How CRT Teams Use Nymbl to Streamline Documentation, LMNs, and Revenue Workflows
CRT teams are under constant pressure: tighter compliance rules, changing reimbursement models, and staffing challenges—all while trying to keep every patient moving through the process without delays.
In a recent live session, our Solutions Engineer, Josh Black, walked through how CRT organizations are using Nymbl to:
- Reduce manual work from intake to billing
- Speed up LMNs without forcing therapists into rigid templates
- Improve visibility into profitability, purchasing, and payer behavior
- Keep patients from slipping through the cracks
This recap highlights the key moments from that walkthrough.
Why CRT Teams Are Looking for Something Different
Most legacy systems in the CRT/HME space were designed decades ago. Practices have had to adapt their workflows to fit the software, often bolting on extra tools just to handle referrals, documentation, inventory, and billing.
Nymbl was built with a different goal:
- 100% cloud-based and mobile-first
- Flexible, configurable workflows that match how each business actually operates
- Automation and visibility tailored to modern CRT teams
Today, more than 300 organizations rely on Nymbl across the broader HME space, with a specific focus on CRT over the last several years. Together, we support over 3 million patients and run about 30,000 claims through the system each month.
We also work closely with partners like U.S. Rehab and other CRT-focused organizations, so the product is shaped by what’s really happening in the field, not just a generic healthcare checklist.
The CRT Reality: Pressure Is Up, Time Is Not
In the CRT world, practices are expected to:
- Stay compliant with constantly tightening rules
- Navigate complex reimbursement models
- Manage care with limited staff and high caseloads
What hasn’t changed is the need for efficient, patient-centered workflows. CRT teams need tools that:
- Keep patients from slipping through the cracks
- Keep documentation and approvals moving
- Make it easier, not harder, to coordinate across ATPs, therapists, CSRs, and billing
That’s the lens Josh used throughout the demo: real workflows that cut down admin work and support collaborative, patient-focused care.
Intake and Referrals: AI-Powered eFax Instead of Manual Sorting
The first stop in the live demo was intake.
Nymbl integrates with a partnered eFax platform (MedSender) that acts like an AI medical assistant, not just a digital fax machine.
Automatically Labeling and Routing Faxes
Instead of someone manually sorting stacks of faxes, Nymbl:
- Automatically labels incoming faxes
- Referrals
- Detailed standard written orders
- Authorizations
- And more—down to referral type, if configured
- Recognizes whether the patient already exists in your system
- For example: Jane Doe = existing patient, “TestTest” = new referral
- Shows patient name and date of birth at a glance
Nymbl can also be configured to tag faxes based on:
- Which payers you’re in-network with
- Which devices you service
All of this gives your team instant context before they even open a fax—who it’s for, what it is, and whether it’s a net-new referral or part of an existing case.
One-Page Intake With OCR and Eligibility
From there, Nymbl’s intake tools help convert faxes into structured data:
- AI/OCR reads the fax and pre-populates demographics and contact info
- Staff can review and clean up anything that needs attention
- Run real-time eligibility checks from the same screen
- Upload insurance cards and attach them to the chart
- Start a device right away for simpler orders, or attach a quote for more complex CRT equipment
That means less copying and pasting, fewer data-entry errors, and a faster path from referral to active order.
Smarter Quotes and Profit Visibility for ATPs
On the ATP side, Nymbl automates the most painful part of quoting: re-entering everything by hand.
From Vendor Quote to Structured Data
Instead of manually keying in:
- HCPCS codes
- Part numbers
- Item descriptions
- Cost and allowable details
An ATP or CSR can simply upload an XML quote from the manufacturer. Nymbl then:
- Populates part numbers and descriptions
- Maps single or multiple HCPCS codes per item, where applicable
- Pulls in MSRP, list cost, list price, discount cost, and more
Real-Time Cost of Goods and Margins
As soon as the quote is uploaded, Nymbl:
- Generates the purchase order, ready to email to the vendor
- Calculates cost of goods and real-time profit margins based on the specific reimbursement for that patient
- Flags bad purchasing decisions—for example, highly negative profit margins
That visibility allows ATPs and leadership to see, up front:
“This is how much we’re spending on product, and this is what we’re getting reimbursed.”
It’s not just a time-saver (10–15 minutes per quote adds up quickly); it also helps prevent unprofitable setups before equipment is ordered.
Standard Docs and Custom Forms—Without Manual Data Entry
Nymbl includes the standard documentation CRT teams rely on, including:
- ABNs
- Financial responsibility forms
- Standard written orders
- Detailed standard rental orders
- Delivery tickets
These can be auto-generated and digitally signed right in the software.
Sending Docs to Patients and Providers
Nymbl’s eFax and messaging options give teams flexibility:
- One-click send documents from the chart via eFax—no downloading, printing, or re-uploading
- Send documents directly to patients via text or email for:
- Digital signatures
- Financial responsibility coaching
- Delivery ticket signatures when the in-person window has passed
Everything routes back into Nymbl automatically, keeping documentation complete and organized.
Digitizing Your Own Forms (Title 19, Home Assessments, ATP Evals, and More)
Beyond standard documents, Nymbl lets you upload and digitize any custom form your team is manually filling out today, such as:
- Title 19 forms
- ATP mobility evaluations
- Home assessments
- Plan-specific Medicaid forms
Once a form is mapped:
- Nymbl pulls in existing chart data (like demographics and diagnoses) automatically
- Staff can still use checkboxes, free-text fields, and dropdowns
- Completed forms can be:
- Saved to the chart
- Faxed or emailed directly from Nymbl
- Downloaded as needed
The impact: less manual entry, fewer typos, and 10–15 minutes saved every time that form is used.
AI-Assisted LMNs That Therapists Will Actually Use
A major focus of the demo was our LMN dashboard and AI-assisted LMN workflow.
Tracking LMNs From Request to Completion
On the Nymbl side, teams can see:
- All outstanding LMNs
- Which patients and orders they’re tied to
- How long each has been pending (e.g., 2 days vs. 16 days)
- Where each request is in the process:
- Email sent
- Eval started
- LMN under review
- Completed and returned
You can also see:
- Which therapist it was sent to
- The appointment date
- Any HCPCS recommendations and justification narratives your team added to help the therapist
Therapists aren’t forced to use that guidance, but it gives them a clear starting point.
Therapist Experience: Keep Their Process, Add AI
Nymbl is designed not to disrupt your therapists’ existing processes.
Therapists:
- Receive a single sign-on email link (no portal account setup required)
- Land on a page with:
- Basic patient demographics
- Appointment date
- Recommended HCPCS codes and justification language (controlled on your side, with dropdown options)
From there, therapists can:
- Use their own eval forms (including custom or Houston-based forms)
- Or use preloaded forms you provide, like Medicaid-specific eval forms for certain plans
They upload their eval, and Nymbl’s AI:
- Uses OCR to interpret checked boxes and filled fields on almost any form layout
- Generates a full LMN draft in either SOAP or summary format (most therapists choose summary)
- Produces slightly different language each time, even from similar evals, to avoid cookie-cutter narratives
Therapists have full editorial control:
- Edit, add, or delete any text
- Bold or format sections
- Add their license number and sign off
Once finalized, the LMN flows back into Nymbl.
Review, Approval, and Physician Signature
On your side, the completed LMN:
- Lands in a reviewable area in the order’s WIP
- Can be opened, reviewed, and approved by the appropriate user(s)
- Can be labeled and tracked separately as:
- Therapist LMN
- Physician-signed LMN
From there, the LMN can be:
- eFaxed or emailed to the physician for final signature
- Stored back in the order as documentation returns
The result: therapists keep the clinical process they trust, while Nymbl handles the heavy lifting of LMN drafting, tracking, and routing.
Automating Capped Rentals and Monthly Billing Checks
For organizations doing capped rentals, Nymbl offers built-in billing automation:
- Automatically updates rental modifiers month to month (e.g., 2–4, 4–13)
- Automatically updates allowable totals in later months as payer rules reduce reimbursement
- Runs an eligibility check before each month’s claim goes out
If everything looks good, Nymbl sends the claim. If not, it:
- Flags the issue
- Drops the claim into a review bucket for staff to resolve before submission
Rentals can be
paused, edited, or canceled at any time, giving you control over the process while still offloading repetitive work.
Seeing the Whole Business at a Glance
To close out the demo, Josh jumped into Nymbl’s business intelligence dashboards, built on Amazon QuickSight.
Instead of running multiple reports and stitching them together, leaders can log into a single set of dashboards and see:
- Monthly billed vs. collected amounts
- Collection percentages by month (e.g., only 25% of August claims collected so far)
- Margins by ATP, line of business, or other dimensions
- User productivity and patient collections
- New orders and new patients over time
- Length-of-care timelines, from referral to:
- Eval
- Delivery
- Billing
- Payment
On the financial side, you can also track:
- Payer behavior and average days-to-pay
- CO45 expected vs. actual write-offs for truing up fee schedules
- Referral value over time (who’s sending high-value business)
- Purchasing trends, including:
- Who you’re spending the most with
- Where you might negotiate better discounts
- Cost variation for specific products across multiple purchases
The idea is simple: log in daily, weekly, or monthly and
see what’s happening immediately, without needing to run 30 different reports.
Want to See How This Fits Your Team?
If your CRT team is spending too much time on manual data entry, chasing LMNs, or juggling tools just to keep referrals, documentation, and billing aligned, there’s a better way.
Nymbl was built to support the way CRT teams actually work—across ATPs, therapists, CSRs, and billing—while giving leadership the visibility they need to grow sustainably.
If you want to see how Nymbl can streamline your CRT workflows end-to-end,
book a live demo and we’ll walk through your processes, show how other organizations are using the platform, and answer any questions you have.
