From Empty Clinic to Fully Operational IT on Opening Day
A new orthodontic practice in Vancouver needed every piece of technology configured and running before patient day one — clinical software, imaging, phones, guest Wi-Fi, and a kids' gaming corner.
- Practice
- Orthodontic Practice, Vancouver
- Location
- Vancouver, BC
- Size
- 6 workstations, ~8 staff
- Software
- Ortho2 Edge Cloud
A brand-new clinic with zero infrastructure
The owner was remodelling an entire space into a new orthodontic practice. That meant starting with no servers, no workstations, no network, no phones, no email — nothing. Every piece of technology had to be scoped, procured, configured, and tested before patient-day-one.
Clinical workflows are unforgiving. If a chair goes down during treatment, staff cannot work around it. If the imaging machine can't reach the server, diagnostics stop. If the phones aren't live, patients can't book. The whole stack had to work on day one — and keep working without babysitting.
Deadline-driven opening
Remodel and technology install had to converge on a single opening date. No room for missed cabling, wrong-spec gear, or post-launch fire drills.
Clinical software configuration
Ortho2 Edge Cloud had to be deployed and configured across six workstations and the full clinical workflow — patient records, imaging integration, staff roles and permissions.
Medical equipment integration
X-ray and intraoral scanners needed to talk to the clinical software reliably. Printers for treatment plans and referral letters. Document scanners for patient intake.
Phones, email, and guest Wi-Fi
VoIP system for patient calls, custom-domain email with Outlook on every workstation, and a separate guest Wi-Fi network patients could use without touching the clinical network.
Waiting-room experience
Patient TVs and a kids' gaming station in the waiting area — on an isolated network segment, not on the clinical or guest network.
Security baseline from day zero
MFA on every account at go-live, endpoint detection and response on every workstation, encrypted backups running and verified before the first patient.
What we did
Hardware procurement
We scoped every workstation, server, firewall, phone, and network device to the clinic's actual workload and growth plan. Negotiated pricing, sourced everything with accidental damage warranty. No overspec, no underspec.
Network and cabling coordination
Worked with the remodel contractor to plan cable runs before drywall. Deployed UniFi network gear with segmented VLANs for clinical, guest, and waiting-room devices.
Workstation and domain setup
Configured all six workstations with Microsoft 365, endpoint security, and a managed domain. Standardized user profiles so any staff member can log into any workstation.
Ortho2 Edge Cloud deployment
Deployed Ortho2 Edge Cloud across every workstation, configured clinical roles and permissions, and tested integration with imaging equipment before go-live.
X-ray, scanners, printers, and VoIP
Integrated the X-ray machine, intraoral and document scanners, clinical printers, and the VoIP phone system. Every device tested end-to-end with the clinical software and phone workflows.
Custom-domain email and Outlook
Microsoft 365 tenant configured with custom-domain email, SPF/DKIM/DMARC, and Outlook deployed on every workstation. Shared mailboxes for reception and billing.
Guest Wi-Fi and waiting-room experience
Isolated guest Wi-Fi for patients. Patient TVs configured on their own network segment. Kids' gaming station set up in the waiting area on the same isolated network.
Security baseline and backup
MFA enforced on every account, EDR on every endpoint, encrypted backups running daily with verified test restores before the first patient arrived.
Ongoing managed coverage
Monthly managed IT since opening day. 24/7 monitoring, patch management, help desk for staff, and quarterly reviews with the owner.
Measurable results
- Opening-day IT readiness
- 100% on schedule
- Workstations deployed and configured
- 6
- MFA enforcement at launch
- 100%
- Backup verification
- Daily verified restores
- Uptime since launch
- > 99.5%
- Average IT response time
- < 30 minutes
- Staff hours saved vs self-managed IT
- ~5 hours / week (est.)
“We were setting up a brand-new clinic and needed someone to handle everything — six workstations, the X-ray machine, firewall, patient guest Wi-Fi, email on our own domain, and our Ortho2 Edge Cloud practice management software. Nexanova configured all of it, including the kids' gaming station in the waiting area, and keeps it running every month.”
Partner & Owner
Orthodontic Practice, Vancouver