This Orthopedic center had a myriad of technology struggles within their private practice locations. They had no documented IT strategy, struggled with HIPAA compliance, and lacked a cohesive IT support process to solve day-to-day technology challenges around their EHR systems. There were frustrations around inputting patient records, physical network issues, and a telecom system that was more than twenty years old. During the pandemic, remote communication was done with private Zoom accounts instead of using a unified communication tool like O365 or something tailored to their business needs. The biggest fear was an assumption that to fix their plethora of IT problems, they would need to hire 2-3 IT staff to replace their current IT person and upgrade their systems.
Through an assessment by the team at Cooperative Systems, they discovered more than 40 unnecessary servers, identified security gaps in their password management process, and had a data backup process that was broken with backup logs not being checked for more than 60 days. The Cooperative Systems assessment also found a lack of staff training that would’ve helped them overcome typical IT problems, found there was no standardized email platform, and uncovered a cumbersome process for clinicians to manage patient records using mobile devices. Through a series of strategic recommendations, the Orthopedic Center partnered with Cooperative Systems to supply a support team for their staff when they encountered any IT issues, guided them in choosing an EHR vendor, as well as guided the planning and implementation process of this EHR vendor. They consolidated servers using Azure-based storage while revamping their server environment for their primary data and mission critical line-of-business applications. The Orthopedics management chose to utilize Cooperative Systems NOAH solution by outsourcing their IT through a Managed Services model while phasing out their fulltime staff over a three-year period, allowing their staff to remain employed for a period of time during the data migration process. Lastly, they benefited from the vCIO partnership with the account management team at Cooperative Systems.