01
Client Profile & Background
A leading private hospital group in Jakarta, operating multiple facilities with over 500 beds and serving 2,000+ daily visitors, required a digital transformation of their lobby management. The group's IT environment included legacy on-premises servers, a mix of Windows and Linux systems, and a growing need for compliance with Indonesia's data protection regulations. The hospital's administration sought to replace manual visitor logs with an automated system that could integrate with their existing Microsoft Active Directory for employee authentication and provide real-time visibility into visitor traffic across all locations. The IT team was already familiar with Synology for file storage and Veeam for backup, making them preferred choices for the new solution.
02
Technical Challenge
The hospital faced several critical challenges: manual check-in processes caused average wait times of 15 minutes during peak hours, leading to patient dissatisfaction. Paper visitor logs were prone to errors and difficult to audit, with a 20% data entry error rate. Additionally, the hospital needed to enforce visitor capacity limits in waiting areas to comply with health protocols, but lacked real-time occupancy data. The existing network infrastructure, based on older Cisco switches, struggled to handle the bandwidth demands of a digital check-in system with 50+ kiosks. Security was also a concern, as visitor data needed to be protected from unauthorized access, requiring a cybersecurity upgrade. The IT team estimated that a failure in the backup system could lead to loss of up to 24 hours of visitor data, which was unacceptable for compliance and operational continuity.
03
Implemented Solution
The solution deployed 30 Lenovo ThinkCentre M90a All-in-One kiosks at lobby entrances, running a custom visitor management application developed on Microsoft.NET. Each kiosk integrates with a Synology RackStation RS3618xs for local data storage, configured in RAID 6 for redundancy. Backup is handled by Veeam Backup & Replication, with daily backups to a second Synology unit at a remote site, ensuring RPO of 1 hour. Network upgrades included Cisco Catalyst 9300 switches for PoE+ to power kiosks and Fortinet FortiGate 100F firewalls for segmentation and threat prevention. The system also integrates with the hospital's existing Microsoft Active Directory for staff badge scanning and uses a hyperconverged infrastructure from Dell (VxRail) to host the VMS server, ensuring high availability with automatic failover.
04
Results & ROI
Post-implementation, average visitor wait time dropped from 15 minutes to under 3 minutes, a 80% improvement. The digital system eliminated paper logs, reducing data entry errors to near zero. Real-time occupancy tracking allowed the hospital to manage capacity effectively, reducing overcrowding incidents by 60%. Backup reliability improved with Veeam, achieving a 99.9% success rate and RPO of 1 hour, down from 24 hours. The IT team reported a 30% reduction in helpdesk tickets related to visitor issues. Financially, the hospital saved approximately IDR 500 million annually in administrative costs and avoided potential fines for data non-compliance. The solution also provided analytics that helped optimize staffing levels in the lobby, further enhancing operational efficiency.
