DME Order & Purchase Workflow Software Solution
Key Challenges faced in Inventory, Invoice, and Order Management for Mastectomy & DME Shops today
- Manual & Paper-Based Order Tracking
- Lack of Workflow for Different DME Order Use Cases
- Inefficient Inventory Management
- Billing & Invoice Errors Due to Lack of Integration
- Lack of Data Analysis & Reporting
Many mastectomy and DME shops still track orders manually using paper files, spreadsheets, or standalone software that doesn’t integrate with inventory or billing.
Without a centralized digital system, staff must manually update order statuses, leading to errors, miscommunication, and delays.
Orders can fall into multiple categories, but most systems lack a structured workflow to track them properly: In-Stock Orders: Items available for immediate pickup or shipping.
Special Orders: Items that need to be ordered from a vendor before fulfillment.
Pending Insurance Authorization: Orders that require insurance approval before processing.
Mixed Orders: Some items are in stock, while others require ordering or authorization, creating tracking complications.
Without a clear tracking system, orders often get lost, delayed, or require constant follow-ups.
No real-time tracking of product availability leads to selling out-of-stock items or overordering products that aren’t needed.
Multiple product variations (sizes, styles, compression levels) complicate stock management.
No automated reorder alerts, causing last-minute rush orders and delays.
Insurance calculations (deductibles, co-pays, out-of-pocket maximums) must often be manually entered, leading to frequent errors.
Secondary insurance payments require manual tracking, making patient responsibility calculations difficult.
No direct link between inventory, orders, and invoices, causing mismatches between what was dispensed and what was billed.
No system to analyze sales trends, track which products are most frequently ordered, or identify reimbursement delays.
Lack of insights into patient reorder patterns, making it harder to proactively manage inventory and revenue.
We Implement a Digital Order Management System (OMS)
DME-specific order management system that integrates inventory, billing, and insurance workflows in one platform. EMERGE Solution Improves Inventory, Invoice, and Order Management Lifecycle
Features include:
Automated order status updates (in-stock, special order, pending authorization, shipped).
Digital workflows for different order types (store pickup, insurance approval, reorders).
Role-based access so fitters, billing staff, and inventory managers can see relevant details.
Implement an inventory management system that:
- Tracks real-time stock levels and alerts staff when items are running low.
- Automatically generates purchase orders for vendors when stock reaches a threshold.
- Flags slow-moving items to optimize purchasing.
- Syncs with patient order history to predict demand.
- Linking billing software with order and inventory systems to eliminate manual calculations (API Available)
- Insurance eligibility checks before order fulfillment.
- Deductible and co-pay calculations based on real-time insurance data.
- Secondary insurance coordination to determine patient responsibility accurately.
- Implement electronic claims submission and payment tracking.
- Create digital workflows that categorize orders based on status:
- In-stock orders → Immediate fulfillment.
- Need to order → Automatic vendor purchase order creation.
- Need authorization → Insurance verification and automated reminders for follow-ups.
- Combination orders → Split processing (ship in-stock items while waiting on insurance for others).
- Track progress in a dashboard showing pending, in-progress, and completed orders.
Use reporting tools to:
- Identify top-selling products and ensure they are always stocked.
- Track order processing times to identify delays.
- Monitor claim approval/rejection rates to improve billing efficiency.
- Analyze patient reorder patterns to send reminders when they become eligible for new products.
