Unleashing Efficiency: How to Eliminate Zombie Apps and Reduce Healthcare Costs

Health Systems Uncovering Millions in Savings by Tackling “Zombie Apps”

Byline: Archyde Staff

October 27, 2023

Healthcare organizations might be unknowingly hemorrhaging millions of dollars annually due to outdated applications still running in their systems. These “zombie apps” are frequently enough forgotten but continue to incur maintenance costs and present notable cybersecurity risks.

Jason Rose, CEO of Clearsense, and Kevin Erdal, Senior Vice President at Nordic Consulting Partners, recently discussed a strategic approach to identify and eliminate these redundant applications.Their insight highlights a critical area for cost reduction and enhanced security within the health sector.

By implementing active archiving and robust governance, Clearsense and Nordic assist health systems in safely retiring these underused applications. This process ensures that vital data remains accessible when needed, mitigating compliance concerns while cutting needless expenses.

This proactive management not only streamlines operations but also liberates financial resources that can be reinvested into future technological advancements and patient care initiatives. The experts advise healthcare leaders across the board to begin with a swift assessment to uncover these hidden financial drains.

By addressing “zombie apps,” health systems can unlock substantial savings, bolster their cybersecurity posture, and create a stronger foundation for innovation and growth.

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Resources:

• Connect with Jason Rose on LinkedIn.
• follow Clearsense on LinkedIn and visit their website.
• Connect with Kevin Erdal on LinkedIn.
• Follow Nordic Consulting Partners on LinkedIn and explore their website.

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The Hidden Drain: Identifying “Zombie Apps” in healthcare

Healthcare organizations are increasingly reliant on digital tools, but this proliferation often leads to a significant, yet overlooked, problem: “zombie apps.” These are software applications – often developed internally or acquired – that are no longer actively used,maintained,or delivering value,yet continue to consume valuable resources. This includes IT infrastructure costs,security patching efforts,and even staff time.Reducing healthcare IT costs starts with identifying and retiring these digital liabilities.

The World Economic Forum highlights the significant financial resources demanded by healthcare systems globally. Eliminating unneeded software expenditure is a crucial step towards optimizing those resources.

What defines a healthcare “Zombie app”?

A healthcare app qualifies as a “zombie” if it meets several criteria:

Low Usage: Fewer than a predetermined number of active users (e.g., less than 5% of the intended user base) over a defined period (e.g., six months).

Lack of Integration: Doesn’t integrate with core electronic health record (EHR) systems or other critical applications.

Redundancy: Performs functions already adequately covered by other existing software.

Security Risks: Outdated software with known vulnerabilities, posing a threat to patient data security and HIPAA compliance.

Maintenance Burden: Requires ongoing maintenance and support despite minimal usage.

The Cost of Inaction: Quantifying the Impact

The financial impact of zombie apps extends far beyond the initial software license fees. Consider these costs:

IT Infrastructure: Server space, database licenses, and network bandwidth consumed by unused applications.

Security Vulnerabilities: Increased risk of data breaches and associated fines, impacting healthcare cybersecurity.

IT Staff Time: Resources spent on maintaining,patching,and troubleshooting applications that provide little to no value. This diverts attention from strategic initiatives like telehealth implementation and digital health innovation.

Integration Challenges: Zombie apps can complicate future system integrations and hinder the adoption of new, more efficient technologies.

Licensing Fees: ongoing subscription or maintenance costs for software that isn’t being utilized.

A strategic Approach to Zombie App Elimination

Successfully eliminating zombie apps requires a systematic and phased approach.

Phase 1: Discovery & Assessment

1. Comprehensive Inventory: Create a complete list of all software applications used within the institution. This includes internally developed apps, third-party solutions, and cloud-based services.
2. Usage Analytics: Utilize application performance monitoring (APM) tools and user activity logs to determine actual usage rates.
3. Stakeholder Interviews: Talk to department heads, clinicians, and IT staff to gather insights into the value and necessity of each application.
4. Risk Assessment: Evaluate each app’s security vulnerabilities and compliance status. Prioritize apps with high-risk profiles.

Phase 2: Prioritization & Planning

1. Scoring System: Develop a scoring system based on usage, cost, risk, and integration factors. This will help prioritize apps for retirement.
2. Impact Analysis: Assess the potential impact of retiring each app on workflows and user experience.
3. Migration Plan: If data needs to be migrated, develop a detailed plan to ensure a smooth transition.
4. Communication Strategy: Inform stakeholders about the planned retirement of apps and address any concerns.

Phase 3: Retirement & Decommissioning

1. Data Archival: Archive any necessary data from the app before decommissioning it. Ensure compliance with data retention policies.
2. Application Deactivation: Disable the application and remove access for all users.
3. Infrastructure Removal: Deallocate server space, database licenses, and other IT resources.
4. Documentation Update: Update system documentation to reflect the removal of the app.

Benefits of a Leaner Application Portfolio

Eliminating zombie apps delivers tangible benefits:

Reduced IT Costs: Lower infrastructure, maintenance, and licensing expenses.

Improved Security Posture: Reduced attack surface and minimized risk of data breaches.

Increased IT Efficiency: Free up IT staff to focus on strategic initiatives.

Simplified IT Landscape: Easier to manage and maintain a smaller,more focused application portfolio.

enhanced Innovation: Resources freed up can be reinvested in new technologies and healthcare innovation.

Practical Tips for Long-Term Prevention

Preventing the accumulation of future zombie apps requires proactive measures:

Rigorous App Approval Process: Implement a formal process for evaluating and approving new software applications.

Regular Usage Reviews: Conduct periodic reviews of application usage to identify underperforming apps.

Sunset Policies: Establish clear sunset policies for applications with limited lifespans.

Cloud-Based Solutions: Consider cloud-based solutions that offer scalability and adaptability, reducing the need for long-term infrastructure investments.

Vendor Management: Regularly assess the value and performance of third-party software vendors.

Real-World Example: A Hospital System’s Success

A large hospital