From Outdated to Compliant

How I Helped a Service-Based Business Meet HIPAA and CARF Standards While Modernizing Their Technology

Intro: Compliance Does Not Have to Be Complicated

When a service-based business in the healthcare industry reached out to me, they were overwhelmed. They knew they needed to meet HIPAA and CARF compliance, but their technology was working against them. They were concerned about the risks, and they were unsure how to even begin.

This is the story of how I helped them secure their systems, simplify their workflow, and build a technology plan that supports their long-term growth.

Step One: Finding the Gaps

During my initial assessment, I found several serious issues:

• Their firewall was outdated and could not be updated

• Their switch was no longer supported

• They had no antivirus or endpoint protection

• All user accounts were local, with no centralized management

• Many of their computers were approaching end-of-life

• Their email was unsecured and lacked proper compliance policies

• File sharing had no structure or safeguards in place

  
  

They were trying their best to do the right thing, but the tools they had were putting them at risk.

Step Two: Replacing What Was Broken

I started by addressing the hardware. I replaced their firewall with a modern, secure solution and installed a new network switch to improve performance and reliability. This gave us a strong foundation to build on.

From there, I deployed antivirus and endpoint protection across all of their systems. This added a much-needed layer of security and helped ensure that all devices would meet basic compliance standards.

Step Three: Making Device Management Simple and Secure

Managing computers was one of their biggest pain points. Everyone had a local account, which made updates, policies, and support nearly impossible to manage. I transitioned them to Microsoft Entra ID.

This change allowed us to:

• Manage devices from a single dashboard

• Apply security and compliance rules automatically

• Allow staff to reset passwords without IT help

• Improve login security with multifactor authentication

  
  

It also gave us better visibility into device health and user activity, which is critical for both HIPAA and CARF reporting.

Step Four: Securing Communication and File Sharing

I migrated their email to Microsoft 365, which allowed us to implement advanced security settings. This included:

• Encryption

• Anti-phishing protection

• Spam filtering

• Message logging and auditing

  
  

Then I set up SharePoint for file sharing. Now their documents are stored securely in the cloud, with proper permission settings and version history. The staff can access what they need, from anywhere, without compromising client data.

Step Five: Planning for the Future

One of the biggest risks they were facing was outdated computers. Several machines were no longer receiving updates, and many would no longer be supported after Windows 10 reaches end-of-life in October 2025.

I created a replacement plan that ensures every device is upgraded on a schedule. Now they are no longer reacting to problems. They have a proactive strategy that keeps their systems safe and their staff productive.

Helping Service-Based Businesses Stay Compliant Across Industries

While this story focused on HIPAA and CARF, I work with a wide range of compliance standards depending on the needs of your business. Whether you need to meet CMMC, FERPA, PCI-DSS, GLBA, or another framework, I take the same approach. I start by understanding your specific requirements, assess where your current setup falls short, and then build a plan that gets you compliant without adding unnecessary complexity.

Every business is different, but the goal is always the same. I help you protect sensitive information, reduce risk, and make your technology easier to manage. If you are not sure where to begin or what applies to you, I can help you figure that out too.

Final Thoughts: Compliance Can Be a Strength

This project was not just about meeting HIPAA and CARF checklists. It was about helping a small business feel confident in their technology. They are now working more efficiently, staying protected, and focusing on what they do best—serving their clients.

If your business handles sensitive data and you are not sure whether your systems are compliant, I can help. Let’s take the guesswork out of security and give you a setup that works for your business, not against it.

Need Help With Compliance or IT Support? Reach out to schedule a consultation. I will meet you where you are and help build a secure, streamlined environment that supports your team.