Patient Access Management
The Patient Access Team
Your Practice
Has Been Missing
Access Relay handles scheduling, referrals, and prior auth so your team can focus on care — not hold times and no-shows.
Built for independent practices — not hospital systems. Trained to your specialty, your EHR, and your payer mix.
The Reality in Most Practices
Your front office is your revenue engine. Right now, it might be running on fumes.
Phones That Never Stop
Calls routed to voicemail, patients left on hold, appointment windows missed. Every missed call is a missed visit — and a patient who calls someone else.
Staff Who Keep Leaving
Front-office turnover means constant retraining, scheduling gaps, and experienced staff spending their day on administrative tasks that should be handled before the patient arrives.
Referrals That Fall Through
A specialist referral sent without a closed-loop follow-up means the patient never schedules. That referral becomes a gap in care and a gap in your revenue.
Prior Auth as a Full-Time Job
Prior authorization burdens have grown every year. When your clinical staff is chasing approvals, they are not delivering care — and your patients feel the delay.
These are not signs of a failing practice. They are the predictable result of building a patient access function without the right dedicated support.
What Access Relay Provides
A dedicated access team — trained to your practice, not a script
AI-assisted teams trained to your specialty
Access Relay staffs and manages patient access teams that work as an extension of your practice. Your dedicated team learns your EHR, your payer mix, your scheduling rules, and your patient population — not a generic protocol.
AI-assisted workflows handle routing, eligibility checks, and prior auth prep in parallel — so human agents spend their time on conversations that require judgment, not tasks that require clicking.
Built for independent and mid-market practices
Enterprise BPOs are built for hospital systems. Their pricing, their minimums, and their technology assume a procurement team and a multi-year contract. Access Relay is built for practices with 3 to 50 providers who need a trusted operational partner — with transparent pricing and measurable outcomes.
You see the metrics. You talk to a real account team. You know what your patients experienced this week.
Core Services
Every function of patient access, handled end to end
Inbound Scheduling & Call Handling
Dedicated agents answer under your practice name, schedule appointments in your EHR, and apply your scheduling rules exactly as you define them.
Referral Management & Closed-Loop Tracking
Outbound referral coordination, appointment confirmation with the specialist, and status tracking so no referral disappears after the fax is sent.
Prior Authorization Initiation & Follow-Up
Clinical documentation gathering, payer portal submissions, denial follow-up, and peer-to-peer coordination support — handled by agents trained to your specialty and your payer mix.
Insurance Eligibility Verification
Real-time eligibility checks before each appointment, with benefit summaries routed to your front desk and billing team before the patient arrives.
Appointment Reminders & No-Show Reduction
Proactive outreach via phone and SMS to confirm appointments, capture cancellations early, and fill gaps — keeping your schedule dense and your providers productive.
Performance Reporting & Account Management
Transparent reporting on call volume, scheduling metrics, referral status, and authorization timelines — delivered to your practice administrator, not locked in a vendor portal.
How We Work
Operational from day one, not month three
Getting started with Access Relay does not require a systems integration project or a procurement committee. It requires a conversation.
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Discovery Call with Your Practice
Week 1We learn your specialty, your patient population, your EHR and scheduling workflow, your payer mix, and the specific pain points your front office faces daily. We ask the questions your team has been waiting for someone to ask.
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Team Build & Training
Weeks 2–3Your dedicated Access Relay team is selected and trained. They learn your practice protocols, your EHR navigation, your scheduling logic, and your tone with patients. AI-assisted tools are configured to your payer mix and common prior auth pathways.
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Monitored Go-Live
Week 4Your team goes live with call handling, scheduling, and referral workflows. Your account manager monitors quality in real time during the first week and adjusts protocols based on what actually happens — not what we expected to happen.
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Ongoing Partnership & Reporting
OngoingMonthly reviews, transparent performance reports, and a dedicated account manager who calls you — not the other way around. Your practice evolves; your access team evolves with it.
Common Questions
Questions practices ask before they start
How does Access Relay integrate with my existing EHR?
Access Relay agents work directly inside your existing EHR using your own practice credentials and access protocols — the same way a front-desk employee would. We do not require a middleware integration or a vendor API agreement. If your team can log into it, we can work in it.
What specialties does Access Relay support?
We work across primary care, cardiology, orthopedics, gastroenterology, behavioral health, and other ambulatory specialties. Our training process adapts to the specific scheduling logic, referral patterns, and prior authorization pathways your specialty requires — so your agents are not generalists guessing at clinical context.
Is patient data handled securely and in compliance with HIPAA?
Yes. Access Relay operates as a Business Associate under HIPAA and executes a Business Associate Agreement with every practice partner. All agents follow documented security and privacy procedures. If you have specific compliance requirements, we discuss them during onboarding.
Will patients know they are not speaking to my in-office staff?
Access Relay agents answer under your practice name and greet patients exactly as your practice specifies. They are trained in your tone, your language, and your patient communication style. Patients experience a professional, knowledgeable representative of your practice — not a call center.
How long does it take to go live?
Most practices are live with Access Relay within three to four weeks of signing. That window covers team selection, EHR and scheduling training, protocol review, and a monitored go-live. We do not rush it — and we do not draw it out.
Is this designed for large hospital systems or independent practices?
Access Relay is built specifically for independent and mid-market practices with 3 to 50 providers. We do not have enterprise minimums. We do not require a multi-year commitment to get started. Our pricing, our account team structure, and our onboarding process are all designed for practices that operate without a procurement department.
Let's Talk
Your practice deserves a patient access team that knows your name.
Tell us about your practice and we will follow up within one business day to schedule a discovery call — no pitch deck, no sales team, just a conversation about whether this is the right fit.
What happens next
- 01
We review your submission and follow up within one business day.
- 02
A 30-minute discovery call — we listen, you talk through what is not working.
- 03
We scope a solution specific to your specialty, your patient volume, and your EHR.
- 04
Transparent pricing. No obligation. No enterprise minimums. Designed for independent practices.