SLEEP MEDICINE
An EHR Built Around the Study, the Device, and the Adherence Data
Your PSG and HSAT orders, your in-lab studies, your CPAP and BiPAP titrations, your DME packets, your device downloads, and your payer compliance clock all live in one chart. Your billing team works the studies, the devices, and the continued-coverage paperwork, and tracks every claim to resolution on GlaceEMR and GlaceRCM, billed at a percentage of collections with no base fees, backed by a billing team that hits 95%+ first-pass claim adjudication and 99%+ collection rate of payer-allowed amounts*.
*Of payer-allowed amounts.
WHAT WE HEAR FROM SLEEP PHYSICIANS
The Problems Sleep Practices Tell Us About
Sleep medicine lives at the intersection of diagnostics and device management. A practice runs on study interpretation and then on the long tail of PAP therapy: titration, adherence downloads, mask fit, and the payer’s continued-coverage clock. The horizontal EMR most sleep practices run was built for somebody else. There is nowhere to put a study result, nowhere to put a titration record, and nowhere to put a stream of adherence data that matters more to the payer than to the patient’s symptoms. The list below is what we hear in the first thirty minutes of every discovery call.
Sleep studies arrive as flat PDFs. The interpretation lives outside the chart, AHI and oxygen nadir and arousal index have to be retyped into the note, and trending across studies is manual. When the resupply visit shows up, nobody can answer whether the patient is actually responding to therapy without opening four windows and a separate device portal. The data that should drive the next decision is buried in a file your medical assistant has to hunt down, every time.
The adherence clock is somebody else’s job. The 4-hour-per-night, 70-percent-of-nights window inside the first 90 days determines whether the device gets covered, and the data that proves it lives in a vendor portal that nobody on your staff is logging into on Tuesday. By the time the front desk hears from the DME company, the window has already closed on a patient who was running at 3.8 hours and would have closed the gap with a single phone call in week six. The revenue and the patient outcome both lose.
DME paperwork eats the schedule. A CPAP or BiPAP order needs the face-to-face documentation, the detailed written order, the qualifying study, the clinical evaluation with the symptom history, and the supplier packet, and any missing element delays the device while your front desk takes the patient’s call asking why their machine has not arrived. The same fight plays out on resupply for masks, cushions, tubing, and headgear. Your team becomes a documentation broker between the DME supplier and the payer, and the cognitive work spills into the visit time that should belong to the next patient.
Prior authorization is constant. In-lab PSG, split-night titration, MSLT, advanced PAP modalities, and oral-appliance referrals all need preauthorization with the symptom history, the Epworth score, the STOP-BANG, and the comorbidities the payer demands. Each plan has its own packet and its own portal. Your staff spends days a week assembling documentation the chart already contains, and the patient waits weeks for a study that should have happened this month.
The billing rules around sleep are tight, and the denials follow the gaps. Stacked modifiers on split-night and full titration, professional and technical components on the studies, NCD 240.4 and 240.4.1 medical necessity, DME claims with the right KX and GA modifiers, and an LCD landscape that varies by MAC all need clean documentation upfront or the claim sits in AR for 60 days while your front desk is asked to find a face-to-face note from January. Across a typical sleep panel, the recoverable revenue sitting in denials and unbilled compliance follow-ups is in the six figures, and most practices never see the report that would tell them.
The phones never stop. Resupply questions, mask-fit complaints, study scheduling, PAP-feels-uncomfortable calls, DME billing confusion, the patient who needs a copy of last year’s interpretation for a CDL exam, the patient who got a recoupment letter and is calling you to explain it. Your front desk is fielding a call volume that grows with every new diagnosis you carry, and the recall lists for the non-adherent patients and the patients overdue for a titration follow-up do not get worked because nobody has the hours. Your panel quietly thins.
Your software bill keeps growing for things that should be one product. Separate vendor for telehealth, separate vendor for the patient portal, separate vendor for the kiosk, separate vendor for device data, separate vendor for sleep questionnaire intake, separate vendor for the DME interface, separate vendor for the practice marketing site. Each renews on its own schedule and each integrates with the others only when one of them feels like it. The total spend stays invisible until your office manager prints the SaaS list and the number is bigger than two FTEs of payroll.
Your reporting is somebody else’s job. You need a non-adherent-patient roster for the panel, a denial-trend report by payer for studies and DME, a turnaround-time report by interpreting physician, a panel cut by Medicare versus commercial. Every one of those is a support ticket, a consulting engagement, or a week of waiting. Your decisions get made on gut feel, and the numbers that would have changed the decision arrive after the decision is already irreversible.
GLACEEMR FOR SLEEP MEDICINE
A Chart Built Around the Study, the Device, and the Compliance Clock
GlaceEMR is ONC-certified and has been deployed in private sleep practices for years, with 30+ years of company history behind it. Every feature below is in the platform today, not a roadmap promise. The sleep-medicine configuration is wired in before training starts, so the chart your team opens on day one already knows the studies, the devices, the modifiers, and the workflows your practice runs on.
Structured PSG and HSAT interpretation
Interpretation templates capture AHI, RDI, oxygen nadir, sleep efficiency, REM percentage, arousal index, and total sleep time as discrete data, not free text the next provider has to re-read. The raw PDF attaches to the encounter and the structured values trend across visits and across studies, so the seventh PSG of a patient’s care sits next to the first.
PAP adherence tracking inside the chart
Adherence data ingests directly from the device platforms your patients use, so usage hours, percentage of nights, residual AHI, leak rate, and pressure data live where the visit happens. The 90-day compliance window surfaces per patient with a clear ready-or-not status before the resupply visit gets billed and before the device is at risk of being recouped by the payer.
Titration documentation, every modality
Templated titration notes for CPAP, BiPAP, ASV, and AVAPS, with pressure history, mask interface, leak rate, and residual AHI captured as discrete data the next visit can trend against. Split-night documentation includes the diagnostic and titration components in one note, so the modifier logic on the claim matches what actually happened in the lab that night.
DME and oral-appliance referral tracking
DME order sets pre-populate the face-to-face note, the detailed written order, the clinical evaluation, the supplier packet, and the resupply schedule so the device ships without three calls from the DME company. Oral-appliance referrals route through the ReferralTracker so the device loop closes back into the chart instead of disappearing into a fax queue.
Sleep history templates, discrete fields
Initial consult templates capture bed-partner history, sleep schedule, snoring, witnessed apneas, restless legs, parasomnias, daytime sleepiness, and shift-work patterns as discrete fields the next provider can search and trend, not as the wall of free text most charts produce. Smart phrases expand the consult, the PAP follow-up, and the study interpretation, so a complete note finishes when the visit finishes.
60+ lab interfaces and 15+ hospital interfaces
Iron studies, ferritin trends for restless legs, TSH and thyroid panels, comprehensive metabolic and lipid panels, and overnight oximetry flow back into the chart from 60+ lab partners. Hospital interfaces deliver ADT notifications and inpatient sleep consults straight into the chart, so the patient admitted for heart failure with newly diagnosed central sleep apnea lands on your radar before they call to schedule outpatient follow-up.
eRx with EPCS for scheduled stimulants
Surescripts e-prescribing with EPCS for the controlled medications a sleep practice actually carries, including modafinil, armodafinil, and the schedule-IV wake-promoting agents. Identity proofing, drug-drug and drug-allergy interaction alerts at the point of order, and PDMP integration are inside the prescribing workflow, not in a separate browser tab the front desk has to remember to open.
AASM scoring rules at the point of read
Reference the current AASM scoring rules inline at the point of interpretation, with macros for adult and pediatric criteria, hypopnea definitions, RERA scoring, and arousal scoring. Your interpretation reads consistently across your team and your fellows, and the variability that creeps into a shared lab over five years stays bounded by the rules everyone is supposed to be using.
Validated questionnaires, scored at intake
Epworth Sleepiness Scale, STOP-BANG, Insomnia Severity Index, and the Berlin Questionnaire collect through the portal or the kiosk before the visit, score automatically, post into discrete fields the note pulls from, and plot on longitudinal trend charts so risk and treatment response are tracked over time rather than re-derived at every follow-up.
Care Gap and Population Registry views
Care Gap and Population Registry views run across your panel and surface the patients overdue for a follow-up titration, an adherence review, or a ferritin recheck before therapy quietly fails. Recall logic turns those rosters into outreach, so the patient running at 3.8 hours of usage in week six gets a phone call before the compliance window closes, not after.
Native telehealth, no add-on
HD video is built into the EHR. No third-party link, no separate seat license, no surprise renewal. PAP follow-ups, mask refits, post-titration check-ins, and the patient who lives an hour from the clinic all run in the same chart as the in-person work, with the same templates and the same coding support. GlaceScribe captures the note either way, and the visit codes the same.
200+ built-in reports and a real report builder
Clinical, quality, RCM, payer-performance, and operational reports out of the box, plus a report builder UI your office manager can use without filing a support ticket. Non-adherent-patient rosters, denial-trend reports by payer, study turnaround time by interpreting physician, and per-payer reimbursement on PSG and HSAT are all one click away.
Pulmonary and referring-provider loop
Direct Secure Messaging, C-CDA exchange, and FHIR APIs close the loop with referring providers, pulmonary colleagues, ENT for surgical candidates, and PCPs sending the OSA workup. The study, the interpretation, and the adherence update can be sent back without a fax queue or a CD-ROM in the mail, and the inbound consult letter lands in the SmartInbox as work, not as paper.
Role-based access and full audit
Each role (sleep tech, scoring tech, MA, nurse, provider, biller, manager) sees exactly what they need and nothing they do not. Every action is logged. HIPAA-compliant infrastructure, LUKS full-disk encryption at rest in production, single-tenant database per practice, encryption in transit, and US-based hosting in Tier-III data centers, all under a signed business associate agreement.
SmartInbox for results and faxes
Inbound studies, adherence downloads, DME packets, referral letters, and the rest of the paper sleep medicine still moves through land in the SmartInbox as prioritized work attached to the patient. The Results Manager links the study and the adherence download to the patient’s therapy, flags the failing-adherence or residual-AHI case, and updates the flowsheet without a staffer retyping what another system already knows.
MODULES INCLUDED WITH GLACEEMR
Things Other EMRs Charge Extra For. You Get Them.
When you price-out another EMR, count what is included before you compare the headline number. Most of the boxes below are upsells everywhere else. They ship with GlaceEMR. No tier games, no surprise line items at renewal, no third-party vendor management for the modules a sleep practice actually depends on.
Native iOS and Android apps
Phone and tablet apps for providers and staff. Sign interpretations, review adherence downloads, message patients, see the lab schedule, take a call from the night tech, all from wherever you are. Native build, not a mobile-friendly browser view, so the experience holds up when you are reading a study at 6:30 AM before clinic.
CCM, RPM, PCM, BHI, TCM
Care management programs, device monitoring, behavioral health integration, and transitional care, all built into the chart. The sleep practice can capture the monthly compliance touchpoint and bill it where the patient qualifies, and the CPAP-fail-to-adherence remediation visit becomes a documented and billable care-management contact instead of an unbilled phone call.
Self check-in kiosk
Run check-in on an iPad, an Android tablet, or the patient’s own phone. Demographics, consents, copay, the sleep questionnaire, the Epworth, the STOP-BANG, and insurance updates, all done before the rooming MA gets there. Bilingual English and Spanish so the elderly Spanish-speaking patient does not need an interpreter to fill in a snoring history.
Telehealth, PACS, DICOM viewer
HD video, integrated PACS, full DICOM viewer in the chart. No add-on subscriptions, no separate logins, no surprise fees on the renewal. PAP follow-ups, ENT imaging review for the surgical candidate, and the airway films the oral-appliance referral asked you to look at all run on one platform, with one note, in one chart your billing team can code.
GlaceOffice administration suite
HR, timesheets, PTO, inventory, documents, contracts, sleep-tech credentials, asset management, mail handling, expense tracking, and the KPI dashboard your practice manager actually checks. Free for every Glenwood client. Run the business side without a fifth subscription and a fifth login the front desk has to remember at 7:00 AM on Monday.
Multi-location, multi-provider, role-based
Grow from a single sleep lab to a multi-site network on one platform without renegotiating the contract or rebuilding the configuration. Role-based access controls and audit trails throughout. No per-location upcharge. Add a satellite lab next quarter and the chart works the same way Monday morning, with the same scoring rules, the same templates, and the same modifier logic.
GLACERCM FOR SLEEP MEDICINE
A Billing Service That Knows Your Sleep Code Mix
GlaceRCM charges a percentage of collections with no base fees, no implementation charges, and no monthly minimums. The service is built for the sleep code mix, the DME side of the practice, and the payer environment that scrutinizes PAP authorization more closely than any other line of business in adult outpatient care.
95%+
First-pass claim adjudication. Most claims pay on the first submission, with no rework, no resubmission, and no calendar lost to denial follow-up on a study or a DME line.
99%+
Collection rate of payer-allowed amounts*. The dollars the payer contractually owes you actually arrive, because we work the queue to resolution instead of writing it off at 90 days when the LCD argument got harder.
$0
Implementation fee, setup charge, and monthly minimum. We get paid when you get paid, so our interests and yours line up from the day the contract is signed.
*Of payer-allowed amounts.
Study billing with modifier logic
Professional and technical splits on in-lab PSG, split-night titration, full titration, MSLT, and HST claims are scrubbed against payer-specific rules with 26, TC, 52, and 59 modifier logic before they leave the door. The claim that should bill split is split, the claim that should bill global is global, and the modifier that costs the practice 40 percent of the reimbursement when it is wrong gets caught by the scrubber instead of by the EOB four weeks later.
Medicare LCD and NCD fluency
Sleep panels skew Medicare and Medicare Advantage. NCD 240.4 and 240.4.1, the MAC-by-MAC LCD landscape, and the continued-coverage paperwork that gates the device after the first 90 days all live in our queue every day. We know which MAC needs which evidence packet, which LCD language to cite, and which denial reason can be fought with the data you already have in the chart.
DME claim submission, end to end
If your practice runs its own DME line, CPAP, BiPAP, mask, cushion, headgear, tubing, filter, and humidifier claims submit with the face-to-face note, the prescription, the qualifying study, the KX or GA modifier where applicable, and the adherence documentation already attached. If your practice partners with an outside DME, the same documentation packet goes out to the supplier as a clean handoff so the device ships on the first attempt.
Prior authorization, assembled and submitted
Auth packets for in-lab PSG, split-night titration, MSLT, advanced PAP modalities, and oral-appliance referrals are assembled from the chart automatically with the symptom history, the Epworth, the STOP-BANG, the BMI, the comorbidities, and the trial-of-conservative-therapy documentation the payer asks for. The billing team finishes, validates, and submits, and the patient gets the study within the same calendar month instead of two months later.
Denial management worked to resolution
Compliance-related denials, missing-LCD denials, NCD 240.4 medical-necessity denials, modifier denials, and DME documentation denials are worked by the team, with appeals authored against the original documentation. The write-off only happens when you sign off on it. The report on your dashboard tells you exactly where every disputed dollar stands today, including the peer-to-peer that is scheduled for next Wednesday.
A named billing specialist for your panel
You get a dedicated account manager who knows sleep payer mix in your state, the codes you bill, your lab, your DME relationships, and your top denials. Not a ticket queue. Not an offshore call center. They pick up the phone when you call, and they know your practice by name within a month of go-live. You will recognize their voice on the other end of the line.
Credentialing for lab and DME side
Provider credentialing, lab accreditation tracking, and DME payer enrollment are part of GlaceRCM onboarding, not a separate engagement and not a referral to a third-party credentialing company. New providers, new locations, and CAQH revalidations are handled by the same team that runs your billing, so you do not lose a payer mid-quarter to a missed update.
Percentage of collections, no base fees
No setup fees, no implementation charges, no monthly minimums. We get paid when you get paid. That is the contract, in writing, on every invoice. Your interests and ours are aligned from day one, and our incentive is to collect every dollar you earned on every study, every titration, and every adherence-driven E&M visit, not to bill you for activity that did not produce collections.
Patient statements and US-based call center
Patient statements go out daily, paper and electronic, in English and Spanish. Your patients call our US-based billing call center with questions about balances, EOBs, and DME line items, not your front desk. Soft collections are handled in-house. Collection-agency escalation only happens on your explicit sign-off, and the receptionist who is supposed to be checking in the 9 AM patient is not on a billing call.
Per-claim tracking to resolution
A study claim, a titration claim, or a DME line is worked until it is paid, denied with finality, or written off after a documented exhaustion of appeals. Not just to the 90-day mark and not just to the first denial. The dashboard shows you the open work in real time and the monthly report tells you what closed, what is still open, and where the dollars went.
Real-time self-serve reporting
Real-time dashboards on collections, AR aging by payer, denials by reason, per-payer reimbursement on PSG and HSAT, and DME line performance, plus a monthly report package the practice owner can read in ten minutes and a Payer Analyzer that makes the reimbursement mix legible without a consultant. The numbers the owner needs to make a decision live one click away, and the report builder UI handles the question you cannot find in a stock report.
GLACESCRIBE FOR SLEEP MEDICINE
Ambient SOAP Notes, Tuned to Sleep Medicine Vocabulary
GlaceScribe listens in the room and generates a complete SOAP note structured the way sleep medicine writes: bed-partner-driven HPI, sleep-history review, daytime-symptom review, study and adherence summary, assessment paragraph per active sleep disorder, and plan organized by problem with orders, refills, DME packets, and follow-up. It is built on HIPAA-compliant AI infrastructure from Amazon, Google, Anthropic, Deepgram, ElevenLabs, and other enterprise AI providers. Multi-vendor architecture preserves operational redundancy and continuous improvement, so the scribe gets better over time without ever depending on a single upstream vendor.
The medical terminology a sleep practice carries (AHI, RDI, REM rebound, complex sleep apnea, central apnea, mixed apnea, hypopnea, RERA, periodic limb movement, ferritin target, MSLT mean sleep latency, sleep-onset REM periods, oxygen desaturation index) is recognized and the note structure is clinically usable, not generic dictation cleanup. It learns your voice, your abbreviation patterns, and your preferred phrasing over time. The first month it sounds like a careful sleep fellow trying to write the way you write. By month three it sounds like you.
ICD-10 and CPT suggestions surface alongside the draft note, including the G47.x family entries and the comorbidity codes that came up in conversation but were not on the active problem list. All suggestions are reviewed by you before signing. Nothing reaches the chart until you approve it, and the codes never touch the claim until you sign the note. The AI is a careful resident who hands you the note for review; the coding judgment and the billing decision stay with you.
Sleep visits run long, often with a bed partner or family member in the room describing snoring, witnessed apneas, and the patient’s symptoms the patient never reports themselves. Up to four simultaneous speakers are captured cleanly, so the spouse who has been listening to the breathing for ten years is documented alongside the patient without scrambling the assessment. The scribe runs in person and in telehealth, and the same chart receives the note either way. Patient-facing language is supported in English and Spanish.
The outcome is documentation that finishes when the visit finishes. No charting at 9 PM after a full day of new sleep consults, no weekend catch-up on the interpretation backlog, no pajama time eating into the hours that should belong to your family. You read, edit, sign, and move to the next patient, and the note that gets billed is the note that reflects the work you actually did.
You will feel it most on the visits where the typing was always the bottleneck. The new sleep consult with the bed partner who has fifteen years of observation to unpack. The PAP follow-up with a complicated adherence story and a residual-AHI argument. The family meeting around the elderly patient with possible REM behavior disorder where everybody is talking at once and you cannot type fast enough to keep up. The note that used to eat thirty minutes after clinic now needs three minutes of review while the MA is rooming your next patient, and the HPI captures what the patient and the partner actually said, not the abbreviated version you would have typed from memory at the end of the day.
POWERED BY GLACEIQ
30+ AI Features, Tuned to the Sleep Physician’s Day
Every GlaceIQ capability is a suggestion. You review and select. Codes wait for your approval before they touch a claim, and notes wait for your signature before they leave the chart. Compliance-first, physician-in-the-loop, every time. The list below is what runs in the background of your day on GlaceEMR, working on the cognitive load you carry today by hand.
Pre-charting from study trend and adherence read
Before the visit, GlaceIQ assembles a pre-chart summarizing chronic sleep diagnoses, current PAP settings, last adherence read, study trend, last-visit plan items still open, and overdue follow-ups. Your MA reviews it before you walk in, so the first thirty seconds of the encounter are spent on the patient, not on chart review across four windows.
Compliance flags before billing
A claim with insufficient adherence documentation is paused with a clear reason and a route to fix it before submission, not after the recoupment letter arrives. The 4-hour, 70-percent threshold inside the 90-day window is visible per patient, and the visit that should happen at week six gets booked instead of skipped.
ICD-10 capture during signing
As you sign, GlaceIQ flags G47.x-family conditions and the relevant E66 obesity and I10 hypertension comorbidities documented in the note but not yet on the encounter’s diagnosis list. You review and select which to include. The specificity that supports the LCD argument lands on the claim instead of waiting for the next visit to fix.
Refill safety on stimulants and PAP supplies
For modafinil, armodafinil, and the scheduled wake-promoting agents where the last office visit was more than a year ago or where pending labs are missing, GlaceIQ flags the refill request for an office or telehealth visit before approval. Resupply prompts on PAP supplies respect the payer schedule and surface the last-visit date, so the visit happens before the supply ships when one is required by LCD.
Denial prediction before submission
GlaceBillSmart scores each claim for denial probability based on payer history, modifier combinations, and documentation gaps, so the billing team fixes problems before submission instead of working denials after the EOB arrives. The study claim that would have failed on a missing comorbidity gets the comorbidity added while you can still adjust the note.
Per-code performance at charge entry
During charge entry, GlaceIQ shows expected reimbursement, denial probability, and payment timeline per CPT by payer for the studies, the titrations, the office visits, and the DME lines. You see the dollar implications of a coding decision while you can still adjust documentation, and the practice sees what is actually paying versus what is being written off.
Care-gap suggestions for non-adherent patients
Overdue follow-ups for non-adherent PAP patients, high-AHI patients without a follow-up plan, RLS patients overdue for a ferritin recheck, and narcolepsy patients overdue for medication monitoring surface in the encounter window so you can address now, schedule next visit, or defer with documented reasoning, in one click each. The quality measures relevant to sleep medicine accrue as a byproduct of good care, not as a separate reporting project at year-end.
AI-powered prior authorization
For in-lab PSG, MSLT, advanced PAP modalities, and the oral-appliance referrals that need prior auth, GlaceIQ assembles the documentation packet from the chart automatically. The billing team finishes, validates, and submits. The 45-minute manual prior-auth project shrinks to a five-minute review, and the patient gets the study their symptoms actually warrant.
AI schedule maximization
When the lab schedule or the clinic schedule has an opening, GlaceIQ identifies recall, waitlist, and follow-up candidates and books them through GlacePhoneSmart or portal outreach. Your lab capacity stops leaking. The 2:30 PM no-show turns into a 2:45 PM PAP follow-up for the non-adherent patient who has been overdue for ten weeks and was always one phone call from re-engagement.
All AI output is presented as suggestions. The clinician reviews and selects. Nothing posts to a chart or a claim without a provider’s action.
PATIENT ENGAGEMENT FOR SLEEP MEDICINE
A Patient Experience Built for the Long Arc of Sleep Care
A sleep patient is with you for years. Your patient engagement stack runs on portal, mobile app, kiosk, SMS, email, and phone, with English and Spanish on every patient-facing surface. The seventy-year-old who only opens email and the twenty-eight-year-old who only opens text both end up on the schedule, both fill out the Epworth and the STOP-BANG before they walk in, and both make their DME balance payment without anybody at the front desk lifting a finger.
Practice-branded portal and mobile app
Studies, adherence updates, secure messaging, sleep-intake completion, bill pay, and telemedicine, all under your practice name, your logo, and your colors. The CPAP patient checks their compliance window on the same app they use to message your office, recognizes the brand on their phone, and stays there for the seven-year arc of sleep care. Adoption beats the generic vendor-branded portal every time.
GlacePhoneSmart 24/7 line
AI phone agent answers as your practice in English or Spanish, books HST and titration studies into real-time lab slots, handles resupply questions, fills cancellations with waitlist candidates, runs adherence-recall campaigns, and surfaces voicemail summaries to your staff. The front desk stops drowning in resupply and study-scheduling calls. Patients reach the practice at 11 PM and still get an appointment for next Tuesday.
SMS and email recall for adherence
Adherence-window check-ins at week 4 and week 8, titration-follow-up recalls, mask-fit nudges, resupply windows, and annual sleep-medicine follow-ups, all in patient-preferred language and channel, on the cadence the payer schedule and the care plan call for. Replies route back into the chart as structured tasks, not into an inbox somebody has to read on Monday morning.
Bilingual kiosk and sleep intake
Self-check-in on iPad, Android tablet, or the patient’s own phone, in English or Spanish. The Epworth, the STOP-BANG, the Insomnia Severity Index, the Berlin Questionnaire, and the digital sleep questionnaire complete via the kiosk or the portal before the visit, score automatically, and post into discrete fields the note pulls from. Bilingual handouts on OSA, CPAP, insomnia and CBT-I, and restless legs attach via the Education Prescriber.
WE KNOW YOUR CODES
We Have Billed Your Mix Before
You already know your codes. We have built the workflows, the scrubber rules, the modifier logic, the LCD citations, and the denial templates around them. The list below is the short version of what runs every day inside the platform for a sleep practice:
- 95810, 95811: attended polysomnography and PSG with PAP titration
- 95800, 95801, 95806: home sleep apnea testing variants
- 94660: CPAP initiation and management, follow-up evaluation
- E0601, E0470, E0471: CPAP, BiPAP, and BiPAP-ST DME HCPCS codes
- A7030 through A7039: PAP supplies (masks, cushions, headgear, tubing, filters)
- 95805: Multiple Sleep Latency Test (MSLT) for narcolepsy workup
- 99213, 99214, 99215: office E&M for established sleep follow-ups
- 99417, G2212: prolonged service add-ons when the visit runs long
SWITCHING IS EASIER THAN YOU THINK
Coming From Another EMR
Most sleep practices we onboard are leaving a legacy EMR platform, a horizontal billing-first product, or a sleep-flat ambulatory suite that never quite fit the study-and-device reality. We have migrated all of them. The transition is the part you dread most, and it is the part we have done hundreds of times.
$0 implementation fee. Data migration is included in the contract: historical patient records, documents, images, study PDFs, active problem lists, current medications, allergies, outstanding orders, PAP records, and the adherence trail your previous system carried. EMR go-live in under one week of focused workflow training. RCM transition over 4 to 8 weeks with payer enrollment running in parallel, so the cashflow gap is the smallest possible. We recommend a 30 to 90 day overlap with your previous vendor while the new chart proves itself, and we plan the transition around that overlap rather than against it.
Provider training is delivered in pieces around your real lab and clinic schedule, not as a multi-day disruption that forces you to cancel patients or close the lab. Your account manager runs the migration and stays your account manager after go-live, so the person who answers your call in month six is the person who set up your workflows in week one. Glenwood has been physician-founded and privately held since Christmas Eve, 1994, when our founder helped his physician wife acquire a private practice in Connecticut. 30+ years in market, no outside investors, no roadmap roulette.
Support runs 7:00 AM to 8:00 PM Eastern Time on weekdays, with 24×7 on-call coverage for urgent or critical issues, so the practice that has a problem at 6:30 AM Pacific before the first interpretation or 10:00 PM Eastern after the night-tech setup still reaches a person. You also get unlimited online training through onboarding, included online training for new staff who join later, and a self-help library of workflow documents and videos for the moments when somebody just needs to remember how something works.
What changes on day 1, day 30, and day 90
Day 1. You log in to a chart that already holds your migrated patient history, your active problem lists, your current medication lists, your historical PAP records, and the recent results and study PDFs from your previous system. The sleep-medicine configuration is already wired in: your templates, your study and titration order sets, your smart phrases, your code favorites, your G47.x diagnosis picker, your Epworth and STOP-BANG calculators. You see a chart that looks like a real sleep-medicine chart, not a blank install asking you to build one. Your first few visits run slower because the workflow is new. By the end of the first day, your hands start to remember where everything lives.
Day 30. You are charting faster than you did on the old system because the templates match the way you actually document a sleep consult and a PAP follow-up. You are using GlaceScribe on most visits and your HPIs no longer slow you down. Your first month of submissions is already on the dashboard. You and your account manager have done the first formal walk-through of the denial queue together, including the LCD arguments and the modifier audit. The adherence-recall and care-gap workflows are live, and your front desk is starting to fill tomorrow’s schedule from the recall list rather than from whoever calls in.
Day 90. Your first quarter’s RCM dashboard shows the new shape: cleaner study claims, faster posting, fewer denials parked in the 60-90 bucket, and a DME workflow that is producing clean claims on the first attempt. Your compliance dashboard tells you exactly how many patients are at risk of failing the 90-day window and what each of them needs. GlacePhoneSmart has visibly cut your front-desk call volume, and your recall campaigns have closed the loop with hundreds of non-adherent patients you would not have reached otherwise. The switch starts paying for itself, and the conversation with your account manager turns from migration triage to optimization, the parts of the platform you are ready to use harder next quarter.
QUESTIONS WE HEAR EVERY WEEK
Sleep Medicine Practice FAQ
The questions below come up in almost every discovery call with a sleep practice. Short answers below; the longer conversation happens on the demo. Tap any question to expand the answer.
Does GlaceEMR track CMS PAP compliance natively?
Yes. The 4-hour-per-night, 70-percent-of-nights threshold inside the 90-day window is a first-class part of the chart, not a separate spreadsheet your front desk has to maintain. Adherence data ingests from the device platforms your patients use, the threshold sits per patient with a clear ready-or-not status, and the patient who is running at 3.8 hours in week six gets flagged for a phone call before the window closes instead of after. The dashboard rolls up to a panel view your office manager can read in two minutes, and the recall workflow routes the at-risk patients into GlacePhoneSmart or portal outreach without your staff lifting a finger. The continued-coverage paperwork that gates the device beyond the first 90 days is assembled from the same data, so the payer receives what the payer needs.
How does GlaceRCM handle the modifier logic on PSG and titration claims?
The scrubber knows the difference between a global study, a professional-only read, a technical-only run, a split-night, a full titration, an MSLT, and an HST. It applies the 26, TC, 52, and 59 modifiers based on what the documentation actually says, not based on a default the previous biller set five years ago and nobody has audited since. Payer-specific rule sets handle the variations across MACs and commercial plans. The claim that should bill split is split, the claim that should bill global is global, and the modifier that costs 40 percent of the reimbursement when it is wrong gets caught by the scrubber instead of the EOB. NCD 240.4 and 240.4.1 medical-necessity language is attached automatically when the documentation supports it, and the LCD citation lands on the claim before submission.
Is GlaceScribe HIPAA-compliant, and where does the AI run?
Yes, fully HIPAA-compliant. GlaceScribe runs on HIPAA-compliant AI infrastructure from Amazon, Google, Anthropic, Deepgram, ElevenLabs, and other enterprise AI providers, all under business associate agreements. The multi-vendor architecture preserves operational redundancy, so a single upstream incident does not stop your visits, and it keeps the platform able to adopt the next generation of voice and language models as they ship. Up to four simultaneous speakers are supported, which matters in sleep where a bed partner is often in the room. English and Spanish patient-facing. All coding and order suggestions surface for your review before any signing. Nothing reaches the chart until you approve it, and nothing carries your signature until you sign it. Audio is processed in transit, the resulting note is stored in your single-tenant chart database, and the data never trains a shared model that mixes your patients with anybody else’s.
What does the GlaceRCM pricing actually look like in practice?
You pay a percentage of what we collect. No base fees, no implementation charges, no setup fees, no monthly minimums. The exact percentage depends on your code mix (study-heavy, DME-heavy, or follow-up-heavy), your payer panel, and your volume, and you will have it in your hand after a 20-minute discovery call. The contract is straightforward: we get paid when you get paid. You will not see a surprise line item for credentialing, for denial follow-up, for prior auth, for patient statements, or for the call center your patients use to ask about their bills, because all of that is part of the service. The 95%+ first-pass adjudication and 99%+ collection rate of payer-allowed amounts are how we operate across our active client base. If your current biller is running below those numbers, what we charge tends to pay for itself out of the dollars you start collecting that you were quietly writing off before.
Do we have to switch EHRs to use GlaceRCM?
Yes. GlaceRCM is a bundled service that includes GlaceEMR clinical software, the practice management software that runs scheduling and charge capture, and the medical billing team that works your claims to resolution. The billing service runs inside our platform because the quality of the billing depends on the quality of the integration: real-time eligibility, claim scrubbing tuned to the actual chart documentation, denial root-cause analysis that closes the loop back to the encounter. We do not run our billing service on third-party EHRs, because we have spent thirty years learning that hybrid setups produce hybrid results. The switch is well-rehearsed: EHR go-live is under one week, data migration runs 2 to 4 business days and is handled by Glenwood, implementation is $0, and the 30-to-90-day overlap with your prior vendor protects continuity. If you want our software without our billing service, GlaceEMR is available standalone for the small minority of practices that prefer to keep their existing billing team. About 98% of Glenwood clients choose the bundled GlaceRCM path.
How long is implementation, and what does training actually look like?
You go live on the EMR in under a week. Your RCM transition runs 4 to 8 weeks alongside payer enrollment. We handle your data migration, including historical study PDFs and PAP records, in 2 to 4 business days; your staff does not have to clean charts. Your providers train in pieces around real clinic and real lab nights, not in a multi-day block that forces you to cancel patients or close the lab. The core clinical training runs 2 to 4 focused hours per provider, and you stack targeted follow-ups for advanced modules, sleep-medicine templates, telehealth, mobile, and the AI documentation tools on whatever cadence works for your schedule. Every role in your practice gets training during onboarding: front desk, MAs, sleep techs, scoring techs, providers, billers, administrators, super-users, all unlimited. The same online training is there for your new hires later. The self-help library of workflow documents and videos is open 24/7 for the moments somebody just needs to remember how something works. We recommend keeping your previous vendor running alongside us for 30 to 90 days so you can keep operating normally while the new platform proves itself, and the account manager who runs your migration is the same account manager who picks up the phone when you call in month six.
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