Client's Testimonial

"Developers.dev didn't just build a system; they delivered peace of mind. Their understanding of HIPAA regulations and their ability to translate that into a secure, user-friendly SharePoint solution was incredible. Our audit readiness has improved dramatically, and our staff can now find the information they need in seconds, not hours."

Chief Compliance Officer

Client Overview

A multi-state network of specialty clinics with over 3,000 staff members. They were struggling to manage patient-related documents, administrative files, and clinical trial data in a compliant and efficient manner, relying on a mix of network file shares and disparate systems.

Problem

The lack of a centralized, secure, and auditable document management system (DMS) posed significant compliance risks (HIPAA) and created major operational inefficiencies for clinical and administrative staff.

Key Challenges

HIPAA Compliance

Ensuring all aspects of the solution, from storage to access and auditing, met strict HIPAA security and privacy rules.

Complex Permissions

Managing access control for thousands of users with varying roles and access needs to sensitive patient information.

Data Classification

Automatically identifying and classifying documents containing Protected Health Information (PHI).

User Adoption

Training non-technical clinical staff to use the new system effectively and consistently.

Our Solution

We were tasked with designing and implementing a comprehensive, HIPAA-compliant DMS using SharePoint Online and Microsoft 365 Compliance Center. 365 sensitivity labels and Data Loss Prevention (DLP) policies.

⚙️ Automated Content Processing

We implemented Microsoft Syntex to automatically scan, classify, and tag documents upon upload, extracting key metadata and applying appropriate compliance labels.

👥 Role-Based Access Control

We developed a sophisticated, dynamic permissions model using Azure AD groups to ensure users could only access the information necessary for their roles.

🔍 Intuitive Search Experience

We created a custom search center with refiners specific to healthcare terminology (e.g., patient ID, document type, clinic location) to enable fast and accurate information retrieval.

Implementation and Execution

Specialized POD & SharePoint Architect

A specialized POD was assigned, including a SharePoint Architect with healthcare compliance expertise.

Microsoft Information Protection (MIP)

We utilized Microsoft Information Protection (MIP) to apply encryption and access restrictions to documents containing PHI.

Power Automate Workflows

Power Automate was used to create workflows for document review, approval, and retention policy enforcement.

M365 Unified Audit Log

We configured the M365 Unified Audit Log to capture a detailed, immutable record of all user activity for audit purposes.

EHR System Integration

The solution was integrated with the client's Electronic Health Record (EHR) system to provide a unified view of patient information.

Role-Based Training Modules

We developed a series of role-based training modules and quick-reference guides to facilitate user onboarding.

Positive Outcome

✅ 100% Audit Trail

The system provides a complete and easily searchable audit trail of all document access and modifications, simplifying compliance audits.

🛡️ Reduced Risk of Breach

Automated DLP and MIP policies significantly reduced the risk of accidental or malicious data breaches.

⏱️ 80% Improvement in Efficiency

Clinical staff reported an 80% reduction in the time spent searching for patient documents.

📍 Centralized Control

The IT and compliance teams gained centralized control and visibility over all critical organizational documents.

Why Choose Us

⚖️ Compliance Expertise

Deep, verifiable expertise in HIPAA and healthcare regulations.

🏅 Security Certifications

Our SOC 2 and ISO 27001 certifications provided an extra layer of assurance.

🤖 AI & Automation Skills

Our ability to leverage Microsoft Syntex was a key differentiator.

🔒 Advanced Security Implementation

We went beyond basic SharePoint permissions to implement enterprise-grade security controls.

👤 User-Centric Approach

We focused on making a complex system simple for non-technical users.

🔗 Integration Capabilities

We successfully integrated the DMS with their core EHR system.

📉 Risk Mitigation

Our solution directly addressed the client's most critical business and legal risks.

🔄 Full Lifecycle Partner

We provided everything from initial strategy to implementation and training.

🎓 Vetted Experts

The client had access to developers who were experts in this specific, niche domain.

Conclusion

The custom SharePoint DMS built by Developers.dev not only solved the client's operational challenges but also fundamentally improved their compliance posture, turning a major risk area into a secure, efficient, and auditable asset.

Achieving HIPAA Compliance and Operational Efficiency with a Custom SharePoint DMS

Industry Healthcare