Ordering donor milk

All donor human milk (DHM) is dispensed by a physician order (inpatient) or prescription (outpatient). Once a healthcare provider has requested donor milk for a patient, the following steps should be taken:

Ordering for inpatients

  1. If this is the first time your department is ordering, please call us at 512-494-0800 (or toll-free 1-877-813-6455) between 9 a.m. and 5 p.m., Monday through Friday. If you have ordered previously, please fax your order to 512-494-0880 or email it to info@milkbank.org.
  2. Obtain purchase order number from your hospital.
  3. Obtain hospital’s FedEx number for shipping.
  4. Contact us with specific information:
    • type of milk needed (20Kcal/oz., 22 Kcal/oz., or 24 Kcal/oz.)
    • amount of milk needed this week
    • purchase order number
    • specific address where milk should be shipped (specify dept. and floor)
    • person who will receive the milk (this may be general, such as the NICU secretary)
    • contact name and address to whom bill should be sent
    • FedEx number of hospital under which shipments should be sent

Shipping and delivery: Orders should be placed by 3 p.m. on Tuesdays. We ship milk on Wednesdays, for arrival Thursday morning. If there is an urgent need for milk on another day, we can alter this schedule.

Ordering for outpatients

The following are responsibilities of the prescribing provider:

  1. Fax the prescription and a letter describing medical necessity. The prescription should include:
    • name and birth date of recipient
    • amount of milk needed per day or week
    • number of refills allowed
    • prescriber’s name, address, fax, and phone number
  2. In the letter describing medical necessity, include the diagnosis of the recipient that warrants donor human milk and the DRG code for this diagnosis.
  3. Ask a family member of the patient to call the Milk Bank to provide contact and insurance information.

Note: Medicaid clients require specific forms to be completed by their physician. Milk Bank staff will fax these forms to the physician once an order for DHM has been received. They must be completed, signed, and returned to the Mothers’ Milk Bank before the recipient can receive milk.

Outpatient family responsibilities

Call the Milk Bank with the following information:

  • name of primary contact for the patient
  • address and phone number of above
  • name and phone number of prescribing physician
  • patient’s insurance information or Medicaid number (if applicable)

It is the responsibility of the outpatient’s family or guardian to contact the Milk Bank by 3 p.m. each Tuesday, to confirm that an order is needed. Milk will not be shipped otherwise.

Currently hospitalized infants

If the baby is an inpatient on donor milk who is being discharged, we recommend that you ask the hospital to send the baby home with enough milk to feed the baby until our shipment arrives. If the baby is in Austin, the milk can be picked up at the Milk Bank immediately on discharge, as long as the Milk Bank has received the prescription and necessary paperwork.