Secure Healthcare Repository Case Study

Revolutionizing Document Management

A Secure Healthcare Document Repository Case Study

Client Profile: A leading healthcare/insurance provider with over 300 employees, serving more than 5,000 patients.

Challenge: The client faced multiple challenges in managing documents for thousands of patients:

• Difficulty in accurately tracking multiple documents

• Limited accessibility to documents for authorized users

• Inefficient tracking of document processing progress

• Inadequate user access management

• Poor communication with external entities about document status

• Lack of visibility into process stages

• Ineffective notification system for missing information and processing delays

Solution: Dataholykz implemented a comprehensive Secure Healthcare Document Repository using a suite of Microsoft tools:

Key Features:

1. Advanced Security Management:

   • Created and managed security groups and roles for internal and external users

   • Implemented folder-level access control

2. Automated Document Routing:

   • Developed automations to move documents between folders based on processing stage

3. Progress Tracking System:

   • Implemented automatic tracking of document progression through multiple stages

   • Created status indicators for document processing

4. Automated Notifications:

   • Set up automatic updates to users on document progression

5. File Synchronization:

   • Developed automations to sync files between local and cloud servers for redundancy

6. Automated Reporting:

   • Created scheduled reports generated daily and automatically disseminated via email

Technologies Used: SharePoint, Power Automate, Power Apps, Microsoft Outlook, Windows Server, OneDrive, Power BI, Bash Scripting

Implementation: The entire process, from requirements gathering to deployment, was completed in just 5-7 business days.

Obstacles Overcome:

• Granting access to external users outside the tenant

• Syncing files between Windows Server and OneDrive cloud

• Creating automations to reduce manual steps for users

Results:

1. Time Savings: Approximately 4 hours saved daily per user

2. Error Reduction: Up to 90% decrease in errors

3. Productivity Increase: 60% increase in daily processed documents

4. Enhanced Visibility: Stakeholders able to identify and address process bottlenecks

5. Improved Accountability: Better tracking of internal and external user performance

Security Measures:

• Granular access control through security groups and assigned roles

• Folder-specific access permissions

• Automatic document routing to maintain security

• Disabled shareable links for all users

• Restricted download privileges to specific groups

Ongoing Support:

• Live hosted training sessions

• Recorded training videos and documentation

• Regular updates, folder audits, and site audits

Since implementing Dataholykz's Secure Healthcare Document Repository, we've seen a dramatic improvement in our document processing efficiency. The platform's user-friendly interface and robust security features have encouraged widespread adoption across our organization. We're now processing patient documents faster than ever, with fewer errors and better accountability. It's transformed the way we manage our healthcare information

Snr Manager, Healthcare Facility

★★★★★

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