Boosting Healthcare Efficiency: A Practical Guide to Implementing Managed Print Services


Alexander Watson

Boosting Healthcare Efficiency: A Practical Guide to Implementing Managed Print Services

In the rapidly evolving world of healthcare, the implementation of Managed Print Services (MPS) has emerged as a game-changer. It’s not just about reducing paper usage, but also about streamlining processes and improving patient care.

As an expert in the field, I’ve seen firsthand how MPS can revolutionize healthcare operations. From enhancing data security to boosting efficiency, the benefits are enormous. But how do you navigate this complex process?

Stay tuned as we delve into the intricacies of implementing MPS in healthcare, offering insights, tips, and guidance to help you make the most of this powerful tool.

Understanding MPS and Its Importance in Healthcare

What Is MPS?

Managed Print Services, commonly referred to as MPS, represents a suite of services meant for optimizing and effectively managing an organization’s print environment. MPS works by performing an initial assessment of the current print infrastructure, based on which potential improvements are identified and implemented.

In the setting of a healthcare facility, MPS offers the ability to coordinate and manage all printing devices, such as printers, scanners, copiers and fax machines. It’s not just about managing the equipment, MPS is a comprehensive process. It involves monitoring, controlling and improving the printing practices, resulting in efficiency in workflows, and contributing to the overall strategic goals of an organization.

Benefits of MPS for Healthcare Facilities

Integrating MPS in healthcare reaps numerous benefits. Firstly, it offers a simplified process of managing print-related tasks. Instead of dealing with multiple vendors for different tasks, a single MPS provider simplifies everything, from supply replenishment to equipment maintenance and everything else that falls in between.

Secondly, MPS boosts efficiency. Through MPS, healthcare facilities gain insights into their print needs and usage. Such insights include knowing the print volume, understanding the most utilized devices, and tracking all print-related costs.

In turn, this leads to cost savings. Having visibility into print usage allows healthcare facilities to identify areas of waste and rectify them, resulting in cost-effective operations.

On another note, MPS assists in improving data security. By integrating MPS, healthcare facilities can enhance the security of printed information, crucial considering the sensitive nature of data handled within healthcare institutions. From secure print release features to audit trails, MPS offers tools that aid in maintaining patient confidentiality.

Lastly, MPS contributes to environmental sustainability. By monitoring and controlling print usage, MPS helps healthcare facilities reduce waste, promoting environmental responsibility while improving bottom-line results. Through the integration of MPS, healthcare facilities can achieve a lean and efficient workflow that contributes to higher quality of care provided.

Key Challenges in Implementing MPS in Healthcare

Despite the numerous benefits of Managed Print Services (MPS) in the healthcare sector, a few hurdles stand in the way of efficient implementation. Here, I discuss two significant challenges encountered when implementing MPS in a healthcare setting – technical and integration obstacles, and organizational culture coupled with staff training.

Technical and Integration Obstacles

A prominent barrier to the seamless integration of MPS in healthcare facilities constitutes technical hurdles. Healthcare institutions utilize diverse digital systems for their daily operations. MPS must sync with these systems flawlessly. Variance in system compatibility, lack of adequate infrastructure, and the intricate nature of integrating multiple technologies often present tough challenges. For instance, a hospital using legacy systems may find MPS integration demanding due to outdated interfaces and subpar hardware.

Additionally, MPS is designed to manage printing devices like printers and scanners. Yet, integrating such devices into network systems within healthcare facilities can periodically present complications. An example lies in the necessity to align MPS with the digital systems managing sensitive patient data.

Organizational Culture and Staff Training

Beyond technical considerations, organizational culture and staff training offer their unique set of challenges in MPS integration. MPS optimization leads to changes in workflow and requires a shift in how staff use print devices. Consequently, resistance to change can obstruct MPS implementation.

Feat not, for a great percentage of these roadblocks can become surmountable given proper training of employees. Such is achievable through staff education on the importance of MPS and the benefits it brings; cost efficiency, streamlined workflows, improved data security, and environmental sustainability. Certainly, my discussions on print analytics can pave the way, enlightening employees on elements like print usage and needs.

One must remember that, while MPS implementation comes with its share of challenges, the potential positive impact on a healthcare organization’s efficiency, workflow, data security, and overall quality of patient care exceedingly outweighs them. With the right approach and resources, healthcare facilities can overcome these hurdles and maximize the benefits offered by MPS.

Essential Steps for Successful MPS Implementation

After understanding the potential impact of Managed Print Services (MPS) on healthcare efficiency and patient care, it’s time we delve deep into its implementation. Let’s focus on three cardinal steps for a successful MPS deployment in your healthcare facility: conducting a needs assessment, selecting the suitable MPS provider, and tailoring the MPS approach.

Conducting a Needs Assessment

Starting with the first, a thorough needs assessment forms its framework. This process uncovers every detail about the current print environment – identifying needs, examining existing processes, and unraveling inefficiencies. For instance, knowing the types of documents usually printed, the most frequently used printers, and common printer issues reveals the hidden roadblocks in your workflow. By following a detailed inventory of devices, analyzing print volumes and usage patterns, and understanding security requirements, we can design a winning MPS strategy.

Choosing the Right MPS Provider

Next, partner with an MPS provider whose expertise matches your unique needs. It’s crucial to choose a provider with a proven track record in healthcare, boasting the understanding of this sector’s requirements and challenges. Verifying the provider’s credentials, like certifications from leading industry organizations such as CompTIA, can confirm their reliability. Checking their case studies, client testimonials, and online reviews also offers insights into their capabilities and performance in similar environments.

Customizing the MPS Approach

Finally, no universal MPS approach fits all healthcare organizations. Customizability marks the key to reap full MPS benefits. It’s ideal to tailor the MPS solution to your specific organizational needs. For example, a larger health center might prioritize high-volume, cost-efficient printing; a clinic may require secure printing to protect patient confidentiality. Understanding these specific demands enables a customized MPS approach that ticks all boxes, optimizing efficiency and bolstering patient care.

Case Studies: MPS Implementation in Real Healthcare Settings

Dig deeper into the practical application of Managed Print Services (MPS) in healthcare. Let’s explore a couple of revealing case studies from different healthcare settings: small clinics and large hospitals.

Small Clinics and Their Journey

Small clinics hold uniqueness, governed by budget constraints and limited resources. They’ve found their champion in MPS. Consider a local clinic in Carrollton, Texas, once plagued by disarrayed printing infrastructure and high operational costs. The clinic decided to embrace MPS, picking a provider with a firm grasp on healthcare needs.

That clinic’s MPS provider embarked on a comprehensive needs assessment, exposed inefficiencies, and offered bespoke services, effectively overhauling the existing print environment. Success arrived promptly. Operational costs got trimmed by 30%, shared printers improved workflow efficiency, and enhanced security features safeguarded sensitive patient data. This case serves to show that, for small clinics, MPS isn’t just an option, it’s a ladder to streamlined operations.

Large Hospitals and System-wide Implementation

Large hospitals walk a more complex journey towards MPS implementation. Their dense networks of connected devices and large employee numbers pose significant challenges. Yet, success stories exist.

Take Melbourne’s Royal Children’s Hospital: they tackled their multiple printer issues by opting for an MPS solution. They commissioned an established provider who suggested a fleet of efficient multi-function devices (MFDs). These MFDs, located strategically across wards and departments, enhanced the print efficiency, reduced downtimes, and drove operational cost reduction by an amazing 20%.

System-wide MPS implementation also fortified their data security, a much-needed enhancement given the hospital’s sensitive patient data. Therefore, for large hospitals looking to improve operational efficiency and patient care, MPS holds immeasurable potential.

Measuring the Impact of MPS in Healthcare

As we dive deeper into the realm of Managed Print Services (MPS) and its potential in the healthcare sector, it’s crucial to analyze the quantifiable impacts. These impacts primarily revolve around cost savings, efficiency improvements, enhancements in patient care, and data security upgrades.

Cost Savings and Efficiency Improvements

MPS’s role in cost savings and efficiency improvements is easily quantifiable. As referenced earlier, small clinics implementing MPS observed a significant 30% reduction in operational costs. Large bodies, like Melbourne’s Royal Children’s Hospital, registered a notable 20% cut in operational expenses. Not only does MPS aid in the financial department, but it also has a stronghold on augmenting efficiency. In both small and large healthcare environments, MPS implementation drastically streamlined print environments, and consequentially, the workflow. It introduced better task management strategies that resonated with the overall work efficiency.

Patient Care and Data Security Enhancements

The MPS implementation doesn’t stop at enhancing operational attributes, but it extends into the spheres of patient care and data security. It might not be as straightforward to quantify these enhancements as cost savings, but with careful observation and analysis, the benefits become evident. Facilitating faster, reliable printing services, MPS allows healthcare providers to respond to patient needs more swiftly. Faster document processing translates to quicker patient care, a goal every healthcare setting strives to achieve. Moreover, this methodology also shores up data security. MPS comes with advanced security features that fortify patient confidential information from breaches and leaks. This level of data protection inherently uplifts patient trust in the healthcare provider, cementing a better patient-healthcare provider relationship.


Implementing MPS in healthcare is a game-changer. It’s evident that the benefits far outweigh the challenges. From streamlining workflows to enhancing patient care, MPS has proven its worth. It’s not just about cost savings – though the 30% decrease for small clinics and 20% cut for large hospitals like Melbourne’s Royal Children’s Hospital are impressive. It’s about improving operational efficiency and data security too. MPS is a tool that not only boosts the bottom line but also strengthens patient-provider relationships. It’s clear that the future of healthcare lies in embracing technologies like MPS. Embracing MPS means embracing efficiency, security, and most importantly, better patient care.

Leave a Comment