Printer Solutions for Hospitals & Healthcare Facilities

Medical facilities pose particular document challenges:

Patient Record Protection

Clinical printing include exceptionally sensitive patient information. Your equipment must guarantee:

• •Secure print release to avoid improper viewing
• •Privacy adherence for patient information
• •Audit logs for legal requirements
• •Automatic deletion of processed documents

Sanitation and Germ Prevention

Printers in patient environments must enable rigorous cleanliness prevention:

• •Antimicrobial surfaces on regularly used surfaces
• •Simple disinfection with hospital-approved cleaners
• •Minimal touch operation
• •Sealed mechanisms to prevent dust build-up

Continuous Availability

Healthcare services never stop. Your document infrastructure must deliver:

• •Maximum availability with low failures
• •Rapid reaction maintenance contracts
• •Backup output arrangements

Based on typical medical demands, we recommend the following equipment categories:

Departmental Multifunction Devices

Features essential for medical settings:

• •Protected output retrieval with badge verification
• •High-speed double-sided production for patient records
• •Reliable scanning for paper to soft copy conversions
• •Wired connectivity with clinical software platforms

Desktop Units

Small devices for nurses' workstations:

• •Low-noise performance for clinical zones
• •Compact size for limited spaces
• •Fast warm-up speeds

Wristband Printers

Essential for medication labelling:

• •Patient band printing
• •Specimen identification printing
• •Pharmacy labelling production
• •Compatibility with clinical information platforms

Healthcare document demands particular capabilities:

Legal Features ✓ Privacy compliance for personal records ✓ Audit logging for regulatory purposes ✓ Secure job management ✓ Print retention rule adherence Clinical Integration ✓ healthcare standard support ✓ Electronic patient platform (EHR) connectivity ✓ radiology platform output ✓ Pharmacy management system integration Cleanliness Features ✓ Antimicrobial coatings on contact surfaces ✓ Sealed output paths ✓ Easy sanitisation design ✓ filtered exhaust systems (certain units)

Background:

A 400-bed Belgian hospital needed to modernise their fragmented document fleet. Their challenges included:

• •Unreliable output quality across units
• •Lack of centralised security policies
• •Uncontrolled supply expenses
• •Inadequate connectivity with hospital systems

Solution:

We deployed a managed printer solution:

• •25 optimally located protected multifunction units
• •Badge-based print release at each devices
• •Unified output administration software
• •Links with hospital management infrastructure
• •Proactive consumable replenishment

Benefits:

• •35% reduction in printing costs
• •Zero patient confidentiality breaches
• •99.5% printer uptime
• •Enhanced clinical satisfaction

Leasing enterprise printer services delivers substantial advantages for healthcare institutions:

Known Expenses

• •Predictable regular expenses for financial planning
• •All-inclusive contracts covering devices, service, and consumables
• •Zero large outlay

Compliance Help

• •Equipment meeting clinical standards
• •Periodic firmware patches covered
• •Verified data sanitisation at termination of device term

Management Benefits

• •Professional maintenance by qualified technicians
• •Automatic consumable management
• •One vendor for complete print requirements
• •Administrative resources released for clinical application priorities

Selecting the right equipment solution for your business demands careful consideration of several factors:

Output Volume Assessment

Knowing your true output volumes is fundamental:

• •Daily page quantities
• •Peak time volumes
• •Expansion plans
• •Individual usage trends

Color vs B&W Needs

Assess your genuine colour printing:

• •What proportion of output requires colour?
• •Are distinct colour and mono printers more cost-effective?
• •What color accuracy is acceptable?

Functions Checklist

Common capabilities to consider:

• •Duplex capability (automatic)
• •Wi-Fi options
• •Tablet access
• •Copy features
• •Media size and sizes
• •Security features

Understanding the true cost of operation allows you reach informed selections:

Rental Cost Breakdown

Component	Common Inclusion
Device	Typically bundled
Installation	Typically bundled
Service	Typically covered
Call-outs	Usually included
Components	Usually included
Consumables	Sometimes — verify contract
Media	Rarely covered
Guidance	Typically covered

Hidden Fees to Ask Out For

Be alert of possible extra costs:

• •Additional print fees beyond contracted volume
• •Colour page vs mono page charges
• •Out-of-hours call-out charges
• •Early exit charges
• •Disposal charges
• •Insurance requirements

A smooth deployment guarantees zero interruption to your business:

Typical Deployment Process Phase 1: Evaluation

• •Premises evaluation
• •Requirements confirmation
• •Device selection finalisation
• •Delivery coordination

Phase 2: Preparation

• •IT preparation
• •Electrical setup
• •Location clearing
• •User notification

Stage 3: Deployment

• •Equipment receipt
• •Hardware setup
• •Driver integration
• •Verification
• •Staff orientation

Phase 4: Support

• •Full operational handover
• •First-week support
• •Question resolution
• •Feedback and optimisation

Dependable support is vital for maintaining productivity:

SLA Options

Level	Response Target	Ideal For
Standard	Following business day attendance	Standard commercial environments
Priority	Within same business day	Critical operations
Platinum	Rapid attendance	Always-on applications
Dedicated	Dedicated support	Very high output environments

What to Look For in Maintenance Agreements

• •Specific response time commitments
• •Travel limitations
• •Hours of operation (business hours)
• •Escalation procedures
• •Spare device options
• •Toner ordering timescales

Contemporary organisations more and more prioritise sustainability credentials. Your document decisions can significantly contribute to your green targets:

Energy Usage

• •Choose energy-efficient compliant equipment
• •Evaluate standby features performance
• •Newer devices consume significantly less electricity than older devices

Paper Reduction

• •Automatic two-sided configuration can reduce paper consumption
• •Secure printing eliminates abandoned output
• •Activity rules can promote conscious printing

End-of-Life Services

• •Reputable vendors provide consumable return programmes
• •Decommissioning printer recycling is usually arranged by the supplier
• •Verify about environmental certifications

Arranging a equipment lease demands focus to multiple critical considerations:

Important Elements to Review Periodic Cost Structure

• •What's the exact monthly charge?
• •Are there annual rate increases?
• •What triggers extra costs?

Output Volume Details

• •How many pages are included?
• •What's the cost for additional prints?
• •Are color and B&W prints charged differently?

Modification Options

• •Can capacity be changed within the agreement?
• •What are premature termination penalties?
• •Are there transfer provisions?

Expiry Provisions

• •What choices are provided at end of term?
• •What's the residual price?
• •What lead time is needed?

Engaging with specialist equipment suppliers offers significant value over DIY procurement:

Expertise and Guidance

Specialist partners provide:

• •In-depth knowledge of available technology
• •Needs assessment capability
• •Objective guidance
• •Sector relevant knowledge

Reduced Exposure

• •Written maintenance SLAs
• •Business security of reputable suppliers
• •Backup arrangements if issues occur
• •Business cover

Management Simplification

• •Single contact for all document requirements
• •Automatic maintenance and consumable ordering
• •Administrative resource available for core work
• •Predictable costs for fiscal management