PRINT MANAGEMENT
N Reducing the cost of print
HS trusts are charged with
ensuring high quality care, protecting
patient confidentiality, complying with regulatory and compliance requirements, while under pressure to increase efficiency and reduce costs. Hospitals, GP practices and other healthcare settings are traditionally paper-intensive environments - print is a low agenda item, yet volume is growing year on year, which ultimately means that so, too, is expenditure.
The key to reducing print costs is to understand workflow practices and to identify solutions that will improve processes, drive productivity and increase efficiency.
Ricoh has extensive expertise in the healthcare sector and has worked with many NHS organisations to introduce cost efficient technologies that improve workflow efficiency and address regulatory compliance, privacy and document security issues.
For example, a Ricoh print and document management solution installed across the IT and facilities departments in the Queen Elizabeth Hospital, King’s Lynn, delivered an immediate 48 per cent cost reduction, improved workflow efficiency for around 30 staff and helped the trust to meet government-led environmental targets to reduce carbon footprint.
Take control
Multifunctional products (MFPs) are shared among workgroups and departments, used to email documents, store confidential
46 nhe
data and reproduce sensitive information. The bigger the organisation, the harder it is to keep track of the costs. By examining the way printers are both procured and used, the total cost can be significantly reduced. A print audit will demonstrate how the balanced deployment of MFPs and standalone printers will both meet individual users’ needs and save money. Fewer devices, with increased functionality and better energy-efficiency, will result in more uptime, increased staff productivity, cheaper bills and reduced environmental impact.
MFPs combined with integrated software solutions will ensure printers are being used for the tasks for which they are the most cost efficient, deliver a reduction in both print volume and in the man hours required to print and manually file important documents, patient files and emails. Print management software and in-built features
across Ricoh’s product range enables fleet managers to set access controls which limit colour print or allocate individual print quotas for example, which reduces both the volume and the cost.
Security
Ricoh solutions give greater control over paper-based documents and address the security risk; after all, protecting patient confidentiality is crucial for healthcare professionals. Standard embedded security features and industry leading security solutions enable the protection of information from origin to output; without interrupting daily workflow.
Confidential printed documents can be secured using technology such as locked print, where users release documents at the device via a PIN code. Unauthorised copying or printing can be prevented by embedding a hidden pattern or text and if the
material is copied or scanned, this appears on the unauthorised copy.
Ricoh’s long standing partnerships with market leading software developers, ensures even higher levels of document input and output security. For example, Equitrac offer intelligent secure print, document management and cost recovery solutions, which have been further improved to fully integrate with eCopy’s secure solution for integrating paper- based documents into electronic business applications via the Ricoh MFP.
With Ricoh as a partner, healthcare professionals can expect to make significant cost savings, resulting in a lower total cost of ownership, benefit from enhanced document workflow processes and realise a real reduction in what we call TCO² through a number of qualified, identified kWh and ‘green’ savings.
Jul/Aug 10
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