Automating a Manual Rebate Process

Our pharmaceutical client needed to enroll Medicare and Medicaid participants in rebate programs. This effort is manual and time-consuming.

We built a web app to automate and speed up the process. Cutting processing time in half, the new modernized solution now takes days instead of weeks.

What We Did

Web Development, Automated Testing, Collaborative Product Discovery, Process Automation, Visual Design UX Design

Tech Stack

Rails on Rails, SQL Server, IBM WebSphere, Git, Yahoo! User Interface Library (YUI), Selenium


Our medical device manufacturer client needed to enroll Medicare and Medicaid participants in rebate programs. Participants were eligible only for certain programs based on their qualifications. It proved to be difficult to sort through and query that qualifying information. Once they selected the right rebate program, our client manually enrolled participants. The resulting claim submission and rebate payment processes were similarly labor intensive and time consuming. Knowing this wasn’t a good use of time or expense, our client reached out to SEP.

medical provider looking at monitor while on the phone


Our client partnered with us to realize a new solution that would reduce errors and time spent on this process. Together we determined which business needs weren’t met by the current solution. SEP proposed an integrated web-based application to track participants and rebate qualifications. The app automates the previously time-consuming process. It eases the burden of manual data entry and increases efficiency for its users.

Since our original engagement, we have periodically updated the app to meet new industry regulations. We also worked with our client to transition to a new Level 2 support program to assist its customers.

Key Features:

  • Automated enrollment, retail and mail order chains, contract generation, and claim execution processes
  • Enhanced rebate processing with a standardized claims process
  • Support for check register functionality and integration with the client’s check processor


The web application reduces rebate process time for our client by 50%. The app replaces the antiquated paper process, freeing up our client’s valuable time and money. The app allows for system verification in days rather than weeks. The custom, intuitive user interface makes for easier employee training and administration.

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