Company Overview

OBGYN Obstetrics and Gynecology, P.C. is an outpatient medical office that provides medical services to women. There are three locations in total, OBGYN been the largest with a client-server network that might not work at an optimum level.

The company’s most frequent problems have been failed communications, e-mail problems, lack of a robust back up solution, current anti-virus, installation of firewall and anti-spam filter services, connectivity and performance issues.

OBGYN is currently expanding by opening new offices and progressing towards becoming a full scale-one stop medical center.

OBGYN management decided that to grow the company, they needed to improve customer service, keep costs down by standardizing many of its processes, update its computer systems, deploy servers to consolidate applications and thus some of the company’s everyday functions, avoid loss of productivity, loss of lab orders and lab results, expedite customers’ waiting time for lab results and increase the speed and accuracy of businessdecisions as well as the customer service and satisfaction.

Situation

OBGYN is a company that employs around 40 people. The organization is run using sound business practices. NIT Connect’s mission is to help OBGYN to use technology in an eort to help the company achieve its mandate in an ecient, cost eective manner.

NIT Connect has conducted an assessment of OBGYN’s current IT infrastructure and has summarized key ndings. NIT Connect has also provided initial recommendations addressing infrastructure requirements, focusing mostly on areas that should be considered in the near to intermediate term.

The overall objectives of NIT Connect in assessing OBGYN are the following:

• Evaluate compliance with government rules and regulations as applied to health care practices.
• Evaluate the current network infrastructure architecture.
• Evaluate business requirements necessary for future network design and planning.
• Design and propose solutions based on need.
• Recognize threats to network and operational security.
• Take Care of all current and future software and hardware needs of the company, so that it can increase productivity, contribute to the company’s bottom line, save time by making specic repetitive tasks easier and faster to perform.
• Help all personnel to concentrate on their everyday tasks without worrying about technical issues, failures or long interruptions in their daily jobs.

Solution

NIT Connect has deployed on behalf of OBGYN, Microsoft Windows Small Business Server 2003 Premium Edition, which is part of Windows Server System™ integrated server software, to replace manual workloads with automated business processes. This Server comes with a set of integrated technologies that assist productivity in many dierent business areas, like connected productivity technologies such as Microsoft Exchange Server 2003 and Windows SharePoint® Services that can enable OBGYN to create Web sites for information sharing and document collaboration.

Benefits

The benefits for OBGYN after implementing NIT Connect’s proposals were multiple, but they can be summarized mainly as follows:

• By implementing the HLD7 solution along with the appropriate network infrastructure solution, OBGYN increased productivity, patient satisfaction, speed of service, eliminated downtime, e-mail crushes and other failures, complied with government rules and regulations as applied to health care practices, eliminated threats to network and operational security, took care of any current and future software and hardware needs of the company, eliminated time waste by making specific repetitive tasks easier and faster to perform and finally helped personnel to concentrate on their daily tasks without having to deal with any unnecessary technical issues.
• With its new desktop productivity and server environment, OBGYN has an integrated set of technologies that provides the foundation for a new way of doing business. It has already benefited OBGYN in two major ways: improved individual and team productivity has been enabled through better communication and collaboration tools, and simplified IT management has been enabled through a complete, affordable network solution. These benefits help deliver reduced IT costs, improved data and network security, enhanced mobility, and better customer service.
• The new IT infrastructure takes less time to maintain, has no downtime or failures and a new set of communication and collaboration tools. OBGYN employees are increasing their productivity through better information management, improved mobility, and newly automated business processes. For a company of 40 people, this saves approximately 120 hours a week, equating to the workload of three employees that OBGYN does not have to hire.
• Employees have also benefited from Microsoft Office Outlook® 2003 messaging and collaboration client that helps manage and organize information, tasks, calendars, and meetings. “Outlook 2003 is helping us by keeping everyone up-to-date with meeting schedules,” says Fran, one of the OBGYN managers.
• OBGYN employees can now stay connected with one another and with business information and office work while they’re away from the office. “Now our employees have the option to work anywhere, anytime,” says Ella, the company’s office manager. “When they’re traveling, they can log on to the site to access the files and documents that reside on their office computer. And because Exchange Server 2003 technology enables us to use a Web based e-mail program called Microsoft Office Outlook Web Access, our users have more secure, remote Web access to all their e-mail, scheduling, and contacts.”
• The proposed infrastructure has also enabled OBGYN to improve customer service and connect with its clients in new and mutually beneficial ways. Customers waiting time for lab results have dropped to half, and thus OBGYN can process more clients with the same amount of employees. Also, because of File Management, employees can service customers faster and more effectively.
• OBGYN infrastructure has also been designed around the redundancy concept, meaning that future expansion of employees and/or offices has been taken into consideration. Furthermore, doctors who might want to work from another office or from home save many hours every month providing support for OBGYN.
• Finally, the company has also simplified security management because of firewall and new configurations that will protect patients’ data and achieve compliance with HIPPA regulations.

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