Solution Spotlight

Third Party Support

Tue, 26 Nov 2024 17:52:38 GMT

Most health systems pay for support and/or maintenance on hardware and software on an annual or multi-year basis. This includes clinical and financial software applications and desktop and network equipment, as well as data center hardware and software. Usually, support is manufacturer-provided and purchased either directly or through a Value Added Reseller (VAR).

Third Party Maintenance (TPM) - Original Equipment Manufacturer (OEM)-authorized/OEM-independent maintenance – is increasingly common in the hardware and software support market, with a thriving ecosystem of independent support providers for specific software, server, storage and networking equipment. IT organizations selectively use TPM providers to cost-effectively extend IT asset life and control OEM-forced upgrades. TPM, also known as aftermarket hardware and/or software support or post-warranty support, is popular when equipment warranty or service agreements end. TPM can be a cost-effective alternative to OEM support.

TPM can offer multiple benefits:

Cost: TPM providers are typcially significantly less expensive than the OEM
Flexibility: TPM can be more flexible than OEM support.
Responsiveness: TPM can often be more responsive to issues than OEM support.
Communication: TPM providers are directly linked to OEM Level 3 support.
Expertise: TPM providers offer broad expertise in hardware/software brands and manufacturers.
Remote monitoring: TPM can provide remote monitoring to help identify potential network issues that could expose company data to cyber threats.

TPM services can include:

Software support including security patching
Hardware support to include
Replacement or repair of hardware
On-site engineering assistance
Remote monitoring
Operating support
Data backup

CASE STUDIES

A Southwest children’s hospital was renewing hardware support on its data storage equipment. After thorough evaluation of its requirements, they decided to identify and solicit bids for 3rd party support for one year. One requirement was that the selected vendor had certified engineers and replacement hardware, if needed. Additionally, the vendor needed to have the ability to integrate into the hospital’s trouble ticket system. With Optisave’s guidance, an appropriate 3rd party vendor was selected, and at a 60% lower cost than OEM support.

The Microsoft Unified Support agreement was coming up for renewal at large Mid-Atlantic health system. Renewal cost was far greater than the health system had budgeted so they were willing to look outside Microsoft for support. Several qualified vendors were identified and an RFI was issued. Ultimately the health system worked with Optisave experts to select a vendor that not only had a significant amount of experience with health systems, but was also more than half the cost of what Microsoft was going to charge for the renewal.

Optisave works with healthcare, financial services, manufacturing, and other complex organizations to determine whether Third Party Maintenance is right for them and select the ideal provider. Contact us today to start a conversation.

Evan Katzman

Managing Director at Optisave, LLC

Contact Center

Tue, 02 May 2023 19:38:05 GMT

Contact Centers play a crucial role in achieving superior customer service . This may include Digital Front Door, Internal Help Desk, and all other communications contacts, internal or external to the organization, inbound, outbound, or blended.

Digital Front Door is a top, evolving priority in customer-facing organizations. For health systems, enabling capabilities such as Digital Symptom Checker, Online Appointment Scheduling, Provider Search, Patient Intake Technologies, Virtual Waiting Rooms, Telehealth Visits, and Digital Billing are now prevalent. Optimization of the Contact Center IT backbone - solution selection, and related workforce planning - is key.

Since 2001, we’ve worked with top healthcare systems to assure vendor solutions and IT infrastructure meet their requirements and maximize value. Optisave, with its best-in-class processes and market intelligence, partners with clients to manage the Request for Proposal (RFP) process for Contact Center solutions, from solution identification and team formation to contract execution. We deliver strategic sourcing, competitive pricing, ideal contract terms, and workforce assessment and rationalization.

Whether managing an immediate purchase or working long term with C-Suite, IT, and Supply Chain decision makers to develop a Contact Center Management strategy, involving Optisave is highly advantageous, saving time, resources, and money, and maximizing customer satisfaction.

CASE STUDY

Situation:

A large western healthcare system sought to address their digital front door strategy to create a consistent customer interface across their broad network of facilities. A self-service scheduling and bill pay solution was already under deployment. Optisave was then engaged to specifically source a contact center primary point of interface solution. This was part of an overall engagement which identified $4M in annual client savings.

Optisave Involvement:

Documented service requirements and key systems for integration
Managed vendor evaluation and selection process
Negotiated vendor agreement
Aligned selected vendor solutions with current/anticipated requirements

Benefits Achieved:

By developing a Contact Center solution for the client, Optisave provided significant value improvement to patients and a simplified operation:
Reduced customer wait times
Streamlined process across system locations
Enhanced functionality for workforce management and optimization

Speak to Optisave today to discuss ideal Contact Center solutions for your organization.

Evan Katzman

Managing Director at Optisave, LLC

Mergers & Acquisitions

Fri, 15 Jul 2022 22:12:58 GMT

Optisave’s integrated advisory services provide solutions to key IT issues challenging organizations today. With consolidation and reorganization in complex industries such as healthcare, manufacturing and financial services, an important, yet often overlooked factor is how to optimize IT products and services after organizational transition.

Our experts partner with IT, purchasing, and financial decision makers to assist organizations grappling with how to consolidate IT services, applications and staff after acquisition, merger, divestiture or spin-off.

CASE STUDIES

Merger:

Spearheading Complex IT Integration of Two National Home Healthcare Companies

When the nation’s second and third largest home health care companies merged their combined 700 locations and 30,000 employees, they called on Optisave to guide the way. Working with company leadership, Optisave helped the new entity realize $5M in savings .

Developing IT integration plans
Integrating IT workforce to reduce redundancy and maximize talent pool
Unifying divergent email systems

Identifying Significant Savings and Efficiencies after Merger of 100+ Hospitals, creating one of the nation’s largest Catholic Health Systems

Optisave helped integrate the products, services, and contracts of the new mega-health system, identifying $20M annual savings . Our team worked with the resulting entity’s IT and supply chain leaders to optimize IT services such as Microsoft, IBM Hardware/Software, and 3M medical coding tools.

Divestiture:

Building Autonomous IT Structure for Newly Independent Alaska Hospital

After an Alaska hospital decided to divest from a major regional healthcare system to maintain more local control, Optisave provided invaluable guidance. Our consultants helped renegotiate over 100 IT contracts as they transitioned to independent operations. These included agreements with vendors such as Cerner, Microsoft, Infor and more.

Is your organization undergoing M&A or other major organizational change?

If so, Contact Optisave today.
We can review IT impacts and recommend best practices for YOUR success.

Evan Katzman

Managing Director at Optisave, LLC

IT Contract Utilization Assessment

Wed, 23 Feb 2022 19:40:53 GMT

Optisave Assesses IT Product and Services Utilization to Avoid Costly Contract Overages

Optisave, LLC assesses clients’ IT hardware, software and telecom services to help optimize IT purchasing and support contracts for appropriate configuration, utilization and licensing requirements. For any organization, and especially businesses experiencing revenue challenges or unforecasted expenses, this often over-looked review can be a critical tool to avoid unnecessary costs. Optisave helps financial and IT purchasing decision-makers at large hospitals and healthcare systems to “right-size” their contracts to minimize costs.

CASE STUDy

Optisave, LLC worked with a large New England-based health system to review a software contract renewal which included perpetual licenses for 750 concurrent users. Before renewing the agreement, Optisave recommended the vendor provide a 12-month utilization report indicating the number of concurrent users utilizing the software on a monthly basis.

After reviewing the report, it was determined that the number of concurrent users never exceeded 115 in any month. Optisave consulted with the stakeholder to understand future use of the software and recommended renewing the software agreement with a maximum of 150 concurrent users. This reduced the cost for the client by 80%.

About Optisave

Optisave provides comprehensive IT cost reduction & performance improvement advisory services.

For nearly two decades, Optisave’s team of experts has completed hundreds of client engagements including thousands of individual initiatives for organizations across the nation. Optisave consultants have the experience and reputation of working with large organizations and top hospitals in the US.

As technologists with roots in the healthcare industry, we provide significant benefits to customers with complex IT needs, in industries such as hospitals/healthcare, life sciences/pharmaceuticals, financial services, and manufacturing. For healthcare providers alone, our work has produced more than $1B in combined savings.

Speak to Optisave for an IT Contract utilization review. Start reducing unnecessary overspending today!

Evan Katzman

Managing Director at Optisave, LLC

Contract Review

Wed, 23 Feb 2022 14:53:46 GMT

Optisave provides comprehensive IT cost reduction & performance improvement advisory services. For nearly two decades, Optisave’s team of experts has completed hundreds of client engagements including thousands of individual initiatives for hospitals, health care systems and other IT- intensive organizations nationwide. Part and parcel of our extensive IT advisory services includes in-depth contract review for over 400 clients.

Our experienced IT consultants offer an expert, detailed and time-saving review of IT contracts including pricing, terms & conditions, utilization, and length of term. Having reviewed thousands of contracts for our clients, we can guide purchasing and IT decision makers to enter the most favorable, best-in-class and cost-effective contracts that provide flexibility for changes to comply with organizational and/or regulatory environment. Optisave’s experts can help you save money and time, and reduce risk. These days when staff - including IT analysts and purchasing personnel - are stretched thin, our Optisave experts can be a critical part of the team.

Optisave includes contract review as part of our comprehensive IT optimization advisory services. However, we can also provide this service as a stand-alone offering on a fee basis, appropriate for organizations with more limited IT advisory needs or resources.

CASE STUDy

For more than 3-years we have provided contract review services for a major Midwest academic medical center and health system, becoming a trusted partner of both the IT organization and the procurement group. We have been reviewing IT contracts for the purchase of hardware and software as well as maintenance contracts, support agreements and professional services. As part of the engagement, we’ve constructed a “Contract Playbook” which identifies best-in-class business terms and conditions for IT contracts as well as incorporating our client’s legal requirements. The results have been better agreements, quicker turnaround and, in some cases, reduced cost.

Speak to Optisave today about IT Contract Review. Take advantage of our extensive IT contract and benchmarking knowledge.

Evan Katzman

Managing Director at Optisave, LLC

Business Intelligence

Thu, 13 Jan 2022 21:01:18 GMT

Business Intelligence (BI) is the use of data by complex entities such as health systems or integrated delivery networks (IDNs), manufacturing, or financial services organizations to help make timely and appropriate business and operating decisions. The purpose of BI is three-fold:

Descriptive – What happened in the past?
Predictive – What is likely to happen in the future?
Prescriptive – What course of action should we take?

Key Elements of Business Intelligence:

Data Repository - serves as a “single source of truth” (e.g., Epic or Meditech) with ability to connect third-party tools (e.g., Tableau)
Data Consistency & Quality – fosters data trust and enables sharing of clinical/business knowledge
Access to Data – ability for properly trained, authorized end-users to create reports to understand the business/clinical information of the organization.
Effective Governance – ensures BI process is operating smoothly, communicates KPIs, and plans for future enhancements.

What help does Optisave provide hospitals and other IT-intensive organizations to optimize Business Intelligence?

Optisave provides valuable strategic advice and implementation guidance based on best practices in Business Intelligence, in these critical areas:

Project Management
Staffing/Training
Process and Procedures

CASE STUDIES

Large nationwide hospital system:

Moved BI function under IT
Prioritized and implemented Physician Enterprise enhancements (Tableau connected to Epic First and incorporated Press Ganey)
Developed and agreed upon BI IDB Charter based on go-forward observations
Filled BI Leadership positions and developed staffing model and rollout plan that improves service levels
Created self-service training & education/certification program

Top-rated private non-profit teaching hospital in New England:

Developed framework to reorganize and consolidate Business Intelligence Reporting (BIR) under IT
Provided guidelines to build BIR charter based on go-forward observations
Shared best practices to build optimal data repository including remediating existing information
Generated strategy and rollout plan for BIR Project Management and Procedures
Created BIR Dashboard

Contact Optisave Today to assess your Business Intelligence approach, and to develop a strategy to leverage BI, minimize cost and maximize the success of your organization.

Evan Katzman

Managing Director at Optisave, LLC

Best of 2021

Sat, 01 Jan 2022 15:28:05 GMT

This year, more than ever, healthcare systems and other complex data and technology-intensive entities realized that IT is the essential glue binding all mission-critical operations and touching all parts of the organization.

Optisave was engaged by 27 major health systems this year to help reduce cost, maximize IT efficiency and performance, and to create a sourcing frameworks for successful future IT purchasing and an improved financial position.

Selected Successes With Comprehensive Cost Reduction Totals:

Well known Texas-based academic medical center - $8M
Major faith-based West Coast health system - $4M
Large upstate not-for-profit New York hospital- $7M

Key Focus Areas:

Digital Transformation including movement to cloud, remote workforce, and Business Intelligence, etc
Workforce Rationalization
Microsoft Licensure Optimization, Cerner/Epic cost reduction, and ERP selection.
Client Devices/Network Equipment Sourcing
Carrier Services Optimization

On The Rise:

Business Intelligence
BioMed Integration
Artificial Intelligence
Digital Front Door
Cyber Security

Evan Katzman

Managing Director at Optisave, LLC

Optisave’s Margin Improvement Methodology

Tue, 12 Oct 2021 17:22:07 GMT

Optisave’s Margin Improvement Methodology
Recognizes IT as Essential “Glue” enabling Critical Operations

IT is the GLUE which holds together the operations at hospitals and other complex organizations. It provides technologies and services that enable up-to-the-minute information, accurate and reliable communications, and protection of sensitive data. Information Technology (IT) impacts every area of a health system, from keeping the lights on, to break-fix, to implementing new initiatives.

Through our “Glue Methodology” Optisave ensures IT:

Meets the needs of its customers
Supports strategic priorities
Meets financial targets
Creates improved staff efficiency
Ensures transparency
Provides valuable decision-making data

For more than twenty years, Optisave has been ensuring our over 400 clients CAN and DO deliver on Key IT Priorities, which affect the very lifeblood of the organization:

Keep the Lights on
Enhanced Patient Experience
Plan, Prioritize & Deliver Technology
Efficiency & Transparency

IT is a tie that binds countless critical areas which keep hospitals running and able to meet their goals of delivering the highest levels of patient care, research and important projects, and fostering workforce efficiency while reducing burnout among healthcare providers:

OPTISAVE UNDERSTANDS THE ESSENTIAL NATURE OF IT, AND MAKES SIGNIFICANT, VITAL IMPACT FOR CLIENTS. READ OUR CASE STUDY:

For a large Houston-Based medical center, Optisave identified $9M total annual IT cost savings , completing over 28 initiatives, with several important results and process improvements:

Partnered with IT executive team to understand technology roadmap and strategic plan
Collaborated with hospital’s legal department to develop standardized multi-vendor IT Contract template
Provided insight on IT Governance, eliminating duplication of vendor(s) selected for overlapping/existing services
Leveraged existing strength of hospital’s vendor relationships to negotiate cost reductions based on utilization and pricing strategies
Worked as trusted advisors to provider’s IT department. The strong working relationship led to beneficial departmental support and more sharing of data and existing vendor relationship context

Contact Optisave to develop an optimal IT strategy for your organization to include strategic sourcing, cost reduction, and performance maximization. Ensure the strength of your vision.

Evan Katzman

Managing Director at Optisave, LLC

Print Management

Fri, 24 Sep 2021 14:44:43 GMT

At a time when organizations are investing significantly in digital hardware and infrastructure, the cost of printing documents remains a significant expense – and one often overlooked. The business model where everyone has their own dedicated device and everything gets printed doesn’t sense make in today’s business environment. Among the many factors that drive this expense include:

What is being printed?
Should it be printed?
How is it being printed?
Where is it being printed?

Some of our client successes include:

Multi-campus regional health system in South Central US

Savings impact: 18%
Levers: Consolidation of managed print service providers, alignment of contract rates to market competitive levels, device fleet standardization

Large non-profit healthcare system in the Northeast

Savings impact: 13%
L evers: Device fleet standardization, device consolidation, alignment of vendor costs with customer fee structure

Regional medical center in Southeast

Savings impact: 38%
Levers: Inclusion of single and multifunction devices under a managed print agreement, alignment of contract rates to market competitive levels, device consolidation

Regional medical Center in Upper Midwest

Savings impact: 36%
Levers: Consolidation of managed print service providers, inclusion of single and multifunction devices under a managed print agreement, alignment of contract rates to market competitive levels, device fleet standardization, device consolidation

Contact Optisave today to learn more about potential cost reductions and efficiencies related to print management. Start realizing significant savings now.

Evan Katzman

Managing Director at Optisave, LLC

Software Compliance Health Check

Fri, 30 Jul 2021 19:53:56 GMT

Organizations not periodically reviewing their software licensing and utilization run the risk of falling out of compliance with vendor agreements or overpaying for support, both potentially costly problems. Software vendors have the right to conduct periodic audits with customers and frequently do.

Companies which fall out of compliance may face harsh penalties such as:

Back support and subscription payments
Reinstatement fees
Elimination of discounts

Making sure your license inventory and utilization are fully compliant and accurate is very important. Conducting a software compliance “Health Check” is the best way to minimize risk. For more than two decades, Optisave’s software compliance and utilization assessments have resulted in typical savings between $200K and $1M for hundreds of customers.

CASE STUDIES:

A top tier Southwest healthcare provider was overpaying for Microsoft licenses by not optimizing license types to business workflows, creating nearly a $1 million annual overpayment of license fees.

A large global automotive parts manufacturer preparing to renew a Microsoft agreement reduced annual costs by over $600K per year after optimizing their license model.

A large regional utility adding applications that required Oracle Database software restructured their virtual environment, resulting in a $500K per year reduction in license requirements.

For a Nevada health care provider, reorganizing how Oracle software was deployed in server farms, reduced license requirements and lowered costs by over $200K per year. This type of server optimization is often overlooked.

Contact Optisave today to set up a software compliance “Health Check” for your organization. Start realizing significant savings now.

Evan Katzman

Managing Director at Optisave, LLC

Software Rationalization and Optimization (SRO)

Fri, 18 Jun 2021 16:30:58 GMT

Optisave is a team of Healthcare IT Subject Matter Experts. One of our specialized services is helping clients rationalize and optimize their software applications. We do this by analyzing their current installed software base, identifying opportunities for aggregation or elimination which can - in addition to reducing cost - improve IT effectiveness and efficiency.

Key Software Rationalization Levers:

All opportunities for improved effectiveness and efficiency will be achieved through a combination of strategies, with varying degrees of effort and timing.

Consolidation: Move multiple instances of applications (same or different vendor) performing the same function to a single, horizontally-integrated platform.

Optimization: Lower costs of products, maintenance and/or support, improve terms and add flexibility to agreements.

Standardization: Limit the number of vendors and leverage volume.

Commoditization: Select interchangeable solutions, regularly re-examine market conditions and move to lower cost solutions.

Outsourcing: Shift to lower-cost providers on- or off-shore, reducing staffing and/or infrastructure requirements.

Discontinuation: Eliminate multiple products or services performing identical functions

SRO in Action:

For a major Southwest health care system, Optisave identified over $5 million in annual cost reductions:

Performed key software vendor analysis
Created an overlapping product matrix illustrating potential consolidation of 37 applications with 31 vendors
Developed an implementation plan aligned with software contract expirations

Optisave built a detailed, multi-year plan to reduce costs by over $20 million per year for a top U.S. bank:

Optimized infrastructure software
Identified and assessed over 600 applications
Analyzed functional overlap, difficulty to achieve, end user impact, risk, and cost to achieve
Retired more than 400 applications

Contact Optisave today to discuss how we can help your organization realize the significant benefits of software rationalization and optimization.

Evan Katzman

Managing Director at Optisave, LLC

Cloud-Based EHR

Thu, 01 Apr 2021 16:46:40 GMT

Why Choose Cloud-based EHR?

Optisave recently assisted a large northeastern Pennsylvania Integrated Delivery Network (IDN) with 12 non-profit hospitals and 300 outpatient sites, 1,230 beds, and 18,000 employees, with assessing, sourcing, contract negotiation, and optimizing total cost of ownership of cloud-based Electronic Health Records (EHR), as part of cost reduction and efficiency project, identifying an estimated $6M in IT savings.

According to EHRIntelligence.com (January 2020), there are three reasons to favor cloud-based EHRs over in-house EHRs . “Cloud-based EHRs not only can save health systems money, but they are more secure and promote interoperability.”

With cloud-based EHRs, heavy capital expenditures can be avoided, because IT resources are acquired on demand as needed and paid for as an operating expense,” wrote Cloud Standards Customer Council (CSCC) authors in their 2017 guide on cloud computing in healthcare. This is especially true for small, rural, and community hospitals. For the Pennsylvania hospital network, the shift to EHR to the Cloud translated into of one of the top three areas of savings identified during the engagement.

EHRs have made patient information more accessible than ever. Interestingly, experts say cloud-based EHRs are more secure than in-house EHRs. “Cloud service provider data centers are typically highly secure and well protected against outsider and insider threats using administrative, physical, and technical methods implemented and maintained by expert professional staff,” said CSCC authors. To the PA hospital’s Chief Security Officer, cloud-based EHR provided a highly robust security solution. Safeguarding patient information while maintaining flexibility is of the utmost priority. This rings even more true - for all hospitals - with the sudden acceleration of digital transformation due to COVID-19.

5 Key Takeaways:

Cloud-based EHRs save money

Their infrastructure is far more secure than that of on-premise systems

Cloud-based systems are more interoperable and provide easier patient data sharing access - reducing readmission, more confident decision making, and smoother transitions of care

Fewer administrative resources are required to manage these systems

There is a significant reduction in data center servers and storage, and associated maintenance cost

Contact Optisave today to discuss cloud-based EHR strategy and purchase decisions.

Evan Katzman

Managing Director at Optisave, LLC

Top Recommendations for IT Optimization in 2021

Wed, 13 Jan 2021 21:44:34 GMT

Security - Ensure you have an effective IT security plan based on Zero Trust. Typically, we see either a best-of-breed or all-in, single vendor approach. Additionally, we recommend an annual security audit and test, preferably with a different audit vendor each year. Addressing vulnerability and PHI security is a key priority – each firm has a slightly different methodology which may uncover new issues. Also with the issues surrounding the SolarWinds network management software breach, country of origin risk should be considered.

Roadmaps - Update your technology roadmaps. We recommend developing a plan that supports the organization's digital migration and achievement of operational goals. There are many unknowns as we start 2021 – the pandemic and related costs, patient volumes, funding availability for current and future projects, regulatory changes etc. The need for care providers to be nimble and flexible is paramount.

Enabling Technology - Deploy enabling technology to facilitate digital transformation. With the rapid technology evolution we’ve seen over the last few years, e.g., voice enablement, cloud services, wearable medical devices, artificial intelligence and structural changes (telehealth, telemedicine and telework), we are entering an era where traditional structure for providing services is rapidly changing. All providers will be deploying enabling technology, resulting in health services increasingly performed and supported remotely – with amplified focus on tracking analytics including patient satisfaction, outcomes, staff performance, and revenue impacts.

Rely on Subject Matter Experts - Because of the changing environment and complexity of new technology - and associated licensing and vendor agreements - it’s even more critical to utilize and collaborate with subject matter experts on your strategy, sourcing, implementation and support.

Evan Katzman

Managing Director at Optisave, LLC

IT Security

Fri, 08 Jan 2021 21:19:46 GMT

Any CIO at a hospital or health system will tell you that one of the main things which keeps them up at night is securing critical patient and organizational information. Featured prominently in their nightmares are both internal and external IT security threats including:

Phishing
Malware
Distributed Denial of Service (DDoS)
Brute Force or Hacking
Ransomware
TrojanVirus and Worms
Spyware
Keyloggers
Disgruntled employees

In addition, data breach, device misconfiguration, Bring Your Own Device (BYOD), insecure interfaces and APIs, and malicious insider threats are among the top security threats that will continue to haunt firms failing to invest in a robust IT security strategy. The objective of an IT security policy is the preservation of confidentiality, integrity, and availability of systems and information used by an organization’s members.Optisave professionals have the expertise and experience to assist CIOs and their staff in evaluating solutions to mitigate risks associated with IT security threats and optimize client solutions to assure maximum vendor value.

KEY IT SECURITY EXPOSURE AREAS:

Voice and Data Network

Protecting the network involves both hardware, and software as well as configuration management. This also includes internal and remote access. Typical items are firewalls, intrusion detection equipment and remote access software.

Client Devices and Servers

For the most part, protecting these devices involves software, and configuration management. This includes antivirus/antimalware software, password management software, encryption software, email protection and software management solutions. Additionally, education is important to make end users aware of the various threats and how to protect against them.

Bring Your Own Device (BYOD)

With the movement to a BYOD environment in many organizations, hospitals must recognize there are real vulnerabilities that need to be addressed. A typical solution is software which can be installed on these devices to manage and protect corporate information, for example:

Secure texting
VPN to encrypt outbound communication
MDM – Mobile Device Management

Wearable Medical Devices

While increased use of networked wearable medical devices is an exciting healthcare development, it creates new and serious security exposure. In 2019, the U.S. Food and Drug Administration (FDA) issued a warning about security flaws affecting dozens of implantable cardiac defibrillators. Cyberattacks can be initiated by introduction of malware into equipment or unauthorized access to configuration settings and data—not only in the devices, but also in hospital or other networks to which they are connected.

Working from Home

The sudden lockdowns in March 2020 drove millions to work from home. But hackers quickly found new ways to target companies by focusing on the employees themselves. Bugs in enterprise software left corporate networks open to attack. The flood of personal devices logging onto the network — and the influx of malware with it — introduced a unique havoc.

Vendor Strategy

Should you reduce the number of security software and service vendors and move towards more complete suites to reduce costs or use a multiple vendor approach for different points of view? Hybrid solutions for connected on-premises and cloud software are driving new license models and metrics that need to be carefully managed to prevent explosive growth in costs.

Optisave IT Security Optimization Success Stories:

Assisted a very large West Coast healthcare system with over 120,000 users by negotiating an agreement including on-premises, cloud, and hybrid security that eliminated more than 12 security applications that simplified administration, reduced complexity of onboarding/off-boarding, and lowered annual costs by more than $2 million annually

Developed a technology roadmap including applications and security for a global furniture manufacturer and negotiated an agreement with a key supplier to provide consolidated security for on-premises, IAAS, PAAS, and SAAS solutions, reducing annual costs more than $450,000 per year.

Negotiated best of breed approach of on-premises and cloud security providers for a South Central regional healthcare provider, lowering annual costs by over $300,000.

TeleHealth

Wed, 13 May 2020 20:11:29 GMT

Telehealth refers to use of technology and telecommunications to provide remote non-clinical services, such as provider training, administrative meetings, and continuing medical education and secure transfer of medical information, as well as remote patient clinical services, most commonly known as Telemedicine.

Focus on Telehealth has certainly been on the rise, especially with the COVID-19 crisis striking our nation. Today the need for Telehealth, and Telemedicine, is amplified and receiving much attention from healthcare professionals and management.

When doctors need to share information quickly with other practitioners to identify patterns or confirm diagnoses, Telehealth is a critical tool. For those who do not want to expose themselves to COVID-19 unnecessarily, Telemedicine is a welcome option. Hospitals rely on Telehealth to improve health outcomes and reduce patient readmits with remote patient monitoring. Healthcare consumers and clinicians alike are quickly adapting to Telehealth out of necessity. For hospitals to successfully support Telehealth, key IT areas should be considered:

Connectivity Strategy
Patient and Workforce Devices
Privacy, Security and HIPAA requirements
Workforce Training and Patient Education
Accessibility and Ease of Use
Digital Front Door
Wearable Medical Device Management
Collaboration Tools

Optisave offers subject matter expertise, vendor management and sourcing, contract negotiation and implementation support for the COVID-19 Telehealth Program, funded by the CARES Act, and administered by the Wireline Competition Bureau (WCB), and other “business as usual” telehealth activities.

CASE STUDY

At a major US children’s hospital, Optisave rationalized opportunities for image sharing software to be used by collaborating physicians and by patients. Six different vendor packages were assessed and compared. At a large Northwest hospital, Optisave negotiated agreements with multiple vendors for distance learning for continuing medical education. This included the delivery platform and content.

Talk to Optisave about optimizing IT services related to Telehealth today.

Optisave can help your organization make critical purchasing decisions at the best prices, to quickly and efficiently mobilize Telehealth services.

Connectivity: Telecommunications Services and Unified Communications

Tue, 05 May 2020 11:36:36 GMT

Connectivity is the communications foundation for every healthcare organization. It helps facilitate the implementation of advanced IT Applications and Services including:

Digital Front Door
Video Collaboration
Remote Workers
Business Continuity
Cloud Access
Vendor Hosted Applications
Patient Portal Access
TeleHealth and TeleMedicine
Virtual Phone Service
5G wireless

Connectivity is a basic business requirement which has become a significant strategic component to being competitive in the marketplace as well as in providing the highest level of patient care. The benefits are significant:

Increased Productivity
Enhanced User and Patient Experience
Reduced Cost
Compliance

Why Focus on Connectivity?
Year after year, many organizations seldom stop to evaluate their Connectivity strategy, and may miss out on valuable savings they could achieve by reevaluating needs, optimizing services, enhancing technology, and comparing vendor offerings. There are a multitude of ways an enterprise can reduce Connectivity costs and increase efficiency, including:

Reviewing Rates with Category Experts for Market Competitive Pricing
Peer Comparisons
Technology Roadmap and Migration Path
Invoice & Contract Compliance Review Governance and Process Improvement
Consumption Analysis and Demand Management
Service Optimization (Right sizing)
Aggregation of Spend and Vendor Sourcing
Leveraging New Technology Initiatives to Improve Costs and Productivity

Two generational shifts in the technology of the Connectivity landscape have created change in the telecommunications technology roadmap. One direction is the Hosted IP PBX where the telephony is hosted in the cloud and delivered via data circuits. The other direction is a move to applications-based telephony from providers like Microsoft with Teams, Cisco with Webex, Ring Central, and Jive. Legacy services such as copper-based local access POTS and PRIs, long distance, Centrex, etc., will play a much-diminished role.

Contact Optisave to have a conversation about potential savings and efficiencies related to Connectivity. Typical savings in the Connectivity area are 8-33%.

Telework

Fri, 01 May 2020 18:25:20 GMT

These days more than ever, organizations are adopting Telework. Whether as a response to an emergency such as COVID-19, or in step with the times, providing flexibility to workers and as part of “green” initiatives to preserve the environment, more employers are allowing employees to work from home or at remote locations or hoteling facilities, such as WeWork or Regus.

For Telework to succeed, four major IT areas need consideration:

Client devices such as hardware and peripherals

Remote Management tools such as VMware or Citrix, and Virtual Private Networks (VPN) with security and encryption

Software such as Microsoft, and collaboration applications such as Webex or Zoom

Network Access such as access to the internet, public and/or private cloud and telecommunication services

CASE STUDY

Optisave worked with a large faith-based, non-profit hospital based on the West Coast to facilitate the sudden transition of 800 employees to telework from a headquarters office environment due to COVID-19 precautions. These employees were both administrative and managerial, and many needed to stay in close touch with clinicians, and all those who support patient care. Even though many of these employees needed additional equipment and services to telework, the previous sourcing work Optisave did for client devices and telecommunication service made this unplanned cost much more affordable.

Contact Optisave for guidance on building a successful Telework strategy for your organization. We can help you with both near term and long-range planning.

COVID-19: Five Immediate Steps To Reduce Costs

Tue, 14 Apr 2020 15:04:23 GMT

Is your healthcare system facing
financial strain due to COVID19?

Need immediate cost reductions?

OPTISAVE CAN HELP

Here Are Five Places Hospitals Can Look NOW for Healthcare IT Savings, with Optisave’s Guidance.

STAFFING: Examine staffing needs including IT Workforce and Contract/Contingent labor, potentially furloughing non-essential personnel

DISCOUNTS: Request discounted pricing on all invoices rendered during next twelve months, including hardware, software, services, maintenance/support contract renewals and Value-Added Reseller (VAR) Purchases

PAYMENT TERMS AND CHARGES: Ask vendors for extended payment terms, waive late fees,and request a 90-day moratorium on monthly recurring charges (MRC)

EXPIRING CONTRACTS: Renegotiate and reassess expiring contracts

NEW PROJECTS: Revisit capital projects/IT governance – What can be put on hold or no longer makes sense in today’s “new normal”?

AFTER THAT, DON’T FORGET…

Do not take the eye off the ball on key areas such as privacy, security, data storage and contract management. This is a perfect time to negotiate improved pricing on any new purchases, like additional IT or biomedical equipment.

Right-size your software license requirements – If you have had a layoff and/or are performing fewer procedures or have fewer out-patient visits, you may be able to reduce your software license cost.

Excess computers/IT equipment – Do you have equipment no longer being used by employees who have been furloughed or using their own equipment at home? Conversely, have you accounted for additional equipment you may have in expanded ICUs, from Telework, or other current needs?

Contact Optisave to Discuss How We Can Help you Identify Immediate Savings

Contract Management

Fri, 10 Apr 2020 20:18:45 GMT

A Contract Management System (CMS), or Control Lifecycle Management System, enables production and management of contracts, Service Level Agreements (SLAs) and Procurement Master Agreements. Contracts are key to any business’s procurement activities - identifying prices, service levels, terms and conditions as well as supplier relationships.

Not only does a company’s Contract Management System formalize important business details, but it also indicates consequences if vendors do not perform to expectations, minimizing company exposure.

Features of an ideal Contract Management System include:

Flexibility to track vendor relationship and interactions

Milestone calendars and checklists to manage information and contract life cycle activities

Prices and budgeting for each product line and vendor

Document depositories of standard and live contracts with version control, for company use

Event management such as contract end/renewal dates or audits Compliance monitoring

Unfortunately, many hospitals and health systems have not implemented technologies that enable contracts to be readily available and up-to-date. Contracts are frequently stored in multiple locations and can be quite difficult to locate, causing potential problems such as late payments, unwanted contract renewals, and unidentifiable pricing discrepancies. Automating contract management improves process efficiency and minimizes risk. It enables collaborative negotiation, compliance, approvals, and revision history and workflow management, while providing secure accessibility.

CASE STUDY:

Optisave worked with a large Mid-Atlantic health system to source an end-to-end centralized CMS solution with collaboration features and actionable outcomes, creating substantial future savings and efficiencies. Considerations were:

End to end, easy/quick to implement, SaaS-based, out-of-the-box solution. These factors are especially important for small to medium-size organizations, or those strapped for resources.

Meaningful, real-time, simultaneous collaboration to enable efficiencies, and foster better relationships and transparency.

Actionable outcomes. Does the solution: leverage data collected from contract activities, help create better contracts, flag information for users?

Contact Optisave to leverage our deep expertise in contract management systems.

Biomedical Equipment

Thu, 09 Apr 2020 13:44:03 GMT

Biomedical equipment is a key foundation supporting a hospital’s clinical functions. Examples include ventilators, endoscopy, imaging, surgical, and x-ray equipment, to name a few. In addition, we are now seeing wearable devices - such as at-home insulin pumps - issued to reduce readmits and improve outpatient outcomes. Biomed equipment is a large investment for the healthcare system, on the front end (to acquire and install), as an ongoing expense (to maintain and repair), and on the back end (to replace and dispose).

Costs in this category include many familiar structures such as the initial price to purchase, maintenance/support agreements, and the like. Organizations are frequently most concerned with identifying discount level and competitive price points. Equally important, but frequently overlooked questions, include:

For what equipment, maintenance, and professional services should we be paying?

How do I deploy the fleet of equipment for maximum utilization?

What is the most cost effective and efficient way to properly store, manage and safeguard data received from biomedical equipment?

CASE STUDY:

Optisave worked with a large Midwestern health system to review the maintenance model for their biomedical fleet. Collaborating with our client, we performed lifecycle analyses to examine both historical utilization and anticipated future needs for their equipment upkeep. Separate from any price negotiations, the organization reduced their annual $10M expense by approximately 4% by optimizing the levels and utilization of maintenance coverage.

Leverage Optisave’s two decades of supply chain and contract negotiation expertise to optimize your biomedical equipment procurement.

Helping healthcare organizations realize maximum savings and operating efficiencies for biomedical technologies is just one part of Optisave’s holistic approach to optimizing Healthcare IT solutions.

IT Workforce

Thu, 13 Feb 2020 18:38:15 GMT

The operative word for IT organizations today is “nimble.” Shifts in technology, business strategy, organization restructuring, M & A activities all have made it difficult to maintain the flexibility an IT department requires to support the changing environment. As these changes take place there are many questions to be considered regarding IT staff:

Is the reporting structure of the IT staff appropriate?

Do you have the ideal mix of the right people with the right skill sets in the right positions?

How does the expense of the IT organization stack up against its peers?

Is the IT help desk staffed and organized properly to handle the internal customer needs?

Are software tools available to reduce support requirements?

Are there ways to better manage client devices and reduce support requirements?

Does opportunity exist to outsource parts of the organization from both a flexibility and financial standpoint?

CASE STUDY:

Optisave worked with the CIO at a large faith-based Integrated Delivery Network (IDN) in the Northeast, assisting him in optimizing his staff based on their go-forward plans, resulting from a new strategic direction for the hospital system. A comprehensive review of the IT staff, management, shadow IT staff and contractors was performed. The results of this 120-day performance improvement review yielded implementation of an optimized organization - better equipped to handle the long-term needs of the organization, as well as $3.4M in reduced operating expenses.

Optisave has a staff of professionals with the expertise and experience to assist in your IT workforce optimization efforts. Speak to us about span of control, skill mix, and other IT staffing strategy decisions.

Cell Phone Policy

Fri, 13 Dec 2019 16:13:39 GMT

In recent years, policies for corporate use cell phones have evolved to the point where most organizations no longer provide corporate liable devices (those paid for by the organization) to their employees. While there are some circumstances which warrant a small number of corporate liable devices for certain types of employees to be maintained, for the most part, organizations are moving to a BYOD (Bring Your Own Device) environment. There are multiple factors contributing to this evolution:

Smart devices have become commonplace among users

Cell phone plans today typically include ample usage allowances for voice, text and data to handle both personal and business calling at very competitive rates

Organizations no longer want to manage these devices and associated costs:

Ongoing management of cell phone plans
Responsibility for loss or breakage
Providing accessories such as headsets, cases, etc.

In addition, MDM (Mobile Device Management) applications provide both BYOD device manageability and security for corporate information without controlling a user’s personal information. In some organizations, it is policy to provide a small stipend for covering the cost associated with business cell phone use for personal cell phones. This is either a mandate by law, as in California, or simply company policy. As users’ cell phone plans increasingly have ample usage allowances to cover both personal and business use, fewer organizations are offering a stipend, if not governed by law.

CASE STUDY:

Optisave was asked to review the cell phone policy of a large health system in the Midwest. It had previously eliminated nearly all corporate liable devices but was paying over $2M annually in stipends. After thorough review of users’ bills, it was determined that this stipend could be totally eliminated without additional cost to the users.

Optisave can assist in the review of your cellphone policy and work with your organization to develop a solution that optimizes both the management and cost associated with cell phones.

Migrating Legacy Systems

Fri, 15 Nov 2019 20:58:34 GMT

When planning a move to a new software platform or an upgrade that makes your current system obsolete, the sunsetting of legacy systems is a critical - yet often overlooked - aspect of a smooth transition. For a successful migration, several key tasks must be performed:

Developing a business case including business, financial, and budget considerations. Typically, the financial component includes the cost of the new software, implementation services and support/maintenance. Offsetting those costs may be the reduction of maintenance or subscription cost of existing software, decommissioning of hardware (servers & storage) supporting existing software and reduction in internal support cost.

Migrating Data is a key factor in both cost and services requirements. There are both software solutions and service providers which can migrate data, some of which may need to be converted to a new format.

Archiving legacy data not needing to be migrated but needing to be retained for a certain amount of time. Timeliness of this activity could impact compliance and internal policy issues. It is equally important to understand how the legacy data may need to be viewed when needed. There are numerous vendors who provide both software solutions and services including data viewers that can handle these requirements.

CASE STUDY:

When a mid-size New England-based health system decided to migrate to a new EMR which incorporated significant functionality previously performed by various legacy applications, Optisave worked with them to determine the most appropriate archival solution to maintain legacy data no longer needed by the new EMR, but requiring retention for both compliance and future availability.

Optisave developed the business case which included both the savings associated with decommissioning the legacy applications and the cost of the archival solution. Optisave then sourced the archival solution and negotiated the contract and pricing for the best possible value.

Optisave can assist you in building your business case as well as determining the most cost-effective solution for migrating and storing legacy data.

Microsoft Licensing Agreements

Wed, 02 Oct 2019 21:26:29 GMT

Are you challenged managing your Microsoft licensing agreements?

Negotiating or renewing a Microsoft agreement is always a daunting task. There are a wide variety of options to consider. What makes it especially difficult is that Microsoft frequently changes its licensing methodology, and their desire to move as much of their services as possible to a cloud-based solution has added even more complexity.

Customers must grapple with Microsoft licensing questions such as:

How long should the contract be?
What type of contract?
Should I move to a cloud-based solution or continue with perpetual licenses?
What do my users require in terms of functionality?
Based on my requirements, how many licenses and of what type will I need?
What services will become end-of-life?

Optisave’s license specialist has performed over 250 engagements where our clients’ license needs were optimized, and contract terms properly negotiated. We have saved clients millions of dollars through detailed analysis and negotiated rates. Optisave guides customers using 20 years of best practices in IT optimization, with significant focus on Microsoft licensing agreements.

Allow Optisave to guide you by sharing our deep expertise in Microsoft licensing agreements.

Software Upgrades

Wed, 02 Oct 2019 21:26:26 GMT

Need help navigating the transition from CAPEX to OPEX for Software Upgrades?

In the past most software vendors sold software licenses or as they are called, “perpetual licenses.” When purchasing these licenses, an organization would typically incur professional services fees to implement the software, on top of paying annual software support fees covering break/fix, bug fixes, patches and software updates or upgrades. Notably, this was a capital purchase.

Today, many of these same vendors have moved their software to the cloud and are no longer selling licenses. Instead, they are selling a cloud-based hosted subscription solution, payable monthly or annually. The fee includes updates and upgrades as well as bug fixes and patches previously included in the software support fee for perpetual licenses. Of course, there still may be a professional services cost to implement and/or customize the software to meet an organization’s specific needs. The previous capital expense has essentially become an operating expense.

Working with your organization to understand its software utilization requirements as well as to negotiate market pricing, Optisave can identify cost savings and efficiencies for both software and implementation services.

Optisave helps customers with software rationalization, pricing, and transition from CAPEX to OPEX for software upgrades.

Network Equipment Maintenance Contracts

website@sitemodify.com (Website Editor) — Tue, 02 Jul 2019 21:13:49 GMT

When was the last time you reviewed your Service Level Requirements and equipment inventory?

Mark Twain once said “There’s gold in them thar hills!” Well, there could be hidden money right in your maintenance contracts in the form of unexplored or better options. A large Midwest health system was in the process of renewing their maintenance contract on their network equipment. Optisave identified issues with inappropriate service levels and cost structure which, when corrected saved the client over $500K annually.

The experts at Optisave can perform a thorough and realistic assessment of your options to significantly reduce the cost of your maintenance contracts.

Client Devices

website@sitemodify.com (Website Editor) — Tue, 02 Jul 2019 21:13:47 GMT

Are computer purchases a major pain point for your company these days?

The Implementation of Windows 10 is causing organizations to upgrade their desktop computers. Also, changing requirements to move to upgraded electronic medical record systems have impacted the purchase of computers and other client devices. Significant monies are being spent on computer hardware as companies try to keep up with industry changes. The CIO at a large Mid-Atlantic academic medical center felt that the prices they were paying for desktop computing was too high. Optisave assisted in rationalizing their fleet of 55,000 desktop and laptop computers as well as creating a competitive sourcing activity that saved over $4M.

Have you examined your client device inventory lately?

Let Optisave assist.

Solution Spotlight

Third Party Support

CASE STUDIES

Contact Center

CASE STUDY

Mergers & Acquisitions

CASE STUDIES

IT Contract Utilization Assessment

Optisave Assesses IT Product and Services Utilization to Avoid Costly Contract Overages

CASE STUDy

About Optisave

Contract Review

CASE STUDy

Business Intelligence

Key Elements of Business Intelligence:

What help does Optisave provide hospitals and other IT-intensive organizations to optimize Business Intelligence?

CASE STUDIES

Large nationwide hospital system:

Top-rated private non-profit teaching hospital in New England:

Best of 2021

This year, more than ever, healthcare systems and other complex data and technology-intensive entities realized that IT is the essential glue binding all mission-critical operations and touching all parts of the organization.

Selected Successes With Comprehensive Cost Reduction Totals:

Key Focus Areas:

On The Rise:

Optisave’s Margin Improvement Methodology

Optisave’s Margin Improvement Methodology Recognizes IT as Essential “Glue” enabling Critical Operations

OPTISAVE UNDERSTANDS THE ESSENTIAL NATURE OF IT, AND MAKES SIGNIFICANT, VITAL IMPACT FOR CLIENTS. READ OUR CASE STUDY:

Print Management

Some of our client successes include:

Software Compliance Health Check

CASE STUDIES:

Software Rationalization and Optimization (SRO)

Key Software Rationalization Levers:

SRO in Action:

Cloud-Based EHR

Why Choose Cloud-based EHR?

5 Key Takeaways:

Top Recommendations for IT Optimization in 2021

IT Security

TeleHealth

Connectivity: Telecommunications Services and Unified Communications

Telework

COVID-19: Five Immediate Steps To Reduce Costs

Is your healthcare system facing financial strain due to COVID19? Need immediate cost reductions?

OPTISAVE CAN HELP

Contract Management

Biomedical Equipment

IT Workforce

Cell Phone Policy

Migrating Legacy Systems

Microsoft Licensing Agreements

Are you challenged managing your Microsoft licensing agreements?

Software Upgrades

Need help navigating the transition from CAPEX to OPEX for Software Upgrades?

Network Equipment Maintenance Contracts

When was the last time you reviewed your Service Level Requirements and equipment inventory?

Client Devices

Are computer purchases a major pain point for your company these days?

Optisave’s Margin Improvement Methodology
Recognizes IT as Essential “Glue” enabling Critical Operations

Is your healthcare system facing
financial strain due to COVID19?

Need immediate cost reductions?