Engineering Scalable RCM at Precision Medical
6 Times the Speed. Same Headcount.
About Precision Medical
Founded in 2010, Precision Medical is a nationwide leader in mobile deep vein thrombosis (DVT) prevention and durable medical equipment (DME) manufacturing. Their mission is to improve patient safety by eliminating manual cords and tubes in post-surgical care.
As a comprehensive DME provider, they supply a range of back, knee, and shoulder bracing, while also manufacturing their own cryo bracing products. They’re the exclusive distributor of Xstim, a bone growth stimulation product for spinal fusions.
The Results at a Glance
- Intake Velocity: Reduced order intake from 6 minutes to 1 minute — a sixfold speed increase without adding headcount.
- Real-Time Visibility: Orders that once sat in queues for weeks, especially around month end, are now processed in real time. The majority of patient accounts are created within 30 minutes of order upload.
- Deep Data Extraction: 98 fields captured automatically from every order. Previous vendors extracted just 12 fields, leaving 86 data points for manual entry.
- Revenue Impact: Days sales outstanding dropped from 67 to 50 days, a 25% reduction. Faster intake means cleaner claims. Cleaner claims mean faster payment. That 17-day improvement in cash flow is compounding across every line of business.
The Challenge: The "Painful" Manual Bottleneck
Despite their innovation in medical devices, Precision Medical’s back-office intake remained heavily manual. During peak month-end surges, the team would fall weeks behind in processing new orders.
- Human Friction: Every step required a human "touch," which Jenae Mannie, Senior VP of RCM, described as "painful and tedious."
- The Guessing Game: Sales reps in the field had no visibility into order status, often waiting days just to see if a patient account had been created.
- Previous AI Fell Short: Previous automation tools could only identify a handful of data points, leaving the vast majority of the work to be done manually.
The Solution: From Referral Backlog to Real-Time Processing
Precision Medical partnered with Notable Systems to eliminate the manual bottleneck. The implementation focused on two areas where automation could deliver immediate impact:
1. Comprehensive Automated Intake
Notable Systems’ Intake Manager processes orders in seconds instead of minutes. The system reads handwritten prescriptions and extracts 98 data fields from degraded faxes. It flags documentation gaps immediately, eliminating the referral backlog entirely.
According to Brittany Curl, Director of Billing and Reimbursement, the system now automatically captures:
- Complex Demographics: Height, weight, emergency contacts
- Legal & Insurance Data: Attorney/adjuster info for liens, employer details for workers' comp
- Clinical Accuracy: ICD-10 codes, physician info, Rx effective dates
2. Claims Manager for Pre-Submission Validation
To support their X-SIM bone growth stimulator, Precision implemented Notable Systems’ Claims Manager across 34 different payers. Staff no longer manually comb through 10 to 15 pages of medical records to validate policy criteria. The system evaluates orders before submission and flags documentation gaps with specific guidance.
Now, Precision Medical submits clean claims from day one, and revenue no longer sits in denial limbo.
The Impact: What Changed for Precision Medical
The transition from manual to automated intake has fundamentally changed the pace of the business:
- 6 Times Faster Processing: "When we were doing it 100% manual, our intake team could process one full order in a six-minute period. We’re now down to about one minute," says Brittany Curl.
- Real-Time Operations: Orders no longer sit in queues for weeks. With Notable Systems’ AI, they are now picked up and processed in real-time.
- Growth Without Growing Headcount: Precision expanded into 15 new surgery centers, all without adding a single person to their intake or authorization teams. Automation made it possible.
The Competitive Reality: "If you’re not on the AI train and investing in your business, you’re definitely going to miss out and be left behind," says Jenae Mannie.
The Bottom Line
"It has been night and day on what you can utilize Notable Systems for… We wanted a partner that was going to grow with us. That’s why we chose Notable. And you guys have been absolutely amazing." – Jenae Mannie, Senior Vice President of RCM, Precision Medical
Ready to make intake 6 times faster? Schedule a demo with Notable Systems.