A clinician in a white coat talking a patient through his CPAP machine, with the patient record on the screen beside them.

For owners applying to register

Becoming an Assistive Devices Program vendor.

Q: Who has to be registered with the Assistive Devices Program (ADP)?

Any person or business that provides funded devices to clients and wants to invoice the ministry for them. Registration is per location and per device category, and until an executed Vendor Agreement and a Vendor Registration Number exist for a location, that location cannot provide funded devices and is not entitled to any funding.

Q: How long does registration take?

The programme's stated target is to review an application within six months of receiving all the required information. An incomplete application is returned with a letter saying what is missing, and no file is held open while you find it.

Q: Is an authorizer the same thing as a vendor?

No. A vendor is a business that holds a signed Vendor Agreement and sells the device; an authorizer is an individual registered with the programme to assess people applying for funding. For respiratory equipment the application is signed by a prescriber, a physician or nurse practitioner, and a positive airway pressure system must be prescribed by a physician registered with the programme as a prescriber of those systems.

Q: We are opening a second location. Do we apply again?

Yes, with a separate application for that location, but you stay on one Vendor Agreement: each approved location and device category is listed in Schedule B, and each location gets its own registration number, which is not transferable between locations.

Q: Does norvelle register us, or submit our claims?

Neither. Registration is between your business and the ministry, and the programme takes invoice files by email to its Financial Management Branch while stating that it supplies and supports no software for creating that file. norvelle holds the split, the approval number, the payer invoice and the money.

Q: What does the programme pay once we are registered?

For respiratory equipment it pays 75% of its approved price directly to the business that sold the equipment, and the client pays the remaining 25% to that same business. Where the client receives Ontario Works, the Ontario Disability Support Program or Assistance for Children with Severe Disabilities, the programme pays 100% of the approved price and the invoice carries that benefit code.

The Assistive Devices Program (ADP) is the Ontario Ministry of Health programme that funds respiratory equipment, and only a registered vendor may invoice it. Here is what registration asks of a business, in the programme's own words.

Book a demo See the six steps

One application per location A signed Vendor Agreement A registration number per site

Registration, step by step

Six steps from reading the manuals to a registration number.

Registration is at the ministry's discretion, and sending an application does not imply approval. The programme aims to review an application within six months of receiving everything it asked for.

1

Read the manuals you will be bound by

The Policies and Procedures Manual for the Assistive Devices Program and the Respiratory Equipment Policy and Administration Manual are incorporated into the Vendor Agreement, so they are contract terms, not background reading. The blank Vendor Agreement is published for that reason.

2

Get the business itself in order

A permanent business location in Ontario that is open to the public and accessible under the Accessibility for Ontarians with Disabilities Act, 2005. A business registered with Service Ontario, with confirmation of the registration from the Canada Revenue Agency. A separate application for every location where you intend to sell devices.

3

Collect the owner and insurance documents

Every owner and board member provides a Level 2 criminal record and judicial matters check and government-issued photo identification, with the copy attested by a notary or lawyer. The business provides an insurance certificate: commercial general liability on an occurrence basis of not less than $2,000,000 per occurrence, from an insurer rated B+ or better by A.M. Best, naming the Crown as an additional insured, with a cross-liability clause and 30 days written notice of cancellation.

4

Meet the respiratory category requirements

For respiratory equipment and supplies, staff trained in the use of the listed devices you sell and able to instruct clients on use, care and maintenance, plus letters from every manufacturer of respiratory equipment and supplies you carry. Home oxygen therapy adds regulated health professionals on staff, a questionnaire and attestation inside the application, and vulnerable sector screening every five years for the employees who would serve clients.

5

Submit the application

The Vendor Registration Application is an interactive PDF: the business and location form, the device category form that opens with it, and the confirmation of payment instructions with a voided cheque. Completed applications go to [email protected], and the programme also requires original signatures printed, signed, dated and mailed to its Registration Unit in North York. An incomplete application is returned and no file is held open.

6

Sign the Vendor Agreement and get your number

If the programme accepts you, it emails the Vendor Agreement. You print two copies, sign both with original signatures and return them. A Vendor Registration Number is then issued for each location, covering the categories that location is registered in. Until the executed agreement and the number exist, a business is not registered, cannot provide funded devices and is not entitled to any funding.

What the vendor agrees to

The obligations that come with the number.

One agreement covers every location you hold; each approved location and device category is listed in its Schedule B.

Follow the manuals

The Vendor Agreement, the programme manual and the device-specific manual are the terms. The programme reserves the right to revise them, and the current version is the one that binds.

Report changes within 10 days

A change of legal or operating name, location, email or telephone goes to the programme by email within ten days. A change of legal name is a material change and will likely need a new application, and a change of ownership needs the full application form again.

Keep the insurance alive

Coverage stays in force for the whole term at the vendor's expense, never below the required minimums, with an updated certificate sent to the programme immediately on any change.

Keep the qualified staff

Where a category requires a qualified or licensed employee, the programme is told immediately if that person leaves or loses their registration with their association or college.

Supply the devices yourself

Devices are provided directly by the vendor. Subcontracting or assigning that work, or the money owed under the agreement, needs the ministry's prior written consent. A vendor may refuse to supply a device for safety reasons, telling the prescriber and the authorizer immediately.

Hand over the warranty, and the records duty

The manufacturer's written warranty goes to the client at the time of purchase, and the programme contributes nothing toward repairs. Client information is treated as confidential and kept, moved and disposed of securely, with staff told what that means.

What every claim must carry

Sixteen data items, and the rules around them.

An invoice goes to the ministry's Financial Management Branch only after the client has the device.

Who, which claim, which invoice

Your vendor registration number, the claim number, the last four digits of the client's health number, a vendor invoice number never used before, the invoice date and the delivery date. Home oxygen adds a service start date and a service end date.

Which device, and how much

The device code, the serial number where the category requires one, device placement, the quantity, the unit price, the programme's portion and the client's portion. Serial numbers are required for respiratory equipment and supplies.

Components on their own lines

Components or parts that have their own product manual number are itemised separately rather than rolled into the device line.

The benefit code

A code saying which programme the client is on: the Ontario Disability Support Program, Ontario Works, Assistance for Children with Severe Disabilities, or none of them. Home oxygen adds codes for long-term care residents, clients receiving home and community care services, and clients aged 65 or over.

Only from a registered location

A vendor cannot invoice for devices provided by a location that is not registered for that device category or not listed in Schedule B, and the client must have received the device before the invoice goes in.

By email, and inside twelve months

Invoicing information moves as a data file attached to an email. An invoice whose delivery or service date is more than twelve months before the branch receives it is stale-dated and is not processed. Payment comes back by electronic funds transfer to the business bank account.

What the clinic has to keep

The file the programme expects to find.

The programme is not present at the sale, so the proof that the client received the device lives at your location.

A signature on every invoice

An original client signature with its date, on or included with every invoice on file at the vendor location, as proof of delivery.

The accepted alternatives

For a delivery, a signed and dated delivery receipt attached to the invoice, legible, carrying the invoice number and co-signed by the vendor. For an invoice raised after the fact, a signed statement of receipt. For a shipment, the carrier's document signed by the client. An agent may sign for a client, and a vendor or authorizer cannot be that agent.

The agreement at every location

A full copy of the executed Vendor Agreement at each registered location, and the vendor is responsible for its staff at that location working to the programme's policies.

Records that reach back three years

If the agreement ever ends, the reconciliation report asks for unpaid claims and approved or in-process applications from the past twelve months, every refund and credit from the last three years, and remittances from the last three months. That is the retention the report assumes.

Enough to answer a review

The programme reviews approved claims and looks at vendor patterns, including whether a vendor follows the replacement and pricing policies and whether a relationship with a manufacturer or distributor creates a conflict of interest.

Where norvelle sits

norvelle is software a vendor buys. It is not part of the programme, does not act for the ministry and sends nothing to it. It holds the programme's share and its coverage rule, the approval or claim reference, the payer invoice, the patient remainder, and a funding-audit signature declaration printed on the invoice.

Questions applicants ask.

Who has to be registered with the Assistive Devices Program (ADP)?

How long does registration take?

Is an authorizer the same thing as a vendor?

We are opening a second location. Do we apply again?

Does norvelle register us, or submit our claims?

What does the programme pay once we are registered?

Sources

Captured 2026-10-18. Every programme fact on this page was read from the Ontario Ministry of Health's own published pages and manuals on that date. Programme rules change: check the source before you rely on it.

Who must register, registration at the programme's discretion, premises in Ontario open to the public, one application per location, the Vendor Agreement signed in two copies with original signatures, Schedule B, the Vendor Registration Number per location and its use on correspondence, forms and invoices, and the copy of the agreement held at each location: Policies and Procedures Manual for the Assistive Devices Program, policies 600 and 601, files.ontario.ca/moh-adp-policies-and-procedures-manual-assistive-devices-program-2023-07-01.pdf (July 2023).
What the vendor agrees to: the same manual, policies 602 (manuals, notification within ten days, insurance, staff qualifications), 655 (devices provided directly, subcontracting only with written consent), 660 (refusal to supply for safety reasons), 665 (the manufacturer's written warranty handed to the client), 670 (no programme contribution to repairs), 700 (personal health information) and 410 (claims verification and review).
The sixteen essential invoice data items, serial numbers required for respiratory equipment and supplies, separate itemisation of components with their own product manual number, and the benefit codes: the same manual, policies 915.01 to 915.04. Delivery before invoicing and no invoicing from an unregistered location or category: 920.00 and 920.01. Email submission of the invoice file, and the programme supplying and supporting no software for creating it: 920.02 to 920.04. Payment by electronic funds transfer: 940. Twelve month stale-dating: 945.
An original client signature and date on or with every invoice on file at the vendor location, the accepted alternatives and the rules for an agent: the same manual, policy 935. The reconciliation report's twelve month, three year and three month lookbacks: policy 685.01.
Business registration confirmed by the Canada Revenue Agency, the Level 2 criminal record and judicial matters check and attested photo identification for owners and directors, the insurance requirements including $2,000,000 per occurrence and the A.M. Best rating, premises accessible under the Accessibility for Ontarians with Disabilities Act, 2005, staff trained in the respiratory devices carried, letters from every manufacturer of respiratory equipment and supplies carried, and the home oxygen therapy requirements including vulnerable sector screening every five years: Guide to Vendor Registration Requirements for New Vendors, ontario.ca/files/2026-04/moh-adp-vendor-registration-guide-en-2026-04-30.pdf (April 2026).
The application forms, submission by email to [email protected], original signatures mailed to the Registration Unit at 5700 Yonge Street, the six month target for reviewing an application, reporting a change within 10 days, and a new application for a change of ownership: ontario.ca/document/assistive-devices-program-health-care-professionals/register-authorizer-or-vendor (page updated 2026-04-30).
75% of the approved price paid to the business that sold the equipment, the client's 25%, and 100% for recipients of Ontario Works, the Ontario Disability Support Program or Assistance for Children with Severe Disabilities: ontario.ca/page/respiratory-equipment-and-supplies (page updated 2026-02-18).
The prescriber who signs for respiratory equipment, and the physician registered as a prescriber of positive airway pressure systems: Respiratory Equipment Policy and Administration Manual, policies 110.09, 300 and 300.03, ontario.ca/files/2024-11/moh-adp-policy-and-administration-manual-respiratory-equipment-2024-11-08.pdf (July 2024).

Registered, and now billing it.

See the programme share, the approval number and the patient remainder land on one invoice.

Book a demo See Assistive Devices Program billing