Cloud computing has become a normal part of healthcare operations. Many long-term care organizations already use a cloud-hosted EHR, cloud email and online scheduling without thinking about it. The question for administrators is rarely whether to use the cloud at all. It is how much to move, how quickly and what to keep in the building.
There is no universal answer. The right mix depends on your applications, internet reliability, budget and risk tolerance. This guide offers a way to think it through.
Reduce on-site hardware. Fewer servers means less power, cooling, space and maintenance.
Improve availability. Large providers operate redundant data centers that most small facilities cannot match.
Simplify remote access. Staff and clinicians can reach systems from anywhere with proper authentication.
Shift costs. Subscription pricing replaces large periodic hardware purchases, though total cost needs careful comparison.
Speed up updates. Software is patched and improved by the provider.
Support disaster resilience. If a storm damages your building, cloud-hosted systems can remain accessible from elsewhere.
Dependence on internet access. If the connection fails, cloud applications become unreachable. Redundant circuits matter even more.
Shared responsibility. The provider secures its infrastructure, but you remain responsible for configuration, user access and your data. Under HIPAA, you still need a business associate agreement with a cloud provider that stores or processes protected health information.
Misconfiguration. Many cloud incidents result from storage left open or permissions set too broadly.
Cost creep. Usage-based billing can grow unexpectedly without monitoring.
Vendor lock-in. Moving away later can be difficult if data formats or contracts are restrictive.
Performance limits. Some specialized applications work poorly over the internet.
Email and collaboration tools
EHR and clinical applications offered as hosted services
Accounting, payroll and HR systems
Document storage and sharing, with proper controls
Backup and disaster recovery copies
Phone systems, including VoIP
Security tools such as email filtering and endpoint management
eFax services
Network infrastructure: switches, wireless access points and firewalls remain in the building, and need to be reliable.
Security cameras and recorders, in many cases, because of video bandwidth and storage needs, although cloud video is increasingly available.
Nurse call, door access and building systems, which typically require local control.
Specialty applications or medical devices with local server requirements.
Local caching or backup appliances, to speed recovery.
A small local server, in some cases, for authentication or file sharing when internet availability is a concern.
Most facilities end up with a hybrid environment, and that is perfectly reasonable.
Will the provider sign a business associate agreement?
Where is the data stored, and is it limited to the United States?
How is data encrypted in transit and at rest?
What certifications or independent audits can the provider share?
What are the uptime commitments, and what compensation exists if they are missed?
How do backups work, and how long are they retained?
How will we get our data out if we leave?
What does support look like, and what are the response times?
What will total costs be over three to five years?
Inventory applications and data, and decide what moves
Verify that your internet connection and failover are adequate before migrating
Start with lower-risk systems, such as email or file storage, then proceed to more critical ones
Run old and new systems in parallel when feasible
Train staff before cutover and schedule moves for quiet periods
Update policies, risk analysis and disaster recovery plans to reflect the new environment
Require multi-factor authentication for all cloud accounts
Apply least privilege and review permissions regularly
Turn on logging and alerts
Back up cloud data independently where the provider does not
Review configuration settings against provider and industry recommendations
Moving to the cloud is a series of decisions, not a single leap. UnityCare IT helps care organizations evaluate which systems make sense to move, plan migrations that protect clinical workflows and keep the on-site infrastructure that still matters in good shape.
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New customers: start@unitycareit.com
Existing customers: support@unitycareit.com
Address: UnityCare Technologies, 2524 N Broadway Ste 554, PMB 947974, Edmond, Oklahoma 73034-4172