Case Study

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Case Study: DataMotion Success Story: Easterseals Central Illinois 1024 448 Team DataMotion

Case Study: DataMotion Success Story: Easterseals Central Illinois

Easterseals Central Illinois DataMotion Success Story

DataMotion utilizes DataMotion secure mailbox and secure contact me to integrate seamlessly into Easterseals Central Illinois’ existing email platform to secure health information exchanges and meet PHI regulations.


Easterseals Central Illinois is a non profit that works to ensure that children with autism, developmental delays and disabilities can reach their full potential. They provide patient care to over 6,000 families a year and the need for services is growing at a rapid pace. A small IT team consisting of three employees within Easterseals Central Illinois is contracted to provide services to two state run Child and Family Connections (CFC) offices while supporting 160 people in over 100 rural locations across Illinois. They utilize a Microsoft Exchange
environment with three of their main sites connected through VPN’s. For their partnerships with the CFC’s, they use Office 365, SharePoint, and a program provided by the State of Illinois to do paperwork. Through these partnerships, they provide an early intervention program to help families identify any type of disability early on. The families are then referred to Easterseals Central Illinois to get the care coordination and services they need.


  • Securely exchange PHI between patients, providers, and physicians
  • Seamlessly integrate with Microsoft Outlook
  • Quick and easy to implement
  • Easy to use for administrators and end-users
  • Ability to send a secure message from any computer
  • Decrease costs and waiting times between communications


  • Small IT team supporting large customer base in over 100
  • Frequent exchange of PHI & healthcare data between patients and providers
  • Time-consuming and expensive health information exchange
  • Enhance patient experience and improve quality of care


Easterseals Central Illinois needed a way to simplify the process of securely exchanging PHI between CFC’s, patients, providers, and physicians. Their current process was timely, inefficient, and expensive.

Because there was no secure email communications or secure messaging channels, almost everything had to be done in person, by hand, or by fax. Email communication to families had to be carefully crafted to ensure that they did not include any healthcare information. Without the ability to use email for secure communications, fax was required to transmit sensitive patient information. On top of this, being in a very rural area meant that most employees without a home fax machine were required to send all sensitive information from their office, which was extremely inconvenient as most did not live close to a centralized office.

The company’s biggest driver to make a change was on the customer side. If a family needed help or an evaluation, it would often take months instead of days or even weeks to get the assistance coordinated since most information required was sensitive in nature, and they could not securely transmit the information digitally. To quickly address the problem, Easterseals Central Illinois needed a solution that was easy to implement, easy to use for a diverse staff of technical and non-technical employees, and integrated seamlessly with Microsoft Outlook and SharePoint.

“We needed a solution that integrated with Outlook, was easy to use, and was quick and easy to implement,” said Brandon Vissering, Director of IT with Easterseals Central Illinois. “The solution offered by DataMotion allowed us to do this, and it gave us the ability to have a Send Secure button in the Microsoft Outlook email client and offered a way for employees to send a message even when they were not in the office.”


DataMotion secure mailbox & DataMotion secure contact me


Easterseals Central Illinois evaluated DataMotion’s secure mailbox along with two other vendors. After a rigorous evaluation process, they presented their options to the State of Illinois. Ultimately, they chose the secure mailbox because of its ability to integrate with Outlook and SharePoint, its easy implementation process, and the secure contact me feature, which allows normal email recipients to initiate a secure,
unencrypted email message. It took less than one day to set up the secure mailbox Outlook plug-in for the end users and to fully implement the new solution.

“When implementing the secure mailbox, I was able to do it all on my own,” explained Vissering. “We waited until the employees had a staff meeting, gave a presentation on how to use it, then gave them their
accounts and set up the plug-in to work with their Outlook. We were able to implement everyone all at once during that meeting.”

DataMotion’s secure mailbox is an easy-to-use service which provides end-to-end security by encrypting selected email messages using the “Send Secure” Outlook button. By leveraging the Office 365 content
filtering, messages and files can be sent securely with only one-click and the sender receives confirmation when the message arrives safely and when the message is opened. An included secure contact me signature line link makes it easy for recipients to reply via their own email address with an encrypted message or file.


  • Ensures the company is meeting security and privacy compliance regulations
  • Employees can now send a secure email from any computer by simply logging in to their Outlook account
  • Families can easily send a secure response using the secure contact me signature link
  • The time it takes for families to complete their introductory work now takes days rather than months
  • Enables secure exchange between the patient and provider
  • Employee and patient experience is simplified and enhanced
  • Overall quality of care is improved

“Before using the secure mailbox, we were unaware of how much PHI was being sent out insecurely. After implementing the service, this was a surprising number to find out. With DataMotion having the secure mailbox button, it makes you think every time you send an email if the information needs to be secured,” said Vissering. “This service has not only helped to keep our information safe, but it is also keeping our organization in compliance.”

Securely Exchange in Your Self-Service Portal

By incorporating DataMotion into your self-service portal, you can improve your customers’ digital experience by leaps and bounds. They can easily ask questions and share documents in one place. Through better online support, you can find many improvements that add to your bottom line, improve communication and reduce development time.

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DataMotion Success Story: Wealth Management Firm CX 1024 498 Team DataMotion

DataMotion Success Story: Wealth Management Firm CX

Wealth Management Firm DataMotion Success Story

DataMotion utilizes the secure message center APIs and Platform as a Service (PaaS) to integrate seamlessly into the financial services (finserv) company’s existing Customer Experience (CX) Platform to secure exchanges and meet compliance regulations.


This project was conducted on behalf of a major financial services (finserv) company known for its extensive asset management, advisory and insurance services. With more than $875 billion under management and administration, the wealth management firm’s network of roughly 10,000 financial advisors serves more than 2 million individuals, businesses and institutions from across the globe.


  • Maintain and improve secure message center functions within the client services portal
  • Keep the approach of using REST application program interfaces (APIs) for controlling the secure message center
  • Migrate 2TB of client-advisor message data and attachments from the legacy system
  • Provide access to migrated client-advisor message history in each active mailbox so clients would not see any difference
  • Keep current active mailboxes, since a full “rip and replace” would be too costly
  • Meet all compliance requirements in one of the most highly regulated industries
  • Migrate the service to public cloud infrastructure without compromising security and performance
  • Launch the new solution in 6-9 months


Replace a critical software platform with secure message center functionality integrated via API into a high-volume client services portal – ensuring seamless advisor support, complete access to past messages, no disruption to familiar communications – all while advancing data security compliance.


Like most finserv companies, this organization offers account holders a self-service customer portal which enables online access to account information. In addition, they provide a secure message center within the portal, enabling communications with clients through a webmail feature. Through this, clients can send email and share documents with their financial advisors securely and in compliance with privacy and security regulations. Clients are made aware of new messages waiting in the message center through email notifications and mobile text messages (SMS).

The company has long understood this approach is necessary in order to provide a great customer experience, as well as to protect clients and their own corporate reputation. As a result, this way of communicating became an important engagement tool for the company, with its advisors and clients exchanging more than 800,000 messages each year.

At its core, the center relied on integrated secure messaging software supplied by a global IT vendor. Unfortunately, the company faced a challenge early in 2018 when the vendor suddenly announced end of life and support for the software. With a near-term deadline to transition to a new system, they set out to find a solution that could not only maintain the customer experience and familiarity for advisors, but would improve data security and compliance, all while being more cost-effective.

With no adequate migration path provided by the legacy vendor, “challenge” turned out to be an understatement. “They basically said, ‘we’re taking our ball and going home, we will no longer support or provide the solution,’” said the company’s solution architect. “We had a pretty tough date to meet. We knew we were going to have a very aggressive schedule and began looking at a lot of vendors.”


DataMotion secure message center


With no time to waste, the company immediately put out an RFI. The hope was to keep its basic infrastructure largely the same and switch to a new secure messaging solution – a “lift and shift.” The main requirements for the solution were:

  • Maintain and improve secure message center functions within the client services portal
  • Keep the approach of using REST application program interfaces (APIs) for controlling the secure message center
  • Migrate 2TB of client-advisor message data and attachments from the legacy system
  • Provide access to migrated client-advisor message history in each active mailbox so clients would not see any difference
  • Keep current active mailboxes, since a full “rip and replace” would be too costly
  • Meet all compliance requirements in one of the most highly regulated industries
  • Migrate the service to public cloud infrastructure without compromising security and performance
  • Launch the new solution in 6-9 months

The deployment window for a project of this size was tight, to say the least. DataMotion, a leading provider of data privacy and security solutions, was already on the company’s radar – and its experience integrating secure message center solutions via its comprehensive APIs turned out to be the perfect fit. Unlike offerings from other vendors, DataMotion’s secure message center solution – deployed in Azure and managed by the company – met all the requirements and then some.

Foremost, DataMotion offers flexible secure messaging REST APIs, critical to swapping out the legacy messaging software. This allowed consistent operation of secure messaging and file transfer, while enabling the solution to integrate into the finserv company’s existing infrastructure and webmail interface of the client services portal. Only the discontinued software would need replacing – no large scale “rip and replace” of the portal or other critical enterprise infrastructure would be necessary (a vastly more expensive proposition that accompanied the proposals from other vendors).

Deploying the system on Azure enabled DataMotion to take advantage of the latest available Microsoft technologies to ensure scalability in a cost-effective way using such features as geo-redundant storage (GRS), site recovery for seamless disaster recovery (DR), load balancing, clustering and others.

Another critically important function is a state-of-the-art advanced monitoring system deployed by DataMotion to keep track of the system health and performance in real-time, 24×7.

For the new solution, secure messaging as a service is delivered through the DataMotion SDX (secure data exchange) services platform. This includes the ability to link to a separate system for audit trails and meeting compliance requirements, as well as integration with customer service systems.

“The best fit for us would be taking our existing services and swapping out the previous product logic that we communicated with – and that just wasn’t possible with other vendors,” explained the company’s solution architect. “With DataMotion, we could. We were able to still use our mailboxes and they had the APIs we needed to manage our message center. It was the ideal solution.”

Lastly, the project required not only the right technology, but the right team working together. DataMotion worked smoothly not only with the company’s personnel, but with their systems integrator. When the company identified two areas where DataMotion’s solution didn’t quite seem to meet their needs – importing messages and managing drafts – the DataMotion and systems integrator teams collaborated well to fill the gaps in the solution.

“DataMotion said, ‘Alright, we’ll be able to do that, and in fact, those services actually make a lot of sense for our product,’” described the company’s solution architect. “That was one of the big drivers for us. DataMotion was willing to enhance the solution to make sure we had exactly what we needed.”


One of the keywords for the entire project was seamless. The whole transition absolutely had to be a non-issue for customers and advisors alike. On this front, the project succeeded wildly. The solution from DataMotion was successful from the outset, handling 10,000 messages between clients and advisors on the first day, with the familiar secure message center interface and user experience intact.

That’s not to say there weren’t challenges along the way – there were bound to be with such a project – but the DataMotion team stepped up to meet each one. “DataMotion wanted us to be completely satisfied, and our teams worked hand-in-hand throughout it all,” said the company’s solution architect. “There were a few hiccups – which is to be expected with a project of this magnitude and complexity – but they always went the extra mile to resolve issues quickly.”

In fact, the new product delivered significant improvements. Push notifications are now integrated into the system. Reporting for compliance is also tied in and automated, requiring no effort from advisors. The project also helped the company take one more step towards a longer-term goal; eliminating all on-premise solutions and moving everything to the cloud.

Cost-Benefit Analysis

Beyond exceeding the technical, functional and operation requirements of the project, the DataMotion solution was also the most cost-effective. While other replacement proposals cost millions of dollars to implement due to wholesale “rip and replace” approaches, the DataMotion “fit for purpose” approach could be delivered more cost-effectively – providing the benefits needed at a fraction of alternative proposals. And the familiarity that was so important to advisors and clients had an added ROI benefit – no retraining on the message center was required when employees made the switch. Add in the move to the cloud, combined with DataMotion’s managed services model, and the wealth management firm also reduced IT maintenance, personnel and security costs associated with their secure message center service.

  • Enhanced client communications
  • Turnkey integration
  • Cost-effective solution
  • Automated compliance
  • No retraining required

The Road Ahead

Looking ahead, there are opportunities to extend secure message center functionality and the company values the commitment and leadership DataMotion has built in the secure messaging SaaS and communications platform as a service (CPaaS) category. While the secure email vendor landscape is crowded with point solutions and service silos, DataMotion has set itself apart with an API strategy that integrates security and compliance into the high-volume messaging and file-sharing workflows inherent in the business processes of the finserv industry. The result is better communications between clients and advisors, which in turn improves outcomes at lower costs, without compromising information security.

DataMotion Success Story: Stillwater Medical Center 1024 684 Team DataMotion

DataMotion Success Story: Stillwater Medical Center

Stillwater Medical Center DataMotion Success Story

DataMotion utilizes the DataMotion Secure Email Content Filter to Automatically Protect Healthcare Communications and Increase Compliance with HIPAA/HITECH Regulations for Stillwater Medical Center.


The Stillwater Medical Center is a non-profit accute care general hospital in north central Oklahoma and has been selected 3 years in a row as one of Modern Healthcare’s Top 100 Best Places to Work in Healthcare. The 119 bed hospital is a regional health center for the area, providing a full range of services for its patients. Located in Stillwater, Oklahoma, the Medical Center’s systems and information technology staff report to the Chief Information Officer and include 12 systems analysts and 8 technical support analysts. Stillwater uses a Microsoft Exchange on-premise email server managed by their in-house IT group.


  • Ensure compliance with the Health Insurance Portability and Accountability Act (HIPAA) and the Health Information Technology for Economic and Clinical Health (HITECH) Act
  • Automatically monitor all employees’ email communications for PHI (Protected Health Information) and encrypt as needed
  • Reduce the risk of false positives (unnecessary encryption)
  • Eliminate the need to exchange certificates
  • Be simple to implement and administer with no need for recipient software
  • Be intuitive to use for recipients and users
  • Protect the organization’s reputation and brand


  • Protect healthcare communications
  • Minimize false positives from content filtering
  • Compliance with HIPAA/HITECH for Protected Health Information (PHI)


Stillwater Medical had been a long time customer of the DataMotion secure mailbox solution. Prior to switching to the secure mailbox, users and recipients often had to exchange certificates making email encryption difficult and cumbersome or IT staff would create password-protected, self-decrypting executable files for users to send as email attachments. Secure email gave selected employees the ability to choose to encrypt certain email messages containing PHI on an as-needed basis and was very easy to use and IT staff no longer needed to create executable files to enable the secure transmission of PHI.

However, with HITECH giving HIPAA regulations more ‘teeth’ (including OCR audits) the hospital wanted to expand their usage to automatically monitor all of their outbound email for PHI. A risk analysis showed that installing a DLP (Data Loss Prevention) system would be a cost-effective solution.


DataMotion Secure Email Content Filter


Stillwater Medical decided to layer automated filtering encryption on top of the manual encryption provided by the secure mailbox and expanded its use of DataMotion technology across the entire organization by adding the DataMotion content filter as a DLP (data loss prevention) email filter. The content filter automatically identifies emails that contain PHI (catching those messages employees forgot to excrypt) and automatically sends them on, encrypted. Now email content and attachments from the hospital’s employees are automatically scanned for PHI, and automatically encrypted when needed. The system also automatically provides feedback, notifying users when something should have been encrypted, increasing email security awareness. “DLP is the name of the game for protecting healthcare information. For a hospital our size, to be able to do this so easily, the payback’s enormous,” said Cliff Hanks senior network engineer for Stillwater Medical. “We are getting the benefits of a larger hospital’s technology, with a smaller amount of resources. It’s great for security and compliance.”

The secure email content filter offers powerful, customizable, rule sets, which allowed the hospital IT staff to configure rules based on their own internal policies and needs. For example, custom pass rules have been used to alleviated false positives, which occur when business partner account numbers also matched patient id numbers.

Stillwater Medical also implemented the secure contact me feature of DataMotion, enabling individuals outside the hospital’s email system to easily send employees sensitive information and files, without the need for additional software or services. “Implementation was simple and took very little time and effort to set up,” said the senior network engineer.


  • Greatly reduced PHI exposure from email communications
  • Increased compliance with HIPAA/HITECH regulations
  • Reduced false positives, increasing user confidence and satisfaction
  • Security enforcement is now measurable. Significantly reduced IT resources needed for outbound email security administration

“Our risk exposure has been significantly reduced by automating and extending DataMotion technology to all of our employees. We can now filter all of their messages and files to identify and encrypt sensitive financial, clinical, and other private information,” said Hanks. “The use of the DataMotion industry-standard lexicons and custom email filters has virtually eliminated false positives and the need for IT intervention. We’ve significantly reduced the amount of time it takes to manage our outbound email and are much more confident that our sensitive employee emails are encrypted when needed and in compliance with HIPAA and HITECH regulations.”

DataMotion Success Story: State Government Department of Health 1024 683 Team DataMotion

DataMotion Success Story: State Government Department of Health

State Government Department of Health DataMotion Success Story

DataMotion utilizes DataMotion Direct Secure Messaging and Direct Web Services APIs and Platform as a Service (PaaS) to integrate seamlessly into a State Government’s Department of Health’s existing EHR & Patient Platform to secure exchanges and meet PHI regulations


This large department of health works to protect, promote and improve the health of all residents in their state through integrated state, county and community efforts. One part of their mission is to provide primary care for individuals with limited access to such care from the private sector. Health care of the sick and disabled is a role that the department undertakes when individuals lack the financial resources, or otherwise lack access to health care services. A second part of the department’s mission is to monitor and track certain communicable diseases. By law, certain conditions must be reported to the department of health. Besides a central state office, the department includes over 50 county health departments, more than 20 children’s medical services area offices, and several medical quality assurance regional offices, disability determinations regional offices and public health laboratories. An internally developed electronic health records (EHR) system is used by all county departments in more than 100 facilities with 11,000 users. A centralized team of 40 staff oversee and manage the EHR. In 2012, the EHR was certified under the 2011 criteria for meaningful use. The patient portal is provided using Microsoft HealthVault.


  • Integrate with Microsoft HealthVault patient portal
  • Send Direct Secure Messaging (Direct) to HealthVault
  • Provide Health Information Service Provider (HISP) services which meet 2014 Meaningful Use criteria within a short timeframe
  • Include a healthcare provider directory making it simple for providers to access other providers’ Direct addresses


  • Expiration of 2011 meaningful use criteria
  • Short time frame to recertify under 2014 meaningful use criteria
  • Integration with Microsoft HealthVault


The department’s EHR was originally certified in 2012 under the 2011 meaningful use criteria. In 2015, the department had to recertify under 2014 criteria. This presented some challenges for the department. First there was a short timeframe to complete the 2014 certification. Missing this date would mean lengthy delays due to backlogs for obtaining certification. Second, 2014 criteria required the department to send messages using Direct Messaging and to provide patients the ability to view online, download and transmit their health records. This meant healthcare data must be sent from the EHR to the patient portal. HealthVault could only communicate with a Health Information Service Provider (HISP) or Direct vendor.

The department’s existing HISP service (provided through another agency) was not working well. This meant the department had to quickly become a HISP or retain the services of another HISP for sending Direct messages.


DataMotion Direct Secure Messaging, DataMotion Direct Web Services API & Microsoft HealthVault


The department sought to elevate their HISP services by exploring options from external vendors, aiming for improved quality and reduced costs. . A bid was issued and received three submissions. DataMotion’s robust platform and comprehensive secure data exchange services stood out from the competition, ultimately resulting in their selection as the department’s HISP. “DataMotion provided a very detailed bid, and was the only vendor bidding with a health provider directory,” said the department’s EHR project manager. “From the beginning, DataMotion gave us the confidence they knew what they were doing. They came highly recommended and they did not disappoint.”

To successfully provision patient Direct addresses programatically, the department chose to utilize Microsoft HealthVault’s auto-provisioning feature. Phase one of the project began with integrating DataMotion Direct services into the department’s electronic health records to generate a Continuity of Care Document (CCD). DataMotion Direct services were then integrated with the HealthVault patient portal using the DataMotion Direct Secure Messaging API for secure patient communication. “We really relied on DataMotion for integrating Direct with Microsoft HealthVault. DataMotion was very responsive and helpful with testing and working through integration issues.”

“Integration turned out to be quite challenging due to limited documentation from HealthVault,” the project manager continued. “While everything was correct according to Microsoft documentation, the workflow was still not completing. DataMotion worked with our team extensively to solve this issue. We discovered, after testing each parameter under several circumstances, that Microsoft did not document any restrictions about the subject line contents, and that turned out to be the issue.”


Using a button within the EHR user interface, a provider can now click to generate a CCD and send it securely to the patient portal. The department’s patients can easily access their electronic health information through the portal. The quick integration also enabled the department to recertify under the 2014 Meaningful Use criteria.

With DataMotion’s help, the department also built a messaging interface within the EHR that allows a user to author a Direct Message within the EHR, attach the healthcare information and send to any Direct address holder. This feature will be rolled out prior to year-end, along with a marketing campaign to get patients using the portal. “Right now we only have Direct addresses for about 10 – 11 percent of our patients,” said the project manager. “With these new capabilities, we hope to dramatically increase that number, and in the process, get our patients more engaged with their care. Providers are also better able to coordinate communications with providers not in the department’s health network.”

“DataMotion Direct services are so transparent and easy to work with, none of our users even know they are there.”

State Government Department of Health EHR Project Manager

DataMotion Success Story: State Department of Law Enforcement 1024 684 Team DataMotion

DataMotion Success Story: State Department of Law Enforcement

DataMotion Success Story

State Department of Law Enforcement

DataMotion utilizes the DataMotion Platform, DataMotion Secure Email Automation and DataMotion Secure Mailbox to Cut Costs, Migrate to an E-Delivery Platform and Deliver Thousands of Documents Quickly and Securely for a State Department of Law Enforcement.

Background information on the project

A law enforcement agency for a large US state is tasked to fulfill criminal background check requests for the state’s business and government entities. Each year, it receives over one million requests, and must quickly process and deliver its findings in a secure and cost effective manner. In the past, these documents were delivered by overnight courier, with delivery costs accounting for almost half of the total amount charged for each request. In the face of tough budgetary conditions, and in an effort to modernize their operations, the state looked for ways to reduce expenses while maintaining or improving security and response times.


  • Electronically deliver sensitive data to a wide range of consumer, business and government users in a secure manner
  • Handle millions of transactions while allowing easy retrieval of individual documents
  • Run on-premise to work alongside internal background check processing systems
  • Comply with FBI Criminal Justice Information System (CJIS) rules for handling sensitive data
  • Offer enterprise reliability and fault tolerance
  • Be easy-to-use and maintain for operations staff
  • Integrate with the agency’s branding
  • Scale severalfold as new legislation greatly expands the volume of background checks to be delivered


  • Deliver millions of sensitive documents quickly and cost-effectively
  • Migrate from courier service to e-delivery
  • Shift from cost center to profit center


The state faced several challenges when moving from courier to electronic document delivery. First, by their nature, background checks may contain sensitive information such as social security numbers that cannot be publically disclosed. They needed to ensure that sensitive data was delivered securely to the intended recipient, even though it was being sent across the public internet. In addition to security, their business needs required tracking data for each background check delivered, similar to what they received with overnight courier services. A third key challenge was ensuring that the system could be used by the wide spectrum of constituents requesting background checks. Since they service the entire state, one-off requests are made by individuals with little to no technical skills, while at the same time, large enterprises with sophisticated IT operations make tens of thousands of annual requests. As a result, a solution that takes a one-size-fits-all approach to document delivery would not accommodate the needs of such a broad user base.


DataMotion Platform. DataMotion Secure Email Automation, DataMotion Secure Mailbox


After extensively researching the secure document delivery marketplace, the state purchased the DataMotion platform and implemented secure email automation. They chose the DataMotion platform because of its established track record for providing scalability, enterprise capabilities, on-premises deployment to meet CJIS data security rules, and lights-out operations. A wide range of delivery options suited to the needs of both individuals and business partners was another factor.

Using the platform’s secure email automation capability, the state eliminated major courier expenses for each background check delivered, while increasing document security, tracking and retrieval. And because costs were greatly reduced, their fulfillment operation, which was once operating at a loss, is now a major profit center.

With the automated side of secure delivery taken care of, DataMotion’s email encryption was then installed on agency desktops, allowing employees to encrypt communications on-demand from within Microsoft Outlook to citizens, government agencies and businesses. The secure mailbox has allowed them to process law enforcement issues in a much more rapid, cost-effective manner than the fax, postal and courier methods used in the past. In addition, external users can securely communicate back to state employees, providing a convenient, secure and rapid method to interact with the agency.


  • Courier-based delivery costs and inefficiencies have been eliminated
  • Implementing electronic delivery turned the initiative from an expense into a profit center
  • Multiple delivery methods make the system easy-to-use for all types of partners and individuals
  • Secure email on employee desktops cut costs and accelerate business processes
  • Auditors and operations are satisfied with detailed delivery tracking
  • Lights-out server operation requires minimal IT staff attention
DataMotion Success Story: Government-Funded Consumer Complaint Agency 1024 683 Team DataMotion

DataMotion Success Story: Government-Funded Consumer Complaint Agency

Government-Funded Consumer Complaint Agency

DataMotion utilizes the DataMotion Platform, DataMotion Secure Email Automation, DataMotion Secure HTML Forms and DataMotion Secure Managed File Transfer to Automate Secure, Encrypted Data Exchange Across their Organization.


A national consumer‐complaint agency funded by a European country’s government (unnamed for security reasons) processes more than 1.5 million complaint cases a year via the Internet and phone. The agency counsels consumers via the phone and internet in an effort to help citizens resolve disagreements with suppliers of goods or services.


  • Exchange information securely between disparate computing environments
  • Securely route completed forms from website to appropriate department
  • Easy to implement and administer
  • Must pass stringent security audit
  • Maintain high customer satisfaction rating; Securely transfer email, files and forms within very short turnaround times
  • Integrate with existing infrastructure and applications
  • Automate inefficient manual processes
  • Easily provision additional trading partners and government entities
  • Grow with the agency


  • Encryption of complaint data
  • Implementation and administration
  • Integrating telephone and website complaints/manual processes
  • Stringent security audit requirements
  • Overtaxed IT department


Consumers post high volumes of complaints through forms on the agency’s website or relay their dissatisfactions via the phone. Inbound feeds come from sixteen different locations. These cases contain confidential and personally identifiable information. Many of the case details must be sent to local and federal authorities as well as trading partners. All of this must be accomplished within a secure, protected environment. Interacting with these disparate computing environments makes exchanging information difficult. All these requirements overtax already pushed‐to‐the‐limit IT infrastructures. Adding to the situation’s complexity, information must to be turned around in a timely fashion in order to ensure a high customer satisfaction rating.


DataMotion Platform. DataMotion Secure Email Automation, DataMotion Secure HTML Forms and DataMotion Secure Managed File Transfer


The consumer‐complaint agency decided to take advantage of the DataMotion unified platform which conforms to Micosoft’s .NET and Web services API standards. “We were attracted by the apparent power and simplicity of the DataMotion solution,” said an IT consultant representing the agency. “DataMotion was prepared to invest in understanding our requirements and suggested more workable alternatives, many of which we eventually adopted.” DataMotion solutions automated the agency’s processes, so it could easily and quickly exchange information while simultaneously tightening security and efficiency. The agency implemented several key applications on the unified platform: including DataMotion secure email automation, secure managed file transfer and secure HTML forms.

Secure email enabled the agency to have full control over all messaging in a safe and trackable environment. The agency now enjoys a secure yet flexible environment that integrates with its existing infrastructure and applications — eliminating the need to rebuild. Secure forms automates XML transformation so the agency can share information with different kinds of computers, applications and organizations. Now the agency is able to deliver secure forms data into its backend customer relationship management system. Secure file transfer allows the agency to send and receive large messages and files in a bandwidth‐controlled manner.


  • Standards-based applications quickly integrated into existing ecosystem
  • Received $5 of value for every dollar spent
  • Agency can easily, securely exchange email, files and forms between disparate computing environments
  • High scores on external security audit due to military-grade encryption
  • Customer satisfaction ratings now over 90%
  • Completed webforms are quickly and securely routed into the appropriate department back-end system, eliminating manual input
  • Easy to grow, provision, administer and support due to cloud-based unified platform
  • All exchanges are tracked and reportable

“We were able to offer a secure, flexible environment, “ said Bob Janacek, DataMotion CTO, “that tightly integrated with what the agency already had rather than rebuilding its infrastructure from scratch.”

“Thanks to DataMotion solutions, the trading standards officers will now be able to concentrate solely on tackling high‐level cases of fraud and counterfeiting,” said an agency spokesperson.

Case Study: DataMotion Success Story: Union Hospital 1024 769 Team DataMotion

Case Study: DataMotion Success Story: Union Hospital

Union Hospital DataMotion Success Story

DataMotion utilizes DataMotion Direct Secure Messaging to Reduce Operational Costs and Enhance Quality of Care.

Case Study Background

Prior to using Direct Secure Messaging, Union Hospital communicated with its extended network of agencies, long-term care facilities, payers, providers, patients and other entities primarily through mail, fax and printed patient records. This method was inefficient, error prone and difficult to keep secure. In addition, the hospital allowed external care teams remote access to its EHR system. This added complexity and cost, while lowering security levels because it required Union to maintain Active Directory and VMWare licenses for authentication. Additionally, this approach created numerous silos of information that further complicated efficient patient information exchange. Finally, it was difficult to track what happened with a patient once they were discharged and whether they were continuing to follow their care plan.

Customer Requirements

  • Enable electronic data exchange, via MEDITECH EHR, internally and externally to provide more efficient workflows, while ensuring compliance with regulatory requirements
  • Accessible and easy to use by a wide variety of end-users including care coordinators, patients, care givers, clinicians and administrators.
  • Extensible to accommodate emerging secure messaging protocols

The Challenges:

  • Easy electronic health information exchange across multiple health information exchanges (HIEs)
  • Enhancing the patient /provider experience and improving quality of care
  • Mobilize clinical data exchange with referral partners in accordance with national standards

The Challenges

Union Hospital faced multiple challenges including a cultural “love of paper.” Employees, patients and providers were all used to working with paper records and needed to buy into the benefits of sending and receiving patient information electronically.

Getting the right data to the right place at the right time, and minimizing data duplication, was also a challenge. The large number of sources for patient information introduced numerous opportunities for errors. Because the hospital serves a large rural area, it has an extensive network of providers, agencies, payers and other entities with which it needs to exchange patient data. Each entity was used to exchanging directly with the hospital, creating multiple silos of data and duplication, as well as extra cost for the hospital to support each interface.

Because of Medicare/Medicaid requirements, patient re-admittance rates needed to be kept low. However, tracking patient compliance with care plans once discharged was difficult with paper and faxed records. The dissociation of patient admissions, discharges and consecutive events of care were overly cumbersome to manage, track and mitigate on paper due to the widely varied exchange protocols deployed across the care community. Post-discharge providers used a myriad of different EHR and non-technical solutions to receive the discharge plan and drive patient compliance with discharge instructions.

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Direct Secure Messaging was implemented through Union Hospital’s MEDITECH EHR, to replace the use of mail, fax and the printing of patient records, resulting in enhanced information exchange with its extended network. Transmitting structured data documents (CCDs) via Direct alsoimmediately enabled interoperable exchange with HIEs and EHRs.

Interoperability with regional HIEs transformed Union’s clinical communications. The Hospital began encouraging external entities to exchange with them, using Direct Secure Messaging, through one of the two HIEs the hospital participates with – CRISP and DHIN – eliminating many individual interfaces to the hospital’s systems. The hospital also began receiving notices from CRISP (using Direct) regarding patients who had been discharged and then readmitted elsewhere. These notices, received every morning from CRISP, enabled case managers to better assess risk of re-admission for these patients.

“Use Direct Secure Messaging as a tool to drive change in your organization.It gave us the opportunity to leverage the electronic records we already had and became a change agent for making the exchange of data truly meaningful,” said Bonnie Davis, director health information services and management, Union Hospital. “Improving outcomes results in patient satisfaction. Using a communication standard like Direct to achieve those improved outcomes extends the opportunities for satisfaction and communication and is ultimately the key to ongoing evolution and improvement.”


The use of Direct Secure Messaging at Union Hospital has resulted in cost savings in multiple areas, as well as greater efficiencies, security and quality of care. For example, by using Direct to exchange CCDs the Hospital no longer needs to print and fax these records, saving them money and making the process of exchange more secure, efficient and less error-prone.

By encouraging providers to go through the HIE – using Direct Secure Messaging rather than an individual connection to the hospital – Union has saved money from not incurring the cost of supporting dozens of individual interfaces from these providers and other entities in their extended network. This also included a reduced need for Active Directory and VMware licenses, authentication licenses, Duo 2 factor authentication and the internal resources to support these interfaces.

Another benefit to the providers and to the hospital is that they all have access to each other’s information easily through the HIE. Also, an additional area of cost savings came through the daily notification messages sent from the CRISP HIE to Union Hospital’s case managers. These daily messages enable the case managers to monitor patients more closely and effectively, reducing re-admission rates – and has a direct impact on reimbursement from Medicare. “Our ability to share data is greatly enhanced,” continued Davis. “The use of DataMotion Direct Secure Messaging enables us to easily participate with our trading partners and leverage the state information exchanges in our area. The identity and security framework of Direct provides a truly trusted solution for information exchange between provider, systems and patients. No other communication methodology meets the high standards of privacy and security and yet provides easy avenues of communication regardless of system or enterprise.”

Case Study: DataMotion Success Story: Health Insurance Technology Startup 1024 683 Team DataMotion

Case Study: DataMotion Success Story: Health Insurance Technology Startup

Health Insurance Technology Startup DataMotion Success Story

DataMotion utilizes the DataMotion Secure Message Center APIs and Platform as a Service (PaaS) to integrate seamlessly into the insurtech’s existing CX Platform to secure exchanges and meet compliance regulations.


A health insurance technology start-up (insurtech) develops white-labeled, customized products for health insurance carriers (insurers) to engage with consumers (members) in new and innovative ways. Using a software as a service (SaaS) model, the company offers a customer experience platform (CX Platform) built specifically for the industry. The company’s products provide real-time insights at every touchpoint, delivering a customer experience that health insurers want and their members seek.


  • Securely exchange protected health information (PHI) between members, providers and payers
  • Add secure messaging so plan members get direct, seamless service through one location
  • Quick and easy to implement
  • Keep technology familiar to prevent member and service rep frustration
  • Leverage existing tech investments


  • Add a secure message center to an insurance plan CX platform
  • Elevate the digital experience for users
  • Minimize infrastructure complexity and cost
  • Complete deployment without business disruption
  • Allow services provider to answer widespread industry need


A health plan provider wanted to provide a better customer experience for its members by using the insurtech’s CX Platform. They wanted members to be able to exchange information and communicate with service representatives directly and securely from their self-service web portal. Primarily, this entailed the ability to send secure messages containing PHI. The CX Platform used Amazon Web Services’ (AWS) simple email as a relay server for messaging and data exchange as a standard function. Unfortunately, that service lacks the necessary security for protecting PHI in compliance with the Health Insurance Portability and Accountability Act (HIPAA) privacy and security regulations.

The insurer wanted to eliminate the inconvenience of members having to leave the portal to use another method for communicating, be it a separate email encryption portal, snail mail or fax. Their goal was to provide seamless interactions with service representatives through one location.

At the same time, the insurer didn’t want to add a new, complex system to their infrastructure – they needed to leverage existing business applications for the greatest return on investment. They also wanted to keep the look and feel of their member self-service portal familiar so as not to frustrate end users, while retaining the processes reps were accustomed to in order to avoid retraining and any interruptions to business processes.

From start to finish, the deployment took less than a month. There were no disruptions to business. No second portal was needed. Existing technology was leveraged, raising ROI and pleasing senior leaders. The company was also able to improve compliance with HIPAA by sending PHI via secure messaging.  

Foremost, the CX Platform and user experience was heightened through a convenient and secure, single portal solution – members could have their questions answered and resolve issues without the annoyance and time delays of old-fashioned fax and snail mail. Not only did members find their means of communicating and exchanging information familiar, service reps had their same tools, eliminating the time and cost of retraining.  

The secure message center proved so successful, it became a standard feature of the Insurtech’s CX Platform.


DataMotion Secure Message Center APIs and PaaS


DataMotion is a leading provider of data privacy and security solutions. The company is a pioneer in securing and automating workflows that exchange sensitive data for a wide variety of customer-facing applications in healthcare, government, financial and insurance industries. DataMotion’s expertise in the insurance community led to working with the insurtech company on various projects.

It was through this relationship that the company learned DataMotion had an in-depth set of application programing interfaces (APIs) for secure messaging, email, file exchange and folder management – collectively known as secure message center APIs. These can enable secure web-mail, file exchange and web-forms natively in member and provider portals and mobile apps.

Using the DataMotion APIs, a secure message center was quickly integrated with the CX Platform and the health plan member services portal. With it plan members and service reps can easily connect and share supporting documents with familiar messaging tools from behind the portal login. Information is routed accordingly, case numbers assigned for tracking in ticketing systems, and response notifications can be sent. Detailed logging reports also provide transaction history details to help prove regulatory compliance. For the company, APIs meant the health plan could provide its members with direct two-way communications that fully protected PHI, while increasing the customer experience by enabling information through a single existing portal.

“Our client didn’t want to stand up another interface and we agreed; it would add complexity, was cost-prohibitive and would be disruptive for both plan members and service reps,” said the Vice President of Security and Infrastructure. “There were other tools that could have fit, and we did give them a hard look, but DataMotion had stronger, more flexible technology, a pricing advantage and a proven track record with us.”


  • Enables secure exchange between members, providers and payers without leaving existing portal
  • Member and provider user experience is simplified and enhanced
  • Added new communication feature to platform
  • Ensures the company is meeting security and privacy compliance requirements

From start to finish, the deployment took less than a month. There were no disruptions to business. No second portal was needed. Existing technology was leveraged, raising ROI and pleasing senior leaders. The company was also able to improve compliance with HIPAA by sending PHI via secure messaging.

Foremost, the CX Platform and user experience was heightened through a convenient and secure, single portal solution – members could have their questions answered and resolve issues without the annoyance and time delays of old-fashioned fax and snail mail. Not only did members find their means of communicating and exchanging information familiar, service reps had their same tools, eliminating the time and cost of retraining.

The secure message center proved so successful, it became a standard feature of the Insurtech’s CX Platform.

“Insurers everywhere are focusing on transforming the customer experience with digital communication exchanges, but costs and potential disruption have been holding many back,” said the CEO and Founder. “With the DataMotion secure message center API, we can help insurers provide consumers with a level of service they’ve come to expect in other areas of online life. And we do so affordably, in a way that’s seamless for all involved, and quickly – so business can continue without a glitch.”

“This is a win-win for both our companies,” said DataMotion’s CEO, Bob Janacek. “Together we’re able to offer best-of-breed, innovative technology under a single platform. That, in turn, is a win for consumers who want easy access to hassle-free service. Our joint solution empowers insurers without breaking the bank, and with competition in so many industries linked to customer experience, it can ensure a company’s future. It also provides our partner with another service to sell, further building upon our partnership.”

“Sometimes you venture into these projects and it doesn’t work, and the vendor ends up losing a lot of money. DataMotion did this PoC with no strings attached, that’s how confident they were. Just two weeks into this trial we all knew that we had exactly what we wanted – and more.”

Case Study: DataMotion Success Story: Financial Settlement Services Company 1024 485 Team DataMotion

Case Study: DataMotion Success Story: Financial Settlement Services Company

Financial Services DataMotion Success Story

DataMotion utilizes Secure Email Automation, Large File Attachments and TotalView Reporting to Automate Report Delivery, Meet PCI Compliance and Prove SLA Requirements.

An overview of the background of the project

A large technology solutions company is providing transaction settlement and data informationservices to over 15,000 retail locations, and is processing more than $80 billion annually through their world-class settlement system – making them the financial backbone for their industry. The company processes and transfers thousands of files and reports every day on behalf of their global customers. Details on more than 1.5 billion individual data points, nearly 150,000 unique origins and destinations, and over a 1,000 days of accumulated sales data are stored in the company’s data warehouse. The company averages over $6 billion per month in settled transactions.


  • Securely transfer files and reports to global customers
  • Generate automated reports and deliver them securely via email
  • Enable the company to maintain control over all information transfers for auditing and SLA purposes
  • Make it simple for the recipient to access with no additional software required
  • Offer easy recipient password reset
  • Leverage existing systems to provide more functionality
  • Pass stringent testing to ensure complete data recovery in the event of a disaster
  • Include 24 x7 Support
  • Ensure PCI compliance


  • Auditable automated report delivery
  • PCI compliance
  • Proof of SLA requirements


The company needed a way to generate automated reports from their existing systems and deliver them securely through email to their worldwide customers. Their existing system was in its End-of-life cycle, and had to be replaced quickly. They also needed better metrics to prove files were being delivered in a timely manner as well as measure performance for management. This all had to be done without requiring their customers and partners to install additional hardware or software. 

Lack of security options with their old system was also a point of frustration, and a logistical nightmare when connecting customers did not have compatible security options. “Corporate policy dictated the use of an on-premise solution,” said a company representative, “yet we needed the flexibility and ease of use of a SaaS solution.”

Like many other organizations in their industry, the company was also looking for ways to streamline their processes and increase productivity while maintaining PCI compliance. They intended to initiate an online password challenge protocol in the event that customers’ passwords were lost. This required a two factor authentication process they could not do with the previous system. “This is an internal security precaution that allows us to track and prevent internal hijacking of logon IDs and passwords. Self-service password reset also reduced help desk costs.” They were able to achieve this with DataMotion’s secure mailbox.

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The company evaluated DataMotion’s secure mailbox along with several other vendors. They chose the secure mailbox because of the system’s robust security, and the platform’s flexibility allows them to customize and grow as needed. Knowing the DataMotion solution is one they intend to keep for years to come, the company has been building applications around DataMotion solutions.

“We preferred DataMotion’s SSL format and flexibility. This made the system ideal for easily working with our existing proprietary systems, as well as the varying systems our customers used.”

The company set up an on-premise deployment of the secure mailbox with large file attachments enabled. Global customers can easily send data securely to the company from their own email systems instead of using complicated FTP clients. All transactions are time-stamped as they are sent and received both in and out of the system. The secure mailbox’s integrated TotalView report gives full visibility into all of the system’s transactions, and can easily be delivered to both customers and senior management, demonstrating fulfillment of SLA requirements.


The company’s customers experienced a seamless transition to DataMotion with no training required, and no software to install. They now have the tools and data to satisfy auditors, customers, and senior management and can easily prove reports and files are delivered in a compliant and timely way. The ability to properly track a report’s delivery has significantly reduced the number of customer support and help desk calls, resulting in lower customer service costs.

“Since implementing DataMotion the process is streamlined, resulting in increased productivity and improved customer service. This enables the team to spend our time focusing on more complicated, mission-critical tasks.”

Case Study: DataMotion Success Story: ArchCare 1024 684 Team DataMotion

Case Study: DataMotion Success Story: ArchCare

ArchCare Integrated Delivery Network DataMotion Success Story

DataMotion utilizes DataMotion Direct Secure Messaging, secure mailbox and secure email content filter to protect and encrypt PHI seamlessly within ArchCare’s existing email system


ArchCare is an integrated delivery network (IDN) operated by the Archdiocese of New York. The ArchCare care delivery system is comprised of traditional long-term residential care and short-term rehabilitation, nursing home alternatives that enable seniors and others with chronic health needs to continue to live safely and independently, home health services for infants, children and adults, health plans that coordinate all of a member’s healthcare needs and the Medicare and Medicaid benefits for which they are eligible, family-centered end-of-life and palliative care and specialized care for people with exceptional needs.

Before the Affordable Care Act (ACA) cast a spotlight on the improved outcomes and lower costs that could be achieved through collaboration across the care continuum, ArchCare embraced care coordination as the underpinning of its patient-centered delivery model.

ArchCare’s Care Navigators engage patients at the entry point of its continuing care community and guide them to the programs and services they need, ranging from health plans to inpatient care to home care. They also oversee transitions as patients move among care settings inside and outside the IDN.

Because data exchange is critical to ArchCare’s care model, their IT team makes secure and timely access to electronic health information a top priority. ArchCare’s 18-person IT group is responsible for delivering healthcare information to patients, caregivers, clinicians, payers and administrators across its 24 locations.


  • Enable information exchange, internally and externally, while ensuring compliance with the Health Insurance Portability and Accountability Act (HIPAA) and the Health Information Technology for Economic and Clinical Health (HITECH) Act
  • Accessible and easy to use by a wide variety of end-users including care coordinators, patients, care givers, clinicians and administrators
  • Leverage Microsoft Exchange email server and other existing infrastructure
  • Extensible to accommodate emerging secure messaging protocols, including Direct Secure Messaging
  • Automatically monitor all employees’ email communications containing PHI (Protected Health Information) to ensure security and compliance with HIPAA
  • Reduce the risk of false positives
  • Be simple to maintain
  • Require no recipient software
  • Require no user training
  • Protect the organization’s reputation and brand


  • Ease electronic health information exchange across an integrated delivery network in compliance with federal health information privacy and security requirements
  • Maximize workforce productivity by securing Protected Health Information with automated high-accuracy content filtering and encryption services
  • Mobilize clinical data exchange with referral partners in accordance with national standards


In 2002, ArchCare deployed DataMotion’s secure mailbox solution, giving selected employees the option to encrypt email messages containing PHI on an as-needed basis. However, with HITECH giving HIPAA regulations more “teeth” (including OCR audits) ArchCare wanted to expand its usage to automatically monitor all of its outbound email for PHI. Even with extensive employee training, policies and procedures for sending PHI, ArchCare worried something would get missed.

Additionally, and with the proliferation of electronic protected health information (ePHI) generated by electronic health records (EHRs), ArchCare required an additional layer of security provided by Direct Secure Messaging (Direct), the national encryption standard for clinical data exchange introduced by the US Department of Health and Human Services (HHS). The adoption of Direct by ArchCare’s referral partners as a preferred data exchange method further heightened the need to implement the enhanced encryption capability.

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ArchCare extended its use of DataMotion’s secure email technology to the entire enterprise by adding the secure email content filter to act as a safety net. Additionally, they integrated DataMotion’s registration authority (RA), certificate authority (CA), and health information service provider (HISP) accredited DataMotion Direct service to facilitate direct secure messaging and clinical data exchange with referral healthcare providers & health systems.

The content filter automatically identifies emails that contain PHI and encrypts them. Now, all email content and attachments from 1,600 ArchCare email addresses are automatically scanned for PHI, and encrypted if needed. Employees no longer have to remember to send sensitive health information securely.

Direct connects ArchCare with HISPs and referral partners that exchange clinical data via certified EHR technology. As healthcare reform spawns pay-for-value initiatives and their data-sharing requirements, ArchCare expects that Direct will be an increasingly important option for secure and interoperable health information exchange.

ArchCare’s IT leadership has peace of mind knowing that the secure email content filter ensures messages are protected and compliant with internal policies and external regulations. Direct positions ArchCare to participate in a new era of health information exchange and care coordination driven by healthcare reform. Additionally, IT administrators have had minimal help desk calls.

“Even though you provide users education, training and procedures for sending email with PHI, you worry something will get missed,” said Mitze Amoroso, Vice President and Chief Information Officer, ArchCare. “DataMotion secure email content filtering takes that worry away and by adding Direct Messaging to our existing encryption services we are leveraging our investment in DataMotion, yielding operating economies and cost savings from sourcing multiple services from a single vendor.”


  • Greatly reduced risk exposure from email communications
  • Increased compliance with HIPAA/HITECH regulations
  • Increased user confidence
  • Security enforcement can now be measured by tracking all secure and non-secure communications

“Our ability to share data is greatly enhanced and risk exposure is significantly reduced by extending DataMotion secure email technology across our enterprise,” continued Amoroso. “Automated filtering of email messages and files empowers us to identify and encrypt sensitive financial, clinical and other private information.”

“The addition of Direct Secure Messaging to the DataMotion platform positions us to participate with our trading partners in the growing health information exchange being driven by healthcare reform initiatives. DataMotion’s extensible platform has accommodated our needs for encrypted messaging as regulation has evolved from HIPAA to HITECH to the EHR Incentive Program and Direct Messaging. Sourcing our multiple requirements from a single partner has delivered cost and operating efficiencies contributing to enhanced return on investment,” said Mitze Amoroso, vice president and chief information officer, ArchCare.