DME Case Study
Shortening the Gap Between Delivery and Claim Submission
DME order-to-billing workflow | Documentation readiness, submission timelines and intake coordination
These are illustrative scenarios built around billing problems DME suppliers commonly run into. The figures are examples, not results from a specific client.
The challenge
A supplier was delivering equipment on time, but claims went out days later. Each order had to clear intake, eligibility, prior authorization where required, documentation, proof of delivery and billing, and a gap at any step held it up.
When something was missing, it wasn’t clear who should chase it or by when, so orders sat in a pending queue and payment slipped.
What we did
- Sorted every order awaiting billing by the reason it was on hold.
- Tracked proof of delivery and the required paperwork for each order: the standard written order, supporting medical records and authorization details.
- Followed up with the supplier’s team on missing orders, records and authorizations.
- Set up a priority queue so billing-ready orders were submitted first.
- Measured the time from delivery to complete documentation to submission, and reported where orders kept getting stuck.
Results
| Metric | Before | After |
|---|---|---|
| Average time from delivery to claim submission | 9 days | 3 days |
| Orders pending billing more than 7 days | 210 | 75 |
| Claims submitted within 3 business days of being billing-ready | 62% | 91% |
| Orders needing follow-up for missing documentation (per month) | 160 | 90 |
What changed
Average time from delivery to submission dropped from 9 days to 3, and orders pending more than 7 days fell by about 64%. Each stalled order now had a reason and someone assigned to follow up, so fewer went quiet.
Faster submission doesn’t guarantee faster payment. Also, some items need a written order before delivery, and that can’t be fixed afterward.
Takeaway
Most billing delays begin before billing. Get the order, the records and proof of delivery lined up early and the claim can go out as soon as it’s ready.
Orders sitting in a pending queue? Book a free billing audit.
How Salyx RCM helps DME suppliers
Same-or-similar conflicts, unchecked payments and delivery-to-billing delays are three of the most common places DME suppliers lose time and cash. We work on the billing side of all three.
- DME and respiratory billing
- CPAP billing and recurring supplies
- AR follow-up and denial management
- Payment posting and ERA/EOB reconciliation
- Eligibility checks and prior authorization
- Documentation follow-up and claim readiness
- Revenue cycle reporting
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