Case Study: Transforming a Virginia Medical Practice with Comprehensive Managed IT Services
- Ernesto Felixovich Ramirez
- Jun 27
- 3 min read
The Challenge
A Virginia-based medical practice with four offices was struggling with an inefficient IT infrastructure managed by a large Philadelphia-based IT service provider. Their electronic medical record (EMR) software ran on a virtual server that suffered from persistent connectivity issues and slow access, hindering operational efficiency. User provisioning was cumbersome, and the absence of a domain-connected system meant computers operated in silos, with no centralized auditing or security measures. Document sharing relied on the server or insecure email attachments, posing significant risks to HIPAA compliance. The practice needed a robust solution to modernize their IT environment, enhance cybersecurity, and ensure seamless operations across all locations.
The Solution: A Digital Transformation with Pronto Tech
Pronto Tech, a trusted provider of managed IT services, stepped in to overhaul the practice’s IT infrastructure through strategic IT consulting and proactive IT support. Our team conducted a thorough assessment and implemented a comprehensive digital transformation plan tailored to the practice’s needs, prioritizing cybersecurity, IT compliance services, and operational efficiency.
Cloud Migration to AWS EC2
To address connectivity and performance issues, Pronto Tech migrated the practice’s EMR virtual server to Amazon Web Services (AWS) EC2. This cloud-based solution ensured high availability, scalability, and faster access to critical applications, eliminating the bottlenecks of the previous setup.
Ongoing Migration to Cloud-Based EMR
Building on the success of the EC2 migration, Pronto Tech is currently assisting the practice in transitioning from their EC2-based EMR to a fully cloud-based EMR solution. This migration enhances scalability, reduces maintenance overhead, and further optimizes performance for the practice’s critical systems.
Microsoft 365 and Intune Integration
We upgraded the practice’s Microsoft 365 licenses to include Intune, enabling centralized device management. All office computers were connected to a domain via Intune, with cybersecurity and compliance policies automatically applied. This allowed physicians, physician assistants, and staff to securely log in to any computer across the four offices using their M365 credentials, enhancing mobility and productivity.
Multi-Factor Authentication (MFA) for Enhanced Security
To strengthen cybersecurity, ProntoTech implemented Multi-Factor Authentication (MFA) across all systems and user accounts. This additional layer of security ensured that only authorized personnel could access sensitive systems, significantly reducing the risk of unauthorized access.
Email Encryption for Secure Communication
To address the risks associated with emailing sensitive patient information, Pronto Tech implemented email encryption within the Microsoft 365 environment. This ensured that all email communications containing protected health information (PHI) were securely encrypted, aligning with HIPAA requirements and safeguarding patient data.
Streamlined File Sharing with Teams and SharePoint
To replace insecure email-based file sharing, Pronto Tech implemented Microsoft Teams and SharePoint for secure, collaborative document management. This transition improved workflow efficiency and ensured all data handling adhered to HIPAA requirements.
Advanced Cybersecurity with Defender and Sentinel
We deployed Microsoft Defender for endpoint protection and Microsoft Sentinel for Security Information and Event Management (SIEM). These tools provided real-time threat detection, monitoring, and response, safeguarding sensitive patient data and ensuring IT compliance services aligned with HIPAA standards.
Centralized Wi-Fi for Seamless Connectivity
A centralized Wi-Fi system was deployed across all four offices, enabling employees to roam seamlessly with their devices and maintain reliable connectivity. This upgrade eliminated connectivity disruptions and supported a more flexible, mobile workforce.
HIPAA-Compliant DLP and Employee Training
To further ensure IT compliance services, Data Loss Prevention (DLP) policies were implemented to protect sensitive patient information. Additionally, Pronto Tech introduced periodic cybersecurity training for employees, fostering a culture of compliance and awareness to mitigate risks.
24/7 Help Desk Support Services
Pronto Tech’s Help Desk support services provided round-the-clock assistance, ensuring rapid resolution of any IT issues. This proactive IT support minimized downtime and kept the practice’s operations running smoothly.
The Results
The digital transformation led by Pronto Tech resolved all of the practice’s IT challenges and delivered measurable improvements:
Enhanced Performance: Migrating to AWS EC2 eliminated connectivity issues and provided fast, reliable access to EMR software, with the ongoing cloud-based EMR migration promising even greater efficiency.
Robust Cybersecurity: MFA, email encryption, Defender, Sentinel, and DLP policies ensured comprehensive protection of sensitive data, achieving full HIPAA compliance.
Improved Mobility: Intune-enabled domain connectivity allowed staff to securely access systems from any office, boosting operational flexibility.
Streamlined Collaboration: Teams and SharePoint, combined with secure email encryption, transformed file sharing and communication, improving efficiency and security.
Seamless Connectivity: The centralized Wi-Fi system enabled uninterrupted device roaming across all locations.
Proactive Support: Our help desk support services ensured quick resolution of issues, minimizing disruptions.
Why Pronto Tech?
This case study showcases Pronto Tech’s expertise in delivering managed IT services, IT consulting, and IT compliance services tailored to the unique needs of healthcare providers. By combining cutting-edge technology with proactive IT support and a commitment to cybersecurity, we empowered this Virginia medical practice to focus on patient care while maintaining a secure, efficient, and compliant IT environment.
Ready to transform your business with Pronto Tech’s Managed IT services? Visit pronto-tech.com/contact to learn how we can drive your digital transformation.
