Client Profile
Romi Medical Suppliers is one of the fast-growing medical suppliers overseeing patient
records and operational workflows across multiple locations in the United States
Before partnering with the RND OptimizAR, Romi Medical Supplies' leadership was facing
intense operational pressure following a recent acquisition, struggling to manage high-
volume patient record migration within strict deadlines
The Challenge
The operational pressure that, Romi Medical Supplies was up against.
Romi Medical Supplies faced a critical operational challenge in October 2025: migrating
all patient records from the acquired company’s Brightree login to their own Brightree
account under critical pressure on the project deadlines and resource planning.
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Time-sensitive project: Migration to be completed within weeks with a strict
deadline.
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Limited system access: On the US day shift, only 5 Brightree FTEs were allowed to
log in, while the client’s team was also working concurrently.
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High-volume data transfer: Hundreds of patient records needed to be accurately
transferred without errors.
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Technical challenges: Document uploads failed intermittently due to fluctuating
internet connectivity.
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Shift constraints: US night shift operations had limited support, creating delays
whenever client approvals or clarifications were needed.
Romi Medical Supplies needed a partner capable of executing with speed, accuracy &
flexibility. Scaling to overcome these roadblocks - while navigating constraints and
eliminating operational bottlenecks.
The Solution
How RND OptimizAR stepped in to take charge of the migration
The expectations were clear and urgent when Romi Medical Supplies onboarded on
RND OptimizAR. They required a partner who could move fast, maintain accuracy &
resources at speed to meet an aggressive deadline.
RND OptimizAR came in with a clear mandate:
- The patient record migration must be complete within a tight deadline.
- 100% data accuracy and compliance ensured.
- Scale resources effectively to maximize output.
Phase 1: Rapid deployment (Oct 2025)
The starting plan was deploying 2 resources to complete the migration within 3 days, but
as the project scope expanded, RND OptimizAR rapidly scaled the team to 20 FTEs,
leveraging US night shift hours to maximize system usage.
Key strategies implemented:
Shift adjustments & extended hours: To ensure continuous progress, agents worked
beyond their usual night shift schedules.
Flexible resource scalability: Additional buffer resources from other projects were
deployed to maintain productivity.
Technical mitigation, which is supported by dedicated ISP connections from the
IT team, reduced the risk of upload failures and rework.
Challenges Overcome
- Minimized night-shift downtime by reallocating idle resources to parallel tasks.
- Load-free dedicated connectivity stabilized network performance.
Phase 2: Operational stabilization
After a successful migration, RND OptimizAR smoothly transitioned to supporting
regular documentation and data entry tasks for Romi Medical Supplies.
Key outcomes:
- Now, the ongoing process is efficiently managing by a single permanent FTE.
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The client has expressed satisfaction with performance & additional FTEs can be
added as workload grows.
The Outcomes
Measurable impact delivered to Romi Medical Supplies
Operational efficiency gains
- The full patient record migration was finalized before the October 30 deadline.
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Maintaining 100% accuracy across hundreds of patient record transfers with
high-precision execution
- A 20-member team mobilized to maximize throughout and maintain momentum.
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Achieved through intelligent shift planning and rapid resource reallocation with
0% process downtime impact
- Leveraging extended night-shift coverage and optimized access increased
productivity and output utilization.
Client recognition
RND OptimizAR not only finished the migration ahead of schedule but ensured a flawless
and stress-free transition. Their commitment during night hours and weekends was
exceptional
- Romi Medical Supplies
Why Romi Medical Supplies trusted
RND OptimizAR as their execution
partner
1. Expertise in complex data migration & documentation
RND OptimizAR understood the critical accuracy & compliance requirements and
ensured seamless and error-free patient record transfer.
2. Scalable & agile workforce deployment
The rapid expansion from 2 to 20 FTEs enabled Romi Medical Supplies to meet urgent
turnaround demands without compromising quality or productivity.
3. Seamless integration as an E BO (Extended Business Office)
Functioned as an extended business office, integrating seamlessly into client workflows -
enabling smooth collaboration & aligned communication.
Future outlook Strengthening the
partnership ahead
RND OptimizAR continues to support Romi Medical Supplies with
documentation and data entry operations
- When the workload increases, additional FTEs may be added.
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The partnership with Romi Medical Supplies is positioned to scale with future
acquisitions and operational expansions.
