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CASE STUDY – HEALTHCARE PLATFORM

Surgical Case & Inventory Management Platform

Built orthopaedic surgical teams across Australia.

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BiomaxOrtho

Industry Healthcare
Employees 60
Region Australia
Services Biomax Ortho is an Australian orthopaedic surgery platform for patient management, surgical logistics, and automated billing.
Client Since 2023

Client overview

Surgical Case & Inventory Management Platform

Biomax Ortho is an Australia-based orthopaedic surgery company that streamlines surgical planning, implant inventory, and medical logistics. Its custom platform centralizes patient records, DICOM imaging, inventory tracking, kit management, and automated billing into a single secure system, improving operational efficiency and traceability across surgical workflows.

The platform is a web-based platform for Integrated surgical planning, inventory tracking, and medical logistics.

Challenge

 What Was Slowing Down

  • Business challenges
  • Disconnected spreadsheets and paper records created fragmented patient information.
  • Manual surgical planning increased administrative effort and delays.
  • Lack of centralized case management reduced operational visibility.
  • Billing relied on manual reports, resulting in slow and error-prone invoicing.
  • External DICOM software disrupted the clinical workflow.
  • Consultant and surgeon relationships were managed outside the core system.
  • Technical challenges
  • Integrating DICOM imaging, patient records, and surgical workflows into a unified platform.
  • Implementing secure role-based access control with fine-grained API permissions.
  • Building end-to-end inventory, BOM, dispatch, and reconciliation workflows for surgical kits.
  • Automating scheduling, PDF billing, and scalable deployment while ensuring clinical data security.
  • Ensuring secure handling of sensitive clinical data in a self-hosted environment.
  • Supporting scalable, containerized deployment for production healthcare operations.

Solutions we delivered

What We Built - Platform Overview

1. Overview

We developed a comprehensive surgical operations platform that digitizes and automates the complete surgical lifecycle—from patient registration and DICOM scan review to surgical planning, kit assembly, inventory tracking, dispatch, return reconciliation, consumable usage, and automated billing. By connecting clinical, logistics, and billing workflows into a single system, the platform eliminates manual processes, improves traceability, enhances collaboration between surgical teams, and ensures accurate, end-to-end operational management.

How It Works - 4 Steps

Step 1 Patient Registration & DICOM Scan Upload

Radiologists create patient profiles, upload CT/MRI DICOM scans, and assign cases to surgeons through a centralized platform with role-based access.

Step 2 Surgical Planning & Case Booking

Surgeons review scans in the built-in DICOM viewer, finalize alignment data, and create surgery bookings that automatically populate patient, hospital, and procedure details.

Step 3 Kit Assembly & Surgical Logistics

Warehouse teams generate the required Bill of Materials (BOM), assemble surgical kits, schedule dispatches, and track inventory, borrowed items, and kit returns throughout the surgical lifecycle.

Step 4 Usage Tracking & Automated Billing

After surgery, staff record implant and consumable usage, reconcile dispatched versus returned items, and automatically generate branded PDF reports that are emailed to the appropriate billing contacts.

01 FEATURE - Patient Records & Scan Management

The platform creates a seamless connection between clinical planning and operational scheduling by automatically carrying forward finalized alignment data into the surgery booking process. Patient information, surgeon assignment, hospital details, and surgery dates are pre-populated, ensuring consistency across workflows while eliminating repetitive manual entry.

Centralised Patient Profiles

Surgeons can pull up a patient’s full surgical history, current status, and clinical notes in one clean interface. Each record captures demographics, assigned surgeon, scan type, and date of scan — with role-scoped access so radiologists only see patients they created.

In-Browser DICOM Viewer

DICOM medical images are rendered directly within the platform using CornerstoneJS, eliminating the need for third-party viewing software. Surgeons can review pre-operative CT/MRI scans, analyze imaging data, and seamlessly continue with surgical planning without leaving the application.

Seamless Handoff

After the surgeon completes the alignment process, the system instantly pre-fills the booking form with patient, hospital, surgeon, and procedure details. This streamlined workflow minimizes manual effort, improves data accuracy, and speeds up surgery scheduling.

02 FEATURE Role-Based Staff Dashboards

The platform provides three role-based, permission-controlled dashboards, ensuring every user sees only the information relevant to their responsibilities. Surgeons focus on patient cases, imaging, and surgical planning, hospital coordinators manage bookings and scheduling, while operations teams oversee kit preparation, logistics, and workflow status. By presenting the right data to the right people, the system improves efficiency, reduces complexity, and maintains secure access across the entire surgical process.

RADIOLOGIST | Patient Management

Creates and manages comprehensive patient profiles while securely uploading CT and MRI scans for each case. Assigns patients to the appropriate surgeons, ensuring every case enters the correct clinical workflow. Access is restricted to only the patients they are responsible for, maintaining privacy and role-based security.

SURGEON | Case Management

Reviews DICOM scans directly in the browser, validates implant positioning, and finalises pre-operative alignment with precision. Creates complete surgical cases by linking patient, surgeon, and procedure details, then submits booking requests that automatically notify the logistics team to begin surgical kit planning and fulfillment.

SM EMPLOYEE | Logistics & Billing

The operations team assembles Bills of Materials (BOMs), prepares and dispatches surgical kits to hospitals, and tracks every shipment from a single platform. After surgery, returned kits are processed, inventory is reconciled, and usage-based billing is generated automatically streamlining the complete operational workflow end to end.

03 FEATURE - Surgery Booking & Kit Assembly

Once the surgeon finalises the clinical alignment, the platform seamlessly converts the approved surgical plan into operational workflows. Implant selections, instruments, and kit requirements are automatically translated into warehouse-ready tasks, bridging the gap between clinical decisions and physical logistics while reducing manual coordination and preparation time.

  • Smart Scheduling
  • Scheduling

The centralized scheduling calendar provides a real-time view of all upcoming surgeries across hospitals, surgeons, and operating rooms. Teams can quickly identify scheduling conflicts, coordinate consultant availability, and manage procedure timelines from a single interface. This shared visibility improves planning, reduces last-minute changes, and keeps every stakeholder aligned throughout the surgical workflow.

  • Integrated Kit Assembly

The SM Employee uses the kit processing module to assemble the exact Bill of Materials (BOM) required for each surgical case. Based on the approved surgical plan, the system identifies the precise trays, instruments, implants, and consumables needed, ensuring every kit is prepared accurately. This standardized, guided workflow eliminates guesswork, reduces preparation errors, and guarantees the right components are ready before dispatch.

  • Flexible Changes

When a surgery is cancelled, the platform requires a reason to maintain a complete audit trail and ensure full operational transparency. If the procedure is postponed, the original surgery date is preserved for historical reference while the schedule is updated. Any implants or surgical kits already allocated to the case are automatically released back into warehouse inventory, preventing stock lockups and ensuring accurate inventory availability.

04 FEATURE - End-to-End Kit Dispatch & Return Logistics

With the Bill of Materials (BOM) assembled and the surgery booking confirmed, the platform orchestrates the entire inventory lifecycle. Every implant, instrument, and surgical kit is tracked from warehouse dispatch to hospital delivery, operating theatre usage, and post-procedure return. Real-time status updates, barcode-based tracking, and complete chain-of-custody visibility ensure high-value inventory remains fully traceable, reducing losses, improving accountability, and streamlining logistics.

Frictionless Dispatch

Every surgical tray, implant, and consumable included in a shipment is recorded with complete traceability. Lot numbers, kit status, serial details, and borrow indicators are captured to generate an accurate dispatch manifest. This ensures the warehouse has complete visibility into every item leaving the facility, improving inventory control, regulatory compliance, and accountability throughout the surgical supply chain.

Borrowed Inventory

At dispatch, staff can mark any implant, instrument, or surgical tray as borrowed, ensuring temporary inventory movements are fully tracked and reconciled on return. The platform also prioritizes bookings by clinical urgency, automatically placing critical surgeries at the top of warehouse queues so high-priority kits are assembled, packed, and dispatched first without manual intervention.

Return & Reconciliation

The platform automatically compares the items dispatched with those returned after surgery, creating a complete reconciliation of every surgical kit. Any missing instruments, depleted consumables, or damaged components are flagged instantly, allowing operations teams to initiate reprocessing, replenishment, or investigation without manual checks. This ensures inventory accuracy, maintains kit readiness, and provides a clear audit trail for every procedure.

11 Modules

COMPLETE SURGICAL CASE & INVENTORY MANAGEMENT

3 Role Dashboards

PERMISSION-BASED WORKFLOWS

100% Billing Automation

PDF REPORTS & EMAIL DELIVERY

  • Centralised Surgical Workflow: Patient records, DICOM imaging, surgery planning, kit assembly, logistics, and billing operate from one connected platform instead of disconnected spreadsheets and emails.
  • Surgeons review DICOM scans directly inside the platform without requiring third-party imaging software.
  • Surgical kits are automatically organised by urgency with BOM-driven dispatch, lot tracking, borrowed inventory management, and complete warehouse visibility.
  • Every dispatched tray, implant, and consumable is reconciled against returned inventory, instantly identifying missing instruments and depleted items.
  • Branded PDF usage reports are generated and emailed automatically to the correct billing contacts without manual preparation or copy-pasting.

Backend

FastAPI (Python 3.12)

REST API, background workers, PDF generation pipeline

Frontend

React 18 + TypeScript

SPA role-scoped UI, form management, real-time state

Data Management

PostgreSQL 16

Relational data, JSONB for missing items and registrar

Third-Party Libraries

DICOM Cornerstone JS

In-browser medical image rendering — no plugin required

Reporting

PDF WeasyPrint 66

Server-side HTML-to-PDF for operation usage reports

Devops

Docker + Compose

Backend + frontend + PostgreSQL in isolated containers

Table of contents

Table of contents

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