Ipswich Hospital NHS Trust

How Ipswich Hospital reduced the cost of printed materials and improved productivity

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The Customer

Location: Suffolk, England

Industry: Healthcare

Products: DatAnywhere

Ipswich Hospital NHS Trust is a busy district general hospital in Suffolk, England. Its 3,500 employees provide a wide range of emergency, medical, surgical, and maternity services to the population of East Suffolk, England and serves a catchment area of approximately 360,000 people.

My team and I can see what is being shared and with whom, which is something we couldn’t do without Varonis.

– Karl Kroger, data and security administrator, Ipswich Hospital

Business Requirements

File sharing with internal staff, volunteer non-executive directors, and third party organisations such as legal firms, insurance companies and other medical professions, while adhering to the Information Governance Check List. A group of Accident and Emergency Consultants working in this busy department wanted to be able to share and view the work schedule, which often changed at the last minute, while away from the hospital. To do this they were using a cloud based service. Via DatAnywhere, the emergency team can now access and change a central work schedule that encompasses every shift for the whole department.

Karl Kroger, Ipswich Hospital’s data and security administrator: “Our emergency doctors, who can sometimes be less accessible simply because they are just so busy and work shifts, have been able to get up and running with minimal interaction from IT. Feedback about DatAnywhere has been that it’s intuitive − there have been no issues of anyone not understanding what is required.”

The hospital has several boards and committees comprised of employees, external members of the public, and volunteer non-executive directors. Before each meeting, board papers would be produced printed and circulated. On occasion, due to last minute changes, information would be emailed which was far from ideal due to the sensitive nature of the documents. Ipswich Hospital now uses DatAnywhere to circulate confidential board materials to its non-executive directors, whom have all responded positively to the solution. They can access prepared documents instantly, which can be updated right up to the start of, and viewed throughout their meetings.

Reduce costs and increase productivity

Before each board and committee meeting, papers would be produced. Historically these were printed and circulated – an expensive and labour intensive procedure. The added frustration was, often, items would change or be added to the agenda which would mean reprinting and circulating the papers at the last minute.

Retain control of what is being shared and with whom:

Sharing patient documents with third parties such as legal firms, insurance companies and other medical professionals previously meant sending printed materials. By creating a dedicated, easy to manage environment where confidential materials are stored, and using DatAnywhere to provision access, Ipswich Hospital now retains strict control over what is published outside of the hospital. “My team and I can see what is being shared and with whom – something we couldn’t do without Varonis,” says Karl.

The Varonis Solution

Varonis DatAnywhere Using Varonis DatAnywhere, Ipswich Hospital created a dedicated environment where confidential information such as board and committee papers and meeting minutes (for example, containing future plans and initiatives under evaluation, that could cause unnecessary upset if disclosed before formalised), can be stored.

Occasionally DatAnywhere is also used to share confidential information such as patient files with external third-party organisations, or even large files such as repository logs. Strict control must be maintained over what is published outside of the Hospital; DatAnywhere keeps all data in their existing file services environment, so the information doesn’t actually leave the hospital’s system and Ipswich Hospital’s manageability is kept simple.

Karl adds, “The requirement came up at short notice so we didn’t really have long to research the market. We did an internet search and found Varonis – on paper DatAnywhere looked really good because it would allow us to keep the data on our systems yet share it externally when needed. Overall it would do the job we wanted and was reasonably priced. What won us over was how helpful they [Varonis] were. Its representatives were keen and helped set up a demo, and were able to move quickly to get us up and working in a matter of days.”

Results

Improved Productivity and Efficiency

DatAnywhere his dramatically reduced the cost of printed materials, and improved productivity for both the admin team responsible for preparing papers but also the board members who can view materials when convenient to them.

Reduced Risk

Looking at a specific user case, Ipswich Hospital has also found DatAnywhere useful when sharing patient documents with third parties. Karl added, “DatAnywhere has introduced a number of benefits. We now have the ability to share files with third parties – for example, we sometimes have requests to view the ‘log files’ [recorded network activity which can be used to isolate errors, or unusual behaviour, within the enterprise] which are very large, and we can use DatAnywhere to do this.”