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Clinic chooses cloud-based email to avoid $14,000 in IT costs and improve efficiency

Note: This is an abbreviated version of a case study. Read the full case study and other Office 365 customer stories at www.microsoft.com/casestudies.

Overview

Advanced Orthopedic and Sports Medicine Specialists in Denver, Colorado, worked with Solve IT to replace its on-premises messaging solution with Microsoft Exchange Online. A cloud-based email service that is part of Microsoft Office 365, Exchange Online fulfills the clinic’s patient confidentiality requirements and saved US$14,000 in IT costs in the first year. Staffers access email on a variety of mobile devices, improving teamwork and patient care.

Business Needs

To work effectively as a team and provide patient-centric care across the organization’s two clinics, the staff at Advanced Orthopedic and Sports Medicine Specialists needs reliable, easily accessible email. However, the email service within the Windows Small Business Server 2003 solution running on-premises at Advanced Orthopedic was outdated.

“Email is critical for our internal processes and timely patient care, but we were beginning to experience downtime, which affected our service,” says Dr. Davis Hurley, Chief Executive Officer at Advanced Orthopedic and Sports Medicine Specialists.

Solution

The staff at Advanced Orthopedic sat down with Solve IT to look at its options for a new email solution. To simplify the overall IT infrastructure and reduce server acquisition and management costs, Solve IT suggested moving email to the cloud and using Microsoft Exchange Online, the email and calendaring service that is part of Microsoft Office 365. Solve IT also deployed Microsoft Office 2010 on all computers.

Benefits

With Exchange Online, Advanced Orthopedic gains the benefits of cloud-based email without sacrificing the enterprise-grade capabilities provided by a Microsoft Exchange solution. Since subscribing to the service, the orthopedic practice has experienced the following benefits:

Reduced costs. By moving its email service to the cloud, Advanced Orthopedic will avoid future server acquisition and support costs. “Continuing to upgrade servers and software every three years is costly for us,” says Dr. Hurley. “If we had upgraded our on-premises messaging solution, we would have had to spend approximately [US]$10,000 on hardware and software licenses and continue to pay approximately $4,200 a year on support costs. We prefer predictable, monthly subscription costs to large capital outlays.”

Improved mobile experience. With Exchange Online, Advanced Orthopedic gains a reliable web mail solution that works on everyone’s mobile devices. Now doctors don’t have to wait until they return to the clinic to reply to email or communicate with support staff. “With Exchange Online, we gain reliable, mobile access to email, and we can send x-rays in attachments without worrying about file size or patient confidentiality,” says Dr. Hurley. “Everyone is so much more efficient.”

Improved productivity. The Outlook 2010 email client and Outlook Web App share the same intuitive user interface that Advanced Ortho staffers find full of timesaving features. “My administrative assistant can group email messages; some don’t need to be read right away and others do,” says Dr. Hurley. “She can easily set rules for filing and archiving email messages and use the search function to retrieve data that we like to enter in our other systems.”

This is an abbreviated version of a case study. Read the full case study and other Office 365 customer stories at www.microsoft.com/casestudies.