Rekey Desk / Who it is for / Specialty group back office
Prior Auth Desk
Prior auth and referral keying for specialty provider groups
Your prior auth coordinator opens the chart Monday and does not close it. Requests go out one at a time, each typed into a payer portal with notes and orders attached, while inbound referrals wait to be keyed. Practices complete 39 prior authorization requests per physician per week (AMA, 2025-04-24).
Rekey Desk maps both directions, requests out and referrals in, writes one Field Rulebook, builds the Keying Build into your screens, and sends anything unreadable to an Exception Queue. The Rekey Map shows where the week actually goes.
Request a sample run See a sample run
Last updated . Rekey Desk is run by Mike Rodgers from Denver and works remotely with operators across the United States.
Where the week goes
Practices complete 39 prior authorization requests per physician per week, and physicians and staff spend about 13 hours a week on them (AMA, 2025-04-24). 40% of physicians have staff who work only on prior authorizations (AMA, 2025-04-24).
That is a full week of keying: chart pages read, portal fields filled, attachments attached, decisions keyed back. Every step hands off to the next person.
- Requests out: notes and orders into the payer portal form.
- Referrals in: face sheet and orders into the scheduling system.
- Charts out: the named pages assembled for the payer.
- Decisions back: status, dates and denial reason into the tracker.
Referrals in, referrals out
Both directions follow one Field Rulebook, so a referral typed in and a request typed out use the same rule for the same field. Each has a source page, a target screen, a format rule and a named decider.
The Rekey Map counts both directions on one page, which is how you see whether the coordinator or the prior auth staff carries the week.
Getting charts to payers
Back-office staff cannot send 150 MB charts to insurers by email or shared drives (r/healthIT post, captured 2026-09-24). The chart still has to reach the payer as the pages the request names.
The Keying Build assembles the named pages and keys the form; your staff send them through the channel the payer accepts. Nothing is submitted on your behalf, and unreadable pages go to the Exception Queue with a reason code.
What stays with your staff
Your prior auth staff decide what to request and when to appeal, clinicians decide medical necessity, and your team submits. The build moves fields only.
Bring one recent packet 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 chart page it reads from and the 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 sample 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 prior auth staff decide what to request and when to appeal.
- Clinicians decide medical necessity and anything clinical.
- Your team submits to payers and takes the calls.
- 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.
- Will you submit or appeal for us?
- No, payer submissions, calls and appeals stay with your team. The build keys your screens and assembles the pages; your staff send them.
- Do you replace our practice system?
- No, the build keys into the practice system, payer portals and clearinghouse screens you already use, and replacing them is out of scope. Those screens are where keying lands.
- What happens when a page cannot be read?
- It goes to the Exception Queue with a reason code and the source page, and your named person decides it. Mike Rodgers owns every field your staff mark wrong.
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