The Challenge
Sana Health Group delivers mental health and wellbeing services, where clinical teams need reliable, secure tools and zero distraction. As the group grew, its Microsoft 365 licensing drifted. Plans were assigned inconsistently across clinical, administrative, and corporate staff. Some users carried capabilities they never used. Others lacked the security and collaboration features their roles required. Sana needed clarity on what it was paying for, and confidence that licensing aligned to how care is actually delivered.
What Evocate Delivered
Evocate ran a focused Microsoft 365 licensing engagement in 2024:
- Tenant audit: mapped every assigned licence against active usage
- Role profiling: grouped user types, frontline clinical, administrative, and corporate, and matched each to the right Microsoft 365 plan
- Waste removal: identified unused and duplicated licences for reassignment or removal
- Compliance review: checked the security and compliance entitlements relevant to handling sensitive health information
- Clear position: provided a documented licensing view and recommendations Sana could act on
Outcomes
Sana now runs on a licensing model that fits its people. Clinical staff have the secure, dependable tools they need, without paying for features they do not use. Administrative overhead is lower, and the group has a documented view of its Microsoft 365 estate it can manage with confidence. Licensing spend is aligned to genuine need rather than historical drift. Evocate remains a known point of contact for future licensing questions.
Why This Matters
In healthcare, technology should disappear into the background so clinicians can focus on people. Getting licensing right is unglamorous but foundational, because it underpins security, compliance, and cost control all at once. Most organisations let licensing accumulate quietly until they are paying for capacity no one uses and missing protections some roles need. Evocate’s role was to bring order and clarity, so Sana Health Group spends on the capabilities that support care and nothing it does not.
