Workflow Teardown: $2,500 fixed, readout 10 business days after samples arrive.

Reply by email: mike@rodgersintelligence.com · Serving the United States

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Rekey Desk / Guides / Vendor questions before data moves

Vendor diligence checklist

Questions to ask before patient data moves to a vendor

A vendor asks for a shared drive link and a login, and someone on your team is about to send it. Nobody has asked where the data lives, who can revoke access, or who fixes a wrong field. That conversation belongs before the link goes out.

Rekey Desk answers this list the same way we ask you to use it: accounts you control, accuracy measured on your own documents, and a reason code on every exception. The Rekey Map, the Field Rulebook, the Keying Build and the Exception Queue are what we would show you.

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Last updated . Rekey Desk is run by Mike Rodgers from Denver and works remotely with operators across the United States.

The short answer

Ask for six things in writing before any patient data moves: a signed Business Associate Agreement, accounts you control and can revoke, accuracy measured on your own documents against a staff-keyed sample, exception handling with reason codes, a named owner of mistakes, and a written plan for failure.

Use the same list with every vendor, including us. If an answer is vague, treat it as a no.

Data handling: agreement and accounts

Any build that touches PHI starts only after a signed Business Associate Agreement and runs through accounts you control and can revoke. Ask who holds the credentials, whether they are yours, and how fast you can pull them back.

The teardown needs no patient data at all: the sample set is de-identified or synthetic documents, so you can run the first step without moving anything sensitive.

Ask where documents live, who can see them, and what happens to copies when the work ends.

Accuracy: measured, not asserted

Before go-live the Keying Build keys a held-back sample your staff already keyed, and every mismatch is listed. Ask to see that list on your own documents, not on a demo set.

After go-live, the Monthly Accuracy Report counts fields keyed, fields your staff corrected, and exceptions by reason, every month. When a field your staff mark wrong turns out to be a rule problem, the rule is fixed and the affected records are re-checked before the next batch.

Exceptions and ownership

Every exception carries a reason code and the source page, and nothing is guessed. Ask to see the reason codes before you sign, and ask who decides each one.

Ask who owns mistakes in writing. Our named owner is Mike Rodgers, and the exception log stays yours: your people decide every exception, clinicians decide anything clinical, your team submits to payers.

Ask what happens on a bad day: does the batch stop, does the item reach a named person with the page attached, and can you revoke access the same day?

Scope, price and pressure

A fixed price for a defined scope beats an hourly estimate with a wide boundary. For reference, a general single-function workflow automation audit sells for $2,000 fixed over 1 to 2 weeks, build not included (Riverborn, read 2026-09-26).

Watch for promises. We do not promise savings or staff reductions, we make no clinical or coding decisions, and we do not submit, call or appeal on your behalf.

Start small. A teardown on one workflow needs no patient data and ends with a written map, a rulebook and a fixed build quote.

What correct looks like

The checks behind this page

  1. Check: the agreement is signed before any PHI moves, and the accounts are ones you can revoke.
  2. Check: accuracy is measured on your documents against a staff-keyed sample, with every mismatch listed.
  3. Check: every exception carries a reason code and the source page.
  4. Check: a named person owns mistakes in writing, and the fix is described.
  5. Check: the failure plan says what happens the day it does not work.

Named owner of mistakes: Mike Rodgers. Every field your staff mark wrong is counted in the Monthly Accuracy Report, the rule behind it is fixed, and the affected records are checked again before the next batch.

Start here

Workflow Teardown, $2,500 fixed

Readout 10 business days after your de-identified sample set arrives. The $2,500 is credited in full against the Keying Build if you sign within 30 days of the readout. If the map shows the workflow is not worth automating, the readout says so, and you keep the map and the rulebook.

The Keying Build is a fixed price quoted after the teardown, and Run and Check is a monthly price quoted with it.

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What your people still own

  • Your people decide every exception.
  • Clinicians decide anything clinical.
  • Your team submits to payers and holds the accounts.
  • You own the Field Rulebook, the exception log and the build configuration.

FAQ

Questions about this page

What does the Workflow Teardown cost?
It is $2,500 fixed, credited against the build if you sign within 30 days. The readout arrives 10 business days after your de-identified sample set, with a sample run on 25 documents you can compare.
Do you sign an agreement before the teardown?
No, the teardown needs no patient data, so it runs on de-identified or synthetic documents and nothing sensitive moves. Any build that touches PHI starts only after a signed Business Associate Agreement.
How do I know the keying is accurate?
Measure it: before go-live, the build keys a held-back sample your staff already keyed, and every mismatch is listed. After go-live, a Monthly Accuracy Report counts fields keyed, fields your staff corrected, and exceptions by reason.
What happens when it fails?
The item stops and goes to a named person with the page attached and a reason code, and nothing is guessed. You keep the exception log, and you can revoke the accounts you control.

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Tell us the workflow that eats the most typing

One short form. We reply by email with what we need for the sample run. No patient data in this form, please.

  • Workflow Teardown: $2,500 fixed
  • Readout 10 business days after your de-identified samples arrive
  • Credited in full against the build if you sign within 30 days
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No patient names, member IDs or other patient information, please.

Prefer email? mike@rodgersintelligence.com.