Secure, Governed, and Automated Healthcare Data Validation Platform

Background

Our client is a large, publicly funded healthcare organization operating across multiple clinical programs and community service networks in Canada. The organization manages a complex ecosystem of service providers responsible for submitting structured healthcare data to support operational oversight, reporting, and regulatory requirements. Following the modernization of a legacy data submission process, the client sought to improve the consistency, reliability, and governance of incoming data while reducing manual intervention and strengthening auditability. The environment includes multiple stakeholder roles (administrators, data officers, and external service entities), each requiring controlled access, standardized validation rules, and secure handling of sensitive healthcare information within a highly regulated context.

Challenge

The client was operating a legacy data submission process that relied heavily on manual intervention, fragmented validation steps, and inconsistent file structures across multiple service providers. This created frequent data quality issues, repetitive correction cycles, and delays in making submitted information usable for downstream systems and reporting. In parallel, the organization needed to operate within a highly regulated healthcare environment, requiring strong auditability, role-based access control, and controlled handling of sensitive data. As data volumes and complexity increased, the client lacked a standardized mechanism to enforce consistent rules, formatting, and governance across all submitting entities. The absence of automated validation and centralized rule management led to inefficiencies for both administrators and service providers, increased risk of data errors entering backend systems, and limited visibility into user actions and submission history. The need was therefore to modernize the data portal with a scalable, automated, and governed solution that could improve data reliability, reduce manual processing effort, and provide full traceability across the submission lifecycle, while supporting ongoing customization and future expansion.

Approach

Keyrus adopted a collaborative, structured, and phased approach to modernize the client’s data submission and validation ecosystem while ensuring compliance with healthcare governance requirements. Discovery & Strategy Alignment Engaged key stakeholders to understand business processes, regulatory constraints, and operational pain points, reviewing existing templates, workflows, and data handling practices to define functional and technical requirements. This included assessing current limitations around data quality, validation, and auditability and aligning on a future-state vision for a modernized portal. Architecture & Design Modernization Designed a scalable and secure portal architecture integrating automated validation, configurable rule management, and role-based access control. This ensured that data quality rules could be centrally governed yet tailored per service provider while maintaining compliance with healthcare data protection requirements. Implementation of Automated Workflows Deployed a web-based data capture portal enabling structured file uploads, real-time validation, error highlighting, and standardized formatting enforcement. Automated workflows were built to process submissions, generate error summaries, and control the submission lifecycle from upload through acceptance, reducing reliance on manual intervention. Governance, Security & Audit Enablement Implemented comprehensive audit trails to track user actions, submissions, and rule changes, supported by role-based access controls for administrators, data officers, and service providers. This provided full traceability and accountability across the platform. Knowledge Transfer & Enablement Conducted guided knowledge transfer sessions, documentation handover, and user training to ensure the client’s internal teams were equipped to manage, operate, and evolve the platform post-deployment. This supported long-term sustainability and reduced dependency on external technical resources.

Key results

Benefits

'The work delivered by Keyrus transformed a fragmented and manual data submission process into a secure, automated, and governed digital platform that significantly elevated the client’s operational capability. By standardizing data intake, enforcing configurable validation rules, and introducing full auditability, the organization gained greater confidence in the quality and reliability of the data being submitted across its service provider network. This modernization reduced administrative burden, minimized rework caused by inconsistent or incorrect submissions, and improved transparency across the entire submission lifecycle. At the same time, the structured governance model and role-based controls strengthened compliance and accountability in a highly regulated healthcare environment. Ultimately, the solution provided a scalable foundation that not only meets current operational needs but also positions the client for future expansion, enhanced reporting, and broader digital transformation initiatives.

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