Everything a DME practice does, in one application.
Thirteen areas, all reading the same data. Nothing below is a roadmap item — this is what version 3.0 does today.
Patients
One record carrying the whole patient: contact details, the referring doctor's phone, fax and NPI, the payer and policy, diagnoses, compliance documents with expiry, CGM certifications, prior authorizations, orders, invoices and the balance, shipments with tracking, rentals with their service position, referrals, and who may act for them.
Coverage staleness and any open documentation request sit at the top of the compliance tab, because both have clocks on them. A duplicate patient is warned about at entry — matching on Medicare ID, or name plus date of birth, never name alone.
One box searches the whole application. Ctrl+K resolves a name, a Medicare ID, an order number, an invoice number or a tracking number to the patient or the order it belongs to, and says which field matched — because finding an order by its invoice number is a different answer from finding it by the patient's name. It is how those things arrive over the telephone.
Orders & kits
Order entry with HCPCS pricing, units of service per package, modifiers and place of service. A kit puts a whole setup on in one action — a CPAP is a machine, a mask, tubing, a filter and a chamber, and the tubing is the one people forget. "Same as last time" repeats what this patient actually had, priced today.
Approval, dispatch, delivery, invoicing and cancellation with stock returned — and billing an order never closes its delivery, so a practice that invoices on dispatch does not lose its proof of delivery or its ability to start a rental.
Rentals
Capped rental at thirteen months with RR and KH, KI then KJ; oxygen at thirty-six with RR alone; inexpensive or routinely purchased at ten; and frequently serviced with no cap at all. Months run from the date of service rather than the calendar, and a row per month makes billing the same month twice impossible even from two workstations.
A revenue forecast projects what the book already on the shelf will bill, and names the cliff — a cohort that all started thirteen months ago comes off together. Equipment still out gets a service schedule and a log, which is what an unannounced survey asks to see.
Shipping & delivery
Your own delivery routes as well as the carriers — a van has no tracking number, and asking for one is how invented data gets collected. USPS, UPS, FedEx and DHL number recognition, offline address checking that catches a ZIP which cannot belong to the state beside it, and scan history.
Delivery tickets and proof of delivery, recording the designee's relationship to the patient when somebody else signs — a required element that a reviewer treats as fatal when it is missing.
Eligibility & claims
270/271 coverage checks and same-or-similar inquiries, with an unreachable payer reported as inconclusive rather than as a refusal — treating "cannot answer" as "no" blocks orders for well-insured patients.
837P built by hand to 005010X222A1: full ISA/GS/ST envelope, loop 2310A naming the ordering physician, twelve diagnoses and no more, ZIP+4 in 2010AA. Claims are refused before they are built when the profile, MBI, payer ID or diagnosis is missing — every reason reported at once, and the NPI checked against its own check digit.
Remittance & denials
835 import that walks the file positionally, so a CAS applies to whatever claim or line came before it. All six reason and amount triplets are read, not just the first. Recoupments take an invoice back to submitted rather than reading as paid, and importing the same file twice cannot pay a claim twice.
Provider-level adjustments are read too, so the cash posted reconciles against the deposit — a non-zero difference means the file said something the importer did not read, and it says so.
Patient billing
Statements for what the payer actually left with the patient — derived from the remittance, never a second record. Contractual write-offs never reach a statement. A dunning cycle escalates one step per notice, thirty days apart, and then stops: escalated is where the machine hands over to a person.
Emailed, saved as PDFs, or built as one print run with a page per statement — the thing somebody carries to a printer.
Deadlines
Timely filing per payer, counted from the date of service and measuring "filed" as actually gone rather than merely raised. Documentation requests with the clock running from the date on the letter. Appeal windows that open automatically when a decision goes against you, because closing there would lose the deadline that matters next.
And claims that went quiet — submitted, never answered, invisible to every other worklist because they are neither denied nor paid.
Correspondence & documents
Letters, email and fax from templates on the practice's letterhead, with per-destination consent, a cap on what each channel may carry, and a log of what went and what was refused. A subject line never carries a balance — it is the one line that shows on a lock screen.
Inbound faxes arrive in a watched folder and become a queue somebody works: files are copied, never moved, so uninstalling this application tomorrow still leaves you every fax you received.
Complaints
The written complaint log a DMEPOS supplier standard requires, measured on when somebody made contact rather than when it was resolved — a complaint still open six weeks later is fine if somebody called on day two; one resolved on day twenty with nobody contacted is a finding.
Sales, commission & referrals
Reps, territories and credited sales, with commission prepared as a run per period, approved, then recorded as paid. The lines are snapshotted at approval, so editing an order afterwards cannot change what somebody was paid — and a paid line whose order is later cancelled reaches a corrections list rather than vanishing.
Referrals record who actually sent the patient, which in DME is most often a hospital discharge planner rather than a physician. Conversion is measured over the referrals that have been decided, so a source does not look worse for being busy.
Reporting
Forty-four reports with CSV, Excel and PDF export, and saved views the whole practice can share rather than one workstation keeping them to itself. A filter a report does not use is grayed out and cleared, so the numbers can never quietly cover a payer the screen says is not selected.
For anything not on the list there is a builder: pick a subject, some columns and some conditions, and what comes out behaves like every other report — same grid, same column chooser, same three exports. Packs of reports produce themselves on a schedule into the shared folder, each month into its own dated directory.
A decimal is not automatically money: a tax rate does not print as currency or get summed into a grand total. And the dashboard's worklist rows are routes — each one opens the screen that does the work.
Administration
Roles, an append-only audit trail, backup and restore through SQL Server's own backup rather than copying files, and CSV import for patients, inventory, HCPCS codes and payer fee schedules. Every import upserts on a natural key, reports per row rather than aborting, and treats an absent column as "not mentioned" rather than zero.
The daily pass expires lapsed documents and certifications and produces any report pack that is due; generating orders stays a thing somebody chooses. Several workstations share one database, and the practice's own details — name, NPI, tax ID, taxonomy and address — are held there too, so every machine bills under the same identifiers.
What it runs on.
| Item | Requirement |
|---|---|
| Operating system | Windows 10 or 11, 64-bit |
| Runtime | None to install — the build is self-contained |
| Database, single machine | SQL Server LocalDB |
| Database, multiple workstations | SQL Server Express or higher, Windows authentication recommended |
| Shared storage | Any UNC path the SQL Server service account can reach, for invoices, labels, delivery tickets and EDI batches |
| Clearinghouse | ABILITY/Inovalon account, enrolled separately for Medicare and commercial lines |
| Inbound fax | Any fax-to-email service that drops a PDF in a folder. No vendor account or API key needed. |
Before your first live claim there are four things only you can supply: the billing profile, your clearinghouse credentials and endpoint paths, an eligibility endpoint, and your real HCPCS code list. The application refuses clearly until they are filled in rather than producing a batch the payer rejects. We walk through all four during setup.
Which half of this matters to you?
A rental-heavy supplier and a supply-heavy one want different parts of this application. Tell us which you are and we will show you that.