The snapshot
1
CUF was seeking a solution that would enable agile, secure, and scalable collaboration, capable of meeting the needs of doctors, nurses, and administrative teams in light of the recent integration of miMed.
2
The integration of a single platform that would unify communication and collaboration between multidisciplinary teams.
3
Implementation of Google Workspace, providing an integrated platform that facilitates real-time collaboration and efficient document management.
The Customer
CUF is one of the largest private healthcare networks in Portugal, with nationwide presence and thousands of employees. CUF was already using Google Workspace within its digital ecosystem, but was now looking to integrate its recently acquired company, miMed, into the same platform. The goal was to ensure an agile, secure, and scalable collaboration solution capable of meeting the needs of doctors, nurses, support teams, and administrative areas.
The Challenge
CUF faced the challenge of unifying platforms and consolidating miMed’s scattered data across multiple systems, migrating from Office 365 to Google Workspace. The migration of 1TB of data included emails, contacts, groups, and calendars, involved 189 users, 40 groups, and 40 shared sites (SharePoint), and aimed to ensure the transition to a single, collaborative environment. At the same time, it was essential to ensure continuity in accessing historical emails, calendars, and meeting room reservations without impacting daily work, providing healthcare professionals with a seamless experience with fast and secure access to information on any device. The migration also presented the additional challenge of meeting an extremely short deadline imposed by management, requiring fast and accurate execution.
The Solution
CUF adopted a “Google-first” strategy, integrating the entire miMed organisation into Google Workspace:
Gmail: Full migration of historical emails, configured for a seamless user experience.
Google Calendar: Migration of calendars and meeting room bookings, ensuring no data loss.
Google Drive: Replacement of SharePoint with a centralised and collaborative file management system.
Google Chat: Creation of a fast and secure communication channel for doctors, nurses, and administrative teams.
Google Gemini (IA): Introduction of artificial intelligence to support teams — enabling content summarisation, automatic PDF generation, and enhanced day-to-day productivity.
The Methodology
- Initial assessment: Identification of critical needs (emails, contacts, calendars, groups, and SharePoint).
- Planning and scheduling: Definition of migration phases aligned with the strict timeline set by management.
- Technical migration: Transfer of 1 TB of data, preserving historical records and ensuring data integrity.
- Configuration and testing: Validation of access, synchronisation on mobile devices, and fine-tuning of email settings.
- Training and support: User enablement and assistance in adopting the new Google environment, ensuring a smooth and disruption-free transition.
The Results
- Smooth transition: Employees began using CUF Gmail accounts without difficulty, with immediate and transparent mobile access.
- Increased productivity: Google Chat proved to be a valuable communication tool, enabling quick responses between units and healthcare professionals.
- Full integration: All miMed users now operate on a single collaborative platform. A total of 189 Microsoft Office 365 accounts were migrated, bringing the CUF Google Workspace environment to 16,692 accounts.
- AI adoption (Gemini): Employees benefit from automatic summaries, simplified documentation, and faster access to information.
- Strict deadline met: The migration was completed successfully within a very short timeframe, exceeding management’s expectations.
Conclusion
The adoption of Google Workspace was a key step for CUF in achieving the digital reorganisation envisioned for miMed. Users now work within a unified, collaborative, and secure platform capable of meeting communication, information-sharing, and AI-integration needs. This migration reinforced CUF’s digital strategy — ensuring efficiency, connectivity, and innovation in support of healthcare professionals and, ultimately, their patients.