For Independent durable and home medical equipment suppliers, including CPAP and respiratory resupply, oxygen, and mobility
Catch DME rentals still billing after pickup or past their cap
A driver picks up a hospital bed or an oxygen concentrator, but the pickup is not closed in the system, and the rental keeps billing. Or a capped rental reaches the point where ownership transfers and nobody updates the record. Either way you end up refunding payers and reworking claims.
What it can cost you
Example: 5 pickups a month not closed x 2 months of rental billing x $120 = $1,200 a month in refunds and rework.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Matches completed pickup tickets from delivery against rentals still active in billing.
- Flags capped rentals nearing the month when ownership transfers.
- Flags swapped or returned serial numbers still billing on the old item.
- Flags oxygen and other rentals whose recertification or new order date has passed.
- Flags active rentals with no claim in the last cycle so the team can confirm the item is still in the home.
Where it reads from
- Brightree
- NikoHealth
- TeamDME
- Fastrack
- Computers Unlimited TIMS
- Google Sheets
What happens when it fires
Billing gets a list of rentals to stop or review, with the pickup tickets attached. A person makes every change to billing.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
Every completed pickup is matched against active rentals within a day of the ticket closing. We agree on the metric before the Sprint starts and measure it over the first 20 business days after go-live. If we miss it, you get half your Sprint fee back. Dollar savings are tracked in your monthly saves log, reported rather than promised.
Questions
Our drivers use paper tickets. Can it still work?
It needs pickups logged somewhere it can read, such as TeamDME, your billing system, or a shared sheet. Once tickets are logged, the matching runs every night.
Does it stop billing automatically?
No. It suggests holds and drafts the review list. Your billing team makes the change.
Do I need new software for this?
No. The system reads from the tools you already use, with read-only access by default. A guardrail layer controls exactly which data the AI can see.
What does it cost?
A 3-week Sprint is $6,000 fixed and includes the morning brief plus one automation tied to an agreed metric. Ongoing support is $1,500 a month, or $500 a month to keep it running without new automations. If the agreed metric is missed over the first 20 business days after go-live, half the Sprint fee is refunded.
How is this different from a dashboard app or a free AI kit?
A dashboard app shows numbers when you go look. A free AI kit gives you the parts, and you do the setup, the upkeep, and the checking. Here the alarms are built for your kind of business, they watch outside data like market rates and rule changes alongside yours, and on Run or Keep-Running, the person who built them keeps them working and logs what they caught.
More alarms for DME and HME suppliers
Seven more things worth watching.
- Orders on hold for missing paperworkAge every DME order on hold by reason, flag missing signed orders and delivery tickets, and see which referral sources send incomplete paperwork.
- Denial patterns by payer and reasonGroup DME denials by payer, HCPCS code, and reason every night, and match new patterns to published policy updates before they repeat across claims.
- Resupply outreach stallingTrack CPAP resupply outreach by status, catch patients stuck after one failed contact, and flag shipments missing a documented patient request.
- CPAP adherence windows closingSee which new CPAP setups have no usage data or are trending short of the payer's adherence requirement while there is still time to help.
- Orders stuck between referral and deliveryAge open DME orders by stage, from intake to verification, prior auth, and delivery, and flag orders waiting on back-ordered items.
- Prior auths and recertifications expiringList DME prior authorizations and recertifications coming due by payer, flag rentals running past their auth, and track pending requests.
- Item costs creeping past what payers allowCompare vendor cost per item with the allowed amount by payer and HCPCS code, and flag items that started losing money after a price or fee change.
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