Rekey Desk / Workflows / Eligibility and benefits keying
Benefits verification workflow
Eligibility and benefits verification keyed into the PMS ledger
A patient is booked for tomorrow and the plan has never been checked. Your coordinator opens the payer portal or the clearinghouse response and types the frequencies, maximums, waiting periods and deductibles into the PMS ledger, one location at a time. The appointment happens anyway, and the adjustment lands on your count.
Rekey Desk reads the response, keys it into the ledger your office already uses, and writes the rule for each field first. The four parts are the Rekey Map, the Field Rulebook, the Keying Build, and the Exception Queue for responses nobody can read.
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Last updated . Rekey Desk is run by Mike Rodgers from Denver and works remotely with operators across the United States.
Where the numbers come from
The source is a payer portal screen or a clearinghouse response. It lists the remaining frequency, the annual maximum, the waiting period and the deductible, plan by plan.
The target is the PMS ledger at each location. Dentrix, Eaglesoft and Open Dental are examples of where this keying lands. The group keeps its own system.
- Verify insurance and post benefits across every location without adding headcount (search intent, captured 2026-09-24).
- Automate the front desk, billing and insurance without switching our PMS (search intent, captured 2026-09-24).
- Both describe one problem: the response is read once and typed several times.
The Field Rulebook for benefits
Each field gets a source, a target, a format rule and a named decider, written once and used at every location.
Responses that conflict or arrive unreadable go to the Exception Queue with a reason code instead of into the ledger.
| Field | Read from | Keyed into | Rule |
|---|---|---|---|
| Remaining frequency | Payer portal response | PMS benefits row | Whole visits as listed, with the response date |
| Annual maximum | Clearinghouse response | PMS maximum field | Amount copied exactly as shown |
| Waiting period | Payer portal response | PMS eligibility note | Status text copied, not interpreted |
| Deductible | Clearinghouse response | PMS ledger estimate | Amount and met status as listed |
Before the appointment, at every location
A group with several offices usually keys the same benefit twice because each office keeps its own habits. One Field Rulebook gives every location the same rule for each field.
The Rekey Map counts the retyping per location first, so you can see which offices carry the load before anything is built.
What stays with your team
Your front desk confirms coverage with the patient, your treatment coordinators present the estimate, and your named people decide every exception. The build keys fields and makes no coding decisions.
Bring one week of responses to a teardown and get the Rekey Map, the Field Rulebook and a fixed build quote, with no patient data required.
What correct looks like
The checks behind this page
- Check: every step in the Rekey Map names the response it is read from and the PMS screen it types into.
- Check: every field in the Field Rulebook has a source, a target, a format rule and a named decider.
- Check: the Keying Build keys a held-back response set your staff already keyed, and every mismatch is listed.
- Check: every exception carries a reason code and the source page, and nothing is guessed.
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.
What your people still own
- Your front desk confirms coverage with the patient at check-in.
- Your named people decide every exception and every conflicting response.
- Your treatment coordinators present the plan and the estimate.
- 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 we have to switch our PMS?
- No, the build keys into the PMS you already run, and switching systems is out of scope. Dentrix, Eaglesoft and Open Dental are examples of where this keying lands.
- How does one rulebook handle every location?
- Each field has one source, one target, one format rule and one named decider, and every location follows it. Where a location differs, the difference is written into the rulebook instead of left as a habit.
- Do you need our patient data to start?
- No, the teardown runs on de-identified or synthetic documents. A build that touches PHI starts only after a signed Business Associate Agreement and runs through accounts you control and can revoke.
Request a sample run
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