Saving Lives Faster: Migrating 2010 Workflows to Power Automate at a Regional Healthcare Facility

Executive Summary

This case study details the journey of a regional healthcare facility in modernizing its legacy workflow system. Faced with the challenges of deprecated SharePoint 2010 workflows, manual approval processes, and escalating compliance risks, our team executed a rapid two-week sprint migration to Power Automate. The strategic approach not only reduced approval cycle times by 70% but also resulted in zero post-go-live compliance incidents and saved an impressive 400 staff-hours per month. Our role as workflow analysts, Power Platform architects, and QA leads was instrumental in ensuring that the new system provided robust, auditable, and efficient processes.

Understanding the Challenge

The facility was burdened by outdated SharePoint 2010 workflows that were officially unsupported. These workflows were critical to many manual approval processes and had evolved into a risk factor for compliance. The primary challenges were:

• Unsupported Technology: The legacy SharePoint 2010 workflows were no longer supported by Microsoft, exposing the facility to security and operational risks.
• Manual Approval Bottlenecks: Dozens of approval processes, executed manually, resulted in prolonged cycle times and inefficient staff usage.
• Compliance Risks: Inability to provide a robust audit trail left the facility exposed to regulatory scrutiny and potential noncompliance.

The Strategic Approach

In response to these challenges, our team embarked on a two-week sprint structured around a rapid discovery of critical workflows. The approach was divided into three key phases:

1. Rapid Discovery and Workflow Analysis

We began by identifying and analyzing the most critical workflows that directly impacted patient care and administrative efficiency. Our workflow analysts mapped out the legacy processes, paying special attention to bottlenecks, manual intervention points, and areas where compliance could be compromised.

2. Rebuilding in Power Automate

Within the two-week sprint, our Power Platform architects and QA leads collaborated closely to rebuild these workflows using Power Automate. This migration ensured that the process was not only automated but also integrated seamlessly with modern Microsoft technologies, including SharePoint Online and Teams for real-time collaboration and notifications.

3. Establishing a Governance Framework

Recognizing the need for rigorous audit trails and compliance controls, we implemented a comprehensive governance framework. This framework included periodic audits, detailed logging, and automated compliance checklists designed to satisfy CISO and regulatory requirements.

Comparing Old vs. New Processes

A clear visualization of the transformation can be seen in the following swim-lane diagram of the old versus new processes:

Legacy Process (SharePoint 2010 Workflows)

• Initiation: Manual request submission via email or forms.
• Approval: Sequential, manual approval steps, resulting in long delays.
• Documentation: Ad hoc attachment of supporting documents; limited audit trails.
• Compliance: Difficulties in complying with modern regulations.

Modernized Process (Power Automate)

• Initiation: Auto-triggered workflows when new records are added to SharePoint Online.
• Approval: Electronic multi-stage approval processes with real-time notifications via Teams.
• Documentation: Centralized and automated storage of all workflow data ensuring full audit trails.
• Compliance: Built-in compliance checklists and governance tools to ensure stringent adherence to policies.

Compliance and Governance

Ensuring compliance was a key priority during the migration. Our governance framework included:

• Audit Logs: Automated logging of all workflow actions to create a sequential audit trail.
• Compliance Checklist: A dynamic checklist was integrated into the workflows. This checklist required confirmation of data handling, access controls, and regulatory adherence at every stage.
• Regular Reviews: Scheduled reviews and audits by internal and external compliance teams to ensure continuous adherence to regulations.

Example Compliance Checklist Items:

• Data encryption ensuring sensitive patient information is secured.
• Access controls and role-based permissions for workflow users.
• Automated alerts and notifications for any anomalies detected within the workflow.

A Word from the CISO

"Migrating to Power Automate has been transformative for our organization. Not only have we drastically improved our operational efficiency and reduced approval times by 70%, but our new system has also eradicated compliance incidents, ensuring that patient data is secure and regulatory requirements are met. This project is a testament to how modern technologies can directly impact and improve the quality of healthcare delivery," remarked our Chief Information Security Officer.

Real-World Benefits

The results of this migration are both measurable and significant:

• 70% Reduction in Approval Cycle Time: The automation and parallel processing capabilities of Power Automate significantly reduced the waiting period for approvals, thus accelerating critical healthcare operations.
• Zero Compliance Incidents Post-Go-Live: Through a meticulously designed governance framework, the facility has experienced no compliance breaches since the system went live.
• 400 Staff-Hours Saved Monthly: By eliminating manual workflows, hospital staff can now dedicate their time to more patient-centric tasks, thereby improving the overall quality of care.

Lessons Learned and Best Practices

From this project, several key lessons and best practices have emerged that can be applied in similar healthcare digital transformation initiatives:

• Rapid Discovery Is Critical: Quickly identifying and understanding existing legacy workflows enables targeted transitions with minimal disruption.
• Stakeholder Involvement: Regular communication with stakeholders, especially from compliance and clinical operations, is vital for aligning the project goals with organizational needs.
• Embrace a Governance Framework: A solid governance framework not only supports compliance but also builds trust with internal and external auditors.
• Leverage Microsoft Ecosystem: Using Power Automate alongside other Microsoft technologies, such as SharePoint Online and Teams, enhances integration possibilities and operational synergy.

Conclusion and Next Steps

The successful migration from SharePoint 2010 workflows to Power Automate at this regional healthcare facility highlights the transformative potential of modern automation platforms in driving operational efficiency, reducing risks, and ultimately enhancing patient care. The project’s measurable improvements in processing time, compliance, and resource utilization provide compelling evidence for the adoption of such digital transformation strategies within the healthcare sector.

Next Steps:

• For healthcare organizations still operating with legacy systems, perform a rapid discovery of critical workflows to identify migration opportunities.
• Develop a phased migration plan, starting with the most impactful and risk-prone approval processes.
• Invest in a robust governance and compliance framework as part of the migration strategy to ensure adherence to regulatory requirements and audit readiness.
• Engage experienced partners in Microsoft technologies to guide the transformation and ensure best practices are implemented.

In conclusion, the transformation journey not only saved lives faster but also set a new benchmark for operational excellence in healthcare, demonstrating that efficient technology integration is essential to meeting the evolving demands of the industry.