DME suppliers
Automate Resupply Eligibility Checks at Scale
An agent that tracks every patient's resupply window, alerts the moment one becomes eligible, contacts them to confirm what they still need, and hands anything unusual to a trained person before the order ships.
Why this is hard
The part nobody budgets for.
Resupply revenue is lost in two places, and neither is dramatic. Patients become eligible and nobody notices, so the cycle slips a month and then another. Or they are contacted on schedule but the documentation is stale, so the order ships against a signature that will not survive an audit. Both are tracking problems at scale: perfectly manageable across forty patients on a spreadsheet, and impossible across four thousand without something watching every window continuously.
What you get
Resupply eligibility automation, in full.
Every eligibility window tracked continuously
Each patient's cycle is tracked against payer rules and last-ship dates, so eligibility is a date the system knows rather than something a coordinator has to go looking for.
Outreach that starts itself
The moment a patient becomes eligible, the agent reaches out on the channel they respond to, confirms what they still need and what has changed, and releases the order when the answers are routine.
Documentation checked before it ships
Standing orders, medical necessity forms and expiry dates are checked as part of the same pass, so a shipment is never released against paperwork an audit would reject.
A trained person on everything unusual
A patient reporting a problem with equipment, a physician's office that will not sign, a change in condition — these go straight to a trained coordinator, because those are the calls that lose a patient if handled by a script.
Covered from day one
- Per-patient resupply eligibility tracking against payer rules
- Automatic alerts when a patient becomes eligible
- Multi-channel patient outreach and confirmation
- Standing order and medical necessity expiry checks
- Order release into your existing order management system
- Physician signature chasing where documentation has lapsed
- Audit-ready documentation assembled per order
- Reporting on eligible, contacted, converted and lapsed patients
Automated, then staffed
The routine half runs itself. The rest is a person.
This is the automation half of what we do, sold with the people who cover its edges. The tracking, alerting and first-contact are automated because they are pure repetition at volume; the compliance judgment and the patient who needs a conversation are staffed. We build it against the order management system you already run rather than asking you to move.
What this costs
Put a number on it.
The staffing side, priced against what the same role costs you in the US, with every assumption disclosed on the page.
What this could save you on Resupply eligibility automation
Move the numbers to match the role you're costing. The totals below update as you type — no email needed.
US cost, all-in
$54,216/yr
GH cost, all-in
$20,800/yr
Annual saving
$33,416
61.6% lower than staying in-house
Full itemised breakdown
See the six line items that make up the US-side total — payroll tax, benefits, paid leave, equipment, and recruiting — for the numbers above.
No sales call. We'll just send the same breakdown to your inbox.
Every assumption this rests on
These are conservative public US averages — employer payroll tax, benefits load, paid leave, and the rest — not GH Business Solutions' own measured figures. Every number above is either something you entered or something listed here: nothing is hidden, and nothing is rounded in our favor. It is disclosed in full so you can check the arithmetic yourself rather than take our word for it.
| Assumption | Value |
|---|---|
| Employer payroll tax | 9.15% (FICA 7.65%, plus federal and state unemployment) |
| Benefits load | 25% — insurance, retirement and supplemental pay only, since tax and leave are costed separately |
| Paid leave | 20 days (roughly 12 vacation days plus 8 public holidays) |
| Workstation and software | $1,500 |
| Cost per hire | $1,300 (SHRM 2026 median for nonexecutive roles) |
| US voluntary turnover | 18% a year (published US range is 13%-18% — we use the top of it) |
| GH rate | $10.00 per billable hour (our range is $9-$10 — we cost the top of it here) |
| Self-managed seat | $450 a month salary at cost, plus $70 a week for the desk, plus a $695 recruitment fee over 2 years |
Ready to talk specifics?
Tell us your volumes and we will tell you what this would cost, what we would automate, and whether it is worth it.
Common questions
Before you ask.
Is there software that handles resupply eligibility automatically?
Partly, and that is the honest answer. Tracking eligibility windows, alerting staff and running first contact are all fully automatable, and we build exactly that around your existing order management system. What no software resolves on its own is the lapsed physician signature, the patient whose condition changed, or the audit question — which is why we staff those rather than pretending the whole cycle can run unattended.
Can it track resupply schedules per patient and alert staff when one is eligible?
Yes, and that is the core of it. Each patient carries their own cycle based on payer rules and last-ship date, and eligibility triggers both the alert to your team and the outreach to the patient. Your staff see a working queue of who is eligible today rather than a report someone has to run and interpret.
Do we have to replace our order management system?
No. We build against whatever you already run, through whatever integration surface it exposes. Replacing a working order management system is a project in its own right and is almost never the reason resupply is slipping.
How does this hold up in an audit?
The documentation check happens before release rather than after a request, so the file is complete at the moment of shipment rather than reconstructed later. Standing orders and medical necessity forms are tracked against their expiry dates, and anything shipping on lapsed paperwork is stopped and routed to a person instead.
What does it cost, and how long until it runs?
A first version is typically live in two to four weeks because we start with the eligibility tracking and outreach for one product line rather than a full rollout. Pricing is scoped against what the cycle costs you today in coordinator time and lapsed patients, and if the volume does not justify a build we will tell you to staff it instead.
This is one part of what we run for DME suppliers. It sits inside our AI agents & automation service line.