MPS: A Must for Healthcare Right Now

Managed Print Services (MPS) offer many advantages for businesses of all sizes and across all industries. Healthcare organizations can benefit from MPS implementations.

Under the dramatic conditions faced by the extreme working conditions related to the pandemic virus in circulation in recent months, systems that reduce exposure and streamline business processes are invaluable.

What MPS Does for Healthcare Organizations

Healthcare providers work under stressful situations with a focus on quality and responsive healthcare for patients. Today’s demands exacerbate the stress levels with heavier than normal workloads and extra hours due to an influx of patients.

For each patient, doctors, nurses, and administrative staff must generate and constantly update records with personally identifiable information (PII) including care information that must be shared efficiently among healthcare teams. Paper documents can become lost, misplaced, or may not be updated on a timely basis.

Transitioning to a digital format for paperwork and patient records allows physicians and nurses to collaborate on patient care, even when they may be located on different floors, different buildings, or different cities.

Access to up-to-date information is critical to providing accurate diagnosis and effective care. MPS and electronic document management systems enable digital storage of multiple types of information:

  • Admission information including personal data such as medical history and medications
  • Test results – including online images of CT scans, MRIs, and EKG information
  • Diagnostic information and documented vital signs
  • Comments and assessments from physicians and referred parties

Healthcare institutions cannot afford delays in obtaining information. Printers must be running efficiently and reliably to ensure the availability of patient records when needed.

Patient Information Security is Critical

HIPAA regulations require that all PII is confidential and secure. Unauthorized parties can easily misplace or view paper documents, creating compliance issues for healthcare organizations.

MPS enhances security in multiple ways:

  • Modern multifunction printers provide integrated security so that healthcare professionals can only print hardcopy documents when they arrive at the designated printer.
  • Only authorized workers can view, edit, print, or delete documents from the system.
  • Documents stored in a secure, encrypted digital format.

Why Implement MPS in Healthcare Institutions?

Implementing MPS includes an in-depth evaluation of document flow to eliminate documents or copies that are unnecessary. Print volumes and print devices are all reviewed to determine what is being printed, who is doing the printing, and the workflow of each document.

As a result of printing analysis, state-of-the-art multifunction printers capable of printing, scanning, copying, and faxing, are replacing outmoded or unused hardware devices.

Healthcare professionals have many more important tasks to attend to than mundane tasks needed to keep printers running:

  • Ordering supplies
  • Maintaining printers and managing service contracts
  • Monitoring service technicians and handling service from multiple vendors

For any business, printing costs amount to a considerable percentage of total revenue – typically between 3-5% or more. As office spaces evolve and infrastructure requirements change, it’s easy to lose track of the type and location of printers, scanners, copiers, and fax machines. With each group purchasing and maintaining their own devices and supplies, visibility of total cost is difficult to determine.

Switching to a managed service provider for printing functions reveals waste, centralizes print management, and shifts support and maintenance burdens off administrative and healthcare teams, transitioning these functions to a single vendor who monitors each printer and performs all necessary maintenance.

Additional Benefits of Managed Print Services

There are numerous advantages realized by medical institutions adopting MPS technology:

  • Healthcare organizations must control physical access to facilities, and some areas are strictly off-limits without security authorization. Implementing MPS significantly reduces the number of service representatives entering the building, providing a more secure operation, and lowering the potential risk of unauthorized access.
  • Managed print services combined with document management enable remote workers to manage documents more efficiently and securely.
  • Lower exposure to hazards such as malware, ransomware, and phishing schemes. Remote workers or those who work from home benefit from managed IT services such as remote support and secure network access.
  • Upgrading to modern multifunction printers reduces the number of devices needed, saving space, energy consumption, and supplies. MFPs also include onboard software features that enhance security and protect confidential patient information.
  • Managed print services play a critical role in ensuring that clinical staff has the right information available – at the right time. Reduced printing resource downtime contributes to the efficiency of healthcare teams for improved patient care and reduced demand for administrative staff.

How to Get Started with Healthcare MPS

Smile Business Products, Inc. (Smile BPI) offers our Smile MPS functionality to healthcare institutions to ensure reliable printing functionality. Here’s how our customers benefit from SmileMPS:

  • Reduction in printer downtime
  • Single source for service, supplies, and technical support
  • Security and controls facilitated by document management systems
  • Reduced printing costs with high-quality multifunction printers

Contact Smile BPI to arrange an in-depth analysis of your healthcare institution’s printer fleet and printing needs.

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