- Services
- Case Study
Palmetto Manager: DME Claims, Inventory & Scheduling Platform
A custom web application we built for a DME and medical supply provider to manage claims, inventory, scheduling, and service tracking in one place. The platform centralizes DME claims, medical billing documentation, supplies, scheduling, and service maintenance, giving office teams real-time visibility into claim status while reducing manual coordination and paperwork.
Designed for small and mid-sized DME providers to process claims faster and operate with better control.
We replaced spreadsheet-based processes with a centralized, AI-assisted workflow built for growing teams.
From Manual Claims Work to a Centralized DME Workflow
Before Palmetto Manager Web App
Before Palmetto Manager, day-to-day operations relied on spreadsheets, email threads, shared folders, and semi-digital tools to manage DME and medical supply orders, insurance paperwork, and patient records across multiple teams. Building a claim packet meant chasing the right forms, confirming physician signatures, and manually checking what was received versus what was still missing. Because documents were stored in different places and often named inconsistently, teams spent extra time searching, re-uploading, and reconciling information just to understand the current status of a claim.
Tracking private insurance versus public insurance requirements was especially time-consuming. Staff had to interpret which documents were complete, which approvals were still open, and what was needed next to move the claim forward for reimbursement. Supplies were often handled in a separate process, renewals and expirations were easy to miss, and scheduling deliveries, appointments, or service visits lived in disconnected calendars, limiting visibility and slowing reporting.
After Palmetto Manager Web App
After launching Palmetto Manager, office operations moved into one centralized web platform with structured workflows for DME claims, medical billing documentation, supplies tracking, scheduling, and service maintenance. Patient and order records became the single source of truth, so teams can quickly see what has been uploaded, what is approved, and what is still required to progress a claim. The system also supports AI-assisted document recognition using OCR to classify uploaded forms and route them to the correct record, reducing filing errors and saving time.
Claim readiness became trackable and consistent. The app reflects claim status based on the documents and forms received, highlights completed or signed items, and clearly shows what is still open for private and public insurance workflows. On the operations side, teams can manage supplies with stronger continuity, monitor expirations, coordinate appointments and field visits through a shared schedule, and track repair and maintenance activity with cleaner records and faster reporting.
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Key Features
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AI Assisted OCR Document Recognition
Classifies uploaded paperwork and routes forms to the correct patient or order record to reduce manual filing and errors.
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Claim Status Tracking for Private and Public Insurance
Shows which required documents are completed, signed, missing, or still open so teams can confirm claim readiness at a glance.
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Patient and Order Records Hub
Centralizes patient profiles, orders, notes, and attachments so staff always work from one source of truth.
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Document Checklist and Requirements by Claim Type
Highlights required forms per workflow and makes it easy to see what is still needed before submission or follow up.
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Supplies Workflow and Recurring Supply Management
Supports ongoing supply needs with organized tracking so repeat supply operations do not rely on spreadsheets and reminders.
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Renewals and Expiration Monitoring
Tracks expiring documents and renewals to reduce missed deadlines and prevent delays in fulfillment or reimbursement.
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Scheduling and Shared Calendar
Coordinates appointments, deliveries, and field visits with a centralized schedule for better team visibility.
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Service, Repair, and Maintenance Tracking
Logs repair activity, maintenance history, and related documentation to keep service workflows clean and auditable.
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Role Based Access
Controls who can view or edit records so responsibilities stay clear and operations stay secure.
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Tasking and Follow Up Reminders
Keeps work moving with internal reminders for missing documents, outstanding approvals, and next steps.
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Operational Reporting
Provides reporting views that help leadership track workload, progress, and performance with consistent data.
Custom web apps for SMBs
Build a web app that streamlines work and supports growth. We help you define the right scope, design clear user flows, and choose an architecture that scales as your needs evolve. You start with a consultation and a high level range for budgeting, then Discovery confirms scope so you can proceed with a fixed price and a reliable timeline.
Delivery Approach
At-Cost Discovery Phase
This project called for an extensive Discovery phase, focused on how the DME operation actually runs. We mapped end-to-end workflows across claims, medical billing documentation, supplies, scheduling and service maintenance. The logic was complex and AI was central to the product, so we also tested several AI agents to select the ones that fit. We then turned everything into clickable wireframes and a detailed specification with business rules, validations and edge cases, and removed anything non-essential so the build stayed lean and cost-effective.
Fixed-Price Development
Once the clickable wireframes and specification were approved, we built the web platform under a fixed-price contract with a defined timeline. Because the DME workflows, from claims and medical billing to scheduling, and the AI agents had all been settled in Discovery, development could follow the documents closely with few open questions. The work was delivered in milestones, each with a demo and a testing checkpoint, which kept progress transparent and the launch plan predictable for a product of this complexity.
For a complex, AI-driven web app, settling the logic, the AI agents and every screen before development is what made a fixed price possible.
Impact
With Palmetto Manager in place, the team reduced manual paperwork handling and gained clearer operational control across DME claims, medical billing documentation, supplies, scheduling, and service maintenance. Staff can see claim readiness in real time by checking which required forms are completed or signed, what is still missing, and what needs follow up for private and public insurance workflows. AI assisted OCR document recognition also helped streamline uploads by routing paperwork to the correct record, keeping files organized and easier to audit.
The result is faster claim processing, fewer admin bottlenecks, and more reliable day to day execution. With centralized records and consistent data capture, reporting becomes easier, coordination improves across the team, and the business has a stronger foundation to scale operations across the US and Canada.
Screens
A quick look at the web portal screens used by office staff to manage operations & patient claims.
Fixed price. Clear plan.
From Estimate to Certainty. Your free consultation gives you a rough estimate for budgeting. Then we pin down the scope, using your own specifications or our Discovery package, and you get a fixed price and a guaranteed timeline. No surprises, no scope creep, no unexpected costs.