H.E.A.R.T
Healthcare Earned Advanced Rebate Tracking
Every rebate dollar you earned, tracked to the contract line.
Rebate agreements live in spreadsheets, tiers are checked after the period closes, and the near-misses are found too late to act on. H.E.A.R.T recalculates your position on every purchase and turns a shortfall into assigned work while the period is still open.
Software developer
Built by Techinquest. Distributed and implemented by Sterile Mate.
Enterprise grade
Built for a health system, not a department.
Enterprise deployment
Multi-facility, multi-entity rollouts across hospitals, clinics and departments — not a single department tool.
Enterprise security
Active Directory and SSO with Entra ID, MFA, role-based access and immutable audit logs on every record.
Enterprise integration
Reads the system of record you already run — PeopleSoft, Workday, Oracle, Infor, SAP or Dynamics 365 — with interfaces built to be swapped when the ERP changes.
Enterprise support
Project management, configuration, data migration, testing and training delivered with Techinquest's engineering team.
What is in the box
Top features
Live tier monitoring
Position recalculated on every purchase, so near-misses surface while the period is still open.
Five alert types
Near-miss, shortfall, variance, expiry and overdue — each with dollars, days and a named owner.
Rebate & contract tracking
Every agreement, tier table and deadline in one governed system rather than a spreadsheet.
Tasks & audit trail
Alerts become assigned work with escalation paths and a complete, exportable history.
Analytics & dashboards
Board-ready views that drill from the region down to the individual contract line.
Supplier dispute portal
Disputes resolved where the supplier can answer, with dollars assigned to the right department.
Where it works
From the floor to the boardroom.
H.E.A.R.T is not a finance tool bolted on at the end. It follows the same chain your people already work in — and closes the gap between what happens on the floor and what leadership is told.
The quarterly review
Leadership asks what was earned. The answer arrives from a spreadsheet nobody can defend line by line.
The reconciliation
Earned, accrued and received rarely agree. Finding the gap after the period closes means finding it too late.
Where the tier moves
Every requisition on the floor shifts the position. H.E.A.R.T recalculates it the moment the purchase lands.
Where the spend is real
A rebate is only ever as good as the receiving record behind it. The dock is the first link in the audit trail.
Competencies
What the system is expected to be good at.
- 01Tier and threshold modelling across multi-year agreements
- 02Variance detection between earned, accrued and received
- 03Period-close reconciliation with a defensible audit trail
- 04Escalation ownership mapped to your finance structure
- 05Executive reporting from system down to contract line
Who it is for
The people who sign off on it.
Licensing is quoted per health system after a scoping call, based on facilities and modules. Ask for the walkthrough first — the numbers follow the scope, not the other way round.
On the back of the box
Printed on the back
Live tier monitoring
Your position against every tier is recalculated on each purchase, so a near-miss surfaces while the quarter is still open and can still be acted on.
Five alert types
Near-miss, shortfall, variance, expiry and overdue. Each one carries the dollars at stake, the days remaining and the name of the person who owns it.
Full audit trail
Every calculation, alert, task and supplier response is retained and exportable, so the rebate file holds up in front of internal audit.
System requirements
- Deployment
- Cloud SaaS hosted on AWS, with separate development, test and production environments.
- Browser
- Current Chrome, Edge, Safari or Firefox. No plug-ins required.
- Devices
- Desktop, laptop, iPad and iPhone. Responsive to the device in hand.
- Identity
- Active Directory and SSO via Microsoft Entra ID with MFA. Role-based access control.
- Data source
- PeopleSoft, Workday, Oracle, Infor, SAP or Dynamics 365 — by the ERP's own interface or scheduled secure file exchange. No EHR integration required.
- Network
- Standard HTTPS over port 443. No inbound firewall changes.
- Security
- Encrypted in transit and at rest, with immutable audit logging. HIPAA-compliant handling under a Business Associate Agreement.
- Implementation
- Configured, migrated, tested and trained with the Techinquest engineering team.
Compatibility
It fits what you already run.
Runs in the browser
Cloud SaaS on AWS, with development, test and production environments. Nothing to install, no servers to rack.
Every device, same experience
Desktop, laptop, iPad and iPhone — the interface follows the user.
Reads your ERP, not your EHR
Fed from PeopleSoft, Workday, Oracle, Infor, SAP or Dynamics 365 by the ERP's own interface or scheduled secure file exchange. No Epic integration required; a clinical interface is scoped like any other when a workflow needs one.
Active Directory and SSO
Entra ID with MFA and role-based access that mirrors how your organisation is already structured.
Encrypted in transit and at rest
Secured data stores with immutable audit logs, HIPAA-compliant under a Business Associate Agreement.
Runs alongside your GPO
No membership change, no contract migration, no rip and replace.
Implementation kit
What your team is handed at kickoff.
Nothing ships in a box, but the kickoff is still a handover. This is what your team receives in the first session, and what we are accountable for delivering before go-live.
First deliverable · H.E.A.R.T
Your agreement library, loaded
We load every rebate agreement, tier table and deadline you hand over, then reconcile your last closed period inside the system so you can see the current position on day one.
01
Scoping and configuration workbook
The facilities, entities, modules and approval structure we are configuring, written down and signed off before anything is built.
02
Integration specification
The exact fields we read from your ERP — PeopleSoft or any other — the extract schedule, the identity mapping and who owns each side. Reviewed with your IT team, not around them.
03
Named implementation lead
One engineer from Techinquest who runs your build, attends your calls and stays through go-live. Not a ticket queue.
04
Data migration and reconciliation plan
Item master, inventory locations and bin data imported, validated and reconciled against your own figures, with every discrepancy listed and resolved before go-live.
05
Configured dev, test and production environments
Your own environments loaded with your migrated data, so unit, system, integration and user acceptance testing all run against real records before go-live.
06
Role-based training, onsite and virtual
Separate sessions for supply chain staff, clinical users, system administrators and IT support — delivered live, recorded, and left behind as reusable material for future onboarding.
07
Go-live runbook and hypercare
A dated cutover plan with owners, followed by a defined hypercare window with direct access to the engineering team.
08
Quarterly review cadence
A standing review of what the system found, what it is worth and what to tune next. The handover does not end at go-live.
Everyone owns the spreadsheet. Nobody owns the chase.
Rebate agreements concentrate in your highest-value spend — and that is exactly where the process breaks. The contract lives in a PDF. The tiers live in an inbox. Recovery is nobody's job title.
01
The contract lives in a PDF
The tiers live in an inbox. Nobody sees the next tier until the period has closed.
02
Remittances are never re-checked
Under-payments against contract math are accepted silently.
03
Deadlines sit in one calendar
Renewal windows close unseen while the analyst fights other fires.
04
Recovery is nobody's job title
Found money without an owner is not found money.
The near-miss — the most expensive failure
The costliest rebate failure isn't a missed payment. It's the tier you nearly hit.
Purchasing short of the tier
$0KDiscount left behind
$0KSeen
after the quarter closed
This money isn't lost to negotiation. It's lost to the calendar. H.E.A.R.T recalculates your tier position on every purchase, so a near-miss surfaces while the period is still open — with the dollars, the days and the owner attached.
Illustrative figures drawn from typical health-system contract structures.
Every rebate dollar — tracked, alerted, recovered.
Not a report. A working system, where every capability feeds the next dollar recovered.
Live tier monitoring
Position recalculated on every purchase; near-misses caught while the period is still open.
Five alert types
Near-miss, shortfall, variance, expiry, overdue — each with dollars, days and an owner.
Rebate & contract tracking
Every agreement, tier table and deadline in one governed system. Not a spreadsheet.
Tasks & audit trail
Alerts become assigned work with escalation paths and a complete history.
Analytics & dashboards
Board-ready views that drill from the region down to the contract line.
Supplier dispute portal
Disputes resolved where the supplier can answer, dollars assigned to the right department.
A near-miss is only worth catching before the quarter closes.
Move the spend and watch the tier move with it. This is the view a category manager works from — the gap to the next threshold, in dollars, with days left on the clock.
Live tier monitoring
Supplier agreement · Tier 3 threshold
Position recalculates on every purchase. Period still open.
Qualified spend
$4,160,000
Tier 3 at
$5,000,000
Gap to next tier
$840,000
Upside on the table
$103,000
Status
Near-miss — caught while open
Illustrative agreement and figures. Without live monitoring this quarter closes $840,000 short and the $103,000 never arrives.
Five alerts. Each one arrives with money, a clock, and a name.
Triage is automatic — the queue is ranked by dollars at stake, not by the date the email landed.
Analyst workbench · ranked by money, not by date
5 open · illustrative queue
Expiring contract
“Renewal window closes in 12 days.”
$1,250,000
value at risk
12 days
Elena Rostova · VP Supply Chain
Rebate shortfall
“Q2 tier payment under-remitted.”
$184,200
under-remitted
Dispute window · 12 days
Marcus Vance · Rebate Analyst
Opportunity near-miss
“You're $840K from the next tier worth $103K more.”
$103,000
upside
Before period close · 4 days
Sarah Jenkins · Sr. Sourcing Lead
Overdue payment
“Earned rebate past due.”
$96,500
owed
21 days past due
David Chen · Finance Operations
Calculation variance
“Invoice price differs from contract price.”
$42,800
per-line gap
Ongoing reconciliation
H.E.A.R.T matching engine
The rule
Every alert lands with dollars at stake, days remaining and an owner. An alert without all three is a notification — and a notification is not a recovery.
Follow one dollar — contract load to recovered payment.
Nothing expires unseen. Nothing is underpaid quietly. Every open dollar has an owner and a deadline.
Step 1 · Finance · one-time
Set up
Agreements, tier tables and the rebate budget loaded — self-service.
Step 2 · ERP · continuous
Feed
Purchases, invoices and remittances stream from the ERP you already own.
Step 3 · H.E.A.R.T engine · real time
Match
Every line tied to its contract, tier and measurement window.
Step 4 · H.E.A.R.T engine · on every PO
Track & alert
Tiers recalculate on every purchase; five alert types fire in time to act.
Step 5 · Named analyst · until closed
Work
Alerts become assigned tasks with escalation paths and a full audit trail.
Step 6 · Supplier portal
Recover
Disputes resolved and dollars assigned to the right department.
Move four numbers. See what recovery is worth.
Your spend, your footprint, what you capture today. The model splits the gap into near-misses, supplier underpayments, expiries and the analyst hours you get back — then prints it on one page you can hand to finance.
Your numbers
Rebate-bearing spend $30M · captured today $446,400. Figures are a model of recovery, gross of licensing — licensing is quoted per health system after a scoping call.
What recovery is worth
Modeled annual benefit
$493,200
Captured today
$446,400
Effective capture
3.10%
Tier near-misses closed before the period ends
Positions recalculated on every purchase, not at quarter close
$327,360
Supplier underpayments identified and disputed
Variance alerts on what was paid vs. what the tier table owed
$31,248
Agreements and credits that no longer expire unclaimed
Expiry and overdue alerts with a named owner and a clock
$119,040
Analyst time returned (324 hrs/yr)
Spreadsheet reconciliation replaced by a governed system of record
$15,552
Illustrative model built on typical health-system contract structures. Your own agreements are walked during the demo before any number is committed.
Every dollar figure in this model is illustrative, drawn from typical health-system contract structures.
Request a walkthrough
See H.E.A.R.T against your own numbers.
A working session with the Techinquest engineering team, scoped to your facilities and the systems you already run. We will show the product, not slides.
Built by Techinquest. Distributed and implemented by Sterile Mate.
