Key Takeaways

• Healthcare organizations should audit their software licenses to identify unused or over-provisioned licenses.
• Collaborating with technology partners, such as CDW, can help streamline licensing and reduce costs.
• Optimizing license use is crucial, but it must not compromise patient care or essential services.

Navigating Software Licensing in Healthcare

Healthcare organizations face an urgent need to evaluate their software licensing arrangements as they prepare for upcoming renewals. A thorough audit of all licenses can reveal surprising amounts of unused resources that represent unnecessary expenses. By identifying these licenses, organizations can make informed decisions about their investments.

After identifying unused licenses, the next step involves ensuring licenses are appropriate for user roles. For instance, if an employee is using a high-level Microsoft 365 E5 license when a more economical Microsoft 365 F1 license would suffice, the renewal period presents an ideal opportunity to right-size licenses to match actual usage. This not only results in cost savings but also alleviates concerns for IT departments over unauthorized access to data or unnecessary software use.

However, organizations must remain vigilant about not jeopardizing patient care while pursuing cost optimization. Many healthcare providers utilize essential Microsoft services like Teams and Power BI for collaboration and reporting. Recognizing these vital business needs is crucial, especially as discounts are poised to end.

A strategic partnership with a technology provider like CDW can significantly aid health systems in navigating their licensing challenges. CDW can assist both existing and new clients in auditing their licenses to ensure they are aligned with staff needs. The firm monitors existing enterprise agreements to recommend adjustments that optimize resource allocation and maximize value.

In addition, CDW recently introduced a tool called Asato, designed to track software usage and identify areas for cost reduction. This tool enhances organization-wide visibility into license status, promoting responsible management of resources across various services.

As a Microsoft Cloud Solution Provider, CDW offers flexibility through subscription-based licensing. This model allows organizations to adjust their license counts without incurring penalties, enhancing their ability to respond to changing needs. Although there are no guaranteed discounts, partnering with a CSP like CDW increases the chances of securing favorable pricing arrangements.

It is advisable for healthcare organizations to proactively explore their license needs rather than delaying until renewal deadlines. Exploring strategies and insights from peers facing similar challenges can be beneficial.

Despite the impending price increases that may strain budgets, organizations must maintain focus on their mission to enhance patient care and outcomes. The investments made in staff through efficient software management ultimately contribute to the delivery of quality healthcare services.

This article is part of HealthTech’s MonITor blog series.

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