A 'Lighthouse' Project for Healthcare Documentation

CUSTOMER CASE STUDY

A ‘LIGHTHOUSE’ PROJECT FOR HEALTHCARE DOCUMENTATION IN AUSTRIA

Many hospitals in the Salzburg region of Austria have come together under the leadership of Salzburger Landeskliniken (SALK), with the objective of cooperatively applying the newest methods in medicine for patients and complying with health care CUSTOMER SALK – SALZBURGER LANDESKLINIKEN regulations. The IT team used VMware virtual desktop solutions from the beginning to ensure secure digital workspaces. Because WEB SITE new challenges in the way nurses capture patient information on WWW.SALK.AT mobile devices demand new concepts and tools, an international INDUSTRY ﬂ agship project in cooperation with VMware and Toshiba HEALTHCARE developed an integrated VDI zero client solution which complies LOCATION with the high security standards in healthcare. From now on, SALZBURG, AUSTRIA nurses will be able to document and access a patient’s status KEY CHALLENGES with high availability at any time from any location. • Many hospitals had duplicate resources SALK has become the biggest healthcare provider and employer in the • Nurses needed a better way Salzburg region with 5,000 employees, with the aim of providing state-of-the- to capture health care records art medicine for the population. This is assured through academic research and on mobile devices, with 24/7 the modern infrastructure at Paracelsus Medizinische Privatuniversität. A availability care records on mobile continuously growing network of healthcare facilities throughout the region devices, with 24/7 availability including LKH Salzburg and Christian-Doppler Klinik, and regional healthcare facilities in St. Veit, Hallein and Tamsweg, provide for patients’ needs. • High emphasis on security in the health sector Challenge: 24/7 mobile health records SOLUTION Cooperation between the various healthcare facilities can only work because of • Integrated VMware VDI Client in IT support. It is not just about merging di erent systems, but about Toshiba Mobile Zero Notebook continuously keeping the infrastructure running. At SALK, more and more users must be supported with a consistent number of resources. Moreover, digital • Global cooperation with VMware transformation goes hand in hand with new legislation and regulatory and Toshiba for individual adoption concerning data storage and WIFI compliance, which creates more challenges for IT. certiﬁ cation Health documentation on mobile devices is very important, as Werner Wurm, • Devices boot quickly, can be responsible for customer service in IT and medical technology, explains: substituted immediately “Everything that is done with a patient has to be documented these days. The process a nurse follows just works with a notebook computer.” The devices and BUSINESS BENEFITS the networks must be available 24 hours a day, 7 days a week. If a notebook • Transparent documentation crashes, there must be a new one available immediately. The patient and the nurse cannot and will not wait, until a new one is set up or has booted. If a nurse • Cost reduction of hardware and has to use another older computer which has not been in use for a while, a lot of software time could be lost on software updates which prolong the process. • Centralized administration and fast supply To avoid these problems, SALK decided to focus on speed, mobility and high availability. For many years SALK opted for virtualization with VMware to reduce costs, time and energy, as well as to assure the accessibility of data. Five

SALZBURGER LANDESKLINIKEN | 1 A ‘LIGHTHOUSE’ PROJECT FOR HEALTHCARE DOCUMENTATION IN AUSTRIA

“The VDI client from VMware years ago, SALK switched to thin clients for virtual desktop infrastructure (VDI), is integrated in the self- which allows centralized and e cient management. With the ongoing integration of regionally structured healthcare facilities into SALK, the number developed BIOS from Toshiba. of nursing departments has grown to 90 with about four or ﬁ ve notebooks per The mini operational system station. To take care of these 400 devices with a constant number of boots and starts the View employees, to maintain high-quality records and with GDPR (General Data Protection Regulation) in mind, SALK worked with VMware to ﬁ nd an up-to- Client, that is how we produce date solution. the short time periods at the start.” The Solution: Development of an innovative VDI Zero-Client

DANIEL HÜBL solution with Toshiba and VMware RESPONSIBLE FOR CLIENTS AND The quest for a suitable mobile device was an extensive one, as Daniel Hübl APPLICATIONS IN IT from SALK’s IT team responsible for clients and implementation, says: “Finally, SALK the Toshiba Mobile Zero Clients were the best choice. The VMware Horizon VDI client is integrated in the Toshiba BIOS. The mini operational system boots and starts the Horizon client, so systems boot up quickly.” The Toshiba BIOS VMWARE FOOTPRINT includes all features to establish a connection with the SALK network when • VMware Horizon 7 starting the computer. Additional applications are already on the BIOS or can be downloaded. No data is stored on the device itself. VMware Horizon provides virtual desktops and applications that a user can access and work with from any device at any time.

Until the project was ﬁ nished, the teams at SALK, VMware and Toshiba developed a cooperation spanning the globe, from Salzburg to Japan. “That was a crucial factor for success in this project. We had a super connection formed among all partners, considerate and friendly”, said Wurm. SALK was the ﬁ rst hospital system to use this jointly developed VDI zero client solution.

At ﬁ rst, issues around data protection had to be resolved, because Toshiba clients originally were designed to use in the cloud. This was a no-go for SALK, because highly sensitive patient data must not leave the hospital. Furthermore, the high availability required could not be provided by a cloud solution. As a ﬁ rst step, Toshiba provided a connection to SALK’s servers.

The next challenge was the authentication of the computers in SALK’s Wi-Fi. “With the Windows notebooks used up until now, there has never been a problem because they get the certifi cate for the Wi-Fi access automatically. Now Toshiba’s Ubuntu-based Linux system had to be integrated into the certifi cation center´s Windows world”, explains Edin Jušic, responsible for network and security. To achieve that, SALK’s infrastructure department designed its own architecture, which was built by Toshiba’s developers. This project ran in fi ve phases, based on the waterfall method of project management.

Business Results and Beneﬁ ts: Ready at every time for the patients All in all, the project took a years’ time. The solution went live half a year ago and there has not been a single disruption. About 100 Toshiba notebooks are already in use, both as stand-alone devices and on mobile carts, with the objective to supply all 90 stations until 2019.

The project is put into practice and accepted entirely by the nursing sta , which should not be taken for granted in such a critical area. From the beginning, SALK’s IT team has been working closely with the various healthcare departments, with important feedback from the head of the nursing

CUSTOMER CASE STUDY | 2 A ‘LIGHTHOUSE’ PROJECT FOR HEALTHCARE DOCUMENTATION IN AUSTRIA

“This is probably going to department. Werner Wurm says: “Acceptance is a huge issue in healthcare, be our strategy for all the mistakes are not allowed.” Because the thin clients looked and worked like the old ones, no further training was needed, and work could start immediately. notebooks never leaving the Toshiba’s notebooks start in a few seconds, substitute devices are immediately SALK’s WIFI. Because this available and easy-to-use documentation is included. technology is not complicated There are also many management advantages. The administration and and it is reliable.” conﬁ guration of the VDI zeroclients is simple. Expenses for hardware and software were reduced. For example, no Microsoft licencing is needed anymore. WERNER WURM Moreover, software updates no longer have to run over Wi-Fi, saving a lot of HEAD OF IT AND MEDICAL TECHNOLOGY, CUSTOMER SERVICE time. The support of a rising number of users is ensured by a central SALK administration of updates and faster supply. Security-related topics can be neglected due to the absence of an operational system.

Looking Ahead It did not take long until the success of the project was appreciated by other users. Administration sta and doctors have already shown interest in the VDI zero clients. So far, the IT team is busy with the optimization and roll-out for the nursing department, but Werner Wurm is optimistic: “This is probably going to be our strategy for all the notebooks never leaving the SALK’s WIFI. Because this technology is not complicated and it is reliable.”

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