Digital Workflow Automation for Val*** Health Group, USACase Study

Core compliance processes were paper-first. Provider licences, certifications and insurance documents were collected manually, and expiries were tracked in a spreadsheet that relied on someone remembering to review it. An unnoticed lapse in credentials is a regulatory and insurance risk, not an administrative inconvenience. Staff turnover and busy clinic schedules made that dependency on individual vigilance increasingly risky across several locations.

Incident reports were completed on paper, scanned and emailed between sites, leaving no aggregate view of recurring problems and no way to evidence that follow-up actions had been closed. Equipment checks followed the same fragile pattern. Because much of this material involved protected health information, any new tool had to stay within the group's existing HIPAA compliance boundary — a strong argument against introducing a further vendor.

Budget ruled out a custom development programme. The direction from finance was clear: use the Microsoft 365 platform already being paid for. Clinicians, understandably sceptical of new software, would reject anything slower than the forms they knew. Any solution therefore had to be quicker to complete than paper while still capturing the information compliance needed.

PapaSiddhi built every workflow inside the group's existing Microsoft 365 tenant using Power Apps, Power Automate and SharePoint, with data held in SharePoint Lists and Dataverse. Keeping protected health information within a boundary already covered by the Microsoft business associate agreement was the decision that secured approval. Credentialing uses a SharePoint list with a document library per provider, and Power Automate flows watch expiry dates and escalate on a schedule from provider to manager to compliance, recording each step.

Incident reporting became a mobile Power App used at the point of the incident, routing to the right reviewer by type and site and requiring an explicit closure step so the follow-up loop can be demonstrated. Equipment checks run on scheduled prompts with photo capture. Integration through the Microsoft Graph API and SharePoint REST API enables cross-site reporting and aggregation.

Access is scoped by site and role through existing Microsoft 365 groups, so joiners and leavers follow established identity processes. Working on a fixed-price basis, our team observed staff using the paper forms first and kept each digital form deliberately short, a choice that proved decisive for adoption. Shorter forms also meant higher completion rates, which in turn made the cross-site data reliable enough to act on.