US Healthcare Provider Gains Months of Efficiency in Attestation per Year

US Healthcare Provider Gains Months of Efficiency in Attestation per Year

Marshfield Clinic saves nearly six months a year on electronic health record governance with Omada Identity Suite

Omada Identity Suite

The situation

Think of what saving six months of time spent on manual processes could mean for the overall efficiency of employees and business. Marshfield Clinic Information Services (MCIS) was spending 265 hours per quarter – equal to six-and-a-half workweeks – to get through each attestation cycle of its electronic health records (EHR).

Amy Moin, Security Provisioning Lead at MCIS, runs a team of seven people that protects its EHR data for more than 17,000 users. MCIS is part of the Marshfield Clinic Health System of Wisconsin, USA, and has supported the 100-year old organization as its technology partner since 1964. This partnership has allowed the company to develop and use its own EHR system, which has evolved over time, according to Amy, an 18-year veteran.

“We had made attestation as efficient as possible, employing bar code-scanning to ease administration,” she says. “But it was paper-based attestation.”

A large volume of legacy data including EHRs, radiology, lab data and different types of software, combined with more than 1,600 active departments and 1,300 unique job titles, resulted in three million rows of data.

“Our in-house-developed software allows for significant customization. At the same time, customization can lead to granular security,” she says. “Our task was to accurately assign access for new employees and get it right 100% of the time at ‘second one’ of employment – a method that sometimes felt like using a crystal ball to gather necessary identity and access management requirements.”

Healthcare regulations require a periodic attestation review. But dealing with the three million rows of data – only a third of which were meaningful to managers – to provide an actionable format previously required 265 hours per cycle. “Most of the hours,” says Moin, “weren’t spent in value-add activities, but in chasing down ancillary details.”

The solution and outcome

MCIS initially planned to invest in a tactical provisioning technology. However, it quickly became apparent this approach would not provide the business with the solution it required, Moin noted.

“I discovered Omada’s website while searching for a solution.  Their demo ticked the boxes of what our team was missing,” she says.

She adds, “MCIS was moving toward a solution that provided the information needed, combined with technology to significantly reduce manual workload of data gathering, correlation, and provisioning/de-provisioning of user access rights automatically – after years of doing both manually. The solution allowed us to connect decision-makers with the technology needed to execute those commands.”

MCIS began implementing the Omada Identity Suite in October 2015. “By spring-summer, we published our first attestation,” Amy says. 
Of the ten manual steps in the previous method, Omada’s system allowed MCIS to eliminate half of the steps. This resulted in a time savings of 72%. The 265 hours per cycle now became 38.

“The difference was remarkable,” Amy says. “It changed all phases of our preparation, processing, and outcome.”

In addition, several hours were previously spent preparing reports for auditors.  Now, auditors get a direct view of the necessary information, including systems and reports.

“The biggest payback from Omada has been identifying the root problem and empowering us to deal with the findings,” she says.

 “What we have in our hands with Omada is a toolkit to spot and solve problems,” says Amy Moin. “We are equipped to continually improve steps in our processes as the business environment changes. The ripple-effect of the change benefits the employee, the employee’s manager, and most importantly, the patient.


Read and learn more about Omada’s identity management and access governance solutions.