Multi-site cardio-diagnostic network
46+ locations · 250+ staff · 300+ endpoints
The network operated across more than 46 diagnostic clinics using spreadsheets, paper, and disconnected systems to track every referral, booking, patient visit, diagnostic result, report, and payment. Staff spent thousands of hours each month on repeated entry, cross-checking, and manual reconciliation. Scheduling alone required roughly 40 hours to build a single two-week cycle.
Operational complexity
The work spanned patient access, referral intake, clinical workflow, diagnostic equipment, imaging, reporting, laboratories, billing, accounts receivable, technologist compensation, payroll, workforce scheduling, document delivery, analytics, and enterprise IT. Every location had different services, rooms, certifications, contracts, and patient volumes. The solution had to connect these areas without interrupting care.
Solution delivered
Aditech performed end-to-end operational analysis and delivered a connected enterprise platform: a custom electronic medical records system, cloud-integrated diagnostic imaging and reporting, AI-assisted referral processing, laboratory connectivity, automated billing and payroll, workforce optimization, outbound document automation, analytics, and a complete IT asset, endpoint, and identity-management foundation.
How the engagement unfolded
1. Enterprise discovery across 46+ clinics
Aditech conducted in-clinic consultations and site visits across the network, mapping every major manual process in scheduling, booking, analytics, reporting, billing, referral management, and in-clinic visits. The team worked with physicians, operational staff, technologists, and equipment vendors to understand how work actually flowed before designing the replacement.
2. Custom electronic medical records and diagnostic imaging platform
Aditech designed and built a custom electronic medical records system that became the central operating record for the network. It was connected to a cloud-based diagnostic imaging and reporting platform so that when a patient checks in, order and patient information flows automatically to the diagnostic equipment, images flow to the imaging repository, and the EMR synchronizes follow-up, reporting, billing, and business processes.
3. AI-assisted referral intake and document processing
Every incoming referral previously required a full-time administrative sequence: classify the document, confirm it is a valid referral, extract patient and provider details, validate the health card, match the patient, and create a tracking record. Aditech implemented an on-premises AI and document-intelligence pipeline that classifies incoming documents, extracts the relevant fields, validates the health card, matches the patient, and hands booking staff a referral that is already ready for patient contact. The classification model was trained on the network's own documents and reached 98.8% accuracy.
4. Laboratory and communications integration
Aditech connected the network with major Canadian laboratories so bloodwork and results flow directly into the patient record. This eliminated 80% of inbound mail and removed the need for one staff role dedicated to handling paper results. Automated reminders reduced no-shows by 20%, and electronic questionnaires let patients complete intake information before the visit so staff no longer re-transcribe the same demographics and history at every appointment.
5. Analytics, electronic forms, and structured reporting
Aditech replaced recurring Excel reporting with an analytics platform connected directly to the enterprise data, giving managers current dashboards instead of stale spreadsheets. Electronic forms convert legacy documents into interactive digital forms with patient and provider information prefilled. A structured-reporting module enforces required fields and standard formatting for diagnostic reports so data can be reused in templates and analytics.
6. Technologist invoicing and payroll automation
Technologists previously submitted invoices that an accounting employee spent about five days each month reconciling against service counts. Aditech built an automated invoicing and payroll workflow that pulls services performed directly from the clinical record, applies each technologist's contract rules including rates, travel, expenses, and minimum guarantees, validates the invoice against actual activity, and feeds the approved result directly into payroll.
7. Billing, accounts receivable, and health-card validation
Aditech implemented complete billing functionality connected to the province's Ministry of Health submission channel, including claim creation, accounts receivable, status tracking, credit-card payments, certified health-card validation, error-report import, remittance-advice import, and matching Ministry reports back to claims. Third-party insurance and clinical-trial billing are also supported. Invalid health-card and billing rejections fell by 90%.
8. Outbound document automation for referring physicians
After each visit, consult reports and test documentation must be sent to hundreds of referring physicians, each with different preferences: report only, test only, all documents combined, all documents separate, or other combinations. Aditech analyzed these permutations, encoded each recipient's preferences, verified that required documentation was complete, and automated document assembly and outbound faxing. This replaced work previously requiring two staff roles.
9. Multi-site workforce and resource optimization
Scheduling dozens of technologists, physicians, and staff across more than 46 locations required balancing certifications, room capacity, patient demand, travel distance, gender-specific service requirements, clinic operating days, holidays, individual preferences, illness replacements, and contract costs. Aditech built a constraint-based optimization engine that generates the full schedule in 15 seconds, automatically finds the lowest-cost qualified replacement when someone becomes unavailable, and sends shift reminders. Scheduling cost fell 30% and operational efficiency rose 40%.
10. Remittance and physician compensation reconciliation
Private billing periods, Ministry remittance periods, physician percentage splits, service-specific arrangements, bonuses, and changing effective dates had to be reconciled across the entire company. Aditech automated the matching of claims and payments, applied the correct rules at claim level, calculated clinic and physician amounts, and generated payout summaries. A process that regularly took one to two weeks now completes in under a few minutes.
11. IT asset management and lifecycle tracking
With continued growth across more than 40 locations, the network needed a centralized record of every piece of IT equipment. Aditech implemented an IT asset-management system with a physical-to-digital registration process: every device was identified, scanned, labelled, and tracked by category, location, depreciation, and lifecycle state. This created a single enterprise asset register connecting physical inventory, financial lifecycle, and IT support operations.
12. Remote monitoring, management, and secure access
Remote support previously depended on an on-demand, user-initiated connection model that left IT without a persistent operating view. Aditech replaced this with a centralized remote monitoring and management platform that gives IT visibility and control across 300+ computers without requiring additional staff. Disk and workstation maintenance became automated. Centralized identity, multi-factor authentication, and secure remote access were implemented so identity, endpoint assignment, authentication, and support operate as one connected system.
13. Large-scale data migration and continuity
Aditech completed several large migrations covering legacy billing data, 49 TB of diagnostic imaging and imaging databases, four existing EMR sites, and approximately 200,000 custom structured files from one clinic. The work included reverse engineering undocumented schemas, building transition models, preserving source provenance, reconciling record counts and relationships, and designing recoverable, cost-optimized storage across cloud and on-premises environments. The network remained operational throughout the cutover.
Adoption & controls
Delivery followed weekly iterations with clinicians, technologists, administrative staff, and IT. High-impact automation was piloted with limited cohorts and expanded after operational feedback. Training was role-based and delivered across sites so adoption stuck after rollout.
A high-volume specialty hospital ran clinical, administrative, and billing work on paper, PDFs, and a 25-year-old in-house billing tool. Patients across the country were assessed at pop-up clinics with no unified record, and intake errors produced thousands of dollars per day in downstream billing rework.
The physician printed and completed a form, then faxed it or manually uploaded a PDF to an online portal. Faxes could fail or encounter busy lines. Manual portal submission added roughly 10 minutes per case and took time away from patient care. On the insurer side, paper and PDF intake required scanning, OCR, manual review, and follow-up for missing information.
A First Nations / Aboriginal health network serving Indigenous communities in a major urban area was constrained by manual scheduling, limited virtual-care access, last-minute cancellations without reminders, and no secure way to send information electronically. Front-line providers, nurses, booking staff, and managers needed a unified patient-access platform that fit the realities of community-based care.