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Managed Print Services in Healthcare

3 min read


Improving security and administrative costs

The healthcare industry faces many challenges related to printing and patient records. These include digitizing files, patient privacy, security, and reducing downtime. In healthcare, a managed print service can assist with streamlining the printing process, lowering average costs, creating a more secure printing process, and centralizing your printing service.

The integration of electronic and paper records in healthcare

Since 1996, the U.S. government has been encouraging healthcare providers to shift to electronic medical records. Three of the most significant healthcare laws passed over the past 25 years address paperless medical records.

Most healthcare providers have now adopted some form of an electronic healthcare system. Even with this, most healthcare providers still rely on the scanning and printing of paper documents as well. Many medical providers use paper for several essential functions and services:

  • Billing
  • Patient intake forms
  • Informed consent records
  • Correspondence with patients and insurance providers

Managed print services can ensure healthcare facilities have the right multi-function equipment and technology to create a seamless integration of electronic and print processes.

The benefits of managed print services in healthcare

Technology Support and Security. With managed print services for healthcare, technical support is readily available as part of the plan, reducing the burden on a hospital’s IT team which is already often stretched thin and trying to manage multiple locations. Your printing equipment is also more secure with the latest firmware, encryptions, and virus protections in place to avoid hackers. Security is particularly vital for hospitals that deal with sensitive patient information daily and would be impacted significantly by a cyberattack.

Print release options are also available. Instead of just printing directly and letting the material sit on the printer until someone is ready to get it, the print release places the document on hold until the person who has requested it authenticates it and releases it to the printer. This feature helps with HIPAA privacy compliance and protecting confidential information on healthcare documents while also alleviating the waste of printing something that never gets picked up. In addition, managed print services include mobile printing options for staff who may practice at more than one location.

Upgraded Equipment and Services. As part of a managed print service program, an assessment will be done of all the equipment currently in use. A managed print provider can figure out where the workhorse machines of your hospital need to go, and which machines might be able to be cut out altogether to better optimize your fleet. Often upgraded equipment will be introduced to provide the latest in equipment technology that is more secure and user-friendly.

With managed print services, you never have to worry about keeping track of toner levels or page counts again. All your equipment will be connected, accessible, and secure through platforms that allow remote monitoring of product and service needs.

Ongoing Account Management. No managed print service solution can be properly designed without a true understanding of the environment. Your provider will consult with you to understand key objectives, challenges, current technology, and budget to design and implement a long-term managed print service strategy.

Additionally, you will receive ongoing account reviews at a frequency that works best for you. This will include data and reporting on the managed print service program in your organization and a discussion of any questions you may have. Things you might expect in your account review include reporting on the amount of printing done and information on service history.

Cost-effective Printing. A managed print service doesn’t need to cost your healthcare facility a lot of money. In fact, it should actually save you a considerable amount. Managing and maintaining individual devices could be costing you a lot of money and time. A major benefit of managed print service is analyzing the costs of your current print environment and then finding ways to reduce this. Your employees will have the machines they need, underperforming machines are eliminated, and you only pay for the services required. And because typical add-on expenses like toner are already wrapped up in your fixed costs, managed print services are easier to incorporate into your budget.

Reduce Downtime and Improve Patient Outcomes. Both administrative duties and patient care can be slowed down by printer downtime. This can especially be an issue during emergencies, when downtime may interfere with the essential transfer of information. The pandemic put a spotlight on the severe staffing shortage in healthcare. Outsourcing print services can free up staff for essential duties that can improve the patient experience.

How EO Johnson can help

With the strain of the pandemic on the healthcare industry, some essential business functions have had to take a backseat to treating patients. When hospitals and clinics can’t devote time and attention to printing equipment, a managed print service can help. EO Johnson has helped many hospitals and clinics in the Midwest through managed service programs that integrate with your electronic healthcare records programs. We have also helped with improving the overall digital transformation, document scanning, and document management processes. Let us know how we can help you.




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