Tools4ever Solutions for Healthcare

Stay Secure and Compliant

Patients’ health is your top priority. The health of your identity infrastructure is ours. With today’s challenges, a secure and automated user management solution is necessary for your healthcare organization.

Streamline Operational Efficiency and Assist with Compliance

“Day One” Provisioning

Automatically grant fully provisioned accounts to new employees and temporary staff.

Streamlined Application Access

Access all of your applications from one convenient dashboard.

Digitized Access Request Forms

Streamline your processes and make everyone’s life a little easier.

Compliance Consistency

Role-based access controls help you enforce compliance. Audit trails and reports help you prove it.

We Help You Get Back to What’s Important

Healthcare workers require access to various applications and resources. As a result, IT departments are challenged with complex work environments, heightened security threats, and an abundance of helpdesk tickets.

Tools4ever solutions were developed for healthcare organizations with these challenges in mind. They are simple and affordable solutions for managing the entire user lifecycle. Professional role-based business policies guarantee everyone, from permanent employees to temporary traveling nurses, has the correct access from day one. In addition, their automated account provisioning acts as a single source of trust between HR, Active Directory, and third-party downstream systems.

Trusted by These Organizations

Identity and Access Management Solutions for Healthcare

A Simple and Affordable Solution for Healthcare

The healthcare industry has unique challenges to the user lifecycle management process. When developing our provisioning solutions, we took those challenges to heart. Our IDM solutions are designed with the single source of trust concept in mind. With this concept, HR is your authoritative source that synchronizes data to systems such as Active Directory and third-party downstream systems.

Auditing Made Easy

Our solutions provide extensive reports that grant insight into who has accessed which applications, at what time, and from where. Through their detailed activity logs, you can identify and prevent a user from holding onto unnecessary rights or licenses and truly begin securing access to your resources.

Complex User Accounts Simplified

Many healthcare organizations are challenged with provisioning employees with multiple roles and/or locations. For example, a doctor may rotate between buildings, or an employee may also be a student. Our solutions simplify the provisioning process with role-based access controls. They can configure everything from permanent employees to temporary traveling nurses with the correct access to all resources on their first day.

Trusted Security

HelloID, our cloud provisioning solution, gets tested biannually by Deloitte, and data is encrypted with an RSA 1024-bit key and encoded with irreversible SSHA 256 encoding. Boost your security with configurable access policies, single sign-on, multifactor authentication, access governance, and audit trails.

You Care for Others. We Care for You.

Caring for patients is a serious business. And so is taking care of your identity infrastructure. That’s where we come in.

From creating accounts automatically for new and returning employees to letting those employees request access through self-service request web forms, we’ve got you covered. Our identity solutions streamline employee access to healthcare and line-of-business applications, letting them focus on what matters most: patient care.

Ensuring secure user management can be difficult for healthcare organizations due to a high turnover rate and employment complexity. It is challenging for organizations to manage user accounts that require multiple roles and locations, such as a doctor who rotates between buildings, an employee who is also a student, or a remote healthcare worker.

This can make it very difficult for the IT department to manually provision accounts and resources while ensuring the user has the correct access level.

Automate the Entire Identity Lifecycle Process

Tools4ever IDM solutions automate the entire Identity lifecycle process within the healthcare industry. As a result, users get easy and secure access to their IT services, and the IT Departments are relieved of the burden of maintaining costly local hardware, software, and storage infrastructure. With our solutions, there is no trade-off between cost savings and security. All HelloID tenants run in a maximum-security Azure environment, thoroughly checked by Deloitte Risk Services every six months. Plus, we offer a balanced growth path.

Tools4ever offers:

  • Security: Protect patient information.
  • Accuracy: Reduce any potential human error from provisioning resources.
  • Compliance: Remain compliant with healthcare laws and regulations (such as HIPAA).

Secure and Compliant User Management

The healthcare industry is entrusted with substantial collections of Personally Identifiable Information (PII), so extra steps must be taken to protect it. To safeguard this sensitive data against breaches or malicious activity, healthcare organizations have implemented measures such as complex passwords, comprehensive audit trails for logging user activity, and the transition from generic/shared accounts to individual accounts.

However, managing these operational changes piles burden after burden upon IT departments across the industry. Implementing an automated Identity and Access Management system will reduce the stress in IT departments and allow them to reprioritize to more impactful projects instead of menial management tasks—both cutting costs and optimizing operations.

Our solutions provide your hospital or healthcare organization with an automated, standardized identity and access management process for the employee lifecycle, such as onboarding, offboarding, access rights management, self-service, delegation, and more. In addition, our solutions streamline operational efficiency and assist with compliance efforts for HIPAA and many other regulations.

Tools4ever’s software solutions are deployed by a large number of hospitals, mental healthcare facilities, and elderly care organizations throughout North America to help them with the following tasks:

  • Automatic User Provisioning
  • Workflow Management and Self-Service
  • Helpdesk Delegation
  • Business Rules
  • Downstream Provisioning
  • Increase Security and Activity Logging
  • Reduce Data Breach Risk
  • Centralize Access Control
  • Decrease Helpdesk Calls



The daily use of Personally Identifiable Information (PII) in the healthcare industry reinforces the importance of eliminating any potential errors when managing active and inactive user accounts. Our IDM solutions allow your account management process to be fully automated by acting as a single source of trust by connecting to your personnel system and then pushing the appropriate data to downstream applications. As a result, user account creation, deactivation, and changes, including permission rights, are processed quickly, effortlessly, and flawlessly, compared to manual provisioning, where there can be delays, errors, and inconsistencies.

Service Automation

For processes that can’t be fully automated, you can use HelloID’s Service Automations module to manage your resources via an employee self-service web form. This allows employees to request access to applications or resources via an online portal. Requests can be approved in one simple click. No matter your role in the organization, HelloID can help in your day-to-day tasks by streamlining, centralizing, and automating the things you need it to.

Simplified Access

To further enhance security, HelloID’s authentication and access policies limit potential data breaches by offering a secure, universal dashboard for all of your applications, accessible via Single Sign-On (SSO). Included in the “out-of-box” package is Multifactor Authentication that you can implement as an additional security layer at both the dashboard and individual application level.

Automatic User Provisioning and Business Rules

Business Rules and Role Modeling supports the management of employee access rights for applications and data. This replaces manual, imperfect, and error-prone access management practices and allows for higher security within each role. With Business Rules, user account rights and privileges are issued on the employee’s first day, updated as needed, and withdrawn when no longer applicable. An authorization matrix enforcing Role-Based Access Control (RBAC) is used to determine their accessible resources, including network or physical locations, financial systems, and apps.

The benefits offered by automatic user provisioning and business rules include the following:

  • Employees can be productive on arrival thanks to the rapid provisioning of accounts and resources.
  • Changes are processed quickly and accurately across the network without any manual intervention.
  • Centralized information makes it more efficient to manage user account details.
  • Improved security and extensive audit trails

Workflow Management and Self-Service

HelloID’s Workflow Management and Self-Service allows employees to request resources, and managers can immediately approve them without any IT intervention. Managers know best what resources user accounts should have to meet their team’s and the organization’s needs. HelloID places focus on the managers and employees to streamline the user provisioning process for apps, shares, and more.

Helpdesk Delegation

Tools4ever solutions allow you to customize secure, delegated web forms integrated into your automated user provisioning processes. This allows helpdesk users to perform user provisioning processes for a single user, for example, a nurse or temporary worker who needs an account and resource access but is not in the HR system. This manual process is inserted into your automated user provisioning process, guaranteeing uniformity across all users and proper role assignment.

The benefits offered by helpdesk delegation include the following:

  • Streamlined User Management: A single form entry can result in multiple user management processes being performed post-form submission.
  • Improved Security: Less technical staff no longer need advanced admin rights to perform basic user account management tasks.
  • Enhanced Staff Productivity: No longer restricted to high-level IT staff, changes can be performed by delegated employees. Your team’s overall efficiency will skyrocket.
  • Rapid Implementation: By using standardized processes and tools, your teams will be up-and-running quickly.

Downstream Provisioning

Downstream Provisioning enables you to synchronize HR data to connected downstream systems and applications for automated user account management.

The benefits of downstream provisioning include the following:

  • Short User Account Creation Lead Time: New employees have the proper authorizations to the network as well as adjacent systems and applications from day one.
  • Reduced Management Burden for Applications: System Admins are less burdened with manually managing user account changes thanks to automated processes via connectors.
  • Standardized Management of User Accounts: The process of managing user accounts is deployed in the same, uniform manner for all systems and applications in the network.

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