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    The Edgerton deliverable

    Riverbend Dental Group

    Explore the company, then look closer at a person, machine or procedure. Every company and person here is fictional. Every figure is example data.
    Edgerton / Sample assessment

    Fictional sample assessment

    automatededge
    Edgerton assessment report

    Prepared for Riverbend Dental Group From you

    Dental group sample report: where the time goes, and the agents that could give some of it back

    Riverbend's 22 measured people spend about 53 hours a week on 11 repeated procedures that mostly move patient and insurance information between programs. 10 read-only agents could take an estimated 21 to 31 of those hours.

    Assessment window10 business daysObserved
    Sample scope22 people · 22 machines · 4 teamsSites: Main Street office · Millbrook office · Cedar Falls officeObserved
    Prepared byAutomated Edge

    Not measured: Dentists and hygienists work on the operatory computers in the treatment rooms. Those computers were not measured, so this report covers the front office, billing and management only.

    53 h/wkspent on 11 repeated procedures todayObserved
    21 to 31 h/wk10 agents could take, by reading and preparingEstimate
    1,807/wktimes information is copied by hand between programsObserved
    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.Cover
    automatededge
    Edgerton / Assessment

    The current picture

    Where things stand now.

    Nobody here is doing a bad job. The programs do not talk to each other, so people carry the information between them.

    F1Observed

    People are the connection between the programs.

    Patient and insurance information is copied by hand from one program to another 1,807 times a week.

    Copy-and-paste events between programs, counted across 22 computers: how many, and from which program to which.Explore the record ↗
    F2Observed

    The front desk rarely gets a quiet stretch.

    A typical uninterrupted stretch at the front desk is 6 minutes. Across the group, people change windows about 133 times a day.

    Window changes and active time per computer.Explore the record ↗
    F3Observed

    11 procedures take more than a full working week.

    The repeated procedures in the catalogue add up to about 53 hours a week across the three locations.

    Runs per week multiplied by the typical minutes per run, for each procedure.Explore the record ↗
    F4Observed

    Insurance work runs through the payer portals.

    Checking eligibility, chasing claim status and posting EOBs take about 21.6 hours a week, most of it moving between payer portals and the practice management system.

    Three procedures, 240 runs a week between them.Explore the record ↗
    F5Observed

    Intake is typed twice.

    Patients fill in a form, then the front desk types it into the practice management system: 70 forms a week across the three offices.

    The same procedure seen on 8 computers, 420 hand copies a week.Explore the record ↗
    F6Observed

    Recall is run from spreadsheets.

    The front desk works 110 recall contacts a week from a spreadsheet per location, and 1 in 8 goes to a patient who already has an appointment booked.

    Recall spreadsheet entries compared with the schedule in the practice management system on the same day.Explore the record ↗
    F7Observed

    Write-off approvals wait for a free moment.

    Office managers approve about 30 write-offs and adjustments a week, from email and paper, each location to its own threshold.

    Adjustment requests and approvals by time of day, on four computers.Explore the record ↗
    F8Observed From you

    A few programs nobody signed off on.

    5 programs in use are not on the group's official list, including a free PDF editor on three computers. One computer still runs Windows 10.

    Programs seen in use, compared with the list the group gave us; operating system per computer.Explore the record ↗

    Share of active time.

    Observed
    Practice management system
    33%
    Spreadsheets and documents
    23%
    Email and messaging
    18%
    Phones
    11%
    Payer portals
    7%
    Patient texting
    5%
    Clearinghouse
    3%

    Share of active time across all 22 computers.

    Where information is copied by hand.

    Observed

    1,807 copies a week. The biggest flow is intake forms read as PDFs and typed into the practice management system: 420 a week. Almost every other flow also ends in the practice management system.

    PDF reader → Practice management system645 / wk
    Payer portals → Practice management system530 / wk
    Excel → Patient texting app220 / wk
    Outlook → Practice management system110 / wk
    Practice management system → Patient texting app80 / wk
    Excel → Outlook80 / wk
    Practice management system → Word64 / wk
    Excel → Practice management system60 / wk
    Practice management system → Excel18 / wk

    1,702 inside named procedures; 105 outside them.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.01
    automatededge
    Edgerton / Assessment

    Who does the work

    Teams. Different rhythms.

    Shown by team and by person. Person records describe the work, not the person: the aim is to fix procedures, not to score people.

    The strips show relative activity by hour, not contracted hours. 0 to 1, where 1 is that team's busiest hour. Observed

    Front Desk

    8 people · 8 machines Observed

    Check-in, scheduling, confirmations, recall and new-patient paperwork. Busy from the first patient; paperwork is fitted between check-ins.

    7am5pm

    Clinical coordinators

    5 people · 5 machines Observed

    Treatment plan follow-up and referrals. Follow-up calls cluster in the afternoon, once the morning patients are through.

    7am5pm

    Billing

    5 people · 5 machines Observed

    Insurance eligibility, claims and payment posting. Payer portals all morning; posting and tomorrow's eligibility in the afternoon.

    7am5pm

    Office managers

    4 people · 4 machines Observed

    Running each location, approvals and the group's numbers. Spread across the day, with approvals and email picking up after 3pm.

    7am5pm
    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.02
    automatededge
    Edgerton / Assessment

    Your procedures

    Name the repeated work.

    These are the recurring jobs counted in the assessment. Shared procedures are counted once; each person's share appears inside the record.

    11 procedures · 53.1 hours a week · 212 hours a month Observed
    S01 · BillingChecking insurance eligibility for tomorrow's patients140 runs / wk · 9.3 h / wk
    140 / week560 / month
    4 min / run9.3 h / week · 37.3 h / month
    3 copies / run420 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findOpen tomorrow's schedule and the patient's insurancePractice management system
    2. findCheck eligibility and benefits on the payer's portalPayer portals
    3. enterRecord coverage and remaining benefits in the patient's accountPractice management system

    Systems touched

    Payer portals · Practice management system

    Who does it

    • 38 of 140 runs / wk
    • 38 of 140 runs / wk
    • 37 of 140 runs / wk
    • 9 of 140 runs / wk
    • 9 of 140 runs / wk
    • 9 of 140 runs / wk

    Where it breaks

    • Checked one patient at a time, payer by payer, the afternoon before.
    • Each payer has its own portal and login; four or more portals were open on most mornings.

    Proposed agent

    Eligibility Prep · Checks tomorrow's patients against their payer's portal and lays out coverage and remaining benefits for each.

    Stays with people: Checking the flags and recording coverage in the patient's account.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    S02 · BillingClaim status checks on payer portals55 runs / wk · 5.5 h / wk
    55 / week220 / month
    6 min / run5.5 h / week · 22 h / month
    2 copies / run110 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findPull the list of claims older than 30 daysPractice management system
    2. findLook up each claim on the payer's portal or the clearinghousePayer portals
    3. enterNote the status on the claimPractice management system

    Systems touched

    Payer portals · Practice management system

    Who does it

    • 17 of 55 runs / wk
    • 17 of 55 runs / wk
    • 16 of 55 runs / wk
    • 5 of 55 runs / wk

    Where it breaks

    • The aging list is exported and worked from a printout on Tuesdays and Thursdays.
    • Some payers show status on their portal and others through the clearinghouse, so the same check starts in two places.

    Proposed agent

    Claims Status Check · Looks up every claim older than 30 days on the payer's portal or the clearinghouse.

    Stays with people: Following up with the payer and noting the status on the claim.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    S03 · BillingPosting insurance payments (EOBs)45 runs / wk · 6.8 h / wk
    45 / week180 / month
    9 min / run6.8 h / week · 27 h / month
    5 copies / run225 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findDownload the EOB from the clearinghouseClearinghouse
    2. prepareMatch each line to its claimPDF reader
    3. enterPost the payment and adjustments to the ledgerPractice management system

    Systems touched

    Clearinghouse · PDF reader · Practice management system

    Who does it

    • 34 of 45 runs / wk
    • 6 of 45 runs / wk
    • 5 of 45 runs / wk

    Where it breaks

    • Paper EOBs still arrive from some payers and are scanned before posting.
    • Underpayments are noted in a personal spreadsheet and passed to the office manager on paper.

    Proposed agent

    EOB Prep · Matches each line of an EOB to its claim, ready for posting.

    Stays with people: Posting the payment and adjustments to the ledger.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    S04 · Front DeskConfirming tomorrow's appointments80 runs / wk · 4 h / wk
    80 / week320 / month
    3 min / run4 h / week · 16 h / month
    1 copies / run80 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findPull tomorrow's patients who have not confirmedPractice management system
    2. sendCall or text each patientPatient texting app

    Systems touched

    Patient texting app · Practice management system

    Who does it

    • 6 of 80 runs / wk
    • 13 of 80 runs / wk
    • 13 of 80 runs / wk
    • 6 of 80 runs / wk
    • 12 of 80 runs / wk
    • 12 of 80 runs / wk
    • 6 of 80 runs / wk
    • 12 of 80 runs / wk

    Where it breaks

    • Automatic reminder texts go out, but the replies are checked against the schedule by hand.
    • Worked in the gaps between patients, so often finished after 4pm.

    Proposed agent

    Patient Contact Lists · Builds each morning's lists of unconfirmed and overdue-recall patients, with anyone already booked taken off.

    Stays with people: Calling or texting each patient.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    S05 · Front DeskWorking the recall list110 runs / wk · 5.5 h / wk
    110 / week440 / month
    3 min / run5.5 h / week · 22 h / month
    2 copies / run220 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findExport patients overdue for their cleaningPractice management system
    2. prepareMark up the list in the recall spreadsheetExcel
    3. sendCall or text the patientPatient texting app

    Systems touched

    Excel · Patient texting app · Practice management system

    Who does it

    • 19 of 110 runs / wk
    • 19 of 110 runs / wk
    • 18 of 110 runs / wk
    • 18 of 110 runs / wk
    • 18 of 110 runs / wk
    • 6 of 110 runs / wk
    • 6 of 110 runs / wk
    • 6 of 110 runs / wk

    Where it breaks

    • 1 in 8 recall contacts went to a patient who already had an appointment booked.
    • Each location keeps its own recall spreadsheet; outcomes are typed back into the practice management system at the end of the day.

    Proposed agent

    Patient Contact Lists · Builds each morning's lists of unconfirmed and overdue-recall patients, with anyone already booked taken off.

    Stays with people: Calling or texting each patient.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    S06 · Clinical coordinatorsTreatment plan follow-up40 runs / wk · 4 h / wk
    40 / week160 / month
    6 min / run4 h / week · 16 h / month
    2 copies / run80 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findList accepted treatment plans with no appointmentPractice management system
    2. findCheck the patient's estimate and remaining benefitsPractice management system
    3. prepareUpdate the follow-up trackerExcel
    4. sendCall or email the patientOutlook

    Systems touched

    Excel · Outlook · Practice management system

    Who does it

    • 11 of 40 runs / wk
    • 11 of 40 runs / wk
    • 11 of 40 runs / wk
    • 4 of 40 runs / wk
    • 3 of 40 runs / wk

    Where it breaks

    • Each coordinator keeps their own tracker, so a patient seen at two locations can be on two lists.
    • Follow-up happens in bursts at the end of the week.

    Proposed agent

    Treatment Follow-up List · Lists accepted treatment plans with no appointment, from each plan's status and estimate. It does not read clinical notes.

    Stays with people: The conversation with the patient.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    S07 · Front DeskEntering new-patient intake forms70 runs / wk · 7 h / wk
    70 / week280 / month
    6 min / run7 h / week · 28 h / month
    6 copies / run420 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findOpen the new patient's form from the front-desk mailboxOutlook
    2. prepareRead the contact and insurance sectionsPDF reader
    3. enterType them into the patient's recordPractice management system

    Systems touched

    Outlook · PDF reader · Practice management system

    Who does it

    • 7 of 70 runs / wk
    • 10 of 70 runs / wk
    • 10 of 70 runs / wk
    • 7 of 70 runs / wk
    • 10 of 70 runs / wk
    • 10 of 70 runs / wk
    • 6 of 70 runs / wk
    • 10 of 70 runs / wk

    Where it breaks

    • Forms arrive as PDFs or on paper and are typed in between check-ins.
    • The insurance card and the form are opened side by side to type the subscriber details.

    Proposed agent

    Intake Form Reader · Lays out the contact and insurance details from each new-patient form. It leaves the health history for the clinical team.

    Stays with people: Checking the details and entering them in the patient record.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    S08 · Clinical coordinatorsReferral letters to specialists16 runs / wk · 3.2 h / wk
    16 / week64 / month
    12 min / run3.2 h / week · 12.8 h / month
    4 copies / run64 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findLook up the patient's contact and insurance detailsPractice management system
    2. prepareFill in the referral templateWord
    3. sendEmail the letter to the specialist's officeOutlook

    Systems touched

    Outlook · Practice management system · Word

    Who does it

    • 8 of 16 runs / wk
    • 5 of 16 runs / wk
    • 3 of 16 runs / wk

    Where it breaks

    • Letters start from the last one sent, so the previous patient's details have to be cleared each time.
    • Specialists' addresses are kept in a separate spreadsheet at each location.

    Proposed agent

    Referral Letter Prep · Fills in the referral template with the patient's contact and insurance details and the specialist's address.

    Stays with people: The clinical reason, the dentist's sign-off and sending the letter.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    S09 · Front DeskSchedule changes from voicemail and email65 runs / wk · 4.3 h / wk
    65 / week260 / month
    4 min / run4.3 h / week · 17.3 h / month
    1 copies / run65 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findRead the request in the shared voicemail and email inboxOutlook
    2. findFind an open slot with the patient's providerPractice management system
    3. enterMove the appointmentPractice management system

    Systems touched

    Outlook · Practice management system

    Who does it

    • 9 of 65 runs / wk
    • 8 of 65 runs / wk
    • 8 of 65 runs / wk
    • 8 of 65 runs / wk
    • 8 of 65 runs / wk
    • 8 of 65 runs / wk
    • 8 of 65 runs / wk
    • 8 of 65 runs / wk

    Where it breaks

    • Voicemails arrive in the shared inbox as emails; the overnight backlog is worked before the first patient.
    • The same message was sometimes opened by two people at the same location.

    Proposed agent

    Reschedule Prep · Reads each schedule-change request and finds the open slots that fit.

    Stays with people: Choosing the slot, moving the appointment and confirming with the patient.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    S10 · Office managersApproving write-offs and adjustments30 runs / wk · 2 h / wk
    30 / week120 / month
    4 min / run2 h / week · 8 h / month
    0 copies / run0 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findRead the adjustment request from billingOutlook
    2. findOpen the patient's ledgerPractice management system
    3. decideApprove or return the adjustmentPractice management system

    Systems touched

    Outlook · Practice management system

    Who does it

    • 9 of 30 runs / wk
    • 9 of 30 runs / wk
    • 9 of 30 runs / wk
    • 3 of 30 runs / wk

    Where it breaks

    • Requests arrive by email and on paper, so approvals wait until the manager is back at a computer.
    • Each location approves to its own dollar threshold.

    Proposed agent

    Adjustments Queue · Keeps one list per location of write-offs and adjustments waiting for approval.

    Stays with people: Every approval.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    S11 · Office managersWeekly production and collections report3 runs / wk · 1.5 h / wk
    3 / week12 / month
    30 min / run1.5 h / week · 6 h / month
    6 copies / run18 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findExport production, collections and recall reports for a locationPractice management system
    2. prepareMerge them into the owners' spreadsheetExcel
    3. sendEmail the report to the ownersOutlook

    Systems touched

    Excel · Outlook · Practice management system

    Who does it

    • 3 of 3 runs / wk

    Where it breaks

    • Built from three exports per location, every Monday.
    • The owners ask follow-up questions by email through the week, answered from the same exports.

    Proposed agent

    Weekly Numbers · Builds the weekly production and collections report for each location and the group.

    Stays with people: Checking it and sending it.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.03
    automatededge
    Edgerton / Assessment

    The proposed agents

    One agent per job.

    An agent is suggested for a procedure when it repeats every week, part of it is finding and gathering information, and that information lives in a system we can connect. The agent does the finding and preparing. A person still makes the decision and makes any change. Procedures done by the same people from the same systems share one agent.

    A1

    Billing · proposed read-only agent

    Eligibility Prep

    Checks tomorrow's patients against their payer's portal and lays out coverage and remaining benefits for each.

    Reads

    • Practice management systemBuilt with you
    • Payer portalsBuilt with you

    Produces in Switchboard

    An eligibility sheet for tomorrow's schedule, with inactive coverage and low remaining benefits flagged first.

    Stays with people

    Checking the flags and recording coverage in the patient's account.

    Procedures

    People it could help

    Estimate2.8–4.7 h / wkSee method ↗
    A2

    Billing · proposed read-only agent

    Claims Status Check

    Looks up every claim older than 30 days on the payer's portal or the clearinghouse.

    Reads

    • Practice management systemBuilt with you
    • Payer portalsBuilt with you
    • ClearinghouseBuilt with you

    Produces in Switchboard

    A claim status list, denials and requests for information first.

    Stays with people

    Following up with the payer and noting the status on the claim.

    Procedures

    People it could help

    Estimate1.6–2.8 h / wkSee method ↗
    A3

    Billing · proposed read-only agent

    EOB Prep

    Matches each line of an EOB to its claim, ready for posting.

    Reads

    • ClearinghouseBuilt with you
    • Practice management systemBuilt with you

    Produces in Switchboard

    A posting sheet per EOB, with underpayments and denials flagged.

    Stays with people

    Posting the payment and adjustments to the ledger.

    Procedures

    People it could help

    Estimate2–3.4 h / wkSee method ↗
    A4

    Front Desk · proposed read-only agent

    Patient Contact Lists

    Builds each morning's lists of unconfirmed and overdue-recall patients, with anyone already booked taken off.

    Reads

    • Practice management systemBuilt with you

    Produces in Switchboard

    Tomorrow's unconfirmed patients and today's recall list per location, with a drafted text for each.

    Stays with people

    Calling or texting each patient.

    Procedures

    People it could help

    Estimate5.7–7.6 h / wkSee method ↗
    A5

    Clinical coordinators · proposed read-only agent

    Treatment Follow-up List

    Lists accepted treatment plans with no appointment, from each plan's status and estimate. It does not read clinical notes.

    Reads

    • Practice management systemBuilt with you

    Produces in Switchboard

    One follow-up list across the three locations, with the estimate and remaining benefits next to each patient.

    Stays with people

    The conversation with the patient.

    Procedures

    People it could help

    Estimate2.4–3.2 h / wkSee method ↗
    A6

    Front Desk · proposed read-only agent

    Intake Form Reader

    Lays out the contact and insurance details from each new-patient form. It leaves the health history for the clinical team.

    Reads

    • Microsoft 365Standard connection

    Produces in Switchboard

    The details in the order the patient record asks for them, with missing fields flagged.

    Stays with people

    Checking the details and entering them in the patient record.

    Procedures

    People it could help

    Estimate2.1–3.5 h / wkSee method ↗
    A7

    Clinical coordinators · proposed read-only agent

    Referral Letter Prep

    Fills in the referral template with the patient's contact and insurance details and the specialist's address.

    Reads

    • Practice management systemBuilt with you
    • Microsoft 365Standard connection

    Produces in Switchboard

    A referral letter with everything but the clinical reason filled in.

    Stays with people

    The clinical reason, the dentist's sign-off and sending the letter.

    Procedures

    People it could help

    Estimate1.9–2.6 h / wkSee method ↗
    A8

    Front Desk · proposed read-only agent

    Reschedule Prep

    Reads each schedule-change request and finds the open slots that fit.

    Reads

    • Microsoft 365Standard connection
    • Practice management systemBuilt with you

    Produces in Switchboard

    A list of requests, each with the patient's current appointment and two or three open slots.

    Stays with people

    Choosing the slot, moving the appointment and confirming with the patient.

    Procedures

    People it could help

    Estimate1.3–2.2 h / wkSee method ↗
    A9

    Office managers · proposed read-only agent

    Adjustments Queue

    Keeps one list per location of write-offs and adjustments waiting for approval.

    Reads

    • Microsoft 365Standard connection
    • Practice management systemBuilt with you

    Produces in Switchboard

    An approvals list with the ledger balance and billing's reason next to each request.

    Stays with people

    Every approval.

    Procedures

    People it could help

    EstimateNot sizedThe gain is order and completeness, not time: an office manager still approves every write-off. What changes is that no request waits on paper.See method ↗
    A10

    Office managers · proposed read-only agent

    Weekly Numbers

    Builds the weekly production and collections report for each location and the group.

    Reads

    • Practice management systemBuilt with you
    • Microsoft 365Standard connection

    Produces in Switchboard

    The owners' report, ready to check, and answers to follow-up questions from the same figures.

    Stays with people

    Checking it and sending it.

    Procedures

    People it could help

    Estimate0.9–1.2 h / wkSee method ↗
    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.04
    automatededge
    Edgerton / Assessment

    Systems and context

    Connect the sources. Teach the work.

    One connection does most of the work: 9 of the 10 agents need the practice management system.

    SystemWhat it holdsConnection statusNeeded by
    Microsoft 365Email, the shared voicemail inbox, Excel, Word, Teams, filesStandard connectionA connection we already support.5 agents
    Practice management systemSchedule, patient accounts, insurance, claims, the ledgerBuilt with youNot a standard connection today. Many dental systems limit third-party access, so it is scoped with you using the vendor's supported access.9 agents
    Payer portalsEligibility, benefits and claim statusBuilt with youNot a standard connection today. Scoped portal by portal, subject to each payer's terms.2 agents
    ClearinghouseClaim status, EOBs and remittancesBuilt with youNot a standard connection today. Depends on the clearinghouse's supported access.2 agents

    What each agent would need to read. Access, licensing and permissions are confirmed in the proposal.

    29 programs in use · 24 on the official list · 5 not on the list Observed From you

    How the system learns the business.

    An agent is only useful if it knows how Riverbend works. The assessment is where that starts.

    1 / Connect

    Connect

    We connect the systems the agents need to read, with the access you agree.

    • Microsoft 365
    • The practice management system, through the vendor's supported access
    • The payer portals the billing team uses
    • The clearinghouse
    2 / Create the skills and context

    Create the skills and context

    We write down how each procedure is done and the business facts an agent needs, then check them with the people who do the work.

    • One skill for each of the 11 procedures in the catalogue
    • Context: locations, providers, payers, fee schedules and each location's adjustment threshold
    • The referral template and one specialist list for all three locations
    3 / Train

    Train

    We show each team its agents in Switchboard and how to make new ones by asking. We adjust the skills as people use them.

    • A session per team: Front Desk, Clinical coordinators, Billing, Office managers
    • Sessions at each location, fitted around the patient schedule
    • Agents run on EdgeKeeper, the dedicated server we manage
    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.05–06
    automatededge
    Edgerton / Assessment

    Estimates / the business case

    Time back, with the method visible.

    Estimated time is capacity your team gets back, not guaranteed cash savings.

    Today Observed53.1 h / wk
    Agents could take Estimate21–31 h / wk
    Across 48 working weeks Estimate990–1,470 h / year
    AgentToday h/wkCould take h/wkYear hours
    Eligibility Prep9.32.8–4.7130–220
    Claims Status Check5.51.6–2.880–130
    EOB Prep6.82–3.4100–160
    Patient Contact Lists9.55.7–7.6270–360
    Treatment Follow-up List42.4–3.2120–150
    Intake Form Reader72.1–3.5100–170
    Referral Letter Prep3.21.9–2.690–120
    Reschedule Prep4.31.3–2.260–100
    Adjustments Queue2Not sizedNot sized
    Weekly Numbers1.50.9–1.240–60
    Total53.121–31990–1,470

    Estimate Value of time, not cash savings or ROI

    Current procedure time: $115,000 / year

    Proposed agent time back: $45,000–$66,000 / year

    All figures above use $45 an hour, a placeholder loaded hourly cost. Change it to your own rate. The proposal sets this against build and operating cost.

    Where the estimated time sits.

    Estimate

    Team ranges below sum the rounded ranges on each person’s card; small differences from the company range are rounding.

    Front Desk

    9.6–13.8 h / wk

    Clinical coordinators

    4.4–5.8 h / wk

    Billing

    6.1–10.1 h / wk

    Office managers

    0.9–1.2 h / wk

    The method

    1. For each procedure, multiply the runs a week by the typical minutes a run. That gives hours a week today.
    2. Classify each procedure by its last step. Read and report: the result is an update or reply a person sends. Read, then enter: the result is typed into a system. Decide: the result is an approval.
    3. Assume an agent takes 60% to 80% of a read-and-report procedure and 30% to 50% of a read-then-enter procedure. Decide procedures get no hours. The rest stays with a person: checking, deciding, entering and sending.
    4. Multiply by 48 working weeks for a year, and by $45 an hour for a value. Both are placeholders you can change.

    Not counted

    • Adjustments Queue: the gain is timing, not time.
    • 105 hand copies a week that happen outside the named procedures.
    • Time lost to constant window changes. It is real, but an agent does not fix it directly.
    • The entering and sending that stays with people: about 22 to 32 hours a week. Removing it means a build that writes to your systems, scoped with you and a business case.
    • Any cost. This is the value of time, not a return on investment. The proposal sets it against the cost to build and run.
    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.07
    automatededge
    Edgerton / Assessment

    What happens next

    Check the work together.

    1 / NEXT

    Walk through this report together

    We check the procedures and the numbers with the people who do the work.

    2 / NEXT

    Proposal

    Connections, agents, price and date, with the estimated time set against the cost.

    3 / NEXT

    Decide

    Go ahead, start smaller, or stop here. The report is yours to keep either way.

    How we measured

    10 business days across 22 computers. Workflow: programs, window titles, active time and screen context. No audio. Staff told in writing before anything ran.

    Not measured: Dentists and hygienists work on the operatory computers in the treatment rooms. Those computers were not measured, so this report covers the front office, billing and management only.

    The measurement data is Riverbend's. It is deleted five business days after this report is delivered.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.08

    Individual work patterns

    People behind the process.

    Choose a person to see their work, related machines and procedures, and the basis for any time estimate.

    22 of 22 people

    Person record From you

    Tamara Ellison

    Front Desk Lead · Front Desk · Main Street office

    Active / day Observed7.5 h
    Window changes / day Observed140
    Quiet stretch Observed6 min
    Usual hours Observed
    7:30am to 4:30pm
    After-hours activity Observed
    3%
    Meetings / week Observed
    1 h
    Procedure time / week Observed
    1.9 h

    Programs / active time Observed

    Practice management system
    35%
    Phone app
    20%
    Patient texting app
    11%
    Outlook
    15%
    PDF reader
    12%
    Excel
    7%

    Procedures / this person’s runs Observed

    • 6 of 80 runs / wk
    • 6 of 110 runs / wk
    • 7 of 70 runs / wk
    • 9 of 65 runs / wk

    Machines Observed

    Agents that could help Estimate

    Patient Contact Lists · Builds each morning's lists of unconfirmed and overdue-recall patients, with anyone already booked taken off.

    Intake Form Reader · Lays out the contact and insurance details from each new-patient form. It leaves the health history for the clinical team.

    Reschedule Prep · Reads each schedule-change request and finds the open slots that fit.

    Estimate0.8–1.1 h / week backSee estimate method ↗

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine context

    A closer look at each machine.

    Choose a machine to see its assigned person, activity, applications and health context.

    22 of 22 machines

    Machine record Observed

    RDG-FD-01

    Desktop · Windows 11 Pro · Main Street office

    Active / day Observed7.5 h
    Idle share Observed14%
    After-hours share Observed3%
    Used by From you
    Usual hours Observed
    7:30am to 4:30pm
    Programs in use Observed
    11
    Health score Observed
    100

    Top programs Observed

    Practice management system · Phone app · Outlook

    Programs outside official list ObservedFrom you

    None recorded.

    Health domains Observed

    disk goodperformance goodpatches goodbackups goodservices good

    Risks / review needed Review needed

    No specific risk recorded.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Complete record appendix

    People and machines.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result. All supplied records appear here, independent of the selected view or search.

    People

    Person record / Appendix From you

    Tamara Ellison

    Front Desk Lead · Front Desk · Main Street office

    Active / day Observed7.5 h
    Window changes / day Observed140
    Quiet stretch Observed6 min
    Usual hours Observed
    7:30am to 4:30pm
    After-hours activity Observed
    3%
    Meetings / week Observed
    1 h
    Procedure time / week Observed
    1.9 h

    Programs / active time Observed

    Practice management system
    35%
    Phone app
    20%
    Patient texting app
    11%
    Outlook
    15%
    PDF reader
    12%
    Excel
    7%

    Procedures / this person’s runs Observed

    • 6 of 80 runs / wk
    • 6 of 110 runs / wk
    • 7 of 70 runs / wk
    • 9 of 65 runs / wk

    Machines Observed

    Agents that could help Estimate

    Patient Contact Lists · Builds each morning's lists of unconfirmed and overdue-recall patients, with anyone already booked taken off.

    Intake Form Reader · Lays out the contact and insurance details from each new-patient form. It leaves the health history for the clinical team.

    Reschedule Prep · Reads each schedule-change request and finds the open slots that fit.

    Estimate0.8–1.1 h / week backSee estimate method ↗

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Brandon Kowalski

    Patient Coordinator · Front Desk · Main Street office

    Active / day Observed7.6 h
    Window changes / day Observed143
    Quiet stretch Observed6 min
    Usual hours Observed
    7am to 5pm
    After-hours activity Observed
    3%
    Meetings / week Observed
    1 h
    Procedure time / week Observed
    3.1 h

    Programs / active time Observed

    Practice management system
    32%
    Phone app
    20%
    Patient texting app
    16%
    Outlook
    11%
    PDF reader
    10%
    Excel
    11%

    Procedures / this person’s runs Observed

    • 13 of 80 runs / wk
    • 19 of 110 runs / wk
    • 10 of 70 runs / wk
    • 8 of 65 runs / wk

    Machines Observed

    Agents that could help Estimate

    Patient Contact Lists · Builds each morning's lists of unconfirmed and overdue-recall patients, with anyone already booked taken off.

    Intake Form Reader · Lays out the contact and insurance details from each new-patient form. It leaves the health history for the clinical team.

    Reschedule Prep · Reads each schedule-change request and finds the open slots that fit.

    Estimate1.4–2 h / week backSee estimate method ↗

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Yesenia Ortiz

    Patient Coordinator · Front Desk · Main Street office

    Active / day Observed7.6 h
    Window changes / day Observed163
    Quiet stretch Observed4 min
    Usual hours Observed
    7:30am to 5pm
    After-hours activity Observed
    1%
    Meetings / week Observed
    1 h
    Procedure time / week Observed
    3.1 h

    Programs / active time Observed

    Practice management system
    34%
    Phone app
    20%
    Patient texting app
    14%
    Outlook
    13%
    PDF reader
    8%
    Excel
    11%

    Procedures / this person’s runs Observed

    • 13 of 80 runs / wk
    • 19 of 110 runs / wk
    • 10 of 70 runs / wk
    • 8 of 65 runs / wk

    Machines Observed

    Agents that could help Estimate

    Patient Contact Lists · Builds each morning's lists of unconfirmed and overdue-recall patients, with anyone already booked taken off.

    Intake Form Reader · Lays out the contact and insurance details from each new-patient form. It leaves the health history for the clinical team.

    Reschedule Prep · Reads each schedule-change request and finds the open slots that fit.

    Estimate1.4–2 h / week backSee estimate method ↗

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Grace Adeyemi

    Front Desk Lead · Front Desk · Millbrook office

    Active / day Observed7 h
    Window changes / day Observed157
    Quiet stretch Observed3 min
    Usual hours Observed
    7am to 5pm
    After-hours activity Observed
    1%
    Meetings / week Observed
    1 h
    Procedure time / week Observed
    2.4 h

    Programs / active time Observed

    Practice management system
    34%
    Phone app
    15%
    Patient texting app
    18%
    Outlook
    15%
    PDF reader
    7%
    Excel
    11%

    Procedures / this person’s runs Observed

    • 9 of 140 runs / wk
    • 6 of 80 runs / wk
    • 6 of 110 runs / wk
    • 7 of 70 runs / wk
    • 8 of 65 runs / wk

    Machines Observed

    Agents that could help Estimate

    Eligibility Prep · Checks tomorrow's patients against their payer's portal and lays out coverage and remaining benefits for each.

    Patient Contact Lists · Builds each morning's lists of unconfirmed and overdue-recall patients, with anyone already booked taken off.

    Intake Form Reader · Lays out the contact and insurance details from each new-patient form. It leaves the health history for the clinical team.

    Reschedule Prep · Reads each schedule-change request and finds the open slots that fit.

    Estimate0.9–1.4 h / week backSee estimate method ↗

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Tyrell Jackson

    Patient Coordinator · Front Desk · Millbrook office

    Active / day Observed7.8 h
    Window changes / day Observed132
    Quiet stretch Observed6 min
    Usual hours Observed
    7:30am to 5pm
    After-hours activity Observed
    3%
    Meetings / week Observed
    1 h
    Procedure time / week Observed
    3 h

    Programs / active time Observed

    Practice management system
    35%
    Phone app
    15%
    Patient texting app
    12%
    Outlook
    13%
    PDF reader
    12%
    Excel
    13%

    Procedures / this person’s runs Observed

    • 12 of 80 runs / wk
    • 18 of 110 runs / wk
    • 10 of 70 runs / wk
    • 8 of 65 runs / wk

    Machines Observed

    Agents that could help Estimate

    Patient Contact Lists · Builds each morning's lists of unconfirmed and overdue-recall patients, with anyone already booked taken off.

    Intake Form Reader · Lays out the contact and insurance details from each new-patient form. It leaves the health history for the clinical team.

    Reschedule Prep · Reads each schedule-change request and finds the open slots that fit.

    Estimate1.4–2 h / week backSee estimate method ↗

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Priya Venkatesan

    Patient Coordinator · Front Desk · Millbrook office

    Active / day Observed7.8 h
    Window changes / day Observed158
    Quiet stretch Observed3 min
    Usual hours Observed
    7:30am to 5pm
    After-hours activity Observed
    3%
    Meetings / week Observed
    1 h
    Procedure time / week Observed
    3 h

    Programs / active time Observed

    Practice management system
    32%
    Phone app
    19%
    Patient texting app
    9%
    Outlook
    17%
    PDF reader
    12%
    Excel
    11%

    Procedures / this person’s runs Observed

    • 12 of 80 runs / wk
    • 18 of 110 runs / wk
    • 10 of 70 runs / wk
    • 8 of 65 runs / wk

    Machines Observed

    Agents that could help Estimate

    Patient Contact Lists · Builds each morning's lists of unconfirmed and overdue-recall patients, with anyone already booked taken off.

    Intake Form Reader · Lays out the contact and insurance details from each new-patient form. It leaves the health history for the clinical team.

    Reschedule Prep · Reads each schedule-change request and finds the open slots that fit.

    Estimate1.4–2 h / week backSee estimate method ↗

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Hollis Bergstrom

    Front Desk Lead · Front Desk · Cedar Falls office

    Active / day Observed6.9 h
    Window changes / day Observed137
    Quiet stretch Observed5 min
    Usual hours Observed
    7am to 4pm
    After-hours activity Observed
    3%
    Meetings / week Observed
    1 h
    Procedure time / week Observed
    2.3 h

    Programs / active time Observed

    Practice management system
    34%
    Phone app
    17%
    Patient texting app
    14%
    Outlook
    16%
    PDF reader
    9%
    Excel
    10%

    Procedures / this person’s runs Observed

    • 9 of 140 runs / wk
    • 6 of 80 runs / wk
    • 6 of 110 runs / wk
    • 6 of 70 runs / wk
    • 8 of 65 runs / wk

    Machines Observed

    Agents that could help Estimate

    Eligibility Prep · Checks tomorrow's patients against their payer's portal and lays out coverage and remaining benefits for each.

    Patient Contact Lists · Builds each morning's lists of unconfirmed and overdue-recall patients, with anyone already booked taken off.

    Intake Form Reader · Lays out the contact and insurance details from each new-patient form. It leaves the health history for the clinical team.

    Reschedule Prep · Reads each schedule-change request and finds the open slots that fit.

    Estimate0.9–1.3 h / week backSee estimate method ↗

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Mariana Costa

    Patient Coordinator · Front Desk · Cedar Falls office

    Active / day Observed7 h
    Window changes / day Observed131
    Quiet stretch Observed6 min
    Usual hours Observed
    7:30am to 4:30pm
    After-hours activity Observed
    3%
    Meetings / week Observed
    1 h
    Procedure time / week Observed
    3 h

    Programs / active time Observed

    Practice management system
    40%
    Phone app
    18%
    Patient texting app
    12%
    Outlook
    11%
    PDF reader
    11%
    Excel
    8%

    Procedures / this person’s runs Observed

    • 12 of 80 runs / wk
    • 18 of 110 runs / wk
    • 10 of 70 runs / wk
    • 8 of 65 runs / wk

    Machines Observed

    Agents that could help Estimate

    Patient Contact Lists · Builds each morning's lists of unconfirmed and overdue-recall patients, with anyone already booked taken off.

    Intake Form Reader · Lays out the contact and insurance details from each new-patient form. It leaves the health history for the clinical team.

    Reschedule Prep · Reads each schedule-change request and finds the open slots that fit.

    Estimate1.4–2 h / week backSee estimate method ↗

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Denise Fairbanks

    Treatment Coordinator · Clinical coordinators · Main Street office

    Active / day Observed6.6 h
    Window changes / day Observed108
    Quiet stretch Observed8 min
    Usual hours Observed
    7:30am to 4:30pm
    After-hours activity Observed
    4%
    Meetings / week Observed
    2 h
    Procedure time / week Observed
    1.1 h

    Programs / active time Observed

    Practice management system
    35%
    Outlook
    23%
    Word
    16%
    Excel
    7%
    Phone app
    10%
    PDF reader
    9%

    Procedures / this person’s runs Observed

    • 11 of 40 runs / wk

    Machines Observed

    Agents that could help Estimate

    Treatment Follow-up List · Lists accepted treatment plans with no appointment, from each plan's status and estimate. It does not read clinical notes.

    Estimate0.7–0.9 h / week backSee estimate method ↗

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Arjun Mehta

    Referral Coordinator · Clinical coordinators · Main Street office

    Active / day Observed6.8 h
    Window changes / day Observed122
    Quiet stretch Observed7 min
    Usual hours Observed
    8am to 4:30pm
    After-hours activity Observed
    1%
    Meetings / week Observed
    2 h
    Procedure time / week Observed
    2 h

    Programs / active time Observed

    Practice management system
    43%
    Outlook
    17%
    Word
    16%
    Excel
    12%
    Phone app
    8%
    PDF reader
    4%

    Procedures / this person’s runs Observed

    • 4 of 40 runs / wk
    • 8 of 16 runs / wk

    Machines Observed

    Agents that could help Estimate

    Treatment Follow-up List · Lists accepted treatment plans with no appointment, from each plan's status and estimate. It does not read clinical notes.

    Referral Letter Prep · Fills in the referral template with the patient's contact and insurance details and the specialist's address.

    Estimate1.2–1.6 h / week backSee estimate method ↗

    Writes most of the group's referral letters, for all three locations.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Keiko Hayashi

    Treatment Coordinator · Clinical coordinators · Millbrook office

    Active / day Observed7.2 h
    Window changes / day Observed135
    Quiet stretch Observed10 min
    Usual hours Observed
    7:30am to 5pm
    After-hours activity Observed
    1%
    Meetings / week Observed
    2 h
    Procedure time / week Observed
    1.1 h

    Programs / active time Observed

    Practice management system
    41%
    Outlook
    17%
    Word
    20%
    Excel
    10%
    Phone app
    6%
    PDF reader
    6%

    Procedures / this person’s runs Observed

    • 11 of 40 runs / wk

    Machines Observed

    Agents that could help Estimate

    Treatment Follow-up List · Lists accepted treatment plans with no appointment, from each plan's status and estimate. It does not read clinical notes.

    Estimate0.7–0.9 h / week backSee estimate method ↗

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Rosa Delgado

    Clinical Coordinator · Clinical coordinators · Millbrook office

    Active / day Observed6.8 h
    Window changes / day Observed119
    Quiet stretch Observed10 min
    Usual hours Observed
    7:30am to 5pm
    After-hours activity Observed
    1%
    Meetings / week Observed
    2 h
    Procedure time / week Observed
    1.3 h

    Programs / active time Observed

    Practice management system
    36%
    Outlook
    18%
    Word
    13%
    Excel
    12%
    Phone app
    14%
    PDF reader
    7%

    Procedures / this person’s runs Observed

    • 3 of 40 runs / wk
    • 5 of 16 runs / wk

    Machines Observed

    Agents that could help Estimate

    Treatment Follow-up List · Lists accepted treatment plans with no appointment, from each plan's status and estimate. It does not read clinical notes.

    Referral Letter Prep · Fills in the referral template with the patient's contact and insurance details and the specialist's address.

    Estimate0.8–1 h / week backSee estimate method ↗

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Nathan Whitehorse

    Treatment Coordinator · Clinical coordinators · Cedar Falls office

    Active / day Observed6.7 h
    Window changes / day Observed121
    Quiet stretch Observed9 min
    Usual hours Observed
    8am to 4:30pm
    After-hours activity Observed
    4%
    Meetings / week Observed
    2 h
    Procedure time / week Observed
    1.7 h

    Programs / active time Observed

    Practice management system
    40%
    Outlook
    17%
    Word
    13%
    Excel
    11%
    Phone app
    15%
    PDF reader
    4%

    Procedures / this person’s runs Observed

    • 11 of 40 runs / wk
    • 3 of 16 runs / wk

    Machines Observed

    Agents that could help Estimate

    Treatment Follow-up List · Lists accepted treatment plans with no appointment, from each plan's status and estimate. It does not read clinical notes.

    Referral Letter Prep · Fills in the referral template with the patient's contact and insurance details and the specialist's address.

    Estimate1–1.4 h / week backSee estimate method ↗

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Monique Laurent

    Billing Manager · Billing · Main Street office

    Active / day Observed7.1 h
    Window changes / day Observed126
    Quiet stretch Observed6 min
    Usual hours Observed
    8am to 5pm
    After-hours activity Observed
    3%
    Meetings / week Observed
    2 h
    Procedure time / week Observed
    2 h

    Programs / active time Observed

    Chrome (payer portals)
    30%
    Practice management system
    34%
    Clearinghouse
    14%
    Excel
    11%
    Outlook
    6%
    PDF reader
    5%

    Procedures / this person’s runs Observed

    • 9 of 140 runs / wk
    • 5 of 55 runs / wk
    • 6 of 45 runs / wk

    Machines Observed

    Agents that could help Estimate

    Eligibility Prep · Checks tomorrow's patients against their payer's portal and lays out coverage and remaining benefits for each.

    Claims Status Check · Looks up every claim older than 30 days on the payer's portal or the clearinghouse.

    EOB Prep · Matches each line of an EOB to its claim, ready for posting.

    Estimate0.6–1 h / week backSee estimate method ↗

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Victor Anaya

    Insurance Coordinator · Billing · Main Street office

    Active / day Observed7.2 h
    Window changes / day Observed141
    Quiet stretch Observed8 min
    Usual hours Observed
    8am to 5pm
    After-hours activity Observed
    2%
    Meetings / week Observed
    2 h
    Procedure time / week Observed
    4.2 h

    Programs / active time Observed

    Chrome (payer portals)
    30%
    Practice management system
    27%
    Clearinghouse
    14%
    Excel
    9%
    Outlook
    12%
    PDF reader
    8%

    Procedures / this person’s runs Observed

    • 38 of 140 runs / wk
    • 17 of 55 runs / wk

    Machines Observed

    Agents that could help Estimate

    Eligibility Prep · Checks tomorrow's patients against their payer's portal and lays out coverage and remaining benefits for each.

    Claims Status Check · Looks up every claim older than 30 days on the payer's portal or the clearinghouse.

    Estimate1.3–2.1 h / week backSee estimate method ↗

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Shannon O'Leary

    Insurance Coordinator · Billing · Main Street office

    Active / day Observed7.5 h
    Window changes / day Observed108
    Quiet stretch Observed7 min
    Usual hours Observed
    7:30am to 4:30pm
    After-hours activity Observed
    1%
    Meetings / week Observed
    2 h
    Procedure time / week Observed
    5 h

    Programs / active time Observed

    Chrome (payer portals)
    29%
    Practice management system
    35%
    Clearinghouse
    12%
    Excel
    11%
    Outlook
    10%
    PDF reader
    3%

    Procedures / this person’s runs Observed

    • 38 of 140 runs / wk
    • 17 of 55 runs / wk
    • 5 of 45 runs / wk

    Machines Observed

    Agents that could help Estimate

    Eligibility Prep · Checks tomorrow's patients against their payer's portal and lays out coverage and remaining benefits for each.

    Claims Status Check · Looks up every claim older than 30 days on the payer's portal or the clearinghouse.

    EOB Prep · Matches each line of an EOB to its claim, ready for posting.

    Estimate1.5–2.5 h / week backSee estimate method ↗

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Farah Siddiqui

    Payment Posting Specialist · Billing · Main Street office

    Active / day Observed7.1 h
    Window changes / day Observed139
    Quiet stretch Observed9 min
    Usual hours Observed
    8am to 4:30pm
    After-hours activity Observed
    4%
    Meetings / week Observed
    2 h
    Procedure time / week Observed
    5.1 h

    Programs / active time Observed

    Chrome (payer portals)
    28%
    Practice management system
    28%
    Clearinghouse
    17%
    Excel
    13%
    Outlook
    6%
    PDF reader
    8%

    Procedures / this person’s runs Observed

    • 34 of 45 runs / wk

    Machines Observed

    Agents that could help Estimate

    EOB Prep · Matches each line of an EOB to its claim, ready for posting.

    Estimate1.5–2.5 h / week backSee estimate method ↗

    Posts most of the group's insurance payments; the billing manager covers on Farah's days off.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Emeka Obi

    Insurance Coordinator · Billing · Millbrook office

    Active / day Observed7.5 h
    Window changes / day Observed121
    Quiet stretch Observed6 min
    Usual hours Observed
    7:30am to 5pm
    After-hours activity Observed
    2%
    Meetings / week Observed
    2 h
    Procedure time / week Observed
    4.1 h

    Programs / active time Observed

    Chrome (payer portals)
    32%
    Practice management system
    31%
    Clearinghouse
    13%
    Excel
    11%
    Outlook
    10%
    PDF reader
    3%

    Procedures / this person’s runs Observed

    • 37 of 140 runs / wk
    • 16 of 55 runs / wk

    Machines Observed

    Agents that could help Estimate

    Eligibility Prep · Checks tomorrow's patients against their payer's portal and lays out coverage and remaining benefits for each.

    Claims Status Check · Looks up every claim older than 30 days on the payer's portal or the clearinghouse.

    Estimate1.2–2 h / week backSee estimate method ↗

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Colleen Barrett

    Group Operations Lead · Office managers · Main Street office

    Active / day Observed7.2 h
    Window changes / day Observed138
    Quiet stretch Observed9 min
    Usual hours Observed
    7am to 5pm
    After-hours activity Observed
    4%
    Meetings / week Observed
    6 h
    Procedure time / week Observed
    1.7 h

    Programs / active time Observed

    Practice management system
    29%
    Outlook
    25%
    Excel
    22%
    Teams
    12%
    Phone app
    9%
    Word
    3%

    Procedures / this person’s runs Observed

    • 3 of 30 runs / wk
    • 3 of 3 runs / wk

    Machines Observed

    Agents that could help Estimate

    Adjustments Queue · Keeps one list per location of write-offs and adjustments waiting for approval.

    Weekly Numbers · Builds the weekly production and collections report for each location and the group.

    Estimate0.9–1.2 h / week backSee estimate method ↗

    The only person seen building the weekly production and collections report.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Andre Fontaine

    Office Manager · Office managers · Main Street office

    Active / day Observed7.7 h
    Window changes / day Observed119
    Quiet stretch Observed6 min
    Usual hours Observed
    7am to 5:30pm
    After-hours activity Observed
    5%
    Meetings / week Observed
    6 h
    Procedure time / week Observed
    0.6 h

    Programs / active time Observed

    Practice management system
    29%
    Outlook
    31%
    Excel
    20%
    Teams
    11%
    Phone app
    5%
    Word
    4%

    Procedures / this person’s runs Observed

    • 9 of 30 runs / wk

    Machines Observed

    Agents that could help Estimate

    Adjustments Queue · Keeps one list per location of write-offs and adjustments waiting for approval.

    Estimate0–0 h / week backSee estimate method ↗

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Lucy Tran

    Office Manager · Office managers · Millbrook office

    Active / day Observed7 h
    Window changes / day Observed143
    Quiet stretch Observed5 min
    Usual hours Observed
    7:30am to 5:30pm
    After-hours activity Observed
    4%
    Meetings / week Observed
    6 h
    Procedure time / week Observed
    0.6 h

    Programs / active time Observed

    Practice management system
    26%
    Outlook
    24%
    Excel
    26%
    Teams
    9%
    Phone app
    9%
    Word
    6%

    Procedures / this person’s runs Observed

    • 9 of 30 runs / wk

    Machines Observed

    Agents that could help Estimate

    Adjustments Queue · Keeps one list per location of write-offs and adjustments waiting for approval.

    Estimate0–0 h / week backSee estimate method ↗

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Rafael Quintero

    Office Manager · Office managers · Cedar Falls office

    Active / day Observed7.9 h
    Window changes / day Observed133
    Quiet stretch Observed8 min
    Usual hours Observed
    7:30am to 5pm
    After-hours activity Observed
    3%
    Meetings / week Observed
    6 h
    Procedure time / week Observed
    0.6 h

    Programs / active time Observed

    Practice management system
    26%
    Outlook
    27%
    Excel
    20%
    Teams
    12%
    Phone app
    8%
    Word
    7%

    Procedures / this person’s runs Observed

    • 9 of 30 runs / wk

    Machines Observed

    Agents that could help Estimate

    Adjustments Queue · Keeps one list per location of write-offs and adjustments waiting for approval.

    Estimate0–0 h / week backSee estimate method ↗

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machines

    Machine record / Appendix Observed

    RDG-FD-01

    Desktop · Windows 11 Pro · Main Street office

    Active / day Observed7.5 h
    Idle share Observed14%
    After-hours share Observed3%
    Used by From you
    Usual hours Observed
    7:30am to 4:30pm
    Programs in use Observed
    11
    Health score Observed
    100

    Top programs Observed

    Practice management system · Phone app · Outlook

    Programs outside official list ObservedFrom you

    None recorded.

    Health domains Observed

    disk goodperformance goodpatches goodbackups goodservices good

    Risks / review needed Review needed

    No specific risk recorded.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-FD-02

    Desktop · Windows 11 Pro · Main Street office

    Active / day Observed7.6 h
    Idle share Observed14%
    After-hours share Observed3%
    Used by From you
    Usual hours Observed
    7am to 5pm
    Programs in use Observed
    11
    Health score Observed
    89

    Top programs Observed

    Practice management system · Phone app · Patient texting app

    Programs outside official list ObservedFrom you

    None recorded.

    Health domains Observed

    disk goodperformance goodpatches goodbackups warnservices good

    Risks / review needed Review needed

    • No recent backup seen during the window.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-FD-03

    Desktop · Windows 11 Pro · Main Street office

    Active / day Observed7.6 h
    Idle share Observed14%
    After-hours share Observed1%
    Used by From you
    Usual hours Observed
    7:30am to 5pm
    Programs in use Observed
    11
    Health score Observed
    96

    Top programs Observed

    Practice management system · Phone app · Patient texting app

    Programs outside official list ObservedFrom you

    • A free PDF editor

    Health domains Observed

    disk goodperformance goodpatches goodbackups goodservices good

    Risks / review needed Review needed

    • 1 program not on Riverbend's official list: A free PDF editor.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-FD-04

    Desktop · Windows 11 Pro · Millbrook office

    Active / day Observed7 h
    Idle share Observed14%
    After-hours share Observed1%
    Used by From you
    Usual hours Observed
    7am to 5pm
    Programs in use Observed
    11
    Health score Observed
    99

    Top programs Observed

    Practice management system · Patient texting app · Phone app

    Programs outside official list ObservedFrom you

    None recorded.

    Health domains Observed

    disk goodperformance goodpatches goodbackups goodservices good

    Risks / review needed Review needed

    No specific risk recorded.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-FD-05

    Desktop · Windows 11 Pro · Millbrook office

    Active / day Observed7.8 h
    Idle share Observed14%
    After-hours share Observed3%
    Used by From you
    Usual hours Observed
    7:30am to 5pm
    Programs in use Observed
    11
    Health score Observed
    97

    Top programs Observed

    Practice management system · Phone app · Outlook

    Programs outside official list ObservedFrom you

    None recorded.

    Health domains Observed

    disk goodperformance goodpatches goodbackups goodservices good

    Risks / review needed Review needed

    No specific risk recorded.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-FD-06

    Desktop · Windows 10 Pro · Millbrook office

    Active / day Observed7.8 h
    Idle share Observed14%
    After-hours share Observed3%
    Used by From you
    Usual hours Observed
    7:30am to 5pm
    Programs in use Observed
    11
    Health score Observed
    76

    Top programs Observed

    Practice management system · Phone app · Outlook

    Programs outside official list ObservedFrom you

    None recorded.

    Health domains Observed

    disk goodperformance goodpatches criticalbackups goodservices good

    Risks / review needed Review needed

    • Runs Windows 10. Standard support ended in October 2025; check whether it is covered by extended security updates, or plan the upgrade.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-FD-07

    Desktop · Windows 11 Pro · Cedar Falls office

    Active / day Observed6.9 h
    Idle share Observed14%
    After-hours share Observed3%
    Used by From you
    Usual hours Observed
    7am to 4pm
    Programs in use Observed
    11
    Health score Observed
    98

    Top programs Observed

    Practice management system · Phone app · Outlook

    Programs outside official list ObservedFrom you

    • A second texting app

    Health domains Observed

    disk goodperformance goodpatches goodbackups goodservices good

    Risks / review needed Review needed

    • 1 program not on Riverbend's official list: A second texting app.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-FD-08

    Desktop · Windows 11 Pro · Cedar Falls office

    Active / day Observed7 h
    Idle share Observed14%
    After-hours share Observed3%
    Used by From you
    Usual hours Observed
    7:30am to 4:30pm
    Programs in use Observed
    11
    Health score Observed
    96

    Top programs Observed

    Practice management system · Phone app · Patient texting app

    Programs outside official list ObservedFrom you

    None recorded.

    Health domains Observed

    disk goodperformance goodpatches goodbackups goodservices good

    Risks / review needed Review needed

    No specific risk recorded.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-CC-01

    Desktop · Windows 11 Pro · Main Street office

    Active / day Observed6.6 h
    Idle share Observed14%
    After-hours share Observed4%
    Used by From you
    Usual hours Observed
    7:30am to 4:30pm
    Programs in use Observed
    11
    Health score Observed
    99

    Top programs Observed

    Practice management system · Outlook · Word

    Programs outside official list ObservedFrom you

    None recorded.

    Health domains Observed

    disk goodperformance goodpatches goodbackups goodservices good

    Risks / review needed Review needed

    No specific risk recorded.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-CC-02

    Desktop · Windows 11 Pro · Main Street office

    Active / day Observed6.8 h
    Idle share Observed14%
    After-hours share Observed1%
    Used by From you
    Usual hours Observed
    8am to 4:30pm
    Programs in use Observed
    11
    Health score Observed
    97

    Top programs Observed

    Practice management system · Outlook · Word

    Programs outside official list ObservedFrom you

    • A browser extension for screenshots

    Health domains Observed

    disk goodperformance goodpatches goodbackups goodservices good

    Risks / review needed Review needed

    • 1 program not on Riverbend's official list: A browser extension for screenshots.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-CC-03

    Desktop · Windows 11 Pro · Millbrook office

    Active / day Observed7.2 h
    Idle share Observed14%
    After-hours share Observed1%
    Used by From you
    Usual hours Observed
    7:30am to 5pm
    Programs in use Observed
    11
    Health score Observed
    100

    Top programs Observed

    Practice management system · Word · Outlook

    Programs outside official list ObservedFrom you

    None recorded.

    Health domains Observed

    disk goodperformance goodpatches goodbackups goodservices good

    Risks / review needed Review needed

    No specific risk recorded.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-CC-04

    Desktop · Windows 11 Pro · Millbrook office

    Active / day Observed6.8 h
    Idle share Observed14%
    After-hours share Observed1%
    Used by From you
    Usual hours Observed
    7:30am to 5pm
    Programs in use Observed
    11
    Health score Observed
    98

    Top programs Observed

    Practice management system · Outlook · Phone app

    Programs outside official list ObservedFrom you

    None recorded.

    Health domains Observed

    disk goodperformance goodpatches goodbackups goodservices good

    Risks / review needed Review needed

    No specific risk recorded.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-CC-05

    Desktop · Windows 11 Pro · Cedar Falls office

    Active / day Observed6.7 h
    Idle share Observed14%
    After-hours share Observed4%
    Used by From you
    Usual hours Observed
    8am to 4:30pm
    Programs in use Observed
    11
    Health score Observed
    Unknown

    Top programs Observed

    Practice management system · Outlook · Phone app

    Programs outside official list ObservedFrom you

    None recorded.

    Health domains Observed

    disk unknownperformance unknownpatches unknownbackups unknownservices unknown

    The health check was not switched on for this computer.

    Risks / review needed Review needed

    No specific risk recorded.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-BIL-01

    Desktop · Windows 11 Pro · Main Street office

    Active / day Observed7.1 h
    Idle share Observed14%
    After-hours share Observed3%
    Used by From you
    Usual hours Observed
    8am to 5pm
    Programs in use Observed
    11
    Health score Observed
    99

    Top programs Observed

    Practice management system · Chrome (payer portals) · Clearinghouse

    Programs outside official list ObservedFrom you

    • A personal note-taking app

    Health domains Observed

    disk goodperformance goodpatches goodbackups goodservices good

    Risks / review needed Review needed

    • 1 program not on Riverbend's official list: A personal note-taking app.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-BIL-02

    Desktop · Windows 11 Pro · Main Street office

    Active / day Observed7.2 h
    Idle share Observed14%
    After-hours share Observed2%
    Used by From you
    Usual hours Observed
    8am to 5pm
    Programs in use Observed
    11
    Health score Observed
    97

    Top programs Observed

    Chrome (payer portals) · Practice management system · Clearinghouse

    Programs outside official list ObservedFrom you

    • A free PDF editor

    Health domains Observed

    disk goodperformance goodpatches goodbackups goodservices good

    Risks / review needed Review needed

    • 1 program not on Riverbend's official list: A free PDF editor.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-BIL-03

    Desktop · Windows 11 Pro · Main Street office

    Active / day Observed7.5 h
    Idle share Observed14%
    After-hours share Observed1%
    Used by From you
    Usual hours Observed
    7:30am to 4:30pm
    Programs in use Observed
    11
    Health score Observed
    100

    Top programs Observed

    Practice management system · Chrome (payer portals) · Clearinghouse

    Programs outside official list ObservedFrom you

    None recorded.

    Health domains Observed

    disk goodperformance goodpatches goodbackups goodservices good

    Risks / review needed Review needed

    No specific risk recorded.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-BIL-04

    Desktop · Windows 11 Pro · Main Street office

    Active / day Observed7.1 h
    Idle share Observed14%
    After-hours share Observed4%
    Used by From you
    Usual hours Observed
    8am to 4:30pm
    Programs in use Observed
    11
    Health score Observed
    89

    Top programs Observed

    Chrome (payer portals) · Practice management system · Clearinghouse

    Programs outside official list ObservedFrom you

    • A free PDF editor

    Health domains Observed

    disk warnperformance goodpatches goodbackups goodservices good

    Risks / review needed Review needed

    • Less than 15% disk space left; scanned EOBs are saved locally before posting.
    • 1 program not on Riverbend's official list: A free PDF editor.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-BIL-05

    Desktop · Windows 11 Pro · Millbrook office

    Active / day Observed7.5 h
    Idle share Observed14%
    After-hours share Observed2%
    Used by From you
    Usual hours Observed
    7:30am to 5pm
    Programs in use Observed
    11
    Health score Observed
    96

    Top programs Observed

    Chrome (payer portals) · Practice management system · Clearinghouse

    Programs outside official list ObservedFrom you

    None recorded.

    Health domains Observed

    disk goodperformance goodpatches goodbackups goodservices good

    Risks / review needed Review needed

    No specific risk recorded.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-OM-01

    Desktop · Windows 11 Pro · Main Street office

    Active / day Observed7.2 h
    Idle share Observed14%
    After-hours share Observed4%
    Used by From you
    Usual hours Observed
    7am to 5pm
    Programs in use Observed
    11
    Health score Observed
    99

    Top programs Observed

    Practice management system · Outlook · Excel

    Programs outside official list ObservedFrom you

    • A personal file-sync app

    Health domains Observed

    disk goodperformance goodpatches goodbackups goodservices good

    Risks / review needed Review needed

    • 1 program not on Riverbend's official list: A personal file-sync app.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-OM-02

    Desktop · Windows 11 Pro · Main Street office

    Active / day Observed7.7 h
    Idle share Observed14%
    After-hours share Observed5%
    Used by From you
    Usual hours Observed
    7am to 5:30pm
    Programs in use Observed
    11
    Health score Observed
    97

    Top programs Observed

    Outlook · Practice management system · Excel

    Programs outside official list ObservedFrom you

    None recorded.

    Health domains Observed

    disk goodperformance goodpatches goodbackups goodservices good

    Risks / review needed Review needed

    No specific risk recorded.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-OM-03

    Desktop · Windows 11 Pro · Millbrook office

    Active / day Observed7 h
    Idle share Observed14%
    After-hours share Observed4%
    Used by From you
    Usual hours Observed
    7:30am to 5:30pm
    Programs in use Observed
    11
    Health score Observed
    100

    Top programs Observed

    Practice management system · Excel · Outlook

    Programs outside official list ObservedFrom you

    None recorded.

    Health domains Observed

    disk goodperformance goodpatches goodbackups goodservices good

    Risks / review needed Review needed

    No specific risk recorded.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Machine record / Appendix Observed

    RDG-OM-04

    Desktop · Windows 11 Pro · Cedar Falls office

    Active / day Observed7.9 h
    Idle share Observed14%
    After-hours share Observed3%
    Used by From you
    Usual hours Observed
    7:30am to 5pm
    Programs in use Observed
    11
    Health score Observed
    89

    Top programs Observed

    Outlook · Practice management system · Excel

    Programs outside official list ObservedFrom you

    None recorded.

    Health domains Observed

    disk goodperformance goodpatches warnbackups goodservices good

    Risks / review needed Review needed

    • Security updates waiting more than 30 days.

    Sample report. Riverbend Dental Group is a fictional company and every figure here is example data, not a client result.

    Your business. Your evidence.

    Find out where your team's time goes.

    Edgerton measures the work you agree to assess. You keep the findings and decide what to build. A proposal compares the estimated benefit with the actual build and operating costs.

    How the assessment works

    Free · 30 min · no pitch