Aligning Corporate Nationwide Document Management Systems

Company Background | Healthcare

In today’s evolving healthcare environment, efficient document management and reliable, secure printing services are critical. Managing multiple locations across the country poses unique challenges, especially when it comes to maintaining consistent, high-quality print services that support everything from patient records to internal communications.

A rapidly expanding healthcare provider, originally based in Colorado, found itself needing a scalable solution to handle its growing document management and printing needs as it opened new locations nationwide.

The Document Management Challenge

This healthcare organization initially managed its document printing and management processes in-house, relying on a patchwork of equipment and service providers.

As the company expanded beyond Colorado, this approach quickly became unsustainable. They faced several significant challenges:

1. Inconsistent Equipment and Service Quality: Different locations used various brands and models of printers and copiers, leading to inconsistent print quality and service issues that varied by region.
2. Inefficient Document Management: Without a standardized system, managing patient records, internal documents, and other crucial paperwork became increasingly cumbersome, leading to inefficiencies and increased risk of errors.
3. Rising Costs: The lack of a centralized print management strategy resulted in escalating costs, both in terms of equipment maintenance and the time required to manage disparate systems.
4. Complexity in Support and Service: With a growing number of locations, coordinating service calls and managing printer supplies became a logistical nightmare, affecting productivity and increasing downtime.

The Document Management Optimization Solution

Recognizing these challenges, the healthcare organization turned to ABT, a trusted partner with expertise in document management and nationwide printing solutions. ABT started by conducting a comprehensive assessment of the company’s existing infrastructure.

This initial audit revealed the inefficiencies and helped ABT develop a customized solution tailored to the company’s specific needs.

1. Standardized Equipment Across All Locations: ABT recommended standardizing the printing and copying equipment across all locations, focusing on high-performance machines from leading brands like Canon, HP, and Kyocera, in this case HP. This standardization not only improved print quality and reliability but also simplified maintenance and support.
2. Centralized Print Management: ABT implemented a Managed Print Services (MPS) solution that allowed the organization to centrally manage its entire fleet of printers and copiers. This system provided real-time monitoring of all devices, automated supply orders, and detailed reporting on usage, helping the company optimize its print environment.
3. Enhanced Document Management: ABT also introduced a unified document management system that integrated seamlessly with the company’s existing IT infrastructure. This system streamlined the handling of patient records and internal documents, improving accuracy, security, and compliance with healthcare (HIPAA) regulations.
4. Nationwide Support and Service: Leveraging its extensive network, ABT provided nationwide support and service, ensuring that each location received timely maintenance and supply deliveries. This comprehensive service offering reduced downtime and allowed the healthcare provider to focus on its core mission of patient care.

The Results

The partnership with ABT led to significant improvements in the organization’s document management and printing operations:

• Cost Savings: By standardizing equipment and implementing a centralized management system, the company significantly reduced its overall printing costs. The automated supply orders and proactive maintenance further contributed to cost efficiency.
• Improved Efficiency: The new document management system streamlined operations, reducing the time and effort required to manage patient records and internal documents. This allowed staff to focus more on patient care and less on administrative tasks.
• Enhanced Print Quality and Reliability: With standardized, high-performance equipment in place, the organization experienced consistent print quality across all locations. The reduction in service disruptions and printer downtime improved overall productivity.
• Scalability: As the healthcare provider continued to grow, ABT’s solution scaled effortlessly to accommodate new locations. The centralized print management system allowed for easy integration of new equipment and locations, ensuring that the organization’s printing and document management needs could keep pace with its expansion.

Continued Partnership and Nationwide Growth

ABT’s relationship with this healthcare provider has continued to evolve as the company grows. With each new location, ABT is ready to assess needs, deploy equipment, and integrate systems into the existing infrastructure.

This ongoing support ensures that the organization can maintain its high standards for document management and printing, no matter how many locations it adds.

A Proven Partner in Scaling Nationwide Operations

For businesses looking to scale nationwide, the challenges of maintaining consistent, reliable document management and printing services cannot be underestimated. ABT’s experience with this healthcare provider demonstrates how a strategic partnership can lead to significant improvements in efficiency, cost savings, and scalability in any vertical.

If you are a CIO or CEO overseeing a growing company, consider how ABT’s expertise in managed print services and document management can streamline your operations. With a proven track record of supporting businesses as they expand across the country, ABT is well-positioned to help you achieve your goals. Whether you’re dealing with inconsistent print quality, rising costs, or the complexities of managing multiple locations, ABT offers tailored solutions that address these challenges head-on.

By partnering with ABT, you can focus on what matters most—delivering quality services to your customers—while leaving the complexities of document management and printing to a trusted, experienced provider. Let ABT help you turn your nationwide growth into a streamlined, efficient operation that supports your long-term success.