Microsoft 365 Migration Lead for Healthcare

OVERVIEW We're a single-location medical practice moving from Google Workspace to Microsoft 365, and we need someone to own this project end to end: assess, plan, make the standard decisions a competent M365 consultant should make independently, execute, and report to us only at a few checkpoints. The practice owner has very limited bandwidth and is deliberately hiring for leadership and project ownership, not task execution. If you need detailed direction at each step, this isn't the right fit; if you run small-business M365 migrations independently and like to hand the client a plan rather than a list of questions, please apply. We already have a Microsoft 365 Business Premium tenant (currently used only for a Microsoft Forms intake form). We have 5 active users and very little data, so this should be a clean, fast project, ideally 2–4 weeks. We use more email addresses than people, which we want handled efficiently as aliases and shared mailboxes rather than extra paid seats. Two outcomes matter most: (1) a properly configured, secure, HIPAA-appropriate M365 environment right-sized to 5 paid users; and (2) a unified contact directory that syncs to RingCentral so inbound calls show us who's calling. We will provide a cleaned, de-duplicated client contact list for the directory load, you do not need to merge or reconcile our source data. We're a healthcare practice handling protected health information (PHI), so everything must be configured for HIPAA under Microsoft's BAA terms. HOW WE'LL WORK TOGETHER (this is the point of the role) We want your involvement to be high and ours to be low. We expect the project to require the owner at roughly four short checkpoints, and little else: 1. Kickoff (~30 min): we hand over access and context; you take it from there. 2. Plan approval (~30 min): you deliver a short written migration plan with your recommendations already made (licensing, email architecture, cutover timing) for a single approval, not a list of questions for us to answer. 3. Go/no-go (~15 min): you propose the cutover window; we approve. 4. Sign-off (~30 min): you confirm completion and hand over documentation. Between these, you should not need us. Use your judgment on standard configuration decisions and flag only the genuinely owner-level items (spending, cutover timing, anything touching compliance). ABOUT US - Single-location medical/aesthetic practice; 5 active users - Several additional email addresses to be served via aliases/shared mailboxes (not extra paid seats) - 12 accounts total in tenant, including 2 already archived + account-cleanup tasks below - Current stack: Google Workspace (email/calendar/Drive), RingCentral (phone), Boulevard (practice-management, stays as-is) - Devices: primarily Apple (managed via Mosyle), plus two new Windows laptops - Microsoft 365 Business Premium tenant already exists; HIPAA BAA coverage to be confirmed/documented from the Service Trust Portal SCOPE OF WORK / DELIVERABLES 1. Lead the project: short discovery, then a written plan with your recommendations for our single approval; manage execution to completion. 2. Right-size and configure the tenant for 5 licensed users (we have 3 Business Premium licenses today; add ~2). Recommend the right plan mix for a HIPAA practice. 3. Confirm and document our HIPAA BAA coverage (download from the Service Trust Portal) and verify our workloads (Exchange, OneDrive/SharePoint, Forms) are in-scope. 4. Security baseline: MFA, basic conditional access, secure external-sharing, admin best practices. 5. Email architecture (minimize licenses): set up additional addresses without extra seats, aliases for one-person addresses, shared mailboxes (with send-as) for role addresses (info@, frontdesk@, billing@), distribution lists where mail fans out. 6. Migrate all 5 users from Google Workspace: email, calendar, contacts, and our small volume of Drive files, with zero/near-zero email downtime. 7. File access: shared files into SharePoint/Teams libraries with role-based permissions; personal files into each user's OneDrive, no extra licenses required to share. 8. DNS / email deliverability: MX, SPF, DKIM, DMARC; confirm all addresses carry over with no interruption. 9. Account lifecycle & cleanup (data-preserving): decommission the owner's old/duplicate account preserving its data; archive one departing user's account and reassign its email to a new user (preserve the old data first; give the new user a clean mailbox); confirm the 2 archived accounts are retained per healthcare record-retention needs, not deleted. 10. Load our provided clean contact list into the Microsoft directory and integrate with RingCentral so inbound calls display the caller's name. Document how new contacts stay in sync. (Advise on any HIPAA considerations for storing patient contacts in the directory.) 11. Microsoft Forms: improve our existing consultation-inquiry form, design, response routing/notifications, where responses land. 12. Documentation + a short staff training session + clean handoff. ONGOING MANAGEMENT (please address in your proposal) We do not want to own administration of this environment after setup. Please tell us whether you offer ongoing management on a small monthly retainer, or can hand the environment to a named managed-service arrangement. The outcome we want is: Microsoft is set up AND someone other than the owner runs it. OUT OF SCOPE (separate/future engagements, note if interested in ongoing work) - Merging/reconciling our source client lists (we handle this separately and will provide a clean list) - Custom CRM / lead-management build in Dataverse or Power Apps - Boulevard integrations and advanced RingCentral "screen-pop" (App Connect) - Device management / Intune migration off Mosyle REQUIRED SKILLS & EXPERIENCE - Has independently led small-business Google Workspace → Microsoft 365 migrations end-to-end (please cite examples and your role) - Comfortable making standard configuration decisions without client hand-holding - Healthcare / HIPAA experience and BAA-aware M365 configuration - Strong M365 email architecture: aliases, shared mailboxes, distribution lists, send-as (to avoid over-licensing) - User-lifecycle / account deprovisioning done correctly (data preservation, mailbox conversion, email reuse) - Strong DNS / email deliverability and no-downtime cutovers - RingCentral contact-sync experience (or strong equivalent) - Microsoft Forms, Exchange Online, OneDrive/SharePoint, Entra ID (MFA / Conditional Access) - Clear checkpoint-level communicator; can train non-technical staff - References / verifiable Upwork reviews SCREENING QUESTIONS 1. Describe a Google Workspace → Microsoft 365 migration you ran end-to-end with minimal client involvement, number of users, your role, and how you kept the client out of the weeds. 2. For a project like this, what decisions would you make on your own vs. bring to us for approval? 3. We have 5 staff but more email addresses. How would you set up the extra addresses without buying extra user licenses? 4. Have you configured Microsoft 365 for a HIPAA-covered healthcare practice? What specifically did you do to keep it compliant under Microsoft's BAA terms? 5. How do you decommission a departing user's account and safely reuse their email for a new hire, preserving the prior user's data and avoiding inherited mail/calendar/permissions? 6. Do you offer ongoing monthly management/administration after setup? If so, describe it and your rate. 7. Your realistic timeline, weekly availability over the next month, and whether you prefer fixed-price or hourly (with a rough estimate). ENGAGEMENT & TERMS We're hiring for ownership and judgment, not just hands, price accordingly. Fixed-price with 2–3 milestones preferred; open to hourly for the right senior candidate. - Timeline: target 2–4 weeks. - Strong interest in an ongoing management retainer after setup. - Confidentiality: signed NDA required; temporary, scoped admin access that we revoke (or transition to your managed-service arrangement) on completion; do not access PHI beyond what the work requires. HOW TO APPLY Answer the screening questions, share 1–2 projects you led independently, and give your timeline, price, and ongoing-management option. Generic proposals will be skipped.