Healthcare ToolkitA Guide to Position Your Healthcare Business for Success

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23Can OneDrive for Business Up Your Compliance Game?

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26Conclusion: Office 365 Is the Best Medicine

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21Rx for Success: 8 Ways Office 365 Promotes Healthcare Productivity

Getting Ready for Office 365: A Quick Guide to Gathering Key Requirements

Next Steps for Success: Making Your Move to Office 365

03Healthcare Organizations Face Challenging Times

The Healthcare Challenge: Charting a Path to Sustainable Success

Healthcare Technology: New Rules Demand New Productivity Tools

Healthcare Toolkit

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Healthcare Organizations Face Challenging Times

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Over the last decade, the healthcare business has changed profoundly. Medical technology and tools have advanced, digital communications have moved into the mainstream, pricing pressures have increased and new care models have emerged. All of these changes — along with a long and growing list of regulatory compliance requirements — have turned up the pressure to perform. In fact, a 2015 study found that 65 percent of hospital CEOs say their organizations are struggling to adapt from “volume to value.”1

Healthcare firms of all sizes are learning that improved efficiency is part of the formula for success in this changing environment. Yet, as healthcare executives attempt to achieve this goal, they encounter a difficult truth: legacy technology — and legacy productivity tools — are increasingly a barrier to success. These systems simply can’t support cost-effective mobile productivity, collaboration, communication and compliance.

Cloud computing offers a powerful, proven and reliable solution to these challenges. Cloud applications make digital resources — including productivity tools, files and data — accessible almost anywhere, from any device. Healthcare organizations of all sizes get cost-effective access to enterprise-class productivity tools — as well as enterprise-class security and

¹ Top Issues Confronting Hospitals in 2015. American College of Healthcare Executives.

A 2015 study found that 65 percent of hospital CEOs say their organizations are struggling to adapt from “volume to value.”

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compliance capabilities. Healthcare IT teams get the freedom to innovate and add value to their businesses without the burden of buying and supporting legacy hardware and on-premises applications. Healthcare professionals get a frictionless, collaborative business framework that empowers them to focus on what really matters: providing excellent patient care.

Microsoft Office 365 represents the power of the cloud at its very best. Office 365 gives healthcare organizations the benefits of familiar, user-friendly productivity tools without the cost and risk associated with legacy, on-premises applications. Yet there’s much more to this story, since Office 365 also provides capabilities ideally suited to support a healthcare organization’s efficiency, cost control and patient care imperatives.

In the following pages, we’ll give healthcare decision-makers the information they need to build a business case for adopting Office 365. We’ll explain how Office 365 reflects Microsoft’s commitment to serving healthcare providers on their own terms, based on their unique business, compliance and patient-centered care needs. And we’ll provide a set of next steps to put your own healthcare organization on the path to sustainable profitability with the help of Office 365.

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The Healthcare Challenge: Charting a Path to Sustainable Success

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Today, healthcare organizations must address shrinking margins, cost-control pressures and compliance mandates, while staying ahead of new competitors, shifting business models and evolving consumer expectations.

Many healthcare organizations have adopted the “Triple Aim”2— reducing costs, maximizing quality of care and focusing on population health — as a foundation for addressing these challenges. As a result, providers have also adapted new care models and healthcare skillsets, all of which demand new and innovative approaches to technology. As patient-centered care gains traction, for example, there’s a need for better education and knowledge-sharing among doctors, nurses and technicians; digital collaboration tools that reach across teams; and access to information on-the-go and across multiple devices.

In the healthcare business, however, information sharing doesn’t typically happen in a regulatory vacuum. Electronic medical records and Meaningful Use guidelines3 — which dictate how records are stored and used in pursuit of improved healthcare outcomes and better industry data — introduce new and formidable hurdles at all levels of an organization. For example, as healthcare providers refocus their Meaningful Use

2 The IHI Triple Aim. Institute for Healthcare Improvement.3 EHR Incentives & Certification. HealthIT.gov.

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efforts from data capture (stage 1) to advanced clinical processes (stage 2) and improved outcomes (stage 3), they face a delicate balancing act between data access and accountability.

The same caveats apply to HIPAA compliance issues that extend far beyond the walls of the healthcare enterprise, with HIPAA Business Associate obligations defining where, how and why partners, contractors, subcontractors and other providers impact an organization’s responsibility (and, perhaps, liability) for patient privacy.

Office 365 Powers a “Special Delivery” to New Parents Hackensack UMC deployed Exchange Online, Skype, Office 365, OneDrive, SharePoint, Windows and Yammer to build a highly connected hospital. This includes giving NICU nurses “one-button power” to share live video of a newborn baby with the parents.

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Healthcare Technology: New Rules Demand New Productivity Tools

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Over the past few years, technology has transformed the day-to-day work of a typical healthcare organization. Clipboards have morphed into tablets and smartphones, healthcare records and prescriptions have migrated from paper to pixels, telemedicine has taken off, and an array of other systems and tools — from location services to analytics — deliver actionable data and information that can potentially drive improvements in speed and quality of care.

Within this framework, clinicians and others expect instant access to information on the device and form factor of their choice. They demand familiar and user-friendly tools and applications that allow them to do their jobs better. Seamless communication and collaboration capabilities that align with patient-centric care practices is paramount. What’s more, in many cases, an organization’s ability to provide a tech-friendly environment — including a Bring Your Own Device (BYOD) framework — is crucial for attracting and retaining tech-savvy professionals. Millennials in particular, according to studies, take in to account an organization’s attitude towards new technology when they assess their career choices.

The volume of worldwide healthcare data is expected to grow by a factor of 50 from 2012 to 2020, according to Rock Health.4

4 Empowering health: Manage data and turn it into insights. Microsoft.

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The ‘new rules’ of digital healthcare also serve an organization’s business objectives. The same collaboration and communication tools, for example, can help providers achieve Meaningful Use goals. They can deliver and document compliance with government mandates and industry security standards. And they can facilitate enterprise data-sharing, reporting and analytics initiatives that power efficiency improvements and better quality of care.

A technology framework that supports all of this leads to a more productive and more sustainable organization. It also helps the enterprise manage costs and gain the flexibility and agility required for today’s fast-changing healthcare environment. This, in the end, is a healthy proposition for everyone involved.

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365 & UCSF Build Bridges for Healthcare Innovation

University of California San Francisco (UCSF) turned to Windows, SQL Server, Skype and Office 365 to foster academic innovation and collaboration among medical researchers.

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Rx for Success: 8 Ways Office 365 Promotes Healthcare Productivity

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Office 365 exemplifies the capabilities that set up healthcare providers for success. It bypasses the costs, risks and inefficiencies of legacy IT, and its familiar tools offer a smooth transition for users and superior ways to collaborate. The top-notch cloud security and compliance tools of Office 365 give healthcare organizations comprehensive oversight and controls.

A truly complete view of the practical benefits of adopting Office 365 in a healthcare business is beyond the scope of this E-book. Most organizations, however, can build a powerful business case on a short list of key capabilities:

Built for mobility. The Office 365 platform is designed from the ground up to support mobility. The applications work on almost any computing device, including smartphones, tablets, laptops and desktop PCs. It spans operating systems and, tapping the power of the cloud and OneDrive, virtually eliminates document-sharing conflicts. In other words, clinicians and professionals never worry about accessing or sharing the information they need — exactly where, when and how they choose to access it.

Proven usability. Because professionals use a core of familiar, user-friendly Office applications, there’s virtually no learning curve associated with Office 365. The result, in terms of usability, is a turnkey migration that simplifies

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The debate over whether the cloud is suitable for business use is over: 96 percent of organizations now use cloud technology.5

5 The State of the Cloud Report. Right Scale.

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the process of learning new skills: Users never feel adrift or abandoned in an unfamiliar technology setting, and they are more likely to master Office 365 components through self-guided learning and intuition.

Sophisticated communication and collaboration. Office 365 is more than an online version of Word, Excel and PowerPoint. It’s a tightly integrated platform that builds powerful collaborative capabilities into these tools, based on the capabilities that are most likely to make a difference in users’ day-to-day work lives. In addition to file sharing in the cloud, teams can access, edit, manage and share files and data from any device in

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Office 365 Connects Distributed Research Teams with Real-Time Collaboration Clinical Research firm Chiltern adopted Exchange Online, Office 365, OneDrive, SharePoint, Windows and Yammer to unleash real-time collaboration within the company and with clients.

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OneDrive, SharePoint or Skype for Business, and engage in enhanced coauthoring. Users can collaborate with Skype for Business with videoconferencing, messaging and content-sharing tools. Files and people stay synced.

Security that “walks the walk” to help protect patient privacy. Office 365 delivers strong security features for healthcare organizations: robust mobile device management (MDM) tools to support secure BYOD policies; high-grade, end-to-end document and email encryption; enforced multi-factor authentication; data loss prevention (DLP) technology; and cutting-edge anti-spam and antivirus tools.

Compliance capabilities designed to support healthcare organizations. Microsoft has architected a cloud infrastructure based on extensive and ongoing research into HIPAA and other healthcare compliance mandates. Also keep in mind that Microsoft will sign a Business Associate Agreement with a healthcare organization — something to think about when assessing the costs and benefits of entrusting patient data with other providers.

Accessible insights. Office 365 applications — particularly Excel — deliver powerful and easy-to-use integrated analytics tools. For example, PowerQuery lets users combine and recombine both structure and unstructured data on-the-fly, PowerPivot helps analysts understand the relationships between data tables and tracks KPIs and other critical tasks, and PowerView lets users drill down into data to gain powerful insights.

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Storage solutions. Cloud storage allows users to work without having to remember to back up files and data. The process happens automatically and transparently. Combined with versioning information, eDiscovery and compliance features, it’s possible to find a specific document — and even drill down to a specific version of it.

Cost-effective computing resources. Office 365 delivers an economical and simplified approach to business software. It offers real-time cloud provisioning and resource delivery, as well as flexible, user-based licensing. The platform eliminates the need for a variety of other file-sharing and collaboration tools.

Microsoft, Office 365 & Healthcare Compliance: Security in the Cloud

We recognize that compliance isn’t just another bullet point for healthcare providers, and that transparency on this topic is extremely important. Microsoft’s HIPAA Secure Now! site gives healthcare decision-makers a more detailed overview of how Office 365 supports the industry’s compliance objectives, including links to detailed technical documentation. We also recommend reviewing the “HIPAA and the HITECH Act” section of our Microsoft Trust Center site, which offers a broader view of healthcare compliance in the Microsoft cloud.

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Getting Ready for Office 365

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A Quick Guide to Gathering Key Requirements

Migrating to Office 365 can be a very fast process or a more involved effort, depending on how and why your organization uses its legacy productivity tools. The best way to prepare for a more involved, and perhaps more complex, migration process is to begin with relatively simple questions that capture essential — but often surprisingly overlooked — information about your users and their needs:

• Know your preferences. Ask the big-picture questions first: Who are your organization’s most critical productivity software users? How would you prioritize their needs? Do certain groups (i.e. business analysts, physicians) depend more than usual on certain tools or even certain features? Understanding who uses your current tools, how they use them and how they relate to technology in general gives you a starting point for a smart and sustainable migration plan.

• Develop an identity schema. If your organization uses Active Directory for user authentication and identity management, work with your IT group to gather the right information to define your configuration and requirements.

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• Size up your email. Review your existing email requirements, including the number of users, domain-name and address conventions, mailbox size limits and current security / management policies.

• Understand your collaboration requirements. Identify organizational requirements for sharing documents, supporting real-time voice and video collaboration, adding or migrating voice-over IP services, and using IM or social media tools. Office 365 offers capabilities that cover these and other communication needs, and the migration process can set priorities for when and where to implement each service.

• Identify and catalog custom Office elements. Understand which customizations your organization requires, any added features or macros you need, and how to deploy the new platform and make the transition as seamless as possible.

Begin with questions that capture essential information about your users and their needs.

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Next Steps for Success: Making Your Move to Office 365

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Ready to get moving and begin an Office 365 migration? Begin with these next-step actions to start the process and keep it moving in the right direction:

• Lay the foundation. Schedule a demo and then set up a trial to evaluate the software to understand how it impacts your organization, changes workflows and introduces improvements. Start with a legacy system and software inventory; identify your user needs and the requirements for different segments; prioritize different user groups for a migration; identify a vanguard group to pilot the software; and create a roadmap for the migration, including a realistic plan to add workloads and roles.

• Conduct the necessary due-diligence. Microsoft is proud of its healthcare compliance capabilities and considers it important for providers to learn for themselves how Office 365 helps protect patient privacy and security. At the same time, the Office 365 platform can conduct eDiscovery across Microsoft Exchange Server, SharePoint, Skype for Business and file shares, simplifying the process of uncovering and understanding your security needs.

• Work with a qualified implementation partner. Microsoft and its network of partners, including Gold Certified Systems integrators, deliver the competency and specific industry expertise to oversee the implementation process and ensure that the platform is installed with the right controls, tools and features.

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Can OneDrive for Business Up Your Compliance Game?

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Every healthcare organization is unique in some way, but they all agree on one point: Data storage puts seemingly insatiable demands on their time and resources. OneDrive for Business offers an answer: a cost-effective, compliant and virtually bottomless storage solution that eliminates a major source of IT cost, complexity and data-loss risk.

Compliance is obviously a major concern for healthcare providers, and the following checklist can reveal ways that OneDrive upgrades a typical provider’s ability to store important data while minimizing compliance risks:

3 Are you certain that all employees are using cloud storage vendors that provide airtight HIPAA Business Associate certification?

3 Does your organization have robust security tools for document-sharing, including strong authentication, document protection, encryption, data loss prevention (DLP) and antivirus/malware protection?

3 Does your organization have the technology in place to think beyond the electronic health record system and tackle tough Meaningful Use stage 2 and 3 requirements?

Data storage puts seemingly insatiable demands on your time and resources. OneDrive for Business offers an answer.

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3 Do employees have access to the latest version of files across devices wherever they may be working? Can they share files and know with complete assurance that any and all versions of a document are available?

3 Does your organization have a system in place that prevents documents from being sent if they fall outside the scope of established security and privacy requirements, such as HIPAA?

If you answered “no” to even just one question, consider how Office 365 and OneDrive for Business can help keep your organization in compliance.

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Conclusion: Office 365 Is the Best Medicine

Healthcare organizations are at a crossroads with their technology choices. They can attempt to maintain legacy software and hardware models that may offer a perceived sense of control and security — but that actually harbor significant, hidden security and compliance risks. They can attempt to adapt in an environment where disruptive change is now the norm, relying on legacy technology built for much less dynamic and demanding situations. They may survive, but this is not an approach that offers a realistic path to consistent profitability — or to quality care.

Office 365 and the cloud don’t just help solve these problems; they offer solutions that are incredibly cost-effective, highly secure and reliable, and engineered to support productivity and growth. Healthcare providers that adopt Office 365 get the right tools to address the challenges they face today and in the future — and a path away from legacy tools built for yesterday’s business realities.

How we work has changed. How do you know that you’re making the best use of technology to make your business as efficient as possible? Register now for a 30-minute visual demonstration of Office 365, and learn how it can propel your business to new levels of productivity.