Healthcare

Your billing system runs the orders. We build everything around it.

Medical supply companies run on Brightree or NikoHealth, and practices on their EHR. Those systems handle orders, claims and billing well. What they don’t do is run the work around them: guide an offshore team through each step, show where sales came from, report in real time, or chase the records that arrive from other organizations. We build that layer beside the system you keep, and your team keeps control of every clinical and quality decision.

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Where the work gets stuck

Your core system handles the transaction. The work that decides your margin happens around it: intakes and reorders that stall, sales nobody can attribute, reports that take days, and records chased from other organizations.

We’ve built this layer for healthcare companies. Here are two examples. For one, NikoHealth stayed the billing system and we built the controlled process around it; intake and reorder now need 30% fewer offshore staff. For the other, Brightree stayed the backend system and we built the real-time sales tracking its reports couldn’t give; reporting went from more than 5 days a month to under 30 minutes.

  • Intakes and reorders that stall without anyone noticing
  • Sales and channel results reported days late, and weeks after the fact
  • Orders billed before the documentation is complete
  • Outside records that arrive after the visit they were needed for
How we help

Where we'd take the work off your team.

Each of these can start with the software you already have. Tap any one to see what it does.

For any healthcare organization

Brightree, NikoHealth and your EHR hold the data. What they don’t give you is the view or the tool your team actually needs: a controlled intake process, sales and channel tracking, churn analysis, real-time reporting, an app for reps in the field. We build those on your core system’s data, so your team works from numbers and tools that didn’t exist before, without replacing anything.

Example

A medical supply company’s sales manager spends days each month pulling reports from the billing system to see which reps and referral sources are producing, and the numbers are weeks old by the time they’re done.

Orders and statuses are pulled from the billing system into a separate database and matched to reps, offices and marketing channels. Managers get a live dashboard, including which channels bring in patients who stop ordering, and reps see the status of every order on their phone.

What we automate
  • Core system data pulled by API or RPA
  • Rep, office and channel attribution
  • Churn analysis by channel
  • Live dashboards and a rep phone app
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For practices and clinics

Records from hospitals, labs and other practices are matched to the right patient and upcoming visit as they arrive. Anything still missing ahead of the visit gets a follow-up drafted for staff, and uncertain matches go to a person.

Example

A specialty practice sees patients whose outside imaging reports arrive by fax after the appointment.

Incoming faxes and portal documents are matched to the patient and their next visit. Reports still missing two days out get a request to the other office, drafted for staff to send.

What we automate
  • Fax and portal document intake
  • AI patient and visit matching
  • Requests to other offices for staff review
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For medical supply and DME companies

Each order is checked for the prescription, the documentation the payer requires and proof of delivery before it's billed. Anything missing goes back to the referring office or the delivery team, and the claim waits until the file is complete.

Example

A home medical equipment supplier has claims denied because a signed order or delivery ticket is missing from the file.

Before billing, each order is checked against that payer's documentation list. Missing items go back to the referring office or the driver, and the claim waits until the file is complete.

What we automate
  • Documentation checklist by payer
  • Missing-document requests
  • Billing hold until complete
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For practices, suppliers and imaging centers

The information each payer asks for is gathered from the chart or order and checked against that payer's requirements for staff to review and submit. Every request is tracked to a decision. Payers still decide on their own timeline.

Example

An imaging center resubmits prior authorizations because a payer keeps asking for details that were in the chart all along.

Each request starts from that payer's checklist, filled from the chart with gaps flagged. Staff review before it's sent, and a denial comes back with the reason attached.

What we automate
  • Payer checklist filled from the chart
  • Gap flags for staff review
  • Submission tracking
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For IPAs and health plans

Provider credentialing files are tracked against your delegation standards: licenses, certifications and expiration dates, with re-credentialing flagged well ahead and oversight reports assembled from records that are already complete.

Example

An IPA prepares for a health plan's delegation audit by pulling credentialing files together by hand.

Each provider's file is checked against the credentialing checklist as documents arrive, expirations are flagged months ahead, and the audit file is built from complete records.

What we automate
  • License and expiration tracking
  • Checklist checks against delegation standards
  • Audit file assembly
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For medical device manufacturers

Complaints arriving by email, call notes and distributor reports are logged, matched to the device and lot, and routed into your complaint and corrective action process, with a time-stamped record of every step.

Example

A small device manufacturer's complaints land in a shared inbox, and some aren't logged until someone notices.

Each complaint is logged with the device, lot and reporter, flagged for quality to review for reportability, and routed with the evidence attached. Every step keeps a time-stamped record.

What we automate
  • AI complaint intake from email and notes
  • Device and lot matching
  • Time-stamped audit trail
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The approach

Take the chase off your team. Keep care with your people.

When something goes wrong

In healthcare, the edge cases matter most. So anything clinical, urgent, unclear or quality-related goes to a person, and nothing we build makes a clinical or reportability decision.

  • Uncertain patient, provider or device matches go to staff, never filed on a guess
  • Payer submissions, releases of information and complaint decisions are reviewed by people first
  • Messages to other offices, providers and patients use wording you approve
  • If a connection fails, work falls back to the queue your team already uses
Works with what you already have

The simplest automation that works.

Your core systems are worth keeping. We work alongside them on the records and requests that come from outside your organization.

  • Your EHR or practice management
  • Brightree
  • NikoHealth
  • Quality management systems
  • Credentialing platforms
  • E-fax and referral inboxes
  • Payer portals
  • Clearinghouses
  • More+

Where we'd leave things alone. EHRs and patient engagement tools already handle scheduling, check-in and patient messaging, DME billing platforms manage orders and claims, and quality systems hold device records well. We check what you have first, and work on the handoffs still left to your staff.

  1. 01

    Configure what you have

    Your platform may already do it. It just isn't set up for how you work.

  2. 02

    Connect your systems

    Tools that work fine on their own, joined so nobody retypes between them.

  3. 03

    Replace a narrow tool

    Where a costly subscription does a small, stable job, owning a replacement can win.

  4. 04

    Build custom

    When an important workflow needs something no product does at a sensible price.

Where to start

Start with one outside handoff.

Referrals, orders, credentialing or complaints: pick the one your staff chase most. Healthcare work touches regulated information and more people have a say, so we confirm access, plan the data handling and agree who approves what before anything runs.

Get My Free Workflow Review

Free 30-minute conversation about how your business runs. Practical recommendations. No obligation.

Prefer to talk? Call (435) 243-5808 about your workflow, or .

  1. 01

    Map the handoff and every place regulated information goes

  2. 02

    Check what your current systems already cover

  3. 03

    Agree what staff approve, and what gets escalated

  4. 04

    Run it beside the current process and measure the queue

The economics

Run your own numbers, four ways.

Time saved isn't money saved unless something changes. So this keeps four kinds of benefit apart, and never counts the same hours twice.

What would automating this be worth to you?

7 short questions about the time your team spends chasing records, orders, authorizations and credentialing documents, one at a time, each with what to enter and why we ask. Skip any you don't know. Your answers stay in your browser.

Your answers are worked out in your browser and never leave this page.

Question 1 of 7

Add up the time your intake, records, billing and quality staff spend chasing records, orders, authorizations and credentialing documents. Count checking for updates, calling and texting people, retyping details and searching for documents. A rough guess is fine.

hours a week

Why we ask: It's the starting point for working out how much time automation could give back.

Your data

Solutions designed to be HIPAA and HITECH compliant, covered by a BAA from us and every platform involved, with data encrypted in transit and in storage, in accounts you own.

How we handle healthcare data →
Proof

What we can show you.

Case study · client work

Intake to reorder, run as one controlled process

For Precision Medical Supply, a national medical supply company: staged patient flow, compliance review, reorders, and provider and sales portals, built around NikoHealth and connected to five outside platforms.

  • 30%fewer offshore staff for intake and reorder
  • <1%order error rate
  • +20%growth, with staff down 10%
Read the case study →
Case study · client work

Rep, channel and commission tracking beside Brightree

For a medical supply company on Brightree: real-time channel, rep and office tracking, order outcomes and commissions in place of slow reports, on a manager dashboard and a phone app for reps.

  • −70%rep calls to the production team
  • <30 mina month on sales reports, from 5+ days
  • 45 daysof reporting lag, now near real time
Read the case study →
FAQ

Questions people ask

We're a supplier, manufacturer or IPA, not a practice. Does this apply?
Yes. Medical supply companies, device manufacturers, IPAs and health plans chase the same kind of outside paperwork, under different rules. We design around the ones that apply to you, and your compliance lead checks how it's set up.
Will you replace our EHR, billing or quality system?
No. Those systems are worth keeping, and many of their built-in features are worth switching on. We work on the handoffs with outside organizations around them.
Do you sign a BAA?
Yes. We sign a business associate agreement with you, and every platform in the solution that touches protected health information is covered by its own BAA. All of our solutions are designed to be HIPAA and HITECH compliant, with data encrypted in transit and at rest.
Can this handle regulated information?
Yes. We confirm what access is authorized, plan how patient, provider and quality records are handled before anything is built, and walk your compliance lead through how it's set up.
Will prior authorizations come back faster?
Not necessarily, and we won't promise that. Payers decide on their own timeline. What changes is the time your staff spend preparing, checking and chasing each request.

What is manual work costing your business?

Repetitive admin, missed follow-ups and disconnected systems take time away from running your business. Bring us one process that slows your team down. We'll help you understand what could improve, how much time you could recover, and what it might cost to implement.

Get My Free Workflow Review

Free 30-minute conversation about how your business runs. Practical recommendations. No obligation.

Not sure where to start? That's what the free call is for. We'll walk through how your business runs and find the easiest wins, the places where automation and AI agents can take work off your team first.

Prefer to talk? Call (435) 243-5808 about your workflow, or .