How it runs for DME and HME suppliers
You approve every run. We do not give advice on compensation law; we make sure the numbers are right and posted where they belong.
What is payroll processing outsourcing?
Payroll processing outsourcing means a remote team prepares each pay run inside your payroll software: reconciling hours, entering changes, checking deductions and producing the run for the employer to approve. The employer keeps the payroll account, the bank authority and the legal responsibility. The provider posts the payroll journal and reconciles it, so payroll and the books agree.
What we handle for DME and HME suppliers
- Hours and on-call stipends collected from your timekeeping system and checked before the run
- Payroll journals posted by branch and department from Gusto, ADP or Paychex reports
- Employer taxes, benefits and garnishments reconciled to the payroll provider and the bank
- Sales commissions calculated from approved plans and documented for review
- Accrued PTO, bonuses and payroll liabilities reviewed at every close
The KPI that matters here
Payroll journal posted and reconciled to the bank within two business days of each pay date.
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
- Sage Intacct
- Bill.com
- Gusto
- Brightree
- Bonafide
- TIMS Software
- All 50 platforms
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Frequently asked questions
Do you run payroll or just record it?
We prepare and support the run inside your payroll provider and record it in the ledger; you approve and submit each run. Gusto, ADP or Paychex remains the system that calculates taxes and files returns. Our role is to make sure hours are checked, the journal is posted by branch, and liabilities reconcile, which is where most DME payroll errors appear.
How do you handle sales commissions for DME reps?
We calculate commissions from the plan you and your compliance advisor have approved, document the calculation, and post the expense by product line. We flag any plan feature that looks tied directly to referral volume so you can review it with counsel, because federal anti-kickback rules restrict how referral-based compensation can be structured. We do not design the plan.
Can you support multi-state payroll for branches in different states?
Yes. We track which employees work in which state, make sure the payroll provider has the right state withholding and unemployment registrations, and reconcile each state's liabilities separately. Registrations themselves are completed by you or your provider. Our payroll support service page lists what is included.
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