flex technology group

Over $600,000 in Print Cost Savings

Print Case Study: Rehabilitation Services

BayMark Health Services Print Case Study

The Challenge: Rapid Growth Without Control

A national healthcare provider expanded quickly to over 320 locations nationwide. However, this growth created a costly and chaotic print environment. Without centralized procurement or support, each site ordered printers and toner independently, often via open office supply accounts, resulting in nearly two dozen unmanaged printer purchases each month.

This fragmented setup caused financial leakage and operational friction. The organization was paying twice for bundled services, while many devices were outdated, insecure, and poorly supported. End users were left to troubleshoot on their own, and 85% of the fleet was misaligned with actual usage. With no visibility into leases, performance, or costs, managing the print infrastructure was a significant challenge.

FlexTG Engagement: Strategic, Phased Enterprise Transformation

Flex Technology Group partnered with the provider to overhaul their print environment- consolidating vendors, optimizing the fleet, and restoring control across all locations. We began with a comprehensive audit of 2,800+ devices using print management data, site assessments, and invoices. A phased consolidation plan prioritized contracts near renewal and sites with the greatest challenges.

Phase one involved taking over roughly 1,200 desktop printers and replacing equipment at 60 priority sites. FlexTG deployed standardized hardware with modern security features, tagged devices, and integrated them into a centralized support system managed by a dedicated client relationship manager. Additionally, a clear service level agreement and our automated toner replenishment services were implemented, resulting in a 4-hour response time and 98% uptime.

Fixing the Fundamentals: Visibility, Accountability, and Security

Central to the solution was restoring transparency and cost control. We implemented a real-time portal for tracking service tickets, monitoring usage, and analyzing costs. This visibility eliminated duplicate billing, unmanaged contracts, and manual ordering inefficiencies.

Security was a top priority, as many copiers had known vulnerabilities with no patching. To address this, FlexTG introduced secure badge-based printing and strict access controls- essential steps for healthcare and HIPAA compliance. We also replaced unreliable remanufactured toner to improve device reliability and reduce breakdowns.

Operational Impact and Measurable Cost Reductions

The solution delivered measurable value across cost, efficiency, and oversight:

  • $600K+ projected annual savings via service and lease consolidation
  • 20–25% desktop printing cost reduction through standardized hardware and supply automation
  • Elimination of copier overcharges, with some sites previously billed 70–80% over contract
  • 4-hour average service response time, down from 4+ days
  • 98% fleet uptime through proactive centralized support
  • Improved security by removing unsupported devices and enforcing access controls
  • 1,200+ desktop printers now centrally managed
  • Phase one completed at 60 high-priority sites, full enterprise rollout underway

A Scalable Partnership Driving Long-Term Success

With phase one complete, FlexTG is working to expand the managed print program enterprise-wide. Upcoming phases include transitioning remaining copier contracts, deploying full print management software, and deepening IT integration.

Through vendor consolidation, hardware standardization, and clear service expectations, the client now has a scalable print management roadmap for healthcare to support ongoing growth.

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