A record of the work since November 2025. Website, search, servers, workstations, phones, and the new office. Written down so none of it depends on memory.
Nov 2025engagement began
Jan 27website went live
~40 minon-site response to the AD outage
1.13 TBreclaimed on the server
The work
Seven things we look after
The website
Live
Built and launched legacyobgyn.com, live since 27 January 2026.
Cleared Privia's compliance review before switchover, and coordinated the DNS cutover with them on the day.
Second-generation blog with a medical review byline: written by the editorial team, reviewed by Dr. Khan, marked up so search engines and AI models can read the distinction.
A published editorial process page that discloses AI-assisted drafting honestly rather than hiding it.
Bring-to-visit sheets patients can print or have emailed, so they arrive at an appointment with their questions written down.
Being found
Ongoing
Search Console, Analytics, Bing and Google Business Profile set up and handed over, with twenty services listed.
A measured baseline taken in January 2026 so improvement can be proven rather than claimed.
Traced and corrected the practice name across Healthgrades, Vitals, WebMD, Doximity and Sharecare, where old directory listings were still wrong.
A full audit of how the practice appears to AI assistants, delivered as a written report, plus the structured data and llms.txt to improve it.
The server and Active Directory
Ongoing
Answered the February outage on site within about forty minutes and had staff logging in again inside eighty.
Found the real cause: an unused database server had quietly eaten 1.1 TB of a 1.64 TB datastore, leaving the domain controller no room to start.
Removed eight stale domain administrator accounts that still had full access, and reclaimed 97 GB on the system drive.
Health reports, an Active Directory export, and a written upgrade roadmap for the ageing server.
Workstations, printers, network
Ongoing
A full network scan and inventory of what is actually plugged in, which had never been documented.
Printer inventory and a cleanup plan for the ones nobody could print to.
New machines specified, bought and joined to the domain, including rebuilding a laptop that would not join.
The phone system
Ongoing
Three years of invoices read and analysed, November 2022 through December 2025.
Proved the call reports covered business hours only, when the practice manager questioned the numbers. The figures matched to the call.
Chased down a fault reported as five phones being offline. The phones were fine. The menu was sending callers to voicemail instead of ringing the desk.
Mapped the entire call menu, and found the contract ends 13 December 2026, which was written down nowhere.
Nubia now looks after this full time. Her profile.
The new office
Ongoing
Read the construction drawings and the project manual, and wrote up what they actually commit the practice to.
Compared the tenant improvement bids side by side so the numbers could be argued from.
An IT plan for the new space, so cabling and equipment are decided before the walls close.
Money and risk
Ongoing
Accounts receivable ageing analysis, so it is clear what is owed and how old it is.
A security audit of the website, which found an exposed key and got it remediated.
Running cost tracking across vendors, including what the phone system genuinely costs.
How it happened
The order of things
Engagement begins. Network assessment, and a first look at what the practice is actually running.
Domain controller health report, Active Directory export and network inventory. First new workstation purchased.
The website goes live at legacyobgyn.com. Privia handles the DNS switchover at 12:22 that afternoon.
Security audit of the new site. One exposed key found and remediated.
Network scan report and printer cleanup plan delivered.
Call records verified against the reports the practice manager had questioned. Exact match. A phone fault opened with the vendor.
Server crash takes Active Directory down at about 15:42. On site inside forty minutes, staff logging in again by 16:58, 1.13 TB reclaimed afterwards.
Phreesia's voice assistant goes live on the phone lines.
On site for a new phone line in the ultrasound room and a handset swap.
Tenant improvement bids analysed for the new office. Second-generation blog ships on the 16th.
Search and AI-visibility reporting round.
Phone system audit. Contract end date found, call menu mapped, and Nubia takes the system on.
Why this page exists
Work that lives only in someone's head stops being an asset the moment that person is unavailable. Everything above is written down, dated, and kept in one place, so the practice owns the record of its own systems rather than renting it.