A department of health in one of the largest states faced challenges in managing a healthcare program, which provides crucial funding to rural hospitals and clinics. Karma Advisory with our Prime Partner was tasked with administering this program, recognized the need for a more efficient and user-friendly system to handle provider applications, quarterly reports, and ongoing funding disbursements.  

The Challenge 

The existing process for managing the program was cumbersome and prone to inefficiencies: 

• Manual Data Entry: Staff spent considerable time inputting data from provider submissions into various systems. 

• Inconsistent Reporting: The lack of a standardized database led to discrepancies in data analysis and reporting. 

• Limited Accessibility: Information was scattered across different platforms, making it difficult for stakeholders to access and analyze program data. 

• Inefficient Validation: The process of validating quarterly reports was time-consuming and error-prone. 

The Solution 

Karma Advisory proposed the development of a user-friendly, Excel-based database to centralize and streamline the management of provider submissions. The solution was designed to operate within the client’s Microsoft 365 environment, utilizing Excel, SharePoint, and Power Automate. This ensured the lowest cost, highest value solution by utilizing existing tools on the client’s platform. 

Key features of the solution included: 

• Automated Validation: An automated system to validate incoming quarterly reports. 

• Centralized Data Storage: A master report folder to house all validated submissions. 

• Integrated Data Flow: Utilization of SharePoint and Power Automate to seamlessly add validated reports to the Quarterly Report database. 

• Service Account Integration: Implementation of service accounts to ensure secure and automated file management. 

Results and Benefits 

The implementation of this Excel-based database solution yielded significant improvements: 

• Enhanced Efficiency: Automation of validation and data entry processes reduced manual workload and minimized errors. 

• Improved Data Consistency: Centralization of data in a standardized format ensured more accurate analysis and reporting. 

• Increased Accessibility: Stakeholders gained easier access to program data, facilitating more informed decision-making. 

• Streamlined Reporting: The consolidated database simplified the generation of program reports for the NYS DOH. 

• Compliance Assurance: By keeping all data within the client’s environment, the solution met stringent data security and privacy requirements. 

Conclusion 

By leveraging existing Microsoft 365 tools and implementing a streamlined data management process, Karma Advisory successfully transformed the administration of this program. This case study demonstrates how targeted technological solutions can significantly enhance the efficiency and effectiveness of healthcare funding programs, ultimately benefiting rural healthcare providers and the communities they serve.