Execution Timeline: Q3 2026
Industry: Employee Assistance Program (EAP) Provider
Company Size: ~50 Employees
Engagement: AI Governance, Data Protection and Implementation Review
The Problem
AI adoption at this EAP provider grew naturally, with most surveyed staff using tools such as Copilot, Zoom AI, and ChatGPT. Because the organization supports clients with sensitive health information, leadership wanted a clear list of approved tools, a simple way to approve new uses and a data protection foundation to match.
The Solution
- Mapped real AI use. GadellNet turned a staff survey into a usage and risk matrix of 14 use cases, each tiered by risk.
- Anchored the work around HIPAA. Any use involving protected health information gets an added review by the privacy officer.
- Reviewed the data foundation. We assessed Microsoft 365, Teams, and Zoom and recommended improvements to link expiration, external sharing, recording consent, and recording retention.
- Designed the approval structure together. A working session with leadership settled who approves what, which tools are approved, and how requests come in.
Did you know?
Six staff members volunteered to become AI champions directly through the usage survey. Employees want to use AI the right way, and a clear framework gives them the path to do it.
The Result
- Risk tiers adopted as written. Low, Medium, and High tiers were accepted with no changes.
- A light, responsive committee. AI requests arrive as tickets in the existing ticketing system, and quick huddles replace standing meetings.
- A clear service level. License requests get an answer within two business days.
- A focused Approved Tools list. Microsoft Copilot and Zoom AI are approved, with a defined path to pilot other tools under team accounts.
- Privacy leadership in place. The existing HIPAA privacy officer now also serves as the AI privacy officer.
Ready to put AI to work safely? Contact GadellNet’s AI Strategy & Adoption team about where to start.