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Reliable Group

For med-surg and alternate-site distributors

Chargeback credits aging out while faxed orders wait.

An AI operating partner: a fixed-fee discovery of your order desk, chargeback or AP queue, then we build and run the fix.

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Where the hours go

  • Chargeback credits aging past the window.

    849 rejections arrive coded: member not on roster, expired contract, wrong unit. Automation groups and rebuilds claims; AI drafts corrections your analyst approves.

  • More volume means more order desk reps.

    Faxed and emailed orders keyed, item numbers cross-referenced, units converted, failed EDI orders reworked. Faxes read and lines entered without re-keying.

  • Margin lost before the invoice goes out.

    Price agreements loaded late, customers missing from GPO rosters, cost-sell gaps found after invoicing. Automation checks price file and roster before billing.

  • Accounts that learn of shorts at delivery.

    Manufacturer ETA reports read each morning, substitutes proposed for customer approval, status drafted for accounts. Your team decides allocations on short product.

  • Supplier invoices off your agreed cost.

    Lines invoiced above PO cost, short-ships, RGA credits, freight. Automation matches each line to PO and receipt; buyers work the exceptions.

  • New lines stalled, federal reports on deadline.

    Supplier packets chased: W-9, insurance, FDA registration. Item master filled from FDA's device database. Quarterly VA sales report drafted for your sign-off.

Medical-supply distribution

Direct: this segment

ProKure Digital: a 20-plus person India team in six months

A medical-supply procurement and distribution company serving hospitals, FQHCs and clinics on federal program pricing, growing fast. Reliable Group hired the leadership layer first, stood up a dedicated team of 20-plus people in India inside Reliable Group's own entity, and consolidated a freelancer network across four countries into one governed organization, in six months.

20-plus people in six months

A dedicated India team of 20-plus people, leadership hired first, stood up in six months.

realized
  • Team and timelinerealized

What transfers: Proves India team setup for a distributor in your segment, leaders hired first; not evidence of chargeback, pricing or EDI automation.

See the measured results
Illustrative flow of one contract sale from order to 849 resolution, seven steps, all by hand today: faxed order keyed, contract price not loaded, ship-to missing from the GPO roster, 844 chargeback claim filed, 849 rejection with the window running, correction drafted for approval, analyst approves and disputes are decided. Badges show automation, AI or your people taking each step once rebuilt.

What we do, and what we leave alone

Margin you earned, written off in the chargeback queue.

A distributor buys at acquisition cost, sells at GPO contract price and claims the difference on an 844. A roster gap, late price load or unit mismatch comes back as an 849 rejection, a re-bill, or a claim aged past the manufacturer's window and written off. We run the queue work.

  • Pricing and dispute decisions stay yours
  • Customers approve every substitution
  • Equivalence stays with customer value analysis
  • Recalls and lot tracing stay yours
Before and after for a distributor: paid hand tasks today across cash, margin and cost to serve, from chargeback claims, rejection rework and short pays to price file loads, match exceptions, fax orders and the VA sales report, become automated and AI blocks with match and cash exceptions routed, and your team still deciding pricing and disputes.

What we build and run

What comes off your teams' desks first.

Automation first: chargeback claims built, 849 rejections grouped by reason code, price files and rosters checked before invoicing, supplier lines matched to PO cost. Then AI reads faxed orders and drafts claim corrections. Your people keep disputes and pricing. Capabilities we build, not integrations shown in a published result.

Questions distribution leaders ask

  • Through queues that already carry cost: order entry, 849 rework, price loads, match exceptions. Discovery sets measured staff hours beside your chargeback aging, 849 rejections by reason code, write-offs and short pays, the evidence any recovery would be measured against later.

  • A fixed fee for six to eight weeks on one department. Your team keeps working while we measure, after written notice to your staff. You leave with a workflow map and a fixed-price proposal for the first build, with no obligation to continue.

  • The administrative side, yes. Automation groups 849 rejections by reason code; AI drafts the correction the contract and invoice support, such as a unit of measure or contract number, for your analyst to approve before resubmission. Manufacturer disputes and customer re-bills stay with your team.

  • Your contracts staff own the rules and sign-off. We automate checks: contract eligibility on the invoice date and Trade Agreements Act origin flags. For VA FSS contracts, the quarterly sales report and fee are drafted against the current clause, with the deadline tracked.

  • No. Your team keeps working in Prophet 21, Infor CloudSuite Distribution, SAP, Dynamics 365 or NetSuite, plus your contract system and EDI connections. Where an acquired distributor still runs its own ERP, we build across both and remove the re-keying between them.

  • Fill rate is a supply problem first. We read manufacturer ETA reports each morning and draft substitutes for customer approval; allocation on short product stays with your team.

  • Where work still needs people, we manage them, in your entity or ours. Pricing, supplier approvals and bank detail changes stay with your authorized staff.

Sources for the rules and deadlines on this pagechecked November 1, 2026

Rules change and vary by program, state and contract. Your compliance team confirms what applies to you.

How we handle regulated data

Design posture, not certification

Request documentation
BAA
Where a department handles protected health information, we execute a business associate agreement before Trace is installed or any data is accessed.
HIPAA
We execute a Business Associate Agreement before any engagement that touches PHI, and PHI is accessed only inside client-controlled systems by named individuals. Our first healthcare engagement under BAA is in progress.
Posture
Ready and aligned describe design posture, not certification. Reliable Group does not currently hold SOC 2 or ISO 27001 certification; our teams operate inside client-certified environments under client controls.
Notice
We deploy Trace only after your organization has given team members written notice; we provide the notice template.

Your client-specific workflows, data and documentation are yours. Trace is Reliable Group software, licensed under the engagement; third-party tools keep their own license terms.

Last reviewed October 2026

Next step

Stop guessing how your operation works.

Tell us which department eats the most hours. We will say candidly whether measuring it is worth it.

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