bond coverage and policies airtight—for CMS, payers, and auditors alike.

Let's Talk Compliance

Frequently Asked Questions About Surety Bonds & Policy File Upkeep

Who needs a DMEPOS surety bond?

All Medicare-enrolled DME suppliers, except for physician-owned practices and certain government entities, must carry a $50,000 surety bond per NPI.

What happens if my bond lapses?

You risk CMS deactivation, loss of billing privileges, and delayed revalidation or new enrollments.

Does CMS accept digital bond copies?

Yes—scanned and notarized PDF copies are acceptable as long as they’re from CMS-approved surety providers.

How do I track expiration and reissue dates?

We monitor expiration dates and handle communication with your bond provider to reissue certificates on time.

What types of policies must be kept on file?

Required policies include staff training agreements, HIPAA protocols, delivery logs, infection control procedures, and emergency preparedness plans.