Clinical Workflow Assessment
$24,997
Three to five weeks mapping how work and PHI actually move, ending in a prioritized roadmap with cost, effort, and expected return attached to every item. Yours to use with or without us.
BAA signed first
Healthcare workflow automation that survives an audit.
Senior engineers who design, build, and operate HIPAA-compliant automation inside the systems you already run.
Systems we integrate with
- Epic
- Oracle Health
- athenahealth
- eClinicalWorks
- NextGen
- Dentrix
- MEDITECH
- HL7 FHIR
Clinical burnout is mostly administrative, and administrative work is mostly transcription.
Staff move data between systems that were never designed to talk to each other. A form becomes a keystroke, a fax becomes a scan, an authorization becomes a browser tab someone checks every other day. None of it requires judgment, and all of it requires a person.
That work is expensive twice. It consumes the hours you are paying for, and it introduces the transcription errors that become denials ninety days later, by which point nobody remembers the encounter.
We remove the mechanical parts and leave the judgment where it belongs. Every system we build stops and escalates when it is uncertain, rather than guessing.
3 to 5 wks
Assessment length, fixed fee, fixed scope
1 to 3 wks
Build increment, each ending in working software
100%
Engagements covered by a signed BAA before discovery
0
Systems we build that make clinical decisions
What we do
A fixed-fee entry point, then custom engineering.
Most engagements start with the assessment because the highest-value target is rarely the one leadership expects.
How an engagement actually runs.
No discovery phase that produces a slide deck. No six-month build where you see the first working version in month five.
Sign the BAA
A business associate agreement is executed before we look at a single workflow. Nothing starts without it.
Map what actually happens
We observe the work rather than interview about it, and trace where PHI genuinely moves, including the paths staff invented.
Model the return
Measured staff time becomes annual cost, so every proposed automation has a return with the assumptions written down.
Build in increments
One to three week increments, each ending in something demonstrable against real data. No six-month reveal.
Hand it over
Runbooks, architecture documentation, and working sessions until your team can operate the system without us.
Compliance
We sign the BAA before we look at a single workflow.
Privacy by design is an architecture decision, not a checkbox on a proposal. Here is what that means concretely on every engagement.
- Business associate agreement executed before discovery begins
- PHI encrypted in transit and at rest, with keys you control
- Least-privilege access, reviewed quarterly and logged continuously
- Architecture built to the NIST Cybersecurity Framework
- Audit logging designed around the questions an OCR investigator asks
- Every subprocessor that touches PHI documented with its BAA on file
The workflows we automate most often.
Each one is a defined engagement with a measurable baseline, not a category on a capabilities slide.
Prior Authorization
Submission, status polling, and escalation loops that stop your staff from living inside payer portals.
Insurance Eligibility Verification
Batch and real-time 270/271 checks with parsed benefits written straight back into the chart.
Patient Intake
Paper, PDF, and fax turned into structured chart data, without a staff member retyping it.
Referral Management
Inbound referrals classified, matched to a patient, and routed to the right clinic without a triage queue.
Claim Denial
Denials classified by root cause, routed by recoverability, and packaged for appeal automatically.
HIPAA-Compliant Patient Communication
Reminders, recalls, and outreach that respect consent, minimum necessary, and the audit trail.
Revenue Cycle Reporting
AR, denial, and payer performance reporting assembled from source systems instead of spreadsheets.
Clinical Documentation
Charting burden reduced through structured capture and coding support, with human review always required.
Built for how your specialty actually operates
Behavioral health carries 42 CFR Part 2 on top of HIPAA. A DSO has twenty databases. These differences change the architecture, not just the copy.
Integration built on verified capability
We confirm what your specific instance and version actually support before designing anything that depends on it. Vendor documentation is a starting point, not evidence.
Common Questions
Do you sign a BAA before starting work?
Always, and before we look at a single workflow. A business associate agreement is executed before any engagement begins, including the assessment. If a vendor is willing to start discovery without one, that tells you something.
Do you work with legacy or desktop-based EHRs?
Yes. Where native APIs exist we use them. Where they do not, we use database-level integration or supervised browser automation running under credentials your organization owns, with every action logged. We have integrated with Epic, Oracle Health, athenahealth, eClinicalWorks, NextGen, Dentrix, and several systems whose vendors no longer support them.
At what size does healthcare automation make financial sense?
As a rough guide, organizations with more than fifty administrative staff or five thousand monthly encounters see the clearest return. Below that, better configuration of systems you already own usually beats a custom build, and we will tell you when that is the case.
What is your position on AI in clinical decision making?
We build administrative automation. We do not build systems that make clinical decisions or replace clinical judgment. Anything that produces content for the chart requires explicit clinician review before it is committed, enforced architecturally rather than by policy.
Where does PHI live in the systems you build?
In the large majority of engagements, inside your own cloud tenant or data center. We prefer building where PHI never leaves infrastructure you control, because it is simpler to defend and cheaper to audit.
Do we have to start with the assessment?
Not always. If you have a single well-understood workflow with a known cost, we can scope a build directly. The assessment exists for organizations where the highest-value target is not yet obvious, which is most of them.
Tell us what is breaking.
A senior engineer reads every submission. If automation is the wrong answer for your situation, we will say so on the first call.
Prefer the phone? (307) 454-0600
Start with a conversation, not a proposal.
A 45-minute call with a senior engineer. We will tell you honestly whether automation is the right answer for the workflow you have in mind.