Case Study · Clinic group · Richmond, Burnaby & North Vancouver
Anonymized Case — Managed IT for a three-clinic group in Richmond, Burnaby and North Vancouver: about 30 servers, backups, security checks, phones and EMR operations
Clinics should be thinking about patients, not servers. We run the whole IT side for a three-clinic group — and send a compliance check to their inbox every day.
Privacy note: the client is anonymized and no patient information is shown. We describe the scope of the service, not the clinics' internal systems in detail.
Overview
Full managed IT for a medical-aesthetics and clinic group with three locations in Richmond, Burnaby and North Vancouver: about 30 servers, backups, security checks, the phone system, OSCAR EMR operations, and a daily compliance-monitoring email. Client anonymized.
A clinic group runs on more technology than it looks: the EMR, the booking and front-desk systems, the phones, the servers behind them, and the backups that have to be there on the day something breaks. When nobody owns all of it, problems are found by staff in the middle of a working day. For this three-clinic group we own all of it: about 30 servers, backups, security checks, the phone system and the day-to-day operation of the OSCAR EMR — with a compliance-monitoring email every morning so the group can see the state of things without asking.
The challenge
Three clinics in three cities, each with its own equipment, all depending on shared systems: the EMR, servers, phones and backups. Without one owner, nobody could say at a glance whether backups had run, whether security checks were current, or whether a server needed attention — and clinic staff were the ones who noticed when something went wrong.
Our approach
One team owns the whole IT side. We look after about 30 servers, run the backups, carry out regular security checks, manage the phone system, and handle day-to-day OSCAR EMR operations. Every day an automated compliance-monitoring email reports the state of the checks to the group, so problems surface in the inbox, not at the front desk.
Results
The group has a single point of contact for IT across all three clinics. Backups, security checks, phones and EMR operations are handled as one service, and the daily compliance email gives the group a regular, written view of where things stand.
What the service covers
- About 30 servers across the group, looked after as one estate.
- Backups, run and checked as part of the routine.
- Regular security checks.
- The phone system for the clinics.
- Day-to-day operations of the OSCAR EMR.
- A compliance-monitoring email, every day.
The daily compliance email
Monitoring that nobody reads is not monitoring. Instead of a dashboard someone has to remember to open, the group gets an email every day that reports on the checks. A quiet email means things are in order; anything that needs attention is in writing, with a date on it.
The goal is that the clinics hear about problems from us, in the morning email — not from a patient at the front desk.
Related work for the same group
The IT side sits under the rest of our work for this group: the rebuilt website, SEO/GEO and the custom CRM described in the medical-aesthetics case study.
Technical breakdown
- About 30 servers managed as one estate across three clinic locations.
- Routine backups and regular security checks.
- Phone system administration.
- OSCAR EMR day-to-day operations.
- Automated daily compliance-monitoring email to the group.
Reusable lessons
- For a multi-location clinic, one owner for all IT matters more than any single tool.
- Push the status to people every day; a dashboard nobody opens hides problems.
- Keep the EMR, servers, phones and backups in one service — they fail together, so they should be looked after together.
Modules used
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