FlexTG Helps Nonprofit Healthcare Organization Streamline Print Operations – 50% Fleet Refresh Across 15 Clinics
About the Organization
This nonprofit healthcare provider serves communities across Northern Arizona, operating 15 clinics from Flagstaff to remote rural sites. The organization supports patients with a wide range of medical services while managing a fleet of 189 print devices, including Xerox, HP, and other assets, to keep operations running smoothly.
The Challenge: An Unmanaged Print Environment
The provider’s print environment had become increasingly difficult to manage. The fleet was aging and fragmented, with inconsistent firmware updates that created security risks. Identical devices were spread across different contracts at drastically different rates, resulting in financial inefficiencies.
Some machines were unplugged but still under contract, and toner continued to be purchased for devices no longer in use. Supplies were scattered across multiple clinics without centralized oversight, forcing IT staff to spend valuable time managing toner and troubleshooting frequent device issues instead of supporting critical clinical technology.
The Solution: Managed Print Services
Flex Technology Group conducted a full assessment of the print environment, uncovering inefficiencies and redundancies across all sites. This assessment formed the foundation for a comprehensive managed print services solution focused on visibility, security, and long-term stability.
Nearly half of the fleet was refreshed, replacing 82 aging Xerox devices with managed HP devices. All contracts were consolidated into a single transparent agreement, reducing more than 60 invoices to just one. FastAF automated toner fulfillment was implemented to ensure just-in-time delivery and eliminate manual IT intervention.
Quarterly business reviews were introduced, including detailed firmware vulnerability reporting to safeguard security and compliance. A flexible 63-month service agreement was established, maintaining near cost-neutral spending while providing significantly greater efficiency, reliability, and risk reduction.
The Results
The MPS solution delivered measurable outcomes for the healthcare organization:
- Streamlined Operations: Reduced more than 60 invoices to a single, manageable one.
- Improved Security: Eliminated all unsupported devices and implemented proactive firmware monitoring.
- Increased Reliability: Device uptime and SLA performance significantly improved across all 15 clinics.
- Lower IT Burden: Freed IT staff from manual supply management with centralized visibility of all devices.
- Future-Proofed Environment: Initiated a print driver management project to move toward a secure, cloud-based print infrastructure.
Looking Ahead
With full visibility and control over its print environment, the organization is now positioned to reduce costs, eliminate inefficiencies, and confidently transition to a cloud-based print infrastructure through PrinterLogic. The combination of refreshed devices, centralized oversight, and proactive security reviews provides a strong foundation for efficiency, compliance, and long-term operational stability.