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Case Study: Healthcare System

The right prescription for fleet management and secured information flow.

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Challenge

 

Challenge

 
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A large healthcare system found themselves challenged by both an aging fleet and lack of automated processes.

Manual printing workflows meant that mounds of paper were scattered around devices, waiting for someone to sort through to find their documents. Within the piles could be patient and prescription information, which opened the door for potential privacy violations.

Another big frustration for users: They were only able to print to a single device. If their job was stuck in line or a machine went down, they couldn’t go to another printer. This happened often, because old, disparate fleet faced frequent break-downs and continual maintenance. Costs skyrocketed to $2 million annually. Prescriptions, printed on specialty paper that required laser printers, escalated expenses by another $55,000 annually.

Quickly sharing information throughout the organization, spread across many locations, was nearly impossible, as drivers had to manually deliver paper patient records to and from the various offices.
 
 
 

Solution

 

Solution

 
 

By doing a thorough walkthrough and assessing the environment, we gained a true understanding of the challenges and uncovered additional ways to address workflow efficiency and information management that the healthcare network hadn't even thought about.

 
 

The first order of business was to solve for their inefficiencies and high printing costs. Reducing the number of different types of devices helped the healthcare system achieve economies of scale, saving on the costs of purchasing ink and toner and significantly reducing the cost of repairs and maintenance. We focused on minimizing inefficiencies to maximize savings:

 

  • Enterprise Output Management controls print management costs, while at the same time increasing efficiency and securing their most sensitive documents.
  • Documents are held in a secured print server until users authenticate themselves at the networked printer of their choice. Freed from reliance on a single printer, users can output documents when and where they are needed and reduce stacks of paper throughout offices.
  • Our Plain Paper Prescription Printing solution applies CMS-compliant security features using regular paper. Costly prescription paper is replaced with a simple, affordable and equally as secure alternative.
 

About the customer

This large healthcare network has been serving thousands of patients annually across multiple locations for more than 100 years.

 
 

Result

By creating enterprise printing output as a business solution, we helped automate many manual processes, move information securely and efficiently, improve compliance, cut printing costs and reduce the fleet. Results included:

  • Total cost of fleet ownership was reduced by nearly half a million dollars annually.
  • The healthcare system reduced their fleet by more than half, cutting the number of devices from 2000 to 957.
  • Costs associated with productivity, security and availability were cut by more than half from $659,000 to $312,000 per year.
  • Specialty paper costs were reduced by $55,000 annually.Clinical efficiencies will enhance the physician and patient experience through streamlined patient flow — from admission to discharge.

The next order of business is to implement advanced capture intelligent workflow and content management. Healthcare workers will get and share real-time information almost instantly throughout the health system.