Workflow Discovery and Scope Definition
We start with a 30-minute discovery call. We map your current patient billing communication workflows, identify high-impact help desk tasks, define scope boundaries, and confirm hours and call coverage. Output: a written engagement scope with task list, hours, supervisor assignment, and start date. You approve before anything moves forward.
BAA, Compliance, and System Access Setup
Once scope is approved, we sign the BAA, configure SOC 2 Type II access protocols, set up role-based EHR and billing system permissions, and complete agent HIPAA, TCPA, and HFMA training. PHI access does not begin until every compliance step is verified. This stage completes in 3 to 5 business days.
Agent Matching and Specialty Pairing
Based on your specialty, payer mix, EHR, patient demographics, and call volume, we match dedicated help desk agents from our internal team. Most practices receive a match within 48 hours. Agents review your scope, payer fee schedules, and historical call patterns before the first live shift begins.
Shadow Period and Workflow Calibration
Week 1 is shadow week. Your help desk agents handle calls under direct supervisor oversight with 100% call quality monitoring. Adjustments are made to scripts, communication patterns, escalation rules, and patient communication tone based on what we learn. By end of week 1, your help desk is fully calibrated.
Live Operations and Continuous Quality Monitoring
From week 2 onward, the help desk runs in live patient communication with daily supervision, weekly quality audits, and monthly performance reviews. You receive monthly reports on call volume, first-call resolution rates, patient satisfaction scores, and AR impact. Adjustments happen continuously across the full engagement period.