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200 Locations, One Cloud Platform: Supporting a Women's Healthcare Organization
A leading women's healthcare organization partnered with CTPros to replace fragmented legacy PBX systems across a 200-location healthcare network with RingCentral — in phases, with HIPAA compliance built in from the start.
The Challenge
The women's healthcare organization was mid-deployment with a vendor that couldn't meet their evolving requirements — leaving a 200-location healthcare network without a clear path to standardized, HIPAA-compliant cloud communications.
The Solution
CTPros stepped in to assess the environment, guide platform selection, and execute a phased RingCentral migration across their growing network of care centers.
About the Organization
The organization is a leading women's healthcare provider that handles business operations for hundreds of women's healthcare providers across the country. They have grown rapidly through acquisitions and organic expansion — operating approximately 200 locations across five states, with more coming. With over 3,000 employees supporting patient-facing care centers, standardized, secure, and reliable communications infrastructure isn't optional — it's operationally essential.
A Mid-Deployment Vendor Falls Short — With Hundreds of Locations Still to Go
Their IT department had already started down the path. Faced with a patchwork of legacy PBX systems inherited through acquisitions, they had engaged a vendor to standardize communications across their physician network and migrate to a modern cloud platform. Partway through the deployment, the situation changed — new requirements emerged, and it became clear the vendor couldn't meet them.
The stakes were significant. As a healthcare organization, they had non-negotiable requirements around patient data security — HIPAA and PCI compliance had to be built into the platform architecture, not addressed after the fact. Call quality and reliability across hundreds of care centers were equally critical. And the deployment strategy had to be phased — with hundreds of locations still to migrate, a big-bang cutover wasn't an option. They needed a partner who specialized in complex, phased implementations and could take over a deployment already in progress.
Their Director of IT Infrastructure, reached out to CTPros — their longstanding communications partner — to help assess the situation and find a better path forward.
A Phased Migration Built for Healthcare Scale
CTPros' discovery team and engineers worked alongside them to assess the current technology environment, understand future goals, and identify the platforms best suited for a healthcare organization at their scale and complexity. They assembled a telephony committee of key business stakeholders to evaluate the options — CTPros facilitated customized, guided platform demonstrations so the committee could see each option in action against their actual requirements.
The client selected RingCentral — specifically for its ease of use, its reputation, and its HITRUST security certification, which addressed the patient data security requirements directly. CTPros' Technical Account Management team then built out the full action plan: a rolling, phased migration timeline that moved care centers through the transition without disrupting ongoing patient operations, with personalized training for both existing locations and new onboarding offices as the women's health organization continued to grow.
The two teams worked closely together throughout — CTPros performing implementations with RingCentral as backup support, ensuring every location was moved correctly and the platform was configured consistently across the network.
Hundreds of Care Centers. One Standardized Platform. A Solid Win.
The phased migration gave their IT department exactly what it needed — a structured path to standardization that didn't require halting the organization's ongoing growth. CTPros' discovery process allowed the women's health organization to evaluate multiple platforms in a condensed timeline, saving both time and the cost of a drawn-out evaluation. The RingCentral rollout gave their staff standardized communications tools across the network, eliminating the fragmentation of the legacy PBX environment and the ongoing concern that an aging system would fail at a critical moment.
The organization now has a cloud platform that supports their continued expansion — new care centers onboard to the same system, with the same training and configuration, rather than inheriting whatever communications setup existed before the acquisition. The migration is ongoing as the network grows, with CTPros continuing to execute implementations alongside their team.
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