CASE STUDY
Modern Document Management at Trilight Health
How Microsoft 365 and SharePoint Online support scalable growth
Project Overview
Trilight Health partnered with Gravity Union to transition from a fragmented, manual document management system on OneDrive to a unified Microsoft 365 and SharePoint Online platform. This modernization improved collaboration, compliance readiness, and scalability—enabling Trilight Health to support future growth and streamline clinician onboarding.
About Trilight Health
Trilight Health is a boutique Canadian healthcare provider delivering community-based occupational therapy. Established by two founders with decades of both public and private sector experience, the organization is committed to transforming a traditional healthcare system into one that prioritizes accessibility and quality. While providing care in British Columbia and nationally, Trilight Health now serves clients both virtually and in-person across multiple communities, combining expertise with innovation to elevate client care.
Industry
Healthcare
Occupational Therapy
Technology
Microsoft 365
SharePoint Online
Business Context
Trilight Health’s legacy systems depended heavily on manual processes and multiple content sources, leading to inefficiencies. Previously, the organization relied on a personal OneDrive account for file storage with a structure based on individual preference, which offered limited capabilities for structuring and organizing information. This approach raised security concerns and made content difficult to search and manage. To address these challenges, Trilight required a unified platform that could centralize document management, automate workflows, and enable secure, seamless collaboration.
Project Goals
Minimize administrative overhead
Enhance document accessibility & security
Support scalability & future growth
Ensure continued alignment with privacy & records legislation
Solution Highlights
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Solution Highlights ✦︎
Delivering a Future-Ready Platform
To support Trilight Health’s mission of accessible, community-based care, Gravity Union implemented a modern SharePoint solution designed for scalability, compliance, and ease of use. This approach not only streamlined clinical workflows but also empowered staff with intuitive tools and governance practices that reduce complexity and enhance collaboration.
Project Duration: The implementation spanned approximately 4 weeks, with multiple training and UAT (user acceptance testing) sessions scheduled throughout.
Phased Implementation
Gravity Union delivered the project in three structured phases to ensure clarity and adoption.
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Workshops were conducted to understand Trilight Health’s unique requirements, including occupational therapy workflows and compliance needs. This resulted in a tailored project plan aligned with their growth objectives.
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Hands-on training sessions equipped staff with best practices for governance and document management. These sessions were adjusted to accommodate clinicians’ schedules, ensuring maximum participation and readiness for change.
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Gravity Union built and tested SharePoint sites, facilitated user acceptance testing, and configured initial workflows for onboarding and clinical resource management. Migration support and go-live assistance ensured a smooth transition.
Function Junction Employee Portal
A centralized hub for onboarding, organizational updates, and access to clinical resources. This portal improves communication and reduces time spent searching for essential information.
SharePoint for Scalable Growth
Clinical Resource Library
Resources are organized by cognitive, physical, and psychosocial domains, enabling clinicians to locate assessments and treatments with minimal clicks. This quick access is critical for a team that works in the community and on the road, where plans often shift during in person visits and clinicians need up to date information at their fingertips to support client care.
Clinical Resource Library
Role-based access controls safeguard sensitive staff information while supporting scalability for future hires and organizational growth.
Custom Gallery Views
Enhanced visual appeal and functionality through JSON-formatted views for lists and libraries, improving user experience and providing flexibility and control.
Centralized Document Management
A single, searchable repository now houses clinical resources, templates, and organizational content. Staff can locate information in seconds, reducing time spent searching and improving productivity.
Complete Digital Ecosystem
Jane App supports Trilight Health’s clinical operations, and SharePoint and Microsoft 365 enhance their digital ecosystem by organizing information, streamlining teamwork, and making knowledge easy to access.
Project Results
Improved Compliance Readiness
The solution incorporates governance strategies and supports automated retention policies, ensuring Trilight Health is prepared for audits and regulatory requirements without manual intervention.
Enhanced Staff Adoption
Hands-on support from Gravity Union has driven strong adoption of Microsoft 365 tools. Clinicians and administrators now leverage SharePoint features for collaboration, onboarding, and resource management.
Scalable for Growth
Role-based access and modular site design enabled Trilight Health to onboard new hires quickly and expand operations without restructuring the platform.
Carly Lightstone, Co-Owner & Occupational Therapist
“Gravity Union provided us with the tools to enhance our efficiency and efficacy as an employer and a service provider. The team took the time to understand our unique company needs to provide functional solutions. They were patient and provided excellent support during our learning phase.”
Now, let’s create your success story.
If you’re facing similar information management, compliance, or collaboration challenges, our team can help design a Microsoft 365 solution tailored to your organization.
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