Cooler Heads Case Study

Empowering Patients and Accelerating Coverage

CompanyBackground

Cooler Heads is a rapidly growing medical device company transforming access to scalp cooling therapy, an innovative solution designed to reduce chemotherapy-induced hairloss. With a CPT Category III code and an anticipated transition to a permanentCategory I code in 2026, the company is scaling quickly and building out itsreimbursement and patient access infrastructure from the ground up.

The Challenge

As Cooler Heads expanded, it faced an urgent need to develop a streamlined reimbursement process for patients, many of whom were unfamiliar with navigating prior authorizations and insurance appeals. Without an established internal patient access team or defined process, Cooler Heads was in search of a partner to support their growing reimbursement needs.

Why They Chose Paxos

Cooler Heads selected Paxos based on deep trust in the team’s prior experience in the medical technology space. Paxos also demonstrated a flexible, collaborative approach and an understanding of what both patients and providers needed when navigating access to the Cooler Heads product. The ability to build a custom patient-facing portal, incorporate evolving payer policies, and adapt as new provider-facing tools became necessary, made Paxos the ideal partner.

"As someone who has navigated the complexities of the healthcare system for years, I can confidently say that Paxos has been a game-changer. What used to feel like a frustrating, confusing process—waiting weeks for approvals, endless calls, paperwork—has now become fast, clear, and empowering. For the first time, I felt like a real partner in my own care journey. Paxos didn’t just improve the process; they made me feel seen, heard, and respected. That means everything.
Sarah M
CEO

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Company Background

Cooler Heads is a rapidly growing medical device company transforming access to scalp cooling therapy, an innovative solution designed to reduce chemotherapy-induced hair loss. With a CPT Category III code and an anticipated transition to a permanent Category I code in 2026, the company is scaling quickly and building out its reimbursement and patient access infrastructure from the ground up.

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The Challenge

As Cooler Heads expanded, it faced an urgent need to develop a streamlined reimbursement process for patients, many of whom were unfamiliar with navigating prior authorizations and insurance appeals. Without an established internal patient access team or defined process, Cooler Heads was in search of a partner to support their growing reimbursement needs.

"Paxos' expertise and tailored reimbursement tools are streamlining our ability to get devices to patients, producing reliable and policy-focused documents without requiring us to hire additional staff. Their offering is also increasing utilization of our product with payers, which will help with achieving broader payer coverage."
Kate Dilligan
Founder and CEO of Cooler Heads

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Why They Chose Paxos

Cooler Heads selected Paxos based on deep trust in the team’s prior experience in the medical technology space. Paxos also demonstrated a flexible, collaborative approach and an understanding of what both patients and providers needed when navigating access to the Cooler Heads product. The ability to build a custom patient-facing portal, incorporate evolving payer policies, and adapt as new provider-facing tools became necessary, made Paxos the ideal partner.

Our Solution

Synthesizes medical information with AI to generate prior auths, appeals, and other patient-specific documents
Transforms your team into case reviewers rather than writers by enabling AI-assisted double-checking of all outputs
Integrates payer-specific policies, diagnosis-specific guidelines, clinical literature, and product evidence
Delivers up-to-date reimbursement trend data for your device to support payer negotiations and provider sales

How Paxos Helped

Paxos designed and launched a tailored patient reimbursement portal that guided patients through every step of the submission process—from documentation collection to letter generation

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Reduced operations costs

We streamline reimbursement workflows and empower your case writers to become case reviewers who can focus their expertise on the things that matter, not cumbersome documentation tasks.

Increased product adoption

We aim to drive higher payer approvals and broader coverage, building provider confidence to utilize your innovative technology.

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Enhanced reimbursement insights

Our data equips patient access teams to better navigate payer negotiations and improve their provider sales process.

End-to-End Patient Support
The portal helped patients determine eligibility, upload necessary documents, and submit prior authorizations or appeals directly to insurers.
Custom Policy Integration
Each letter incorporated relevant payer policies and submission guidelines
Increased Submission Volume
Patients now had a clear path to pursue reimbursement, resulting in more claims being submitted (critical for a product with a Category III code seeking broader adoption).

Paxos not only provided software, it advised on process design, engaged directly with patients, and evolved the product in real-time based on feedback from patients, providers, and Cooler Heads. Together, the teams created a foundation for scalable growth, improved patient confidence, and long-term access success.

Testimonials

Paxos' expertise and tailored reimbursement tools are streamlining our ability to get devices to patients, producing reliable and policy-focused documents without requiring us to hire additional staff. Their offering is also increasing utilization of our product with payers, which will help with achieving broader payer coverage.

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