Your team already has the answer. It's buried in 900 pages.
Ask DME reads your payer policies, coverage criteria, SOPs, orders, chart notes and denial history — then answers in plain language, cites where it came from, and starts the work that follows.
Why DME operations stall on simple questions.
Knowledge in a DME supplier is split across EMR charts, payer policy portals, internal SOPs, fax queues and billing remits. When an intake coordinator needs an answer, they spend twenty minutes hunting — or they submit incomplete and take the denial.
Places one answer hides
Medicare LCDs, payer portals, the supplier manual, three shared drives, a binder at the front desk, and whoever has been here longest.
To make a new hire useful
Every DME operator knows the ramp. Coverage rules are learned one denial at a time, and the tuition is paid in written-off claims.
Is all it takes
A missing signature date. A face-to-face note outside the window. One line turns a delivered order into unpaid work you've already done.
A knowledge base your team can talk to — and workflows that act on the answer.
Retrieval alone gives you a better search box. Ask DME closes the loop: the answer arrives with the next action already staged in the right queue.
Your library, indexed
Payer policies, coverage criteria, internal SOPs, accreditation manuals, order packets, chart notes, remits and denial history — indexed together, kept current, scoped to your organization only.
Answers you can defend
Every response names its source — policy number, document, page, date. If it isn't in your library, Ask DME says so rather than guessing. Auditable by design.
The next step, staged
Draft the gap request to the referring office. Assemble the appeal packet. Flag the order for recertification. The coordinator reviews and sends — the assembly is already done.
The same library answers a different question for every seat.
Intake, billing, ownership and compliance ask about the same order — from four directions. Ask DME is scoped by role so each person sees the answer in the shape their day needs it.
Complete on the first pass
Intake coordinators, referral managers, patient services, order entry.
- Ramp measured in days, not months. A new coordinator asks the same questions your veteran would — and gets the veteran's answer.
- Fewer trips back to the referring office. Every gap on an order is found in one pass, so one request goes out instead of three.
- Shorter referral-to-delivery time. Orders stop parking in the pending queue waiting on a question nobody had time to research.
- “Is this oxygen order complete enough to submit?”
- “What exactly does Medicare need on a K0823 power wheelchair order?”
- “Does this face-to-face note fall inside the window?”
- “Which payers require prior auth for E0601, and what goes in the packet?”
- “Is the signature on this DWO dated correctly?”
- “This referral came from a new practice — what's their usual missing item?”
- “Does the diagnosis on the order support the HCPCS requested?”
- “Do we need an ABN on this one?”
Stop researching the same denial twice
Billing specialists, RCM directors, reimbursement managers, A/R teams.
- Appeals assembled, not hunted. Ask for the packet and the supporting evidence arrives pulled from the chart, the policy and the remit.
- Modifier and rental logic on demand. Capped rental months, same-or-similar history, KX support — answered against the policy in force on the date of service.
- Denial patterns become intake rules. What billing learns on Friday becomes a check intake runs on Monday.
- “Why did this claim deny CO-50, and what do I need to overturn it?”
- “Build the appeal packet for claim 48217 and tell me what's missing.”
- “Which modifier applies in capped rental month 11 on E0470?”
- “Is there same-or-similar equipment on file for this patient?”
- “What did this payer's policy say on the date of service?”
- “Which CMNs expire in the next 30 days?”
- “What's the filing deadline and appeal level for this denial?”
- “Show me every open claim with the same root cause as this one.”
Ask the business a question, get an answer
Owners, CEOs, VP Operations, general managers, multi-site leadership.
- Leakage named, not estimated. See which documentation gaps cost the most, in dollars, ranked — instead of a denial rate with no cause attached.
- Referral sources you can coach. Walk into a practice with their scorecard: what they send, what's missing, what it costs both of you.
- Growth without proportional headcount. Take on more volume because the knowledge scales with the team, not against it.
- “Where is revenue leaking this month, and what's causing it?”
- “Which referral sources send the cleanest packets?”
- “What's our first-pass yield by payer and by product line?”
- “How much revenue is sitting in the gap queue right now?”
- “How long is referral-to-delivery, and where does it stall?”
- “Which branch handles oxygen documentation best, and what do they do differently?”
- “If our top payer tightened criteria tomorrow, how many open orders break?”
- “What did we write off last quarter that was preventable at intake?”
Audit-ready as a standing state
Compliance officers, quality managers, accreditation leads, privacy officers.
- Audit responses in hours. TPE, CERT, RAC and UPIC requests answered from an indexed record with every document located and dated.
- Policy changes traced to orders. When criteria shift, see exactly which open orders are affected before the payer does.
- Accreditation survey prep without the fire drill. Supplier standards, retention, proof of delivery — evidenced continuously.
- “What do we need for a TPE response on oxygen, and do we have it?”
- “Which delivered orders are missing a valid proof of delivery?”
- “Show every order affected by this coverage criteria change.”
- “Which supplier standard covers this situation?”
- “Are we ready for the January 2027 prior authorization requirements?”
- “Pull the complete documentation trail for this patient and date range.”
- “What's our retention obligation on these records?”
- “Which staff completed the current cycle of documentation training?”
Every transaction in a DME operation, in one place.
Ask DME is organized around the work as it actually happens — from the moment a fax lands to the moment the money posts, and every question in between.
Referral & order intake
- Fax and portal referral capture
- Patient demographics and duplicate check
- Order completeness scoring
- Referring provider validation
- Missing-document requests
- Order triage and routing
Clinical documentation
- CMN and DWO element checks
- Signature and date validation
- Face-to-face encounter windows
- Chart note criteria matching
- Qualifying test results
- Diagnosis-to-HCPCS support
Eligibility & benefits
- Coverage and plan verification
- Deductible and co-insurance
- Secondary and MCO coordination
- Supplier network status
- ABN determination
- Same-or-similar history
Prior authorization
- Auth requirement lookup by payer
- Packet element checklist
- Submission and status tracking
- Expiration and re-auth alerts
- Peer-to-peer preparation
- Auth denial response
Coding & claim prep
- HCPCS selection support
- Modifier logic (KX, GA, GY, RR, NU, UE)
- Units and quantity checks
- Date-of-service alignment
- Pre-submission claim scrub
- Payer-specific edits
Denials & appeals
- Denial code interpretation
- Root-cause grouping
- Appeal packet assembly
- Level and deadline tracking
- Redetermination letters
- Write-off review
Rentals & resupply
- Capped rental month tracking
- Recertification calendars
- Compliance data for PAP
- Resupply eligibility cycles
- Continued-need documentation
- Equipment pickup and exchange
Delivery & proof
- Proof of delivery completeness
- Setup and instruction records
- Serial and lot capture
- Patient signature capture
- Delivery ticket matching
- Return and refusal handling
Audit & compliance
- TPE, CERT, RAC and UPIC responses
- Accreditation evidence packs
- Supplier standards lookup
- Retention and disposal rules
- Access and privacy questions
- Policy-change impact analysis
Operations & insight
- First-pass yield by payer
- Gap heat map by product line
- Referral source scorecards
- Queue backlog and aging
- Referral-to-delivery timing
- Revenue at risk, ranked by cause
The window to submit clean is closing.
CMS-0057-F puts impacted payers on FHIR-based prior authorization APIs and holds them to compressed decision timelines — 72 hours expedited, seven calendar days standard.
Faster decisions cut both ways. A payer that can approve in 72 hours can also deny in 72 hours, and the packet you send is the packet you're judged on. The advantage moves upstream, to whoever is complete on the first submission.
That's the whole thesis behind Ask DME: work at the signature, not the appeal.
Point it at your documents. Ask a question. That's the setup.
No data migration, no rip-and-replace, no six-month integration project. Ask DME reads what you already have, in the formats you already use.
Send us your library
Drop in policy PDFs, SOPs, order packets, denial history. Fax line, shared drive or secure upload — whatever's easiest. Most suppliers are indexed within a few days.
Invite your team
Intake, billing, compliance and leadership each get a view scoped to their work. Nothing to install. If someone can use a search bar, they're trained.
Turn on the workflows
Start with answers only. When the team trusts what comes back, switch on gap requests, appeal assembly and recertification alerts — one at a time, at your pace.
Try Ask DME on your own documents for a month.
Not a sandbox with sample data. Your policies, your orders, your denial history — so you can judge it on the questions your team actually asks.
- Up to 3,500 documents indexed and answerable
- All four role views — intake, revenue cycle, owner, compliance
- BAA signed before a single document moves
- No card, no commitment — walk away at day 30
What operators ask us first.
Does this replace my intake coordinators?+
No — and we'd argue the opposite. Coordinators are the people who protect revenue you've already earned. Ask DME removes the research, the hunting and the second and third trip back to the referring office, so the same team clears more orders with less friction. Every supplier we work with has kept their staff and grown volume.
How do I know the answers are right?+
Every answer names its source — the policy number, the document, the page and the date. If your library doesn't contain the answer, Ask DME says so instead of filling the gap. You can click straight through to the underlying page and read it yourself, which is exactly what you'd want in front of an auditor.
What happens to our patient data?+
It stays scoped to your organization. A BAA is executed before any document moves, infrastructure runs in a HIPAA-aligned environment, and your documents are never used to train anything outside your instance. SOC 2 Type I is in progress; Type II follows.
Do we need to change our billing system?+
No. Ask DME sits alongside what you run today. It reads documents from your fax line, drive or intake queue and returns answers and staged actions. If you're on Brightree, integration is available as an add-on.
How long until the team is actually using it?+
Indexing typically takes a few days. Adoption tends to happen faster than rollout plans expect, because the first useful answer sells it — usually a coordinator getting back in ninety seconds something that used to take twenty minutes.
Our documents are a mess. Is that a problem?+
It's the normal starting condition. Scanned faxes, handwriting, mixed-quality PDFs, inconsistent naming — that's what document intelligence is for. If your team can read it, we can index it, and the messier the library the bigger the difference on day one.