Multi-Entity Healthcare Provider Simplified Billing and Scaled Print Operations with FlexTG
Client Profile: A Complex Healthcare Network
A large healthcare organization supporting assisted living, skilled nursing, hospice, and home care services across the Southeastern United States. Operating through hundreds of individual entities, the organization faced inherent complexity across procurement, billing, and IT operations.
The Challenge: Device Fragmentation and Invoice Complexity
As the organization grew, its print environment became increasingly fragmented. With over 300 devices across locations, more than 130 individual lease agreements, multiple service contracts, and 250+ invoices per month, the lack of standardization created a significant administrative burden.
Meanwhile, the IT team, supporting thousands of employees, was overextended and unable to prioritize print infrastructure improvements. The previous vendor had taken a reactive approach, filling immediate needs as they arose without considering lease structure or the long-term administrative impact of billing complexity.
The Path to Partnership: Strategic Alignment
A key catalyst was the need to modernize faxing infrastructure. As a healthcare provider, faxing remained critical to daily operations, yet the existing environment could not support a digital fax solution. Some devices could integrate with a back-end console while others could not.
FlexTG presented a path forward: a standardized enterprise fleet with back-end console capabilities to support digital fax integration and future workflow enhancements. This was not just a hardware refresh, it was the foundation for a scalable, evolving infrastructure.
The Solution: Consolidation, Standardization, and Scalable Infrastructure
FlexTG partnered with the organization to restructure its print and billing environment through a comprehensive, multi-phase approach. The engagement began with a full financial and fleet assessment, mapping all active leases, device locations, usage patterns, and total cost exposure across vendors- providing leadership with clear visibility into their print environment for the first time.
Rather than introducing an additional solution, FlexTG evaluated the total cost to exit existing agreements and consolidated all leases into a single, unified structure with one leasing partner. A centralized billing model was implemented, streamlining all locations into a simplified invoice structure with clear cost allocation by business unit.
The fleet was modernized with standardized multifunction systems aligned to actual usage patterns. A platform capable of supporting digital fax and workflow solutions was also established, with service and support consolidated under a single provider.
Continued Expansion: Desktop Printers, Digital Fax, and Beyond
Following the initial success with multifunction copiers, the partnership expanded to address additional challenges uncovered during implementation.
FlexTG deployed over 500 managed desktop printers across locations, extending the same standardization and visibility to the desktop environment. This reduced unmanaged purchasing, minimized waste, and further alleviated the burden on internal IT teams.
With a standardized fleet and back-end infrastructure in place, the organization gained the foundation needed to implement the digital fax and workflow improvements that originally initiated the partnership.
The Results: Operational Impact at Scale
The impact was immediate and measurable:
- 500+ managed desktop printers deployed, reducing unmanaged purchasing and IT burden
- Standardized fleet of 300+ multifunction devices aligned to actual usage needs
- 250+ monthly invoices consolidated into 1 streamlined invoice
- Full visibility into print and toner costs across all business units
- Improved device performance and uptime across the organization
Conclusion: A Partnership Built for Long-Term Growth
By addressing billing complexity, not just hardware, FlexTG transformed a fragmented print environment into a streamlined, scalable operation. The result is a long-term partnership that continues to evolve alongside the healthcare organization’s growth, delivering sustained operational efficiency and cost control.