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“We had a request yesterday: ‘We need to share some analytics data, and it's a pretty big file — what's the proper method of getting this to the customer?’ And, with Virtru, I can see when they share it and make sure that they are putting an expiration date on the files to be shared.”
Rebecca Dean
Program Manager - Operational Excellence
Xealth is a digital health platform enabling care teams at the country’s leading health systems to integrate, prescribe and monitor a wide variety of digital health tools, programs and assets direct from the electronic health record (EHR). As a health tech company whose software handles protected health information (PHI), Xealth needed a secure way to share sensitive data with customers using its product — a vast array of health systems, each with its own technology and security stack.
With Virtru for Gmail, Virtru for Google Drive, and Virtru Secure Share, Xealth is now able to:
Easily Protect and Share PHI via Email and Files: Xealth needed to securely share PHI and other sensitive data with health system customers, while complying with HIPAA. With Virtru, HIPAA compliant email and file sharing is simple.
Speed Up Collaboration with Customers: With Virtru, Xealth’s Team can securely deliver solutions to customers quickly and efficiently without having to rely on multiple tools.
Navigate a Wide Range of Customer Tech Stacks: Because Virtru is platform-agnostic, Xealth can securely share information with healthcare organizations on various Microsoft 365 and Google Workspace SKUs — and beyond — with minimal friction. Customers can easily access shared information in any browser, without installing any software or creating any new accounts.
Virtru won out against competitors because:
“Virtru’s Gmail integration is intuitive,” Wlodarczyk said. “It just works. You don't really need to think about it, and you don't need to know, ‘Oh, it's this hashtag, or this keyword to secure the email.’ What if you forgot the keyword or you're using the wrong one? That increases the potential for mistakes.”
Virtru, on the other hand, is present as a blue toggle button in every email that users compose, and the added “warning” feature provides peace of mind to administrators Robert Wlodarczyk, VP of Software Operations, and Rebecca Dean, Program Manager - Operational Excellence.
Users also like the warning feature: “They said it was a feature they really appreciated,” said Dean. “But, also, we end up sending a lot of test data, which looks like PHI from an algorithmic perspective, but is not. So they're always being reminded to ask, ‘Is this sensitive or not?’ And those warning messages are enough feedback where it's not disruptive, but it does create an opportunity for them to stop and think. So, that made me feel more comfortable.”
As healthcare systems implement Xealth software — which processes patient records and health data — Xealth needed a way to securely onboard, test, and provide support to its customers while ensuring that patients’ health records always remained protected and HIPAA compliant throughout these workflows.
Other open-source tools were too complex and cumbersome for Xealth’s ever-changing customer workflows. Before discovering Virtru, Xealth would use customers’ preferred tools that meant keeping track of several different encryption tools, creating a fragmented data-sharing environment.
This was also a pain point for the information security team. If an employee left Xealth, or account management was passed to another colleague, the account change or termination process was highly manual.
As Xealth continued to grow and scale, the team needed a clearer, more unified way to manage these data flows. It had even become so cumbersome that one employee had to set aside daily blocks of time, just to handle encrypted email exchanges.
“Employees blocked time at the end of the day, in a separate window, to deal with those encrypted messages because it was so time consuming,” Dean said. “Whereas, if they're working in Virtru, they can respond more quickly and execute work for the customer in a more efficient manner.”
When Xealth started using Virtru, things changed quickly, and for the better. Virtru frees up employees to proactively and securely share sensitive information any time, with any customer. This ease of use has led to high adoption rates among Xealth employees. "It was super easy to set up,” Wlodarczyk said. “Even onboarding employees is very straightforward."
In addition to email encryption, Virtru Secure Share allows Xealth to securely send large files that might be too big for email attachments. The dual coverage of Virtru email and file encryption ensures that all types of sensitive data can be shared securely, regardless of the workflow.
“We had a request yesterday: ‘ We need to share some analytics data, and it's a pretty big file — what's the proper method of getting this to the customer?’ And, with Virtru, I can see when they share it and make sure that they are putting an expiration date on the files to be shared,” said Dean.
“We've always told people, ‘If you share it, make it temporary,’” she continued. “But now, I can very easily audit and make sure that happens. And it's easy for the user to do that up front, or if they forget, we can update [the security settings], which is also handy.”
Dean summed up Xealth’s experience with Virtru software: "Virtru is a good, light solution that you can set up quickly...which I recommend." She also noted that the onboarding materials provided by Virtru were excellent, allowing them to quickly train their team in minutes.
"I highly recommend it,” Wlodarczyk added. “It’s super easy and super seamless, and it provides a lot of value."
By implementing Virtru, Xealth has not only strengthened their security posture and improved operational efficiency, but they've also positioned themselves for future growth by accelerating secure collaboration with customers.
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