2025 OCR enforcement up: 21 HIPAA settlements last year — second-highest on record. Behavioral health provider Deer Oaks paid $225,000 in July 2025 for inadequate risk analysis — the exact category PHI-in-Trello falls under. See the math →
For Medical & Behavioral Health Practices Still on Trello

Get Off Trello. Stay on Kanban. Be HIPAA-Ready.

A done-for-you migration from free Trello boards to Microsoft 365 + SharePoint — with item-level permissions, a tenant-wide audit log, and BAA-covered storage. Your team keeps the workflow they know. You stop carrying compliance risk in a free SaaS tool.

Get Your Free Trello PHI Exposure Scan See how the migration runs →

30-min slot with Paul on Google Meet · we walk your Trello workspace with you · written exposure report · no obligation · see a sample report (PDF) · or email Paul

You Built It on Trello. Now It's a Liability.

⚠️

No BAA on Free or Standard Trello

Atlassian doesn't sign a healthcare BAA at those tiers — and PHI is almost certainly sitting in card titles, attachments, and comments today.

🔓

Board-Level Access, Not Card-Level

Anyone added to a board can see every card on it. You can't share a single patient's workflow without exposing the rest of the caseload.

🕵️

No Real Audit Trail

If something walks, you can't prove who saw what, when. That's a problem the first time HHS asks.

📝

Intake Forms Aren't Safe Either

Typeform, Google Forms, and JotForm typically aren't BAA-covered on standard plans — so the exposure starts before the card even exists.

Trello vs. SharePoint, Side by Side

Capability
Trello (free / Standard)
SharePoint + Microsoft 365
Healthcare BAA
Not included
Included with Microsoft 365 Business
Item-level permissions
Board-level only
Per-card by role, team, or named user
Audit log
Limited / paid tier
Tenant-wide unified audit log, retained
Kanban view your team already knows
Yes
Yes — Lists board view + Power Apps wrap
Intake forms with BAA
3rd-party, varies
Microsoft Forms, BAA-covered
Where data lives
Atlassian cloud
Your tenant — you own it, you control retention

How the Migration Runs

Phase 1 (Week 1–2)

Discovery & Board Mapping

We sit with the people who actually use the boards, document every list and field, and map your current workflow into a SharePoint schema — including which fields carry PHI and need restricted access.

Phase 2 (Week 2–4)

Build & Wrap

SharePoint Lists with item-level permissions, intake via Microsoft Forms, a Power Apps wrap that gives your staff the kanban view they're used to, and Power Automate flows for status transitions and notifications.

Phase 3 (Week 4–5)

Train & Dry-Run

Hands-on training for clinical staff, side-by-side dry-run against your live Trello data, role-based permission checks, and a written runbook for your admins.

Phase 4 (Week 5–8)

Cut-Over & Hypercare

We migrate historical cards with timestamps preserved, freeze Trello, and stay on for 30 days of hypercare — fixing edge cases as your team finds them.

● Currently Piloting

We're running this exact migration with a Bay Area psychology practice right now — 8 boards spanning intake, regional center coordination, therapy authorization, and employee onboarding. Same playbook. Same SharePoint stack. Same outcome: kanban your team already loves, on infrastructure that holds up to a HIPAA audit.

What You Get

✓

PHI & Workflow Audit

A written assessment of where PHI lives in your current Trello, what's covered by a BAA today, and what isn't.

✓

SharePoint Build, Production-Ready

Lists, content types, item-level permissions, retention policies, and an admin runbook — handed over, not held hostage.

✓

Power Apps Kanban Wrap

A board view your clinical staff can use on day one without retraining. Looks like Trello. Behaves like Trello. Isn't Trello.

✓

BAA-Covered Intake Forms

Microsoft Forms replaces Typeform / Google Forms / JotForm for any intake that touches PHI — same UX, BAA in place.

✓

Historical Data Migration

Every card, comment, attachment, and timestamp from your existing Trello, brought across — or quarantined if it shouldn't move.

✓

30-Day Hypercare

We don't disappear at cut-over. A month of active support while your team works the new system in anger.

The Outcome

6–8 wks
From kickoff to cut-over
0
Workflow retraining for staff
BAA
Signed, end-to-end stack

The Cost of Doing Nothing

Migration looks expensive until you anchor it against what OCR has been charging practices that didn’t move. The math isn’t hypothetical — these are 2025 settlements.

July 2025 · Behavioral Health
$225,000

Deer Oaks — OCR settlement for inadequate risk analysis and missing ePHI protections. The exact category PHI-in-Trello falls under.

2025 Total
21 settlements

Second-highest annual total on record. OCR’s 2024 Risk Analysis Initiative is still expanding into 2026.

Trend
15% → 30%

Year-over-year doubling of third-party (vendor / SaaS) involvement in reported healthcare breaches.

The break-even math

Pilot migration: $7,500. Comparable behavioral-health risk-analysis settlement: $225,000. Break-even at 3.3% of one prevented finding.

Investment

Pilot Migration (1–3 boards)
From $7,500
Full Practice Migration (4–10 boards)
$15,000 – $25,000
Optional Ongoing Admin & Iteration
$500 – $1,500/mo
Fixed-fee, milestone-based. Microsoft 365 Business licenses are billed separately by Microsoft.

Why MaxPower Labs

✓

Healthcare-first by default. Same team that ships SmartOnboard AI — we treat PHI like PHI, not like an afterthought.

✓

Microsoft stack we already run. 17+ years of MSP experience inside the parent company means SharePoint, Entra, and Power Platform aren't new to us.

✓

Workflow before tooling. We model what your team actually does first. The platform is the answer, not the goal.

✓

Fixed-fee, not hourly. You know the price before we start. We carry the scope risk.

✓

Hand-over, not hostage. Your admins get the runbook, the access, and the documentation. You can run it without us.

✓

30-day hypercare included. A month of support after cut-over — because the first month is when reality finds the gaps.

Common Questions

Why move off Trello if it works?

Free and Standard Trello plans aren't covered under Atlassian's healthcare BAA, and most practices using Trello to track patients have at least some PHI inside card titles, attachments, or comments. SharePoint inside Microsoft 365 with a signed BAA gives you the same kanban workflow with item-level permissions and audit logs that satisfy HIPAA.

Will our team have to relearn everything?

No. We mirror your current board structure first — same lists, same lanes, same card fields — then layer permissions and automations on top. Day-one, staff use a board that looks like Trello. The compliance layer is invisible.

How long does the migration take?

A typical small practice migration is 6–8 weeks: 2 weeks of discovery and board mapping, 2–3 weeks of SharePoint build and Power Apps wrap, 1 week of staff training and dry run, and 1–2 weeks of cut-over and hypercare.

What happens to historical Trello data?

We export every board, list, card, attachment, and comment from your Trello workspace, scrub or quarantine anything that shouldn't be migrated, and import into SharePoint with original timestamps preserved. You keep the history; you stop the bleeding.

What about our intake forms?

If your intake form is collecting PHI through a vendor that won't sign a BAA, that's its own exposure. We replace it with Microsoft Forms — same field experience for the patient, BAA-covered, and the responses land directly in SharePoint.

Who You’re Working With

MaxPower Labs is the AI division of Max Power Technology, LLC — an SMB-focused IT shop with 17+ years of production experience. Real engineers and operators, not a slide deck.

PT Paul Tran — Co-Founder & CEO of MaxPower Labs

Paul Tran

Co-Founder & CEO

Leads AI strategy and delivery. Closer to the codebase than the slide deck.

LinkedIn →
JT Jairo E. Tzunun — Co-Founder & COO of MaxPower Labs

Jairo E. Tzunun

Co-Founder & COO

Runs delivery and infrastructure. 17+ years inside Max Power Technology.

LinkedIn →
JP Jaime Perez — AI Business Development at MaxPower Labs

Jaime Perez

AI Business Development

Leads partnerships. Scopes what AI will actually do, not what it could theoretically do.

LinkedIn →
After we get you HIPAA-compliant

We don’t stop at migration.

Once your practice is on SharePoint and BAA-covered, we typically continue with SmartOnboard AI (patient intake automation), document processing, scheduling, and other healthcare operational AI — built on the same playbook.

See everything else MaxPower Labs ships →

Stop Carrying HIPAA Risk in a Free SaaS Tool

Get Your Free Trello PHI Exposure Scan Take the AI Readiness Audit →

30-min slot with Paul on Google Meet · written exposure report · no obligation