Rekey Desk / Workflows / Referral intake keying
Referral intake workflow
Referral intake keying: fax packets typed into your EHR
A fax packet lands with a face sheet, orders, an H&P and a face-to-face note. Your intake coordinator retypes the patient, payer and order data into the EHR page by page, and the first call waits. You count the cost in pages sitting unopened in the inbox.
Rekey Desk counts every place your team types what the packet already says, writes the rule for each field, and builds the keying into the screen you already use. The four parts are the Rekey Map, the Field Rulebook, the Keying Build, and the Exception Queue for anything unreadable.
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Last updated . Rekey Desk is run by Mike Rodgers from Denver and works remotely with operators across the United States.
What arrives, and where it lands
Referral packets arrive as fax images or portal downloads. The stack is the same: face sheet, orders, history and physical, face-to-face note. Home health, hospice and specialty groups all run it.
The destination is the EHR or scheduling system your office already opened. WellSky, HomeCare HomeBase and Axxess are examples of where home health keying lands. The build fills those screens; it does not replace them.
The Rekey Map for one packet
Every row names the document it is read from, the screen it is typed into, and the rule that decides it. One packet looks like this.
A field with no source page and no named decider stays out of the Field Rulebook, and out of the build.
| Field | Read from | Keyed into | Rule |
|---|---|---|---|
| Patient name and date of birth | Face sheet | Patient record | Copied exactly as printed |
| Payer and member ID | Face sheet | Insurance field | Character for character, spaces included |
| Order start date | Orders page | Scheduling field | Date exactly as written on the order |
| Ordering physician | Orders page | Referral source | Name and NPI as printed on the page |
The routine your team runs by hand
The clinic version runs in seven steps: download the letters, build the fax packet, notify the patient, then chase the follow-up (r/automation post, captured 2026-09-24). Each step hands off, and the patient hears nothing until the last one.
Coordination overhead is 40 to 50 percent of home health spend, and two in five referred patients do not get the care (Felicis, 2026-06-02). Roughly $40 billion in referrals are rejected each year because the admin cost is higher than the payment (Felicis, 2026-06-02).
What goes to a person
Unreadable fax images, missing orders and judgment calls go to the Exception Queue. Every item carries a reason code and the source page, and your named person decides it. Nothing is guessed.
Start with a teardown on this one workflow: you get the Rekey Map and the Field Rulebook on your own de-identified packets, plus a fixed quote for the build.
What correct looks like
The checks behind this page
- Check: every step in the Rekey Map names the document it reads from and the screen it types into.
- Check: every field in the Field Rulebook has a source page, a target field, 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 before go-live.
- 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 intake coordinator calls the patient and runs the schedule.
- Your named people decide every exception.
- Clinicians decide anything clinical on the referral.
- 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 comes in, with a sample run on 25 documents you can compare field by field.
- Do you need patient data to start?
- No, the teardown needs no patient data, because the sample set is de-identified or synthetic. A build that touches PHI starts only after a signed Business Associate Agreement and runs through accounts you control and can revoke.
- What does my staff keep doing?
- They keep the judgment: your people decide every exception, clinicians decide anything clinical, and your team still calls the patient. Only the retyping of fields moves.
- Who owns a keying mistake?
- Mike Rodgers is the named owner. Every field your staff mark wrong is counted, the rule behind it is fixed, and the affected records are re-checked before the next batch.
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