Two Point Accelerates Data Migrations with Virtru for PHI Security
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"With Paubox, there were always issues downloading PHI, having easy access to the PHI folders. There were always issues with the clients not being able to see the folders, or unable to see the documents that we were uploading for them. So, with Virtru, it was night and day."
Karla Soto
Senior Manager of Pharmacy Operations
Two Point, a company specializing in data migration for hospitals and pharmacies, manages sensitive protected health information (PHI) daily as they help healthcare organizations transition from legacy systems to modern platforms like Epic.
As Senior Manager of Pharmacy Operations, Karla Soto leads a team of project coordinators responsible for handling PHI during these migrations, requiring secure communication with clients ranging from major hospital systems to small independent pharmacies.
The Result
With Virtru, Two Point was able to:
- Streamline client communications: Clients can now easily access secured PHI without creating accounts or navigating complex folder structures.
- Save 5+ hours weekly for the operations team: With Paubox, the team spent at least 5 hours a week troubleshooting; by contrast, Virtru requires minimal hands-on management.
- Prevented data breaches with Virtru’s email security rules, which automatically detect PHI and warn users so they don’t send sensitive information unencrypted.
Moving From Frustration to Simplicity
When Two Point began searching for a new secure communication solution, they were struggling with their previous vendor, Paubox. The solution was cumbersome, requiring administrators to create secure folders, upload documents, and then send separate instructions to clients for account creation followed by a separate email linking to the file.
"With Paubox, there were always issues downloading PHI, having easy access to the PHI folders," explained Soto. "There were always issues with the clients not being able to see the folders, or unable to see the documents that we were uploading for them. So, with Virtru, it was night and day."
The most significant pain point was the constant troubleshooting required when clients couldn't access shared information. "We would have to send out an email with instructions on how to set up an account with our password, etc. And a lot of the time, I would say 80% of the time, we got feedback from the client: 'I set up my account, but I haven't gotten an email.'" This created significant delays, particularly problematic when projects had tight five-day timelines.
Deployment: Simplicity That Works for Everyone
The transition to Virtru provided Two Point with a dramatically simplified experience for both their team and their clients. The new solution integrated directly with their email workflow, eliminating multiple steps and technical hurdles.
"With Virtru, we just send an email with the encryption, and I have never gotten a response from a client saying, 'I wasn't able to open it,'" Soto noted. This ease of use has been particularly valuable for Two Point's smaller pharmacy clients: "It's a godsend for everybody, honestly, because the mom-and-pops — these folks who have owned a pharmacy for 20-plus years — some of them are not as tech-savvy. It’s great having the ability to hit Reply All that automatically encrypts the email for them, too.”
Virtru's intelligent Data Loss Prevention (DLP) capabilities have also provided an additional layer of security. "When you're busy and you have a hundred things to do and you're trying to send out an email, you have those rules that you can set up in the Control Center. That has saved us from sending PHI unencrypted 100% of the time because we get that little message that says, 'Hey, we’ve detected these keywords. Are you sure you want to send this unprotected?' In my opinion, that has saved us a lot because that happens — people make mistakes when they're busy."
The flexibility of Virtru has also simplified processes compared to their previous encryption provider, Paubox. Rather than manually deleting folders and managing storage space limitations, Two Point can now set appropriate expiration dates for sensitive documents or leave them accessible longer when needed.
The Business Impact: Completing Projects Faster and Gaining Time Back
The impact on Two Point's business operations has been substantial. Previously, the team would spend approximately 30 minutes troubleshooting access issues nearly every time they shared PHI, which, across multiple projects and team members, amounted to "a good five hours a week or more" of lost productivity. Virtru also gives users the ability to manage shared information in the Control Center, allowing them to self-serve more often when they need to make a change.
Beyond the time savings, Virtru has eliminated frustrating delays in project workflows. "When you're sending a document to someone and they're expecting it... and then they don't see it, and then they move on to something else and they won't get back to you until the next day... that's time that we don't have on our side. A lot of our jobs can close within five business days. And if we're waiting 48 hours for somebody to be able to access a document, that's a long time."
For Soto and her team, the transformation has been dramatic: "It honestly has saved us so much time and so many headaches. I’ve gotta say, I'm very happy with Virtru. If it goes away, I'm gonna be upset."
