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The entry point
2 weeks / fixed fee / credited

Two weeks. Every workflow you run, timed and costed.

We map every workflow across all six stages, time each one, and put a cost on it. You get the roadmap, the automate-versus-human map, the compliance boundary, and your own number with the arithmetic shown. You keep all four whether or not we build anything.
Book a 30-minute call

Refunded within fifteen days if you do not think the roadmap was worth what you paid for it.

What we map

All six stages, not just intake.

Most audits in this category look at one workflow and quote a price to automate it. The expensive problem is almost never in one workflow. It is in the handoffs between six of them.

01Lead acquisitionEvery channel you run, what it costs per application, which platform approvals you hold, and what your creative production actually consumes.
02Intake and screeningTime to first reply, overnight and weekend behaviour, the pre-call review, the disqualification path, and who touches a file before anyone decides anything.
03SigningWhere agreements sit and for how long, who chases, and how often something waits on a signature nobody asked for.
04Medical recordsHow records are requested, chased, stored and reviewed. Where the gaps appear and how long they stay open.
05MatchingHow pairs are considered today, what data informs it, what gets written down, and what lives only in somebody's head.
06Journey managementMilestone tracking, escalation paths, and every number currently assembled by hand each week.

What you get

Three documents and a number.

01

The AI-First Roadmap

Twelve weeks laid out fortnight by fortnight, scoped to your agency. What ships, in what order, and what has to be true before each piece can.

02

The automate, assist, human-only map

Every workflow sorted into three columns. The third one matters most: it is the list of what we will not touch, and it is why your team will trust the rest.

03

The compliance boundary

Where PHI lives today, which tools touch it, which are BAA-covered, and where the perimeter has to move before anything is automated.

04

Your number

Repetitive hours per month, costed, with the arithmetic shown. Not a benchmark. Yours.

AI-First Roadmap  ·  page 3 of 11Sample
W03–04Acquisition3 channels live, 2 paused pending approval
W05–06Intakescreening logic, pre-call brief, scoring
W07–08Signing, recordsprep, chase, gap flags
W09–10Matchingcriteria sign-off, recommendations in review
BLOCKEDrecords portal vendorno BAA on file

Sample page. Vendor names blacked out because in a real roadmap they are yours, not ours to publish.

How it runs

Two weeks, and we will tell you what it costs you in hours.

Week 1Access, then observation. We watch the real process rather than the documented one. One session each with whoever owns acquisition, intake, and reporting.Hands-on
Week 2Timing, costing, writing. One working session mid-week to test the findings against your reality before they are final.Light touch
End of week 2Roadmap, map, boundary and number, delivered and walked through.Light touch

What it costs you in hours

Read access to the CRM, the ad accounts and the forms. Then roughly six to eight hours of your intake lead across the two weeks, most of it in week one, plus about two hours from whoever owns reporting. Not a project team, not a steering committee, but not free either.

Read access is enough for the audit. Building needs write access and credentials, scoped in the roadmap and granted by you per system. We are saying so here rather than surprising you in week three.

The fee

Fixed, credited, refundable.

  • One fixed fee, quoted before we start and not adjusted afterwards.
  • Credited in full against the build, so the audit is not an extra cost. It is the first fortnight, paid separately.
  • Refunded within fifteen days if you do not think the roadmap was worth what you paid for it. Your judgement, not our arithmetic.

We do not bill by the hour, and we do not run free audits. A free audit is a sales call with a document attached, and you can tell the difference inside twenty minutes.

What happens after

Three doors, all of them open.

Build it with us

The fee is credited and week three starts.

Build it yourself

You have the roadmap, the map and the boundary. Your team or another vendor can execute it. We would rather you did that than sit on it.

Do nothing

You still know your number, which is more than you knew two weeks ago.

We are not going to pretend the third door is a failure. If the number is small, the honest answer is that you do not need us yet.

Two weeks from now you will have the number.

Book a 30-minute call