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How Dr. DeSantis Streamlined His Office
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Ezra Angelo
- • November 21, 2024
Before EKIM: Growth Meets Growing Pains
In the heart of Maine, Dr. James DeSantis, better known to patients and locals as “The Braces Guy,” built his orthodontic practice on innovation, efficiency, and exceptional patient experience. His office ran on modern systems and digital convenience. From online check-ins to sleek chairside tools, everything was designed to move smoothly.
And for a while, it did.
Systems That Couldn’t Keep Up
As the practice expanded, however, cracks began to show. Imaging stations, critical for diagnostics and treatment planning, started to lag during peak times. The guest Wi-Fi, once a thoughtful bonus for families, became a silent drain on the same network powering clinical tools. And the beloved check-in kiosks began freezing without warning, forcing staff to pivot on the fly.
The Loop of Quick Fixes
Instead of smooth workflows, the team faced daily disruptions. Rebooting devices became a regular ritual. Switch networks, restart again, wait and hope. Nothing felt stable.
“We’d reboot one thing, then another,” said Dr. DeSantis. “Sometimes it helped, sometimes it didn’t. But it always took up time and patience.”
From Cutting-Edge to Constant Catch-Up
What once gave the practice its edge was now a growing frustration. Staff morale dipped. The brand’s modern image began to feel disconnected from the reality behind the scenes. Even patients noticed that the polished surface didn’t always match their experience.
That’s when Dr. DeSantis realized the problem wasn’t the tools, it was the structure trying to support them.
He didn’t just want things patched up. He wanted a scalable, reliable solution that could support the pace of his growing practice. So he turned to EKIM IT Solutions, not for a quick fix, but for a better foundation.
The Challenges Behind the Call
1. Innovation Outpaced Infrastructure
From day one, Dr. DeSantis had built his brand on tech-forward care. Digital imaging, paperless forms, online check-ins. His clinic quickly became known for being ahead of the curve. Parents appreciated the speed. Kids loved the touchscreens. The front desk relied on a streamlined check-in experience. But as the patient list grew, the systems that once set them apart started to buckle under pressure.
The digital imaging stations, which played a central role in diagnosis and treatment planning, began slowing down, especially during peak hours. Files lagged. Appointments backed up. And what should have been a two-minute task became a frustrating delay. Meanwhile, the Wi-Fi network shared between operatory systems and patient guests was being pushed beyond its limits. Video streaming in the waiting room would cause slowdowns in the treatment rooms. It wasn’t just annoying; it was impacting care.
Even the check-in kiosks, once a favorite feature among patients, started freezing mid-process or displaying errors that left the front desk scrambling. The digital systems meant to improve patient flow were instead causing friction. The gap between what the brand promised and what patients experienced was widening.
2. Workarounds Became the Workflow
As issues became more common, the staff developed a rhythm of reacting. “Just reboot it” became the unofficial motto. Imaging not loading? Reboot it. Wi-Fi cutting out? Switch networks. Kiosk glitching? Use pen and paper. But these weren’t solutions, they were survival tactics.
Over time, these makeshift methods became routine. Team members developed internal shortcuts to avoid known bugs or glitches. But working around problems meant losing valuable time. It also meant accepting that something would go wrong, every day.
System updates added to the chaos. Instead of occurring after hours, they often kicked in during clinic hours. Restart prompts would pop up in the middle of appointments. Software would freeze at exactly the wrong moment. It wasn’t just frustrating, it was disruptive.
3. Stress and Burnout Were Creeping In
Without structured support, the staff had become their own IT department. Dental assistants doubled as troubleshooters. Admins fielded network complaints. And Dr. DeSantis himself became the go-to person for tech issues. None of them were trained for this, but there was no one else to call.
This created a workplace culture of tension. Everyone felt responsible when tech failed. Patient care suffered. Schedules got off track. And slowly, morale dipped.
The tipping point wasn’t a major crash, it was the growing weight of daily stress. The tech wasn’t just a bottleneck anymore. It was a burden. A silent, persistent one.
That’s when Dr. DeSantis took a step back and looked at the bigger picture. The practice hadn’t done anything wrong, it had simply outgrown its foundation. What they needed wasn’t a patchwork of fixes. They needed a partner who could realign their systems with the pace of their growth.
That’s when he called EKIM.
What EKIM Delivered: From Chaos to Clarity
1. A Smarter, Stronger Network
One of the first issues EKIM tackled was the unstructured, overloaded network. For years, both guest and clinical devices had shared the same Wi-Fi, creating invisible but major performance issues. Patients streaming content in the waiting area unknowingly slowed down essential clinical tools.
To fix this, EKIM conducted a full network audit. They examined bandwidth usage, peak activity times, and device congestion. Then they rebuilt the network from the ground up.
The solution? Two fully separate, secure Wi-Fi systems. One was built exclusively for staff and clinical operations. The other was reserved for guests. With this setup, imaging, scheduling, and treatment tools always had top bandwidth priority.
Additionally, EKIM fine-tuned bandwidth allocation. They ensured mission-critical systems had fast, uninterrupted access while limiting non-essential traffic. As a result, performance improved across the board. Imaging stations stopped lagging. Patient appointments moved smoothly. And staff could work confidently without waiting on technology.
2. Reliable, Timed Updates, Not Surprises
Next, EKIM addressed the issue of untimely system updates. Before, software patches would interrupt live appointments. Sometimes, causing slowdowns or even system reboots mid-procedure.
To prevent this, EKIM implemented a scheduled update routine. Updates now run only after hours, at times agreed upon with the team. The practice can rest easy knowing tech won’t interrupt their day.
They also installed an automated monitoring system that flags unscheduled updates before they become problems. EKIM’s help desk receives real-time alerts and steps in proactively.
This new approach gave the team something they hadn’t felt in a while: predictability. No more pop-ups mid-patient. No more wasted minutes rebooting. Instead, every morning starts clean, calm, and focused.
3. Help When It’s Needed Most
The final piece of the puzzle was support, real support.
Previously, the Braces Guy team was handling IT issues on their own. Now, they have around-the-clock system monitoring and access to EKIM’s local help desk. The difference is night and day.
Remote monitoring tools quietly run in the background, keeping tabs on system health. If something looks off, whether it’s a slow computer or a network blip, EKIM acts fast, often before the team even notices a problem.
And when someone does need help, they can call, chat, or email a real human who already understands their systems.
This shift relieved pressure across the practice. Staff no longer waste time guessing at fixes. They feel supported, not stranded.
From Problem-Solving to Problem-Prevention
Together, these changes didn’t just fix what was broken. They created a new, stable foundation for growth. EKIM transformed reactive IT into proactive support, keeping issues from happening in the first place.
With faster systems, scheduled updates, and real-time support, Braces Guy Orthodontics now runs with clarity and control.
What Changed at Braces Guy Orthodontics
A Shift in Tech, A Shift in Culture
EKIM IT Solutions didn’t just solve problems, they transformed how Braces Guy Orthodontics interacted with technology. What once caused stress now supports productivity, and that change has been felt across every corner of the clinic.
Faster, Smarter Systems
With a segmented network in place, critical systems now get the bandwidth they need without interference. Imaging stations no longer lag. Check-in kiosks respond instantly. Chairside tools operate as expected. These upgrades brought back the speed and reliability that originally defined the practice’s tech-forward identity.
What used to cause delays, such as patient streaming on guest Wi-Fi, has been eliminated through smart network separation. Now, staff can focus on care instead of troubleshooting.
Smoother Start to Every Day
One small change made a big difference: scheduled updates. Instead of surprise reboots mid-appointment, all system maintenance now happens after hours. The team begins each day without pop-ups, interruptions, or uncertainty.
This new routine restored more than just time, it brought back confidence. Staff now trust that their tools will work when they need them.
Confident and Supported Staff
When something does go wrong, the team doesn’t scramble. They simply contact EKIM’s help desk. Real humans, familiar with their setup, provide fast, helpful support. That peace of mind has reshaped how the team works and how they feel about their work.
No more juggling IT duties alongside patient care. Just focus, clarity, and the ability to do their jobs well.
Morale That Moves the Needle
Less friction leads to better flow and a happier team. Freed from daily tech hassles, staff energy now goes toward patients, not problems. That shift in morale is felt by everyone who walks through the door.
“We don’t fight the tech anymore,” said Dr. DeSantis. “It works with us. That’s how it should be.”
The Bottom Line
Braces Guy Orthodontics didn’t just fix its technology, it rebuilt the foundation of its digital experience. With EKIM’s support, the team moved from reaction to intention, from glitches to growth. That momentum continues, powering smoother, more connected days every single day.
Why It Matters for Practices Like Yours
When Growth Outpaces Your Systems
Dr. DeSantis’s story is familiar because it’s common. Practices grow more patients, more appointments, more technology. But eventually, the tools that once made life easier begin to fall short. Not because they’re broken, but because they were never designed for this new level of demand.
That’s when the symptoms start showing up: slow computers, glitchy apps, delays in care, and staff who feel like they’re constantly putting out fires. The frustration builds slowly until it becomes a daily distraction.
This is exactly what happened at Braces Guy Orthodontics. On the outside, everything looked successful. Inside, the systems were stretched too thin. The team was relying on quick fixes and patchwork solutions just to get through the day.
You Don’t Need More Tech, You Need the Right Setup
The solution wasn’t a major overhaul. It wasn’t about buying the latest gadgets or switching platforms. It was about aligning the systems with the pace of the practice.
With the right IT partner, Dr. DeSantis implemented a setup that actually supported his workflow. Segmented networks. Scheduled updates. Proactive monitoring. These weren’t flashy changes, but they changed everything.
Now, the practice runs the way it was always meant to: smoothly, confidently, and without distractions.
Your Practice Deserves the Same
If your team is constantly working around technology instead of with it, something’s off. But that doesn’t mean starting over. It means optimizing what you already have and designing systems that fit how you work now, not how you worked five years ago.
Whether you’re in orthodontics, general dentistry, or another healthcare space, EKIM IT Solutions can help. Our approach is practical, non-disruptive, and fully customized to your team.
You don’t need to slow down for your systems. We’ll help your systems catch up to you.
About Ekim IT Solutions
Founded in 2023, Ekim IT Solutions has quickly become one of Maine’s most trusted providers of IT services for dental practices, retail operations, and professional offices.
- Startup Success: Rapidly earned a reputation for reliable, responsive support
- Fastest Growing MSP in Maine: Built on client satisfaction, real results, and word of mouth
- Customer-Centered: Every solution is tailored to how your team actually works
- Future-Ready: Focused on proactive security, smarter workflows, and seamless technology
When Tech Gets Out of the Way, Everything Works Better
Dr. DeSantis didn’t need a flashy new system, he just needed fewer disruptions.
Like many growing practices, his team wasn’t struggling with effort or care. They were struggling with technology that couldn’t keep up. When EKIM IT Solutions stepped in, the change wasn’t just technical, it was emotional. The stress lifted. The flow returned. The practice felt lighter, more focused, and more in control.
And that’s what the right IT partner does: not just fix issues, but remove them from your day entirely.
When systems work quietly in the background, fast, secure, and reliable, your team can focus on what they do best: delivering excellent patient care without distractions.
If your systems are slowing you down, let’s explore what smoother could look like. No jargon. No pressure. Just a better way forward.
🗓️ Book a call with us
📞 207-333-2206
📧 info@ekimit.com
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- • November 21, 2024
