See How to Ensure Employees are Ready to Hit the Ground Running on Day 1|29th August 2025
7,000 Employees
Over 1 Million Dollars
The dental healthcare industry in Canada has been undergoing a rapid digital transformation. According to the Canadian Dental Association (CDA), over 80% of dental practice enterprises have adopted cloud-based services and digital health records by 2024. This transformation has also highlighted challenges around workforce lifecycle, secure access management and lacking administrative efficiency, particularly for organizations operating in multiple locations like 123Dentist.
It is one of the largest majority dentist-owned dental networks in Canada. It operates more than 500+ locations and supports over 7,000 employees. This scale of their operation required a fast, flexible and automated approach to workforce and identity lifecycle management. With the help of Hire2Retire, they were able to standardize and automate their onboarding and access management process. It enabled an enterprise-wide transformation that enhanced experience and operational scalability for 123Dentist.
123Dentist operates in a unique and hybrid organizations structure. It supports both independent dental clinics and a central corporate team. This structure required two distinct types of digital access. For clinical access, dental professionals require seamless access to tools and services such as appointment systems, treatment plans and insurance portals. These were delivered through a proprietary application called My123 App. It is an SSO-enabled platform that serves as a unified access point to core services.
Furthermore, for corporate specifically for HR, IT, marketing, finance and operations teams, they required access to enterprise-level applications. The solution needed to secure sensitive data systems, with region-specific customizations and email provisioning based on location. 123Dentist needed a secure, scalable and streamlines workforce and identity management solution that could reduce manual workload and improve onboarding experience.
123Dentist was facing several key challenges when it came to workforce identity management. From slow onboarding processes to access provisioning, it had become a problem for their sysadmins. Dentists often did not get timely access to the My123 app or essential services on their first day. Furthermore, supporting user groups with different access needs was a major difficulty. Manual looking into this provisioning was a waste of time and money.
Their internal identity management systems were unable to keep up with their growth. They needed a solution that could support fast and consistent scaling. The unsustainable nature of manual provisioning had become a major headache when their headcount grew beyond 4000. Furthermore, the security and compliance concerns were increasing with the number of users. As healthcare providers, they needed to comply with strict data privacy and security laws. This was impossible without a centralized identity governance and automated identity management solution.
The absence of seamless integration between their HR system, ADP to Entra ID and other applications meant their user data was out of sync. This always led to delays in access, permission mismatches and orphaned accounts long after association of the user ended with their company.
To address these challenges, 123Dentist partnered with Hire2Retire to implement a fully integrated, automated identity lifecycle management system tailored to their dual business model.
With Entra ID (cloud-only) as the centralized identity provider, H2R automated user provisioning and deprovisioning based on employment status in ADP. This eliminated manual entry and reduced the risk of errors.
– Dentists are automatically enrolled into the My123 App through Entra ID.
– Corporate users are mapped to appropriate applications and roles based on function and region.
For dentists, H2R’s solution ensures they have secure access to clinical applications from day one. The system auto-generates welcome emails with onboarding instructions and registration forms, ensuring a smooth entry experience. This happens entirely in the background, requiring no manual IT involvement.
H2R implemented dynamic access policies to ensure that each user, whether in HR, IT, Finance, or Dentistry, receives only the permissions relevant to their role. This is especially important for corporate users with multi-functional access requirements, including regional language customization.
The My123 App, which acts as a digital gateway for dentists, integrates seamlessly with Entra via SSO. Dentists view and use the services they’re entitled to through a single interface, provisioned automatically by Hire2Retire.
By centralizing identity management, 123Dentist now benefits from:
– Improved auditability
– Reduced attack surfaces
– More consistent compliance and other healthcare data privacy regulations
With over 400 hours of collaborative implementation discussions, Hire2Retire tailored the solution to the unique contours of 123Dentist’s business. The result is an agile, scalable identity management framework capable of growing with the organization.
According to a 2024 IDC report, enterprises that adapt automated identity, governance and administration processes reduce IT workload by 45% and reduce security incidents by 79%. Furthermore,
– Onboarding time reduced by 60% for dentists and corporate staff.
– Enhanced user satisfaction with consistent Day-One access and reduced helpdesk tickets.
– Improved security, with centralized identity, governance and administration and reduced access risk.
– Scalability option for rapid growth and integration of new clinics without overloading IT.
– Multilingual support for corporate communications reflecting the national footprint of 123Dentist.
By implementing Hire2Retire, 123Dentist positioned itself as the technology-forward leader with exemplary IGA process and secure data operations.
123Dentist’s partnership with Hire2Retire highlights a critical milestone in operational efficiency that can be achieved by combining technical innovation and user-centric design. By automating workforce lifecycle and identity provisioning, enhancing access control and unifying user experiences, the company was able to position itself as a leader in digital transformation and sustainable growth.
As the healthcare industry continues to evolve, it has become imperative for leaders to transform with it. Now 123Dentist stands out as a one-stop solution for all requirements in clinical excellence, powered by Hire2Retire.
To see how Hire2Retire can automate workforce lifecycle and identity management for your organization, book a free one-on-one discovery call now!
RoboMQ is not affiliated, associated, authorized, endorsed by, or in any way officially connected with any of HR systems that it provides integration with and are mentioned in this case study. All product and company names are the registered trademarks of their original owners.Â
7,000 Employees
Over 1 Million Dollars
