HIPAA Compliance, Google Docs, and New Ways of Working
About Utah Navajo Health System
The Utah Navajo Health System is a not-for-profit Community Health Center providing medical, dental and behavioral health care in neighborhoods throughout Southern Utah. Serving thousand of community members. Given the rural location and the medically underserved population, UNHS is proud to be a federally designated 330(e) Community Health Center system. With several facilities & over 500 support staff & provides across UNHS, technology is critical to maintaining financial viability and operating efficiency. IT leadership reached out to Google in the Spring of ‘18 to discuss workplace collaboration across UNHS, and Google brought in HiView to assist with the evaluation & rollout planning for G Suite.
In early conversations with UNHS IT Leadership, our team identified a few core objectives for UNHS:
Move to the Cloud. Replace aging legacy on-premise servers with G Suite, shifting all communication & file storage systems to Google’s Cloud.
Improve Collaboration. Many support staff voiced support for the project early on, asking to use products like Google Docs at the office. A move to G Suite enables employees to work with each other in Google Docs, while maintaining HIPAA Compliance.
The HiView G Suite team utilized a 3-phased approach to the G Suite Deployment for UNHS:
Phase #1 Core IT
Phase #2 Early Adopters
Phase #3 Global Go-Live (entire org)
Phase #1 “Core IT” included detailed G Suite Admin Training for the UNHS IT team, as well as a small rollout of G Suite to about 15 team members. This allowed the UNHS team to become familiar with administering G Suite and better understand what the transition for employees will entail. This phase is also a great opportunity to identify any dependencies on the old system, and gives the combined HiView/UNHS project team enough time to develop solutions in G Suite.
Phase #2 “Early Adopter” was the opportunity to test-drive the change management assets and overall user experience that our team put together for the move to G Suite. About 10% of the organization receives communications, attends trainings, and switches over to G Suite from their legacy system. In this case, the early adopter group comprised of ~120 people in total. The project team gathers important feedback from employees about their experience, helping improve the plan for the remaining 90% of the organization. Further, we ask these early adopters to serve as “Google Guides,” creating a peer-support network which helps with the Global Go-live.
Phase #3 “Global Go-live” included all the change management elements delivered to the Early Adopter Phase, but also some additional remote instructor-led webinar trainings & onsite training. HiView consultants fly out to Southern Utah to lead training sessions and ensure that people had all their questions answered. One notable experience to highlight was watching a group of employees collaborate in a Google Docs in the Navajo language, with sentences of English interspersed.
With the initial G Suite rollout complete, the UNHS team is looking toward longer-term adoption efforts, with the goal of standardizing around G Suite as a single platform for workplace collaboration. Under an agreed Premium Account Management Package, HiView will continue to support UNHS for the foreseeable future, helping to plan & deliver additional trainings, and ensure new features that come to G Suite are take advantage of.