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On January 15, 2026, CMS announced that there are two new site verification service contractors. Beginning January 3, 2026, the new contractors will be:

• East: Arch Systems, LLC
• West: Signature Consulting Group

Until February 14, 2026, outgoing contractors may continue performing site visits:

• East: Palmetto GBA and its subcontractors:
  • Overland Solutions, Inc., an affiliate of EXL
  • Information Discovery Services
  • Compliance Review, Inc.
  • National Creditors Connection, Inc.
• West: Deloitte Consulting, LLP and its subcontractors:
  • Nationwide Management Services, Inc.
  • CSI Companies, Inc.
  • Arthur Lawrence Management, LLC
  • Computer Evidence Specialists, LLC

CMS conducts authorized enrollment site visits to verify operational status. Site visit inspectors carry a photo ID and CMS-issued letter of authorization that you may review but not retain or copy.

Site visits are unannounced and may take place during initial enrollment, revalidation, reactivation, or the change of information process, or at any other time as deemed necessary. Supplier standard 30 requires the location to be accessible for at least 30 hours per week unless otherwise exempt by supplier type.

Site visits are conducted by two separate CMS contractors. One contractor conducts site visits in states east of the Mississippi River and the other, west of the river. Each contractor uses subcontractors to perform inspections. Regardless, an authorized site inspector will have photo identification and a signed letter on CMS letterhead authorizing the individual to conduct the visit. Suppliers may not request copies of the photo identification or CMS letter. In addition, the inspector will have a camera to take various pictures of the facility, sign, inventory, etc. The inspector will have a questionnaire to complete based on the supplier standards. If there are any concerns with regards to the validity of the inspector, please contact your respective NPE, Palmetto GBA, or Novitas Solutions.

Generally, two attempts are made. If an attempt is made outside of the posted hours of operation, a subsequent attempt will be made during the posted hours. However, if on the first attempt, the inspector finds the facility is still under construction, finds other obvious indications the facility is not a true operating location, or finds there is no visible sign or office hours posted, the site inspector will not make a second attempt, and the NPE will be notified the site visit could not be completed. If a site visit is refused or unable to be conducted, the supplier is subject to the denial/revocation of Medicare billing privileges.

The hours of operation indicate when a supplier is open and available. During these hours, a beneficiary, CMS, or its agent should be able to visit the facility. If a supplier closes for lunch, this needs to be stated as well. If your posted hours state you are open from 9 a.m. to 5 p.m., an employee should be available for the entire time.

The inspector may also ask to review beneficiary files to determine compliance with certain supplier standards. However, the site inspector should never take, copy, or photograph beneficiary files. Please notify the NPE immediately if the site inspector requests to take or copy beneficiary files.

The inspector will take pictures of the inventory and ask questions about the inventory. If a supplier stores inventory at an off-site location, the supplier should tell the inspector and advise of the address. If the supplier does not have any inventory, the inspector may ask for a contract.

Please note, the inspector is there to gather information only and not to determine compliance. The site visit results, along with all enrollment documentation, will be reviewed by the NPE to determine supplier compliance.

During your site inspection, the site inspector may ask for copies of documents to ensure compliance with the Medicare DMEPOS Supplier Standards. Listed below are some of the compliance documents that may be requested during the site inspection. Depending on the supplier type and findings during the site visit, the site inspector may request additional information or documentation not listed below.

• Licensure – Any federal, state, and local licensure required to operate your business (Supplier Standard 1)
• Insurance – Certificate of General Liability Insurance showing NPWest as the certificate holder with our address of PO Box 100142 Columbia, SC 29202 (Supplier Standard 10)
• Inventory – Credit Agreements or Invoices (Supplier Standard 4)
• Complaints – Complaint resolution protocol and complaint log/form (Supplier Standards 19 and 20)
• Warranty Coverage Notification (Supplier Standard 6)
• Rent/Purchase Option Notification (Supplier Standard 5)
• Ownership/Management – Listing of all owners/management to include names and titles (Supplier Standard 17)
• Surety Bond Agreement (Supplier Standard 26)
• Accreditation Information (Supplier Standard 22)
• Instructions – Documentation for written instruction/information on beneficiary use/maintenance of supply  (Supplier Standard 12)
• Oxygen Licensure – A supplier must obtain oxygen from a state-licensed oxygen provider. The supplier must be able to submit a copy of that provider’s state oxygen license if requested. (Supplier Standard 27)

In addition, the site inspector may ask for additional information to be submitted providing proof of the following:

• Signage – Business sign with company name and hours of operation are required to be posted. (Supplier Standard 7)
• Accessibility to Physical Site – Physical location must meet all federal accessibility guidelines. (Supplier Standards 1 and 7)

Did You Know? 

Did you know that The van Halem Group has an enrollment expert available to assist you with your enrollment needs? Our enrollment support services include assistance with updates and changes to your enrollment record, completing a new enrollment application, or assisting with PTAN deactivations and revocations. Contact us today to learn how we can help you maintain enrollment compliance!