Case Study: Centralizing Enterprise Knowledge with MaxKB

Industry: Healthcare | Service: Knowledge Base Platform with MaxKB

The Challenge: Disconnected Content and Compliance Pressure

A certain regional healthcare provider, faced fragmented medical policies, SOPs, and vendor documentation across multiple systems. Compliance teams lacked a single source of truth with traceable citations, risking audit findings.

Our Solution: MaxKB-powered Knowledge Hub

We built a centralized knowledge hub with MaxKB, consistent with our AI Knowledge Base Solutions methodology. The solution included:

• Multi-source document indexing (PDFs, DOCs, Wiki, CMS, DB)
• Hybrid search combining keyword and semantic vector retrieval
• Advanced chunking with metadata and section-level citations
• Role-based access and audit trails for regulated content

Architecture & Data Pipeline

Connectors ingest content from clinical policy portals and vendor docs → OCR for scanned PDFs → metadata extraction (titles, sections, effective dates) → chunking by semantic boundaries → embeddings into the vector store with hybrid BM25. Index health checks and freshness scores drive automated re-indexing.

Implementation Highlights

• Section-level citations with anchors for auditability
• Approval workflow: compliance review before content publishing
• Access controls mapped to departments and roles
• Dashboards for content freshness, broken links, and usage analytics

Security & Compliance

• Immutable audit logs for content changes and query trails
• Encryption at rest and in transit; scoped indices per department
• PHI/PII detection and masking in preprocessing

The Results: Audit-Ready Knowledge at Scale

Lessons Learned

• Metadata quality and section anchors are critical for compliance
• Hybrid search improves recall for policy language and synonyms
• Automated freshness scoring reduces content drift

Next Steps

Extend the hub to clinical decision support with controlled vocabularies and add human-in-the-loop validation for high-risk queries. Integrate with incident management to surface relevant SOPs during operations.

Client Testimonial

"MaxKB gave us a single, reliable knowledge source with audit-ready citations. Easycloud’s implementation reduced compliance risk and improved daily operations."