FlexTG Reduces Monthly Print Costs 73% as Chicago FQHC Fleet Grows to Nearly 400 Devices
The Challenge: High Costs & Fragmented Fleet Management
A Chicago-based Federally Qualified Health Center (FQHC) provides a broad range of healthcare services, including primary care, behavioral health, dental and vision care. As the organization expanded its services and facilities, its print environment grew with it- from approximately 250 printers when FlexTG began working with the organization in 2012 to nearly 400 today.
At the beginning of the relationship, the organization was managing a costly and inefficient print environment. A legacy contract included 25 copiers at approximately $15,000 per month, while the broader printer environment was costing approximately $7,500 per month. As the FQHC continued adding locations and services, additional printers were introduced to support its growing clinical and administrative operations.
Fleet management also became fragmented across multiple vendors. The organization’s leadership wanted greater consistency in account management and reporting, rather than working with providers that rarely conducted reviews, offered limited communication, and routinely approached the organization about purchasing additional equipment.
The Solution: Right-Sizing, Consolidation & Ongoing Optimization
FlexTG took a long-term approach to the environment, using fleet data and ongoing account management to evaluate where equipment and print costs could be reduced without limiting access to the devices employees needed.
A key component of the strategy was equipment right-sizing. Rather than continuing to deploy larger A3 copiers where their functionality was unnecessary, FlexTG transitioned appropriate workflows to more cost-effective A4 devices. Over time, FlexTG also expanded its role from managing the printer environment to supporting the organization’s copier fleet, giving the FQHC a more consolidated approach to service and fleet management.
The relationship has continued to evolve alongside the FQHC’s technology environment. Following the organization’s transition to Epic, FlexTG supported the deployment of the required print drivers so devices could operate with the electronic medical record platform.
Account management and reporting have remained central to the engagement. Regular reviews provide the organization with greater visibility into its environment and an opportunity to evaluate utilization, costs, and future equipment requirements rather than allowing the fleet to remain on autopilot.
The Results: 73% Lower Monthly Print Costs While Supporting Growth
Since the relationship began, the FQHC’s printer fleet has grown from approximately 250 devices to nearly 400 as the organization has expanded its services and facilities. Despite that growth, monthly printer costs declined from approximately $7,500 to $2,000, a reduction of approximately 73%.
Beyond cost management, FlexTG has continued to support the FQHC as its clinical technology requirements have evolved. Device integration with Epic helps maintain printing functionality within clinical workflows, while secure print has now been implemented to strengthen the protection of patient information and support HIPAA-related security requirements.
Key Results
- Printer fleet grew from approximately 250 devices to 400 while monthly printer costs decreased
- Monthly printer spend reduced from approximately $7,500 to $2,000, a 73% reduction
- Fleet right-sized from A3 to A4 devices where appropriate
- Copier and printer management consolidated within the FlexTG relationship
- Print devices integrated with Epic to support clinical workflows
- Secure print implemented to strengthen protection of patient information
- Ongoing account management and reporting provide regular visibility into fleet performance and costs
Looking Ahead: Security & Continued Cost Control
As FQHCs navigate evolving funding models and continued pressure to control operating costs, maintaining visibility into technology spending remains increasingly important. FlexTG’s ongoing account management and reporting provide a framework for evaluating the fleet as the organization grows, identifying additional opportunities to right-size equipment, and supporting new security and workflow requirements as they emerge.
After more than a decade of working together, the FQHC and FlexTG continue to adapt the print environment as the organization’s operational and technology requirements change. The relationship has progressed from printer management and cost reduction to broader support across copiers, clinical-system integration, and print security.
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