New York Hospitals and Care Sites

About The Client

This Healthcare client is a prestigious 500 bed New York hospital. The client also maintains 2 other hospitals and 6 sites of care across the Manhattan area . As a current customer, we approached the Director of Purchasing and the Director of Facilities in an effort to present the benefits of a PrintWise analysis. Upon completion of the presentation, the Director’s championed the cause and assisted in how it was to be presented and implemented within the organization.

The Challenge

The main thrust of the PrintWise analysis was to migrate some TDV to a more productive, cost effective MFP/print model from the existing stand alone configuration.

We enlisted a team consisting of the Healthcare Specialist, NE Region Healthcare Manager, NYC District Manager, FM Sales Representative, Premier Corporate Account Manager, Corporate Price Specialist, Solutions Engineer, NYC Service Manager and a service technician.

Currently the output equipment consisted of 120 leased copiers and 120 purchased fax machines as well there were 30 fax machines bringing the total to 150. The Hospital was currently installing Lawson & Eclipsis software and were expanding their Siemens Host Printing with VPS software..

The PrintWise process, as it always does, uncovered numerous opportunities to improve the management of the hospitals documents and their inherent costs. Currently only 5 of the 120 digital copiers were used as printers and the hospital was investing in HP printers for the rollout of the aforementioned software initiatives. There was no monitoring of the current printer fleet so the hospital had no idea of how many devices were on their network. They had no Business Color devices but acquired many high cost HP color printers.

In addition, the Hospital was Host Printing on 4 large IBM printers which required 3 dedicated staff and an around the clock operation. As mentioned, the hospital purchased Siemens VPS software to push reports to departments on plain paper.

Other factors that were highlighted included that there was no control on outside print work and on who does the work. They were investing too much on fax supplies and a pay per call service contract (time & materials). There was no reported communication between IT & Purchasing and from a functionality perspective IT had expressed an interest in scanning capabilities for hardcopy conversion purposes.

The PrintWise methodology in this case revealed the typical business and document process challenges and opportunities in Healthcare today. Many hospitals have seen their copy/print costs actually increase due to no clear document management strategy. Increasing staff productivity and enhancing the quality of patient care are driving hospitals to capitalize on merging technologies within the document industry and the results are encouraging.

The Solution

A staged solution to meet the customers time requirements. The initial order was for $1.1 million representing 260 digital copiers and 87 units were equipped with print/scan functionality. Replaced all fax units with 1013F’s and placed 2 Aficio 1090 systems in Patient Accounts to satisfy the Host printing applications within the department. Also deployed within the fleet were three B to C systems and two 3800 CMF’s, all connected with only 4 quarterly invoices per year… dramatically reducing the previous amounts of paperwork.

The second order added 35 – 1013F’s and a 1224C for a total of $ 48,000. The third stage created a Professional Services Site generating $30,000 revenue/month and adds two Aficio 1105’s, 6813/TR and one duplicator. The site requires 3-4 employees to satisfy the Hospital’s High volume/Color requirements.

The fourth stage involved a $100,000 install including an eCabinet with Scanrouter Pro in Radiology as well two more Aficio 105’s were installed to accommodate the Host printing application within the department along with a UB92 duplicator.

The Results

The ultimate goal communicated by our customer was to save money and as promised we have saved them $235,000, not to mention the bevy of productivity enhancements derived from the technology acquired. The Governing Association will publish a story in their newsletter specific to the success of this solution. We are in discussion with the finance department to scan all past files and index the documents utilizing our Professional Services. The CIO is currently reviewing a proposal to service the remaining HP printers and begin the final migration to our printers when acquisitions are necessary.