Renting Breathing Equipment: Costs, Checks and Return

First, the prescription

Before contacting suppliers, get the doctor's written prescription:

• The device (concentrator, cylinder, portable unit, nebuliser).
• The flow in litres per minute and hours of use for oxygen, and the medicines for a nebuliser.
• Backup needs.
• The expected duration and review date.

The supplier does not decide the flow and should not change it. See oxygen flow rates and prescriptions: what families should know. Never rent equipment on the strength of a friend's advice or an oximeter reading alone; see pulse oximeters: how they work and how to use one.

Rent or buy?

Renting suits:

• Short needs, such as recovery after an infection.
• Trial periods, to see if a device suits before purchase.
• Backup cylinders and travel units.
• Families unsure how long oxygen will be needed.

Buying may suit long-term, daily use, if the supplier is reliable and there is a service network; see oxygen concentrators: a buying and renting guide and equipment to rent vs buy checklist. Compare total cost over the expected period, including deposit, delivery, servicing, consumables and return.

Where to find a supplier

Ask the hospital, the doctor's clinic and the pharmacy for reputable suppliers. Look for one with a physical office, a landline or helpline, a clear address, licences where required and references from other families. Be wary of last-minute sellers who demand cash only, will not give a receipt, cannot say who services the equipment or push a sale instead of rental. See medical device licences and safe buying and spotting fake or poor-quality care products.

Questions to ask the supplier

About the equipment - What brand and model, and how old is it? How many hours has it run? - When was it last serviced, and who services it? - Has the oxygen concentration been tested, and can you show the reading? - Does it have alarms for power failure, low purity and low flow? - What flow range does it deliver, and can it deliver the prescribed flow reliably? - Is a backup cylinder or portable unit offered? - Which accessories are included: humidifier bottle, cannulas, masks, tubing, regulator, trolley?

About service and support - Is the helpline available around the clock, including nights, weekends and holidays? - How fast will a technician or replacement arrive in a breakdown, and is it confirmed in writing? - Is training provided at delivery, and for how many people? - Who changes filters, and how often? - What happens in a power cut or a city-wide supply crunch?

About cost - What is the rent per day, week or month, and what are the minimum periods? - Is there a refundable deposit, how much, and when is it returned? - Are delivery, installation, pick-up, servicing, electricity, consumables and taxes included? - What are the charges for late return, extra days, damage, loss or early termination? - How are cylinder refills charged: per refill, per litre or included? - Is there a surcharge for night or holiday calls?

About safety and rules - Which fire safety instructions do you give? Do they supply signs? - Are cylinders medical grade, with valid test dates? - Is the equipment licensed or certified as required? - Who is responsible if the machine fails or is damaged?

Compare at least two suppliers, and get quotes in writing.

Reading the rental agreement

Read it before you sign, and keep a copy. Look for:

• Equipment list with serial numbers and the condition at delivery.
• Rental period, start date, minimum period and renewal terms.
• Costs and what is included.
• Deposit terms: amount, conditions for return, timeline.
• Responsibilities: who services, who pays for repair, who is responsible for damage by misuse, fire or theft.
• Service promises: response times and replacement.
• Return and pick-up procedure.
• Termination terms: how to end early and any charges.
• Liability and insurance: what the supplier covers and what your own policy covers.
• Safety conditions: no smoking, no modification, no use by anyone but the patient, no lending.

Ask for anything unclear to be explained and fixed in writing. Do not sign a blank or partly filled form. Do not pay large amounts in cash without a receipt.

What to check at delivery

Insist on a demonstration with a technician present, ideally with your parent's doctor's instructions on hand. See equipment delivery, installation and aftercare.

1. Match the equipment to the agreement: model, serial number and accessories. 2. Inspect for damage: cracks, loose parts, frayed cables, broken switches, rust on cylinders, missing labels. 3. Check the machine runs and delivers gas at the prescribed flow. 4. Check the oxygen purity, if a tester is available. 5. Check the alarms: ask the technician to demonstrate the power failure alarm. 6. Read the flow meter with the technician, and have them set the prescribed flow. 7. Check filters and humidifier bottle are clean and fitted, and ask how to clean them. 8. Check the plug, socket and earthing, and ask the technician to advise on a safe place. See safe use of oxygen and electrical equipment. 9. Practise switching to backup oxygen and changing a cylinder. 10. Get a written guide and the supplier's helpline number. 11. Take photographs of the equipment's condition and serial number. 12. Get a receipt for deposit and payments. 13. Test the helpline once while the technician is present, if possible.

Refuse delivery of a faulty machine, and ask for a replacement before the first night.

Safety while equipment is in your home

• Follow the fire rules: no smoking, no flames, no oil or grease, and keep heat sources away. See using an oxygen concentrator safely at home and oxygen cylinder safety at home.
• Do not open, repair or modify the equipment. Call the supplier.
• Do not lend the equipment or use it for another person.
• Never change the prescribed flow.
• Clean as instructed: see a cleaning schedule for breathing equipment.
• Plan for power cuts: see oxygen at home and power cuts: a backup plan.
• Keep the contact numbers by the machine.
• Report faults at once, not after a week.
• Keep the equipment safe from children, pets, pests, dampness and water.
• Keep records: date of delivery, service visits, problems and calls.

During the rental

• Check the equipment daily: gauge, alarm lights, tubing, filters, humidifier water.
• Note service visits and ask the technician to sign.
• Ask for a review with the doctor as the rental period nears its end, to decide whether to extend, reduce or stop. Do not extend simply by default, and do not return the equipment without medical agreement if your parent still needs it.
• Keep payments up to date and keep receipts.
• Raise issues early, in writing if possible.

Ending the rental and returning equipment

1. Confirm with the doctor that oxygen or the device is no longer needed, or that a replacement is in place, before the equipment leaves. Never leave your parent without oxygen. 2. Give the supplier notice as the agreement requires, and agree a pick-up date and time in writing. 3. Clean the equipment lightly: wipe the exterior, remove personal accessories such as the cannula and mask (which are usually yours to discard or return, as agreed), and empty the humidifier. 4. Gather all parts listed in the agreement. 5. Record the condition with photographs at pick-up, and note the cylinder gauge and any damage. 6. Get a signed return receipt stating the date, the equipment and its condition. 7. Settle the account: confirm final charges, and request the deposit refund in writing with a date. Follow up if it is late. 8. Dispose of consumables appropriately.

If a dispute arises over damage, deposit or charges, refer to the agreement and your photographs, escalate to the supplier's management, and consider consumer forum or helpline channels if needed. See equipment returns, warranty and servicing.

Common pitfalls

• Verbal promises that are not in writing.
• Unclear deposit terms.
• Used or poorly maintained machines passed off as good.
• No night support.
• Cylinders without valid test dates or proper labels.
• Renting too small a machine, or without backup.
• Keeping equipment too long out of habit, or returning it too early without medical agreement.
• Cash payments without receipts.
• Letting unknown technicians "adjust" the flow.
• Ignoring alarms.

When to ask a professional

Ask the doctor which equipment, flow, duration and backup are needed and when to review. Ask the hospital discharge team or a nurse for supplier recommendations and to watch the training. Ask the supplier's technician for hands-on teaching. Call the doctor if breathlessness worsens or readings fall below the target. Call 112 for severe breathlessness, blue lips, confusion, chest pain, fire or equipment failure with no backup.