The paperwork decides whether you get paid.
EasyDME runs a durable medical equipment practice end to end — patients, orders, shipping, rentals, invoicing and Medicare claims — and keeps the deadlines that quietly cost you money in front of the person who can still do something about them.
- Documentation requests OVERDUE3
- Denials over 30 days old7
- Rental months due to bill41
- Delivered but not invoiced12
- Referrals waiting4
- Days since last backup0
Every row opens the screen that does the work.
An illustration of the interface, drawn from the application's own theme.
DME is not lost on the merits.
It is lost on the clock.
A denial you can appeal. A deadline you missed is money that is simply gone — and most of them leave no trace at all until somebody goes looking.
Timely filing
A year from Medicare, ninety days upward from commercial payers. Miss it and there is no appeal — it is the one deadline with nothing on the other side of it. EasyDME counts down per payer.
Documentation requests
The clock runs from the date on the letter, not the day you opened it. Miss an ADR and the claim is denied for insufficient documentation — the merits are never read, and anything already paid is recouped.
Rentals that stop paying
Thirteen months capped, thirty-six for oxygen, each month carrying its own modifier. Send month one's modifiers on month nine and the payer refuses the lot.
Proof of delivery
Medicare wants a signed ticket, and where somebody other than the patient signs it must show how they are related to them. A POD missing a required element is treated as no POD at all.
Credit balances
An invoice paid over its total reads as "Paid" in most systems, and the excess disappears into a green status. An identified Medicare overpayment has sixty days on it.
Referrals nobody answered
A referral left waiting is a patient who went somewhere else. It produces no denial, no unbilled order — no trace at all. And a hospital discharge is going home today.
Eight places money is won or lost.
A DME practice runs the same loop every day. These are the eight points where money is won or lost, and what the application does at each of them.
-
1
Referral
Who actually sent the patient — most often a discharge planner, not a physician. A hospital discharge is chased within a day, because they go home today.
-
2
Patient
Coverage, documents, diagnoses and who may act for them. A duplicate is caught at entry on Medicare ID, or name plus date of birth — never name alone.
-
3
Order
A kit puts a whole CPAP setup on in one action. Units of service, modifiers and place of service are set here rather than guessed at claim time.
-
4
Delivery
Your own routes as well as the carriers, and a proof of delivery that records the signer's relationship when it is not the patient. A missing element is treated as no POD.
-
5
Invoice
Lines are snapshotted at bill time, so editing the order afterwards cannot retroactively change an invoice that has already been issued.
-
6
Claim
837P with loop 2310A, twelve diagnoses and ZIP+4. Refused before it is built when anything required is missing — with every reason reported at once.
-
7
Remittance
835 import that reads the adjustment reasons, all six triplets in a CAS, and the provider-level adjustments — so the cash posted ties back to the deposit.
-
8
What is still owed
Denials, appeals with their windows, the patient's own balance and the dunning cycle. This is the part that decides whether the work gets paid for.
One application, intake to remittance.
The patient file is the whole patient.
Answering an ordinary telephone call should not mean leaving the record and searching a module by name.
- Contacts — including the referring doctor's fax, which is how a CMN actually gets chased.
- Money — what they owe, when they were last chased, and at what level.
- Equipment — what shipped, its tracking number, whether a POD is on file, what is out on rent and when it is next due a service.
- Authority — who may act for them, and whether that extends to the account.
Claims built to the 005010 specification.
Every loop is written and tested against the format, including the ones that quietly get a claim rejected.
- 837P to 005010X222A1 with a full envelope and control numbers matching at all three levels.
- Loop 2310A names the ordering physician — the thing that ties DME to a prescription.
- Twelve diagnoses and no more. A thirteenth is a syntax rejection, not a warning.
- 835 import reads the reasons, including all six triplets in a CAS and the provider-level adjustments most importers discard.
Rental rules in one place.
The month counts and the modifier rules are defined once, so every rental claim carries the right ones.
- KH, KI then KJ by month for capped rental — and never on oxygen, where the combination is a denial.
- A row per month makes double-billing impossible, even from two workstations at once.
- Months run from the date of service, not the calendar, and clamp rather than overflow a short February.
- A forecast says what the book already on the shelf will bill, and names the month a cohort comes off together.
The deadlines it counts down.
Every one of these runs out quietly. The windows follow published CMS guidance, and the determination letter always wins.
See it against your own workflow.
Tell us how your practice bills — rental-heavy, supply-heavy, one payer or twenty — and we will show you the parts that matter to you rather than a feature tour.