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March 12, 2025
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The healthcare industry is embracing digitalization by creating innovative and user-friendly applications. One of the reasons behind building such solutions rapidly is Microsoft’s Power Platform, which provides some of the finest low-code and no-code tools to help healthcare organizations create AI-powered applications.
With multiple licensing options such as per app licensing, per user licensing, and more, selecting the right one can become overwhelming. Organizations often make the mistake of either purchasing incorrect licenses or failing to maximize their investment.
In this guide, we provide a comprehensive overview of Power Platform licensing options for healthcare providers. By the end of this blog, they will be able to choose the right licensing option for their specific needs without unnecessary expenses.
Healthcare organizations collect vast amounts of information in their daily operations. With so much data influx, managing and making decisions becomes extremely inefficient for doctors or healthcare providers traditionally. Microsoft provides a collection of tools through its Power Platform, which helps medical organizations automate workflows, analyse data, and perform a lot of technical tasks with minimal of coding.
Here’s how Microsoft Power Platform technically helps the healthcare industry:
Microsoft Power Platform consists of several key components, including Power Automate, Power BI, Power Apps, and more. With these tools, organizations can meet the growing demands of customers and enhance operations. The thing to keep in mind is that to get the most out of these platforms, organizations need to do their licensing correctly.
The licensing of Microsoft Power Platform is based on the actual needs of the organization. Usually, four key licensing models are utilized.
Choosing the best licensing option doesn’t mean the most expensive one is always more advantageous. It’s about examining your organization’s needs before making a purchasing decision. Here are our suggestions for hospitals and health specialists.
Hospitals often need broad access to multiple apps and automation tools. Power Platform Premium Licensing is a good choice because it provides full access to Power Automate, Power Apps, and AI-driven tools, making it ideal for large-scale healthcare operations. Per App Licensing is also beneficial if hospitals only need specific apps for managing patient data or streamlining workflows without paying for unnecessary features.
For independent practitioners, Per User Licensing works well. It allows unlimited access to Power Apps and Power Automate, helping manage patient records, appointments, and administrative tasks efficiently. Pay-As-You-Go Licensing is another option for those who use Power Platform tools occasionally, ensuring cost control without committing to a fixed plan.
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Many healthcare organizations end up overpaying or underutilizing Power Platform due to common mistakes. Here are some of them:
Hospitals sometimes subscribe to premium licenses without actually using premium features like AI Builder or advanced connectors. Before purchasing, evaluate whether your organization truly needs these features.
Power Apps and Power Automate do not automatically include full Dataverse access. If your organization plans to store large volumes of patient data, additional Dataverse licensing may be required.
Many hospitals opt for per-user plans when a per-flow plan would be more cost-effective. If automation is required across multiple departments, a per-flow license is usually better.
Healthcare organizations must comply with regulations like HIPAA and GDPR. Some licenses do not include necessary security and compliance features, which can lead to legal risks.
If a hospital plans to expand its services, it should choose a licensing model that allows for easy scaling without high additional costs.
Selecting the right Microsoft Power Platform license involves proper planning and finding answers to the key questions based on needs and budget. Here’s what to consider before making a decision.
Consider whether the license is for a large hospital, a small clinic, or an individual professional. If multiple users need access, Per User Licensing or Premium Licensing might be better. If only specific apps are needed, per-app licensing can save costs.
If you use Power Platform tools daily, a fixed license like Per User or Premium is ideal. For occasional use, Pay-As-You-Go Licensing helps you avoid unnecessary costs.
Large hospitals usually need advanced automation and data management, so premium licensing could be the best choice for that. If only a few apps are required for tasks like scheduling and billing, Per App Licensing is a practical alternative.
Compare pricing options. Premium Licensing gives full access but could be expensive, while Per App or Pay-As-You-Go plans offer flexibility and cost savings.
If your organization is growing, choose a scalable option like Per User Licensing or Premium Licensing. For changing needs, Pay-As-You-Go offers flexibility without long-term commitments.
With the adoption of the Power Platform, it’s always challenging for medical organizations to manage costs and ensure operational efficiency. However, the solution to this problem lies in identifying the correct licensing. Here’s a guide containing practical steps to reduce costs and ensure the optimal usage of the platforms.
Many organizations pay for features they don’t even need. They often choose a broad Premium License without even assessing which tools are essential. By identifying the actual needs and eliminating unwanted licenses, organizations can make significant annual savings.
Some healthcare teams use Power Platform tools occasionally rather than daily. Instead of committing to a fixed license, Pay-As-You-Go Licensing allows you to pay only for what you use. This is ideal for departments with fluctuating needs, such as seasonal operations or part-time staff.
It’s true that organizations must adopt scalable licensing options, but that doesn’t mean they should purchase premium licenses upfront. Start by assessing the current scenario and scaling over time. Follow a phased approach—begin with a per-app license, then transition to per-user licensing, and upgrade later.
Usage needs change over time. Conduct timely audits to check the utilization of licenses. By decommissioning unnecessary applications or moving to a more suitable license, organizations can save up to $6 million annually.
Organizations can save millions by working with certified partners by Microsoft. These certified partners create personalized licensing plans at customized pricing. By doing so, they help organizations prevent overspending and underutilization as they review what is actually needed and suggest the right option.
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Power platforms now overshadow the traditional approach to developing healthcare applications. However, its set of resources sometimes overwhelms organizations to find the right licensing. Remember, smart licensing isn’t about buying the most expensive option—it’s about finding what your healthcare team actually needs.
Choose licenses that match your real usage. If your organization is owned individually, then there’s no need to purchase a premium license or one with unlimited access.
For organizations finding it difficult to leverage Power Platforms to its optimal use must partner with Microsoft experts like QServices -Process Automation Partner. With our decade-long experience, we develop personalized healthcare solutions for hospitals and healthcare institutions, that too within their budget.
It enables healthcare providers to automate routine tasks, analyze patient data more effectively, create custom apps for telehealth, and deploy chatbots for 24/7 patient interaction.
Per-user licensing grants one user access to multiple apps, while per-app licensing restricts access to specific applications but can be more cost-effective for limited needs.
Benefits include improved collaboration, enhanced security, streamlined operations, and reduced IT costs.
Dataverse is a secure database service for storing and managing healthcare data that integrates with Power Platform tools but may require additional licensing.
Yes, Power Platform can connect with major EHR systems through connectors, allowing healthcare organizations to extend functionality while maintaining data integrity.
AI Builder adds artificial intelligence capabilities to applications, enabling features like document processing, patient sentiment analysis, and predictive analytics.
Healthcare organizations should audit licenses at least annually to identify unused features, adjust for changing needs, and optimize costs based on actual usage.
Per-user licensing is typically best for telehealth as it allows providers to access multiple apps needed for comprehensive virtual care management.
Power Platform offers role-based access control, encryption, audit logging, and compliance tools, but premium security features may require specific licensing tiers.
Yes, Power BI and Power Apps can create compliance dashboards and automated reports to track regulatory requirements and highlight potential issues.
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