Approach D. Implementing Process Automation

Module 1	Introduction	Unit 1 IIS Sustainability Toolkit Introduction
Module 2	Getting Started	Unit 1 How to Use this Toolkit
Module 3	Defining IIS Sustainability	Unit 1 What is IIS Sustainability and Why Does it Matter?
Module 4	Strategy 1: Diversifying Funding	Unit 1 Diversifying Funding Introduction	Unit 2 Approach A. Leveraging Medicaid Match	Unit 3 Approach B. Billing for IIS Data
Module 5	Strategy 2: Optimizing IIS Efficiency	Unit 1 Optimizing IIS Efficiency Introduction	Unit 2 Approach A. Increasing the Use of Shared Services	Unit 3 Approach B: Leveraging Shared Infrastructure	Unit 4 Approach C: Using Open Source Software	Unit 5 Approach D. Implementing Process Automation	Unit 6 Approach E: Modernizing IIS
Module 6	Success Stories from the Field	Unit 1 Success Stories Introduction	Unit 2 Using Medicaid Match to Diversify IIS Funding	Unit 3 Diversifying IIS Funding Through Health Plan Billing	Unit 4 Slowing the Curve to Manage Rising IIS Costs
Module 7	Additional Considerations	Unit 1 Additional Considerations
Module 8	Additional Resources Related to Sustainability	Unit 1 Additional Resources
Module 9	References	Unit 1 References
Module 10	Abbreviations and Acronyms	Unit 1 Abbreviations and Acronyms

What is meant by process automation?

Process automation involves the use of technology, such as software and potentially artificial intelligence (AI), to carry out recurring, rules-based tasks with minimal manual intervention. IIS programs can strengthen sustainability by increasing their use of process automation. Automating processes that previously required manual intervention frees up staff time that can be allocated to other key activities, such as data quality improvement. It can also speed up response time for data requests, strengthening support for the IIS by internal and external partners. For example, Minnesota implemented an automated process using a data lake and bulk query process running on the state’s Cloud Drive site. This process allows for very large files (e.g., 1.4 million patients) to be processed independent of IIS staff.

Which IIS processes are consuming the most staff time?

Not all processes are equally good candidates for automation. Use the Process Automation Opportunity Worksheet to identify labor-intensive, repetitive, and error-prone activities that may benefit most from automation. The worksheet helps you systematically assess current processes, prioritize opportunities, and focus resources where automation can have the greatest impact on efficiency and sustainability.

How can implementing process automation optimize IIS efficiency?

Process automation can optimize IIS efficiency by streamlining workflows, increasing operational speed, and reducing errors. Some jurisdictions have made significant efficiency gains by developing modern software solutions for automating major tasks. Current IIS examples include:

Producing data for CDC—extracting, formatting, and sending data to CDC at required intervals.
Fulfilling bulk data requests from health plans and other partners.

Generating immunization provider feedback on a range of measures and posting the information on a provider dashboard for easy access. Feedback can include the practice’s immunization rates, updated daily, data submission errors, and other important information. Showing timely data, easily accessible by providers, helps spur action as needed.
Analyzing vaccination data to produce jurisdiction-wide coverage rates to populate public dashboards.
Enabling providers to seamlessly pre-book seasonal influenza vaccine by making their pre-book order from last year easily visible and automating the coming year’s ordering process.
Allowing authorized users to self-manage their IIS accounts online.
Supporting staff management of IIS facility mapping and updating.

Each of the above tasks can be highly labor-intensive if extensive manual intervention by technical staff is required to complete them. By automating these processes, staff can complete tasks without advanced technical training, freeing up technical staff for other tasks and decreasing the amount of time needed to complete the tasks. Doing so increases productivity and could significantly lower costs if the IIS reduces reliance on a vendor to perform these tasks.

How can implementing process automation promote IIS sustainability?

Using process automation promotes IIS sustainability by reducing reliance on manual, labor-intensive workflows and enabling programs to operate more efficiently with existing resources. It may also empower a broader pool of staff to complete tasks that previously required specialized skills, and enable staff with specialized skills to focus on data quality improvement. By automating routine tasks, such as data reporting, bulk data requests, and report generation, IIS programs may increase responsiveness to partners and lower operational costs, ultimately supporting long-term system stability and performance.