Intake Validation Bot
Every inbound referral parsed, validated, and posted into your DME platform with missing-element flags surfaced. Your intake coordinator starts the day with a clean queue.
What this engagement solves
Most DME intake teams spend 30–40% of their day re-typing data that arrived as a fax. The errors they make at intake become denials thirty days later — after the equipment has already shipped and the chance to fix it has already passed.
Demographics, RX, insurance IDs, diagnosis codes — re-typed into your platform character by character. One typo at intake becomes a denial later.
The referral was incomplete and nobody flagged it. The patient is now set up, the equipment is delivered, and the documentation hole shows up at billing.
Medicare LCDs and payer-specific documentation requirements aren't enforced at intake. They're hoped for at billing.
Whatever came in overnight is what gets worked on today. No prioritization by aging, payer urgency, or completeness.
What you get
Fixed scope. Fixed price range. Delivered on the platform you already run.
Deliverables
- OCR pipeline tuned for typed referrals, handwritten forms, and stamped physician signatures
- Field extraction: patient demographics, RX details, payer ID, ICD-10 codes
- Medicare LCD validation per product line (CPAP, oxygen, enteral, urological, etc.)
- Payer-specific documentation rule checks before posting to your platform
- Auto-post into Brightree / WellSky / NikoHealth with missing-element flags
- "Clean queue" dashboard — coordinator sees ready vs needs-followup at a glance
- Audit trail per referral (HIPAA-compliant, retained per your policy)
Platforms we sit on top of
Brightree · WellSky TeamDME · NikoHealth · Bonafide. We add a layer; we don't replace your system of record.
Outcomes
Rounded ranges from real DME engagements. No marketing inflation.
Frequently asked questions
How is this different from Brightree's intake module?
Brightree's intake module accepts and stores referrals — it doesn't validate them against payer rules before they enter your queue. This bot does.
Does it handle handwritten faxes?
Yes. The OCR pipeline is layered — printed text, handwriting, and stamped signatures each go through a tuned model.
Does it work alongside our offshore intake team?
Yes. It cuts the manual re-keying step and surfaces missing fields, so your offshore team works on exceptions rather than every referral.
Can I keep my existing referral fax line?
Yes. The bot ingests your existing fax-to-email or fax-to-PDF flow. No phone number changes.
What does ongoing support look like?
The Care Plan is 18% of build fee per year — keeps the LCD rules current, the model tuned, and the integrations patched.
Start with a free DME leakage audit
30-minute call. Irfan personally maps your intake → setup → resupply cycle and quantifies the leakage in dollars. No deck.
Book the audit Read the case study