The Week 0
The call
Twenty minutes on what your team does all day. We tell you whether we've found hours in operations like yours, and where. If it's a fit, we agree the flat fee and the Observer's telemetry scope in writing.
How it works
One flat fee to findthe hours. Then we builduntil they're back.
Every engagement runs the same way, and every step is written down before we start. Observe for two weeks. Map what repeats. Build inside your tools until at least 20 hours a month are measurably saved. If they aren't, we keep working at no additional cost.
At a glance
Weeks 1–2. The Passel Observer on every workstation.
Week 3. The Gap Report, delivered in person.
Week 4 onward. Our engineer builds inside your systems.
Done means 20 hours a month, back, measured.
Weeks 1–2
Observe
A lightweight telemetry agent is deployed to every workstation. For two weeks it captures how work actually moves: which systems are in use, how often the same sequence recurs, how long each cycle takes. Nothing changes for your team.
Week 3
The Gap Report
Every repeated task across the team, its cost in hours, what can be automated, and the order we'd do it in. Yours to keep whether or not we build anything.
Week 4 →
Build until it's real
Our engineer builds the automations inside the tools you already own. Done means running in production with at least 20 hours a month back, measured against what the Observer found.
Weeks 1–2 · The Passel Observer
We don't ask how the work is done. We instrument it.
Every operation has a documented process and a real one. The documented one lives in a binder. The real one lives in the forty tabs your best biller keeps open, the spreadsheet your paralegal built in 2019, and the ten minutes everyone spends each morning on the same portal.
The Passel Observer is a lightweight workflow-telemetry agent deployed to each workstation. Running silently in the background, it captures application-level activity signals: which systems are in use, how often the same sequence of steps recurs, and how long each cycle takes. Those signals are aggregated at the team level and run through our process-mining models to surface the workflows that repeat most, cost the most, and are safest to automate. It measures the work, not the person.
The telemetry scope, what the agent captures and what it never touches, is defined with you in writing before it is deployed to a single workstation. Data is encrypted in transit and at rest. For healthcare clients, a Business Associate Agreement is signed first. Our HIPAA program is independently verified through Live Compliance.
Passel Observer · Desk 3 of 12Observing
Recoverable this month
0.0hours
Commitment20 h / month
Week 3 · The Gap Report
Every repeated task. What it costs. What we'd do first.
We deliver it in person, walk through it with the people who do the work, and leave it with you. It's a plan you can act on with us or without us.
Gap ReportDesk-level findings · Billing team (8 desks)
Week 3
| Repeated task | Frequency | Per run | Hrs / mo | Plan |
|---|---|---|---|---|
| Claim status checks | 52×/day | 4 min | 9.1 h | Build first |
| Eligibility verification | 38×/day | 6 min | 7.6 h | Build first |
| ERA payment posting | 9×/day | 22 min | 6.6 h | Build second |
| Denial worklist triage | daily | 35 min | 3.9 h | Build second |
| Client month-end report | monthly | 2.5 h | 2.5 h | Later |
| Prior auth tracking | 14×/day | 3 min | 1.9 h | Later |
Recoverable per person31.6 h / month
Across the team~250 h / month
Commitment20 h / month · met
Section 1
The task ledger
Every repeated task the Observer found, across every desk. How often it happens, how long it takes, and what that adds up to per person, per month.
Section 2
What can be automated
Each task rated on how fully it can be automated, what it depends on, and where a person needs to stay in the loop. No hand-waving about "AI will handle it."
Section 3
The build order
Which workflows we'd automate first and why, usually the ones that are boring, frequent, and safe. The outcome we'd put in writing, with the hours it represents.
Week 4 onward · The build
An engineer at your desk, not a vendor on a call.
The same engineer who ran the audit builds the automations, inside your systems, sitting with the people who use them. That's the forward-deployed part. It's why we can promise the outcome.
0
new tools your team has to learn
Built inside what you own
0
engineer, start to finish
The one who did the audit
0h/mo
back, minimum, before we call it done
Measured against the audit
∞
until the written outcome is real
No additional cost
01
Boring first
We start with the frequent, low-risk work: status pulls, posting, routing, reminders. It's where the hours are, and it builds trust before we touch anything that needs judgement.
02
A person where it matters
Anything that touches money, a patient, or a client gets a human checkpoint by design. Automation does the retyping. Your people do the deciding.
03
Measured, then handed over
We measure the hours back against what the Observer found, document every automation, and train the people who'll live with it. Done means running without us.
What it costs
One flat fee. No hourly surprises. No new invoice if we're late.
The audit is one flat fee, agreed in writing before the Observer is deployed. It covers two weeks of workflow telemetry across your team and the Gap Report. We'll tell you the number on the first call; it's the same for everyone at your size.
The build is scoped per workflow from the Gap Report, with the outcome and the hours written down. If we haven't found and automated at least 20 hours a month, we keep working at no additional cost until we have.
We only take on work we know we can finish. If the audit finds less than 20 hours, we'll say so, and you'll still have the report.
Common questions
Before you book.
What does the audit cost? +
One flat fee, agreed in writing before the Observer is deployed. It covers two weeks of workflow telemetry across your team and the Gap Report. There are no hourly charges during the audit. We'll tell you the number on the first call.
What happens if you don't find 20 hours? +
We keep working at no additional cost until at least 20 hours a month are found and automated. That commitment is written into the agreement, not the sales call. If the audit itself shows fewer than 20 hours are available, we'll tell you plainly, and the Gap Report is still yours.
Does my team have to change how it works? +
No. Automations are built inside the systems your team already uses. If someone has to open a new application to feel the difference, we built it wrong.
What does the Observer capture, exactly? +
Application-level activity signals: which systems are in use, how often the same sequence of steps recurs, and how long each cycle takes. Signals are aggregated at the team level and encrypted in transit and at rest. The telemetry scope, what the agent captures and what it never touches, is defined with you in writing before deployment. For healthcare clients a Business Associate Agreement is signed first, and our HIPAA program is independently verified through Live Compliance.
How many people does it need to cover? +
Ideally the whole team that does the repetitive work, because the hours add up across desks. Some clients start with one department. Either works; the Gap Report scales with what we observed.
Who owns what you build? +
You do. The automations run in your systems, under your accounts, and are documented so your team or any other engineer can maintain them.
Next step
Find out what your team could stop doing by hand.
One call, then two weeks with the Observer on every desk. We don't stop until at least 20 hours a month are back.
info@thepasselgroup.com