--- title: "Accounts receivable management for dme & hme suppliers" description: "Accounts receivable management for dme & hme suppliers: outsourced accounts receivable: aging reviews, statements, dunning sequences, phone follow-up and." url: https://ledgerbpo.com/industries/dme/accounts-receivable/ updated: 2026-09-11 publisher: LedgerBPO (SS Support Network LLC) language: en-US --- # Accounts receivable management for dme & hme suppliers Accounts receivable for DME & HME suppliers splits into three very different books: payer AR that lives in Brightree and depends on claim status, patient AR made of small coinsurance balances, and contract AR from hospices, facilities and private-pay customers. LedgerBPO reconciles all three to the general ledger every month and actively works the patient and contract balances under your brand. - Since 2020 - US · UK · CA · AU - Named accountant plus backup - Your software, no lock-in [Book a billing audit](https://ledgerbpo.com/book-a-call/?topic=billing-audit) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Updated September 2026 ## How it runs for DME and HME suppliers Our DunningDesk cadence sets the reminder schedule, our BillingLine desk makes and takes the calls, and a promise-to-pay log shows what was agreed. Payer follow-up stays with your claims team; we keep the aging honest and the non-payer balances moving. ## What is accounts receivable outsourcing? Accounts receivable outsourcing means a remote team manages the money your customers owe you: tracking invoices from issue to payment, sending statements and reminders, logging disputes, and reporting aging and days sales outstanding. The provider works inside your accounting software under your brand. You keep the customer relationship and decide on credits, holds and escalations. ## What we handle for DME and HME suppliers - Patient, contract and payer AR aged separately and tied to Brightree totals monthly - Statement and reminder cadence for patient balances with a promise-to-pay log - Hospice and facility invoices followed up by email and phone under your brand - Credit balances and unapplied payments identified and cleared before they age - Weekly AR summary with the ten largest open patient and contract balances ## The KPI that matters here Contract AR over 60 days reviewed weekly and every balance over 90 days carries a named next action. ## DME & HME compliance notes ### Medicare DMEPOS supplier rules Medicare DMEPOS suppliers must meet the supplier standards, hold accreditation and keep a surety bond to bill Medicare. Payment then follows fee schedules, competitive-bid amounts and capped-rental rules that decide when revenue is earned. Your books need to reflect those payment rules, not a generic sales model. ### Prior authorization CMS keeps a Required Prior Authorization List for certain DMEPOS items, and claims for those items without an affirmed decision are denied. We flag delivered-but-unauthorized orders as unbilled at each close so cash forecasts stay honest. Authorization work itself stays with your intake or billing team. ### HIPAA Patient names and diagnoses appear on remittances, statements and Brightree exports. Our staff are HIPAA-trained, we sign a BAA, access is logged and files are never downloaded to local devices. ### State sales tax on equipment Many states exempt prescribed durable medical equipment from sales tax while taxing retail accessories and over-the-counter items. We track taxable and exempt sales separately in the ledger so returns can be prepared from the books. Your tax preparer or advisor confirms the rules for each state. ## DME & HME software we work in - [QuickBooks Online](https://ledgerbpo.com/software/quickbooks-online/) - [Sage Intacct](https://ledgerbpo.com/software/sage-intacct/) - [Bill.com](https://ledgerbpo.com/software/bill-com/) - [Gusto](https://ledgerbpo.com/software/gusto/) - Brightree - Bonafide - TIMS Software - [All 50 platforms](https://ledgerbpo.com/software/) ## More for DME and HME suppliers Other services for dme & hme - [Bookkeeping](https://ledgerbpo.com/industries/dme/bookkeeping/) - [Invoicing and billing](https://ledgerbpo.com/industries/dme/invoicing-and-billing/) - [Accounts payable](https://ledgerbpo.com/industries/dme/accounts-payable/) - [Bank reconciliation](https://ledgerbpo.com/industries/dme/bank-reconciliation/) - [Month-end close](https://ledgerbpo.com/industries/dme/month-end-close/) - [Financial reporting](https://ledgerbpo.com/industries/dme/financial-reporting/) - [All dme & hme services](https://ledgerbpo.com/industries/dme/) Accounts receivable in other industries - [Marketing agencies & consultancies](https://ledgerbpo.com/industries/agencies/accounts-receivable/) - [Auto repair shops & dealerships](https://ledgerbpo.com/industries/auto/accounts-receivable/) - [Behavioral health practices](https://ledgerbpo.com/industries/behavioral-health/accounts-receivable/) - [Daycares, schools & education](https://ledgerbpo.com/industries/childcare-education/accounts-receivable/) - [The full accounts receivable page](https://ledgerbpo.com/services/accounts-receivable/) ## Frequently asked questions ### Do you contact Medicare or commercial payers about unpaid claims? Not as part of AR management. Claim status, appeals and denials are handled by your billing team or by SS Support Network's DME billing service. What we do is reconcile payer AR from Brightree to the ledger, flag claims approaching timely-filing limits on the aging, and report the trend, so the claims team works from the same numbers as the books. ### How do you follow up small patient balances without upsetting patients? With a calm, fixed cadence. A statement goes out monthly, a reminder follows at an agreed interval, and a courteous call comes after that, all under your name and using your wording. Agents explain the payer payment and the remaining balance, offer your portal or a payment plan you have approved, and log the outcome. Nothing is sent to a collection agency by us. ### What happens with credit balances and overpayments? We identify them on the monthly reconciliation and list them for your billing manager, since Medicare overpayments have to be reported and returned under the 60-day rule and patient credits need refunds. We prepare the refund list and journal entries; you approve and release the refunds from your own bank or payment portal. Next step ## Books closed. Invoices paid. Every month. Tell us what is going on with your books or billing. You will hear from a named person within 1 business day, with a custom quote and a plan for the first close. - Reply from a named person within 1 business day - No setup fee, month-to-month - Your software, your data, no lock-in Start with a custom quote [Book a billing audit](https://ledgerbpo.com/book-a-call/?topic=billing-audit) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours. --- Source: https://ledgerbpo.com/industries/dme/accounts-receivable/ · Contact: https://ledgerbpo.com/contact/ · Full site map for agents: https://ledgerbpo.com/llms.txt