Home Sleep Test Recovery
- 1Patient checks out HST device in the CRM
- 2Automated text sent 48 hours later with return instructions
- 3Second alert sent on morning of expected return
- 4Staff notified immediately if device is not scanned back into inventory
Systems for Sleep Clinics
Optimize Patient Intake and Sleep Study Coordination
Sleep clinics make money through diagnostic polysomnography, titration studies, and ongoing medical equipment management. Profit leaks occur when referred patients fail to schedule, home sleep test kits are not returned, or CPAP therapy compliance is not tracked for insurance reimbursement.
Healthcare
- Referral Tracking Pipeline
- Equipment Return Reminders
- Compliance Recall Campaigns
- Waitlist Fill Automation
- Physician Portal Communication
How the business actually works
How the work flows, start to finish.
- 01
Referral Intake
Receiving patient data and clinical notes from primary care physicians or specialists.
- 02
Pre-Authorization
Verifying insurance coverage and obtaining necessary approvals for diagnostic testing.
- 03
Study Scheduling
Coordinating overnight lab stays or home sleep test equipment pickup.
- 04
Diagnostic Testing
Conducting the sleep study and collecting physiological data for technologist scoring.
- 05
Physician Review
Interpreting results and generating formal sleep reports and treatment plans.
- 06
DME Coordination
Setting up patients with CPAP or BiPAP devices and ensuring proper mask fit.
- 07
Compliance Monitoring
Tracking usage data to meet payer requirements for continued equipment coverage.
- 08
Annual Recalls
Scheduling yearly follow-ups and replacement supply shipments.
Where it leaks
Common problems for sleep clinics.
01
Referral Leakage
Many patients referred by primary care doctors never actually book their initial consultation. Without a structured follow-up system, these leads remain stagnant in a fax pile or inbox.
02
HST Kit Losses
Home sleep test units often go missing or are returned late by patients. This prevents the clinic from conducting further studies and creates significant equipment replacement costs.
03
Compliance Gaps
Insurers require proof of device usage to pay for ongoing rentals and supplies. Manual tracking of hundreds of patients leads to missed deadlines and denied claims.
04
No-Show Lab Nights
Empty beds during overnight studies represent unrecoverable revenue for the clinic. Last-minute cancellations are difficult to fill without an automated waitlist notification system.
05
Supply Revenue Loss
Patients often forget to reorder masks, filters, and tubing at the recommended intervals. This results in lost recurring revenue and decreased therapy effectiveness for the patient.
What LATTICE can build
Systems built around how you work.
Referral Tracking Pipeline
Automated sequences that contact referred patients immediately to schedule their consultation, ensuring the referral loop is closed.
Equipment Return Reminders
SMS and email notifications that remind patients to return home sleep test kits by a specific time to avoid late fees.
Compliance Recall Campaigns
Automated check-ins for new CPAP users during the critical first ninety days to address usage issues and document progress.
Waitlist Fill Automation
Systematic alerts sent to patients ready for a study whenever an overnight slot opens due to a late cancellation.
Physician Portal Communication
Brief updates sent to referring doctors when their patient schedules or completes a study, strengthening professional relationships.
Resupply Notifications
Triggered alerts based on the last order date to prompt patients to refresh their masks and filters according to insurance eligibility.
Pre-Study Prep Instructions
Automated delivery of prep materials, including what to wear and directions to the lab, to reduce patient anxiety and improve study quality.
Example systems
What it looks like in practice.
CPAP Compliance Support
- 1Therapy start date recorded in patient portal
- 2Automated day seven check-in to ask about mask comfort
- 3Day thirty reminder to check usage hours for insurance
- 4Escalation to respiratory therapist if patient reports issues
New Referral Engagement
- 1Referral fax digitized and patient contact created
- 2Introductory email sent explaining the sleep study process
- 3Booking link sent via SMS if no appointment is made within three days
- 4Task created for front desk if no response after one week
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from sleep clinics
How can we handle the large volume of faxes we receive from other doctors?
Our systems can help digitize and organize incoming referral data, ensuring every fax is attached to a patient record. This prevents clinicians from losing paperwork and allows for immediate automated outreach to the patient.
Can the system help us improve our CPAP resupply numbers?
Yes, by tracking the date of a patient's last equipment setup, the system can automatically send reminders when they become eligible for new masks, tubing, or filters. This ensures patients maintain their therapy while the clinic captures consistent recurring revenue.
What happens if a patient cancels their overnight study at the last minute?
The system can instantly notify a segmented list of patients who are awaiting a study but haven't been scheduled yet. This allows you to fill empty beds quickly without staff having to make dozens of individual phone calls.
Does this replace our existing Sleep Lab Management Software?
We focus on the communication and administrative layers that these specialized tools often lack. We bridge the gap between your clinical data and the patient experience, focusing on scheduling, follow-ups, and referral management.
How do we ensure patients follow the pre-study protocols?
Automated workflows send clear, timed instructions regarding caffeine intake, hair products, and arrival times. Providing this information through their preferred channel, like SMS, increases the likelihood that they arrive prepared for a successful study.