Case study
Digital Transformation for a Health and Wellness Provider
A corporate wellness organization was running biometric screening events on paper. We rebuilt the whole workflow on tooling they already licensed.
- Sector
- Health and wellness
- Engagement
- Workflow automation and custom development
- Platform
- Microsoft Power Platform and Microsoft 365
- Compliance
- HIPAA-aligned data handling
Background
The Problem
The organization runs corporate biometric screening events: multiple stations, a queue of participants, measurements captured at each stop, and a compliance obligation attached to every record. The process was manual, which made it slow to run and difficult to report on afterwards.
Paper intake also made the privacy position harder to defend. Waivers, participant data, and biometric results needed to be handled consistently and stored somewhere defensible, and a clipboard is not that.
The work
What We Delivered
Biometric Screening Workflow Automation
- Designed and implemented a multi-station screening process using Cognito Forms, Power Automate, and Dataverse.
- Automated time tracking for check-in and screening duration to improve reporting accuracy.
- Built queue management logic to streamline participant flow and reduce wait times.
Custom Form Development
- Created dynamic forms tailored to event requirements, including conditional fields for biometric measures.
- Integrated waiver language and HIPAA compliance features directly into the intake process.
- Added screener identification fields for audit trails and accountability.
Data Management and Reporting
- Established a secure SharePoint structure for storing biometric PDFs, organized by company and event date.
- Implemented automated calculations for BMI and cholesterol ratios to reduce staff workload.
- Enabled exportable reports for performance analysis and compliance audits.
Security and Access Controls
- Applied password protection for tablets and forms to prevent unauthorized access.
- Developed workflows for safe handling of update links and participant data behind the scenes.
- Simplified the user interface to two main actions, save and send, to minimize complexity for event staff.
Outcome
The Results
Paper Retired
Staff moved from paper-based processes to automated workflows, cutting administrative overhead.
Fewer Errors
Automated time tracking and calculations minimized errors in biometric data.
Defensible Compliance
HIPAA-aligned storage and waiver integration ensured privacy and regulatory adherence.
Shorter Queues
Queue management and a simplified interface reduced participant wait times and improved staff productivity.
In their words
What the Client Said
How it was built
Approach and Architecture
- PlatformMicrosoft Power Automate, Dataverse, SharePoint Online, and Cognito Forms.
- SecurityLeast-privilege access, password protection, and HIPAA-compliant storage.
- AutomationAutomated workflows for form updates, PDF generation, and reporting.
Services used
The Work Behind This Engagement
Delivered from our Nashua office. See where else we work on our service area page.
Recognize Any of This?
If your organization is running something important on manual steps, start with a free IT assessment. We review what you have, rank what is worth fixing, and give you a written roadmap to keep.