How One Healthcare System Reclaimed $500K—And Closed a Security Gap 

A major healthcare provider was unintentionally losing money—and putting sensitive data at risk. The culprit? A broken off-boarding process that left hundreds of employee-used iPads unaccounted for as staff exited the organization. These devices weren’t just disappearing—they remained active on data plans and still had access to confidential patient information. 

The Challenge 

While the organization had invested in an IT Asset Management (ITAM) system, the underlying processes for updating and reconciling asset data were largely manual and decentralized. This created delays in identifying which devices were assigned, returned, or still active—especially during employee transitions. Without automation or centralized visibility, IT teams struggled to act quickly and confidently, increasing the risk of devices slipping through the cracks during offboarding. 

This led to several critical pain points: 

  • Significant Financial Waste: Unreturned devices required replacement for new hires, while data plans for unrecovered iPads continued to drain the budget. 
  • Operational Gaps: Disconnected processes between HR, IT, and department managers led to inconsistent tracking and missed handoffs during offboarding. 
  • Security Vulnerabilities: Even with safeguards like encryption and remote wiping, unrecovered devices still posed risk—especially when those protections weren’t properly configured or executed prior to offboarding. 

The Solution 

MCPC partnered with the healthcare provider to mature their IT Asset Management capabilities through process improvement, automation, and data quality enhancements. Key actions included: 

  • Data Quality Improvements: Enhanced data accuracy and completeness within the ITAM system, including automated reconciliation processes to ensure reliable reporting and decision-making. 
  • Defined Accountability: Established clear ownership of asset assignment, offboarding, and reconciliation processes using RACI-based role definitions across departments. 
  • Standardized Offboarding: Implemented a best-practice asset reclamation process to ensure devices were consistently recovered and securely wiped. 
  • Workflow Automation: Automated key processes to reduce manual effort and enable real-time visibility into asset status and ownership. 
  • Ongoing Data Integrity: Developed continuous reconciliation practices to surface discrepancies early and maintain trustworthy asset data. 

This wasn’t just a quick fix—it was a transformation. What began as a device recovery effort evolved into a fundamental shift in how the organization managed IT assets across people, processes, data, and technology. 

The Outcomes: $500K Recovered and a Stronger Security Posture

The results were immediate, measurable, and sustainable: 

Impact Area Outcome 
Cost Recovery Over $500,000 saved through device reclamation and canceled data plans 
Operational Efficiency Streamlined asset tracking through automation and centralized data 
Cybersecurity Risk Minimized exposure by reclaiming devices tied to sensitive data 

Why It Worked 

What made the difference wasn’t just technology—it was the methodology: 

  • Scalable, Sustainable Practices: The ITAM program was built to evolve with the organization, ensuring long-term accountability and adaptability. 
  • Real-Time Asset Intelligence: A centralized, integrated asset repository gave leadership immediate visibility into device status for faster, smarter action. 
  • Cross-Functional Alignment: HR, IT, department managers, and security worked from shared processes and clear responsibilities—eliminating silos and ensuring no device was left behind. 

Conclusion: From Blind Spots to Full Visibility 

This case illustrates how hardware oversight can quietly escalate into financial loss and security risk—but also how quickly those gaps can be closed with the right partner. 

By approaching IT Asset Management as a strategic discipline, this healthcare provider turned a recurring liability into a system of control, savings, and security. 

If your organization struggles with device visibility or offboarding gaps, it may be time to take a closer look at your IT Asset Management program. Start by taking our quick ITAM assessment 

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