2 page Case Study
Posted: 5/3/2011
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Sports and Spine Physical Therapy Physical Therapy Clinic Uses Server Solution to Optimize Efficiency, Patient Care

To improve management of its dispersed clinics, Sports and Spine Physical Therapy upgraded to Windows Small Business Server 2011 running on an HP ProLiant ML350 server. Managers are benefitting from mobile access to email to stay connected to the business. Staff use shared calendars on the Microsoft SharePoint Foundation 2010–based intranet to improve scheduling and help raise patient arrival rates to 95 percent.

Business Needs
Sports and Spine Physical Therapy helps patients achieve their optimal level of functioning in a professional, enjoyable setting. Founded in 2003 by Leon Anderson III and co-owned by Dr. W. Marcus Taylor, it specializes in manual therapy. Today, Sports and Spine has seven physical therapists, two physical therapist assistants, five aides, one athletic trainer, and seven administrative staff members.

As Sports and Spine grew to three clinics and added an aquatic therapy center, management needed sophisticated communication and collaboration technologies to connect with each facility and ensure a high standard of service delivery. “Patients are our livelihood, and it’s my job to make sure that they come through our doors every 30 minutes and that our clinics are staffed appropriately. I need a global view of the clinics and reliable communications with the offices,” says André R. Russell, who was 13 when he met Anderson at the Rotsky Foundation for Mentors program in Cleveland, Ohio. Today, he is Chief Operating Officer at Sports and Spine Physical Therapy.

In 2007, Microsoft Certified Partner Ross-Tek deployed Windows Small Business Server 2003 to provide the clinic with integrated communication, collaboration, and database technologies in a single server solution. “Ross-Tek understood that small organizations rely on the same technologies as large enterprises,” says Russell. “We gained a rich email solution and took a huge step forward with an intranet that consolidates business data.”

* With Windows Small Business Server 2011 as our foundation for clinic management, I can ensure patients walk through our doors every half hour, and clinicians can focus on making them well. *

André R. Russell
Chief Operating Officer, Sports and Spine Physical Therapy

So, in June 2010, when Frederick Johnson, Chief Information Officer at Ross-Tek, introduced the next version of Windows Small Business Server to Russell and Anderson, they were interested. “We liked the idea of easier access to shared files on the server rather than using the VPN [virtual private network], and I wanted to continue building our intranet and reducing paper to run a greener business,” says Russell.

In October 2010, Ross-Tek installed an HP ProLiant ML350 server at the Beachwood clinic, deployed Windows Small Business Server 2011 Standard, and joined the clinics’ 12 computers to the network. “With the new server, performance is up by 60 to 70 percent,” Johnson says.

With its all-in-one server technology, Windows Small Business Server 2011 Standard offers upgraded functionality in networking, email and calendaring, document sharing, and security. It includes the Windows Server 2008 R2 Standard technologies; Microsoft Exchange Server 2010 Standard Service Pack 1, which provides users with remote access to email through Microsoft Outlook Web App; Microsoft SharePoint Foundation 2010; the Microsoft SQL Server 2008 R2 Standard Edition for Small Business data management software; and Windows Server Update Services 3.0 Service Pack 1. Instead of logging on to the server through a VPN, employees can use Remote Web Access for a secure entry point to corporate files from anywhere they have an Internet connection.

Russell, who along with Johnson is an administrator on the network, was impressed by the weekend migration that caused no business interruptions. “We easily organized the new version of our intranet, and the new administration console is intuitive,” says Russell. “We depend on the SharePoint-based intranet for patient data and managerial records. The new version is categorized for different physical therapy needs and shared calendars for scheduling patients.”

Now Russell can manage daily IT tasks and proactively address IT health issues. “I like the weekly network status report that shows the computers’ Microsoft software update status and security health. With scheduled backups and easier file recovery, our data is more secure than ever.”

Today, Sports and Spine has a scalable, reliable server solution that everyone can use to work more cohesively to provide efficient patient care. “With Windows Small Business Server 2011 as our foundation for clinic management, I can ensure patients walk through our doors every half hour, and clinicians can focus on making them well,” says Russell. “And the HP ProLiant server is much quieter than our old hardware, a big improvement to the client and staff experience.”

  • Standardized excellence. Using the intranet as a collaboration hub for the clinics, Sports and Spine can implement standard processes to drive excellence in patient services. “With one place to store information, it’s easy to implement improved practice protocols,” says Russell. “Our morning email bulletin keeps everyone up-to-date.”
  • Improved productivity. Remote access to clinic data saves Russell 20 hours of travel time per month, and he no longer has to spend a week in Charlotte every quarter. “Even if I’m out of the office, I can access the intranet and see what needs to be done,” he says. “I used to keep student volunteer data on a [removable] drive, but now that I’ve uploaded that data to the intranet, I can better manage all of our resources. And with Outlook Web App, Leon and I are better connected to the business through mobile access to email. I love the new conversation view!”
  • Increased business. The new solution boosts productivity and helps Sports and Spine to build its business. “Seeing more patients is an outcome of being more organized, which we hope will increase our profitability,” says Russell. “The front office employees use shared calendars to book appointments more efficiently, because they can see how all of our clinics are operating at any time in the day. Through administrative efficiency, the new server helped us raise our patient arrival rate to our goal range of 90 to 95 percent.”
  • A greener, more secure business. “We’re scanning documents and using our intranet along with our recycling project to help improve our environmental efforts and reduce paper and storage costs by 33 percent,” says Russell. “With a strong server and secure network, I’m confident that we can maintain a clear audit trail at all times and our information is protected.”
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Solution Overview

Organization Size: 14 employees

Organization Profile

Based in Beachwood, Ohio, Sports and Spine Physical Therapy provides individualized rehabilitation services using a manual therapy approach to eliminate dysfunction and speed recovery.

  • Server: HP ProLiant ML350

Software and Services
Windows Small Business Server 2011 Standard

Vertical Industries
Health Provider

United States

Business Need
  • Cloud & Server Platform
  • Business Productivity
  • Cost Containment

IT Issue
Desktop, Device and Server Management